Agenda packet — Burbank City Council, May 19, 2026 (part 1 of 13)

BURBANK CITY COUNCIL

JOINT MEETING WITH THE SUCCESSOR AGENCY,

HOUSING AUTHORITY AND PARKING AUTHORITY
TUESDAY, MAY 19, 2026
5:00 p.m. – Closed Session
6:00 p.m. – Open Session
Council Chamber
275 E. Olive Avenue, Second Floor

NOTICE TO THE PUBLIC
NOTICE IS HEREBY GIVEN that a Joint City Council Meeting will be held in the Council Chamber – 275 East Olive Avenue, Second Floor, on Tuesday, May 19, 2026, at 5:00 p.m., to discuss matters on the attached agenda.

Members of the public have the option to participate in the meeting via in-person and/or telephonically for Closed Session, General Public Comment, Public Hearings, and Study Sessions. They may also submit their written comments regarding City business using the eComment feature on the City website.

Auxiliary aids and services are available for individuals with speech, vision, or hearing impairments (48- hour notice is required). For more information, please contact the ADA Coordinator at (818) 238-5051.

Interpretation Requests:

If you would like to participate in Public Comments and require an interpreter, please telephone the City Clerk's Office at (818) 238-5851 at least 48 hours in advance of the meeting.

Si desea participar en los comentarios públicos y necesita un intérprete, por favor llame a la Oficina de la Secretaria Municipal al (818) 238-5851 al menos 48 horas antes de la reunión.

How to View the Meeting:

Local Cable: Spectrum Channel 6 or AT&T Uverse Channel 99.

YouTube Live Streaming Channel: Click here.

City Website Live Streaming: Click here.

Public Comment Options:

1. To speak during Closed Session Public Comment, General Public Comment, Public Hearing Public Comment, and Study Session Public Comment periods during the meeting, members of the public may speak in-person in the Council Chamber or call (818) 238-3335. Speaker time limits will be determined by the Presiding Officer, depending on how many public comment cards are received and how many callers are in the queue at the commencement of each public comment period (as shown below). Additional public comment cards and calls will not be accepted once the public comment period commences.
1 – 20 Total Speakers – 3 minutes each
21 – 39 Total Speakers – 2 minutes each
40+ Total Speakers – 1 minute each

2. The Reports to Council Public Comment periods are only accepted in person – public comment cards must be submitted before the public comment period begins for each report to Council.

Speaker time limits will be determined by the Presiding Officer depending on how many public comment cards have been received at the commencement of each public comment period (as Burbank City Council Meeting Agenda May 19, 2026
1 A. Public Comment: (On Closed Session items only) To Comment, please telephone into the meeting at (818) 238-3335, or to speak in person a PINK Public Comment Card must be completed and presented to the City Clerk prior to the comment period.

B. Closed Session in City Hall First Floor Conference Room:
shown below). Additional public comment cards will not be accepted once the public comment period commences.
1 – 20 Total Speakers – 3 minutes each
21 – 39 Total Speakers – 2 minutes each
40+ Total Speakers – 1 minute each

3. Written public comment may be submitted via eComment, available on the City website (www.burbankca.gov/web/city-clerks-office/ecomment) from the time the agenda is posted until 4:00 p.m. the day of the meeting. eComments will be distributed to the City Council in advance of the meeting.

4. The Presiding Officer has the discretion to reduce speaking time for each speaker in order to ensure that City business can be completed at a reasonable hour.

Public Disclosure:

Please be advised that any communication submitted to the City of Burbank, its officials, staff or City consultants, may be considered a public record under the Brown Act and California Public Records Act.

This means that any information contained in the communication, including personal information, may be subject to public disclosure. The City reserves the right to disclose such information in accordance with the law.

This agenda contains a summary of each item of business which the City Council, Successor Agency, Housing Authority and Parking Authority may discuss or act on at this meeting. The agenda packet consisting of the staff reports and all other documentation relating to each item on this agenda will be posted on the City's website at www.burbankca.gov. Any writings or documents provided to the City Council regarding any item on this agenda subsequent to distribution of the agenda packet will be posted on the City's website at www.burbankca.gov. If you have a question about any matter on the agenda, please call the Office of the City Clerk at (818) 238-5851. The Council Chamber is disabled accessible.

Auxiliary aids and services are available for individuals with speech, vision, or hearing impairments (48- hour notice is required). Please contact the ADA Coordinator at (818) 238-5051 with questions or concerns.

1. Conference with Legal Counsel – Existing Litigation
a. Pursuant to Govt. Code §54956.9(d)(1)
b. Name of Case: Maggie Alegria Henderson v. City of Burbank, et al. c. Case No.: 24NNCV02546
d. Brief description and nature of case: Trip and fall

2. Conference with Legal Counsel – Anticipated Litigation a. Significant exposure to litigation pursuant to Govt. Code §54956.9(d)(2) City as Potential Defendant
b. Number of potential case(s): 1 Rosol, et al. (Claimant) Personal Injury – Auto Accident

3. Conference with Real Property Negotiator
a. Pursuant to Govt. Code §54956.8
b. Property: 2721 W. Burbank Blvd./APN 2438-0001-026
c. Parties Whom Agency or City is Negotiating with: Family Services Agency (FSA) d. City Negotiator: Simone McFarland, Assistant Community Development Director – Business & Economic Development
Burbank City Council Meeting Agenda May 19, 2026
2 C. Call to Order: 6:00 p.m.

D. Moment of Reflection:

E. Flag Salute:

F. Roll Call:

G. Announcements: (The Mayor will make announcements on various topics in addition to any listed) H. Council Presentations/Recognitions: (The Mayor will make presentations to various groups/persons)

1. Presentation of the Burbank Police Foundation Annual Matthew Pavelka Scholarship Award – City Council

2. Presentation of a Certificate of Recognition for the “Austin Cook Award for Outstanding Youth” – City Council

3. Presentation of a Proclamation Declaring May 17–23, 2026, as "National Public Works Week" in the City of Burbank – City Council

4. Presentation of a Proclamation Declaring May 2026 as “Mental Health Awareness Month” in the City of Burbank – City Council
I. City Manager Report: (Updates on Notable Events, if any) J. Presentations:

1. Presentation of an Update from the Burbank-Glendale-Pasadena Airport Authority – City Manager's Office
K. Reporting on Closed Session: (The City Attorney will report the Closed Session items and report out actions taken)
L. Joint General Public Comment: (On any matter concerning City business and/or any agenda items.) To Comment, please telephone into the meeting at (818) 238-3335 or to speak in person, a YELLOW Public Comment Card must be completed and presented to the City Clerk prior to the comment period.)
M. Council, City Manager, and/or City Attorney Comment: (Responses to General Public Comment, if any, shall be brief and in accordance with the Ralph M. Brown Act) N. Consent Calendar: (Items on the Consent Calendar are generally routine matters and should be adopted by one motion without an oral report)
e. Terms Under Negotiation: Renewal of FSA lease
Burbank City Council Meeting Agenda May 19, 2026
3 1. Council Minutes – City Clerk's Office

2. Successor Agency Minutes – City Clerk's Office

3. Housing Authority Minutes – City Clerk's Office

4. Parking Authority Minutes – City Clerk's Office

5. Approval of the Updated City of Burbank Records Retention Schedule and Adoption of a Resolution Amending the Citywide Records Retention Schedule for City Records – City Clerk's Office
Recommendation:

Approve the City Council Minutes of the Joint Meeting of May 5, 2026 and the Dark Meeting of May 12, 2026.

MOTION: Approved 5-0
Attachments:

Council Meeting Minutes
Dark Meeting Minutes
Recommendation:

Approve the Successor Agency Minutes of the Joint Meeting of May 5, 2026.

MOTION: Approved 5-0
Attachments:

Successor Agency Minutes
Recommendation:

Approve the Housing Authority Minutes of the Joint Meeting of May 5, 2026.

MOTION: Approved 5-0
Attachments:

Housing Authority Minutes
Recommendation:

Approve the Parking Authority Minutes of the Joint Meeting of May 5, 2026.

MOTION: Approved 5-0
Attachments:

Parking Authority Minutes
Recommendation:

1. Approve the updated City of Burbank Records Retention Schedule.

2. Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AMENDING THE CITYWIDE RECORDS RETENTION SCHEDULE.

MOTION: Approved and Adopted 5-0
Attachments:

SR - Records Retention Schedule
Att1 - Resolution
Burbank City Council Meeting Agenda May 19, 2026
4 6. Adoption of Resolutions with the Burbank Housing Corporation Transitioning Activity Center Programming Off-Site and Allowing Alternate Uses; and Resolutions for Conditional Financial Commitment/Reservation/Award Letters for 2321-2335 North Fairview Street (The Village at Fairview Street) – Community Development Department (with Housing Authority) Att2 - Redlined Retention Schedules
Resolution No. 26-29,693
Recommendation:

1. Adopt four individual Resolutions of the Council of the City of Burbank each approving a Modification Agreement regarding the use of 2321 North Catalina Street, 153 West Elmwood Avenue, 1819 Grismer Avenue, and 241 West Verdugo Avenue among the City of Burbank, the Housing Authority of the City of Burbank, and the Burbank Housing Corporation (BHC), making a determination of categorical exclusion under the National Environmental Policy Act, and making a determination of categorical exemption under the California Environmental Quality Act; and

2. Adopt four individual Resolutions of the Housing Authority of the City of Burbank each approving a Modification Agreement regarding the use of 2321 North Catalina Street, 153 West Elmwood Avenue, 1819 Grismer Avenue, and 241 West Verdugo Avenue among the City of Burbank, the Housing Authority of the City of Burbank, and the Burbank Housing Corporation and making a determination of categorical exemption under the California Environmental Quality Act; and

3. Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK APPROVING

A COMMITMENT LETTER TO ROLL-OVER AN EXISTING CITY LOAN OF $1,215,384.73 AND APPROVING A COMMITMENT LETTER TO CONDITIONALLY RESERVE HOME FUNDS FOR A NEW LOAN OF $2,592,389 TO THE BURBANK HOUSING CORPORATION FOR THE VILLAGE AT FAIRVIEW PROJECT; and

4. Adopt A RESOLUTION OF THE HOUSING AUTHORITY OF THE CITY OF BURBANK

APPROVING A COMMITMENT LETTER TO ROLL-OVER AN EXISTING HOUSING AUTHORITY LOAN OF $1,664,040 AND TO EXTEND A NEW LOAN OF $5,772,883

TO THE BURBANK HOUSING CORPORATION FOR THE VILLAGE AT FAIRVIEW PROJECT, AND APPROVING AN AWARD OF PROJECT-BASED SECTION 8 VOUCHERS TO THE PROJECT.

MOTION: All Resolutions Adopted 5-0
Attachments:

SR - BHC Fairview Project Resolutions
Att1 - Resolution - 2321 N. Catalina St.

Att2 - Reso - 153 W. Elmwood Ave.

Att3 - Resolution - 1819 Grismer Ave.

Att4 - Resolution - 241 W. Verdugo Ave.

Att5 - Housing Reso - 2321 N. Catalina St.

Att6 - Housing Reso - 153 W. Elmwood Ave
Att7 - Housing Reso - 1819 Grismer Ave.

Att8 - Modification Housing Reso - 241 Verdugo Ave.

Att9 - Modification Agreement - 2321 N. Catalina St.

Att10 - Modification Agreement - 153 W. Elmwood Ave.

Att11 - Modification Agreement - 1819 Grismer Ave.

Att12 - Modification Agreement - 241 W. Verdugo Ave.

Att13 - Resolution - Commitment Letter
Att14 - Commitment Letter
Att15 - Reservation Letter
Att16 - Housing Reso - Commitment Letter
Att17 - Voucher Award Letter
Burbank City Council Meeting Agenda May 19, 2026
5 7. Adoption of a Resolution Approving a Project List for the Road Repair and Accountability Act (SB1) for Fiscal Year 2026-27 – Public Works

8. Adoption of a Resolution Approving the Updates to the Renewable Energy Resources Procurement Plan and Enforcement Program (Version 4) and Incorporating Optional Compliance Measures Available Under California’s Renewable Portfolio Standards Program – Burbank Water and Power Department
Att18 - 04.21.2026 Study Session SR
Resolution No. 26-29,694
Resolution No. 26-29,695
Resolution No. 26-29,696
Resolution No. 26-29,697
Resolution No. 26-29,698
Resolution No. H-26-277
Resolution No. H-26-278
Resolution No. H-26-279
Resolution No. H-26-280
Resolution No. H-26-281
Recommendation:

Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK APPROVING A

PROJECT LIST FOR THE ROAD REPAIR AND ACCOUNTABILITY ACT FOR FISCAL YEAR 2026-27.

MOTION: Adopted 5-0
Attachments:

SR - SB1 FY 26-27
Att1 - Resolution
Att2 - Proposed Streets SB1 FY26-27.

Att3 - Project Map Location SB1 FY26-27
Resolution No. 26-29,699
Recommendation:

Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK APPROVING

UPDATES TO THE RENEWABLE ENERGY RESOURCES PROCUREMENT PLAN AND ENFORCEMENT PROGRAM (VERSION 4) AND INCORPORATING OPTIONAL COMPLIANCE MEASURES AVAILABLE UNDER CALIFORNIA’S RENEWABLE PORTFOLIO STANDARD (RPS) PROGRAM.

MOTION: Adopted 5-0
Attachments:

SR - Renewable Energy Resources Plan
Att1 - Resolution
Att2 - Procurement Plan and Enforcement Program
Resolution No. 26-29,700
Burbank City Council Meeting Agenda May 19, 2026
6 9. Approval of an Amendment to the License Agreement with the Burbank-Glendale-Pasadena Airport Authority for Access to the Hollywood Burbank Airport for the Installation, Operation, and Maintenance of Water Service Connections and Related Appurtenances – Burbank Water and Power Department

10. Annual Review of Planned Developments and Development Agreements – Community Development Department
O. Reports to Council: (Items listed under this section will have an oral report provided)

1. Approval of Funding Allocations for the 2026 Community Events and Program Grant – City Manager's Office
Recommendation:

Approve an amendment to the License Agreement with the Burbank-Glendale-Pasadena Airport Authority that grants Burbank Water and Power (BWP) access to the Hollywood Burbank Airport for the installation, operation, and maintenance of water service connections and related appurtenances, find the item exempt from the California Environmental Quality Act, and authorize the BWP General Manager, as the City Manager’s designee, to execute the amendment and any other ancillary documents or future amendments to the License Agreement, in form and substance satisfactory to the City Attorney’s Office.

MOTION: Approved 5-0
Attachments:

SR - BGPAA License Agreement
Att1 - Amendment No. 1
Att2 - License Agreement
Recommendation:

Note and file.

MOTION: Noted and Filed 5-0
Attachments:

SR - Planned Developments and Agreements
Att1 - Summary
Recommendation:

Consider the funding recommendations from the Review Committee, approve the allocation of funding for the 2026 Community Events and Program Grant awards totaling $52,500 for Fiscal Year 2025-26, provide direction, if any, on the allocation of funds for the remaining $2,500, and authorize the City Manager or designee to execute all necessary documentation to effectuate the grant funding.

Public Comment: To speak in person, a YELLOW Public Comment Card must be completed and presented to the City Clerk prior to the comment period.

Council Action:

Approved as amended to distribute the remaining funds of $2,500 ($2,000 to Magnolia Park Events and $500 to the Armenian Relief Society of Western USA Inc.) 4-0 (Rizzotti, Recused) Attachments:

Burbank City Council Meeting Agenda May 19, 2026
7 2. Continuation of Review of the Proposed Fiscal Year 2026-27 Budget – Financial Services (with Successor Agency, Housing Authority, and Parking Authority) P. Council Comments: (Including reporting on Council committee assignments, attendance at conferences, regional meetings, and community events)
Q. Introduction of Additional Agenda Items: (Council Members may request future agenda items) R. Consideration of Previously Introduced Additional Agenda Items: (Council Members may briefly discuss future agenda item requests)

1. Vice Mayor Mullins’ request for a first step report on Assembly Bill 1033 which allows accessory dwelling units (ADUs) to be converted and sold as separate condominium units. (May 5, 2026)

2. Vice Mayor Mullins’ request for a report reviewing the City's zoning regulations as they relate to massage establishments, including specific use definitions between therapeutic massage centers and other massage-related businesses. (May 5, 2026) SR - Approval of Funding Allocation
Att1 - Events, Grant Applications Summary
Att2 - 2026 CEPG Applications
Recommendation:

Review the proposed recommendations for the Fiscal Year (FY) 2026-27 Budget and Citywide Fee Schedule.

Public Comment: To speak in person, a YELLOW Public Comment Card must be completed and presented to the City Clerk prior to the comment period.

Council Action:

Reviewed 5-0
Attachments:

SR - Proposed Budget FY 26-27
Att1 - Project Spendable Fund Balance
Att2 - General Fund Forecast
FY 2026-27 Proposed Budget
Additional Documents - Memo
Additional Documents - Immigration Assistance Fund
Additional Documents - Community Garden
Additional Documents - Minimum Wage
PowerPoint Presentation
PowerPoint Presentation - Capital Improvement
Recommendation:

Directed staff to return with a first step report 5-0
Recommendation:

Directed staff to return with a first step report 5-0
Burbank City Council Meeting Agenda May 19, 2026
8 3. Council Member Rizzotti’s request for a review of City Council Expectations of Board, Commission, and Committee Members related to violations by Planning Commissioner Van Gorder, including consideration of possible City liability and his removal from the Commission. (May 5, 2026)
S. Adjournment: To Wednesday, May 20, 2026, for a Special Meeting in the Council Chamber – 275 East Olive Avenue, Second Floor.

Recommendation:

Mayor and Council Member Rizzotti will meet with Commissioner.

Burbank City Council Meeting Agenda May 19, 2026
9 1

CITY OF BURBANK

CITY COUNCIL MINUTES

JOINT MEETING WITH THE SUCCESSOR AGENCY,

HOUSING AUTHORITY, AND PARKING AUTHORITY
TUESDAY, MAY 5, 2026
Call to Order:

A Closed Session Meeting of the City Council of the City of Burbank was held in the Council Chamber, 275 East Olive Avenue, on the above date. The meeting was called to order at 4:05 p.m. by Mayor Takahashi.

Present: Council Member(s) Anthony, Perez, Rizzotti, Vice Mayor Mullins, and Mayor Takahashi

Absent: None
Also Present: City Manager Hess, City Attorney McDougall, and City Clerk Clark Council Member Perez participated remotely pursuant to Govt. Code §54953.8.3(c)(1).

Closed Session Public Comment:

Appearing to comment were: Emily Gabel-Luddy and Roy Simison.

Calling in to comment was: None.

There being no further response to the Mayor's invitation for Public Comment on Closed Session matters, the City Council recessed at this time to the City Hall First Floor Conference Room to hold a Closed Session on the following:

1. Conference with Legal Counsel – Existing Litigation
a. Pursuant to Govt. Code §54956.9(d)(1)
b. Name of Case: Friends of the Equestrian Bridge v. City of Burbank, et al. c. Case No.: 25STCP00645
d. Brief description and nature of case: Housing project at 910 S. Mariposa St.

2. Conference with Legal Counsel – Existing Litigation
a. Pursuant to Govt. Code §54956.9(d)(1)
b. Name of Case: Aleg Alman v. City of Burbank, et al.
c. Case No.: 24NNCV05106
d. Brief description and nature of case: Trip and fall

3. Conference with Legal Counsel – Existing Litigation
a. Pursuant to Govt. Code §54956.9(d)(1)
b. Name of Case: Marissa O'Brien v. City of Burbank
c. Case No.: 25STCV16099
d. Brief description and nature of case: Labor and Employment Matter Consent Calendar
Item #1
10 2

4. Conference with Real Property Negotiator
a. Pursuant to Govt. Code §54956.8
b. Property: Burbank Historical Society, 115 N. Lomita Street, Burbank, CA 91506, located on portions of George Izay Park
c. Parties Whom Agency or City is Negotiating with: Burbank Historical Society d. City Negotiator: Simone McFarland, Assistant Community Development Director – Business & Economic Development
e. Terms Under Negotiation: Ground lease renewal. Terms under negotiation include, but are not limited to, term of lease, rent, use, and maintenance.

5. Conference with Legal Counsel – Anticipated Litigation a. Initiation of litigation pursuant to Govt. Code §54956.9(d)(4) City as Potential Plaintiff
b. Number of potential case(s): 1
Call to Order: 6:00 p.m.

A Joint Meeting of the City Council and the Successor Agency, Housing Authority, and Parking Authority of the City of Burbank was held in the Council Chamber, 275 East Olive Avenue, on the above date. The meeting was called to order at 6:16 p.m. by Mayor Takahashi.

Moment of Reflection:

Mayor Takahashi held a Moment of Reflection to begin the meeting with positive and collective support for our beloved community.

Flag Salute:

The Pledge of Allegiance was led by Mayor Takahashi.

Roll Call:

Present: Council Member(s) Anthony, Rizzotti, Vice Mayor Mullins, and Mayor Takahashi

Absent: Perez
Also Present: City Manager Hess, City Attorney McDougall, and City Clerk Clark Council Member Perez participated remotely pursuant to Govt. Code §54953.8.3(c)(1).

Mayor Takahashi indicated there would be three (3) periods of Public Comment at this evening's meeting and those who wish to participate in the General Public Comment may call in at (818) 238-3335. The Reports to Council Public Comment period will only be taken in person.

Announcements:

Mayor Takahashi displayed a PowerPoint presentation announcing the following: (1) Fire and Police Service Day; (2) George Izay Park Water Closure; (3) May is Water Safety Month; (4) 2026 Primary Election; and (5) Creative Industry Taskforce. 11 3
Council Presentations/Recognitions:

Council Member Perez joined the meeting at 6:30 p.m.

1. Presentation of a Proclamation Declaring April 13-20, 2026 as "National Days of Remembrance" in the City of Burbank
Mayor Takahashi presented a proclamation declaring April 13-20, 2026, as "National Days of Remembrance' " in the City of Burbank and introduced Laura Strobl, President of the Burbank Human Relations Council, who made remarks.

2. Presentation of a Proclamation Declaring May 2026 as "Older Americans Month" in the City of Burbank
Mayor Takahashi presented a proclamation declaring May 2026 as "Older Americans Month" in the City of Burbank and introduced members of the Senior Citizen Board.

3. Presentation of Certificates of Recognition for the Peter McGrath Older Americans Volunteer Service Award
Mayor Takahashi presented Certificates of Recognition to Carol Briggs and Connie Trible for receiving the “Peter McGrath Older American Volunteer Service Award” and introduced Kim Freed, Recreation Supervisor, and Derrick Baker, Recreation Coordinator, who made remarks.

4. Presentation of a Proclamation Declaring May 3-9, 2026, as "Municipal Clerks Week" in the City of Burbank
Mayor Takahashi presented a proclamation declaring May 3-9, 2026, as "Municipal Clerks Week" in the City of Burbank and introduced Kimberley Clark, City Clerk, who made remarks.

5. Presentation of a Proclamation Declaring May 3-9, 2026, as "National Correctional Officer’s Week" in the City of Burbank
Mayor Takahashi presented a proclamation declaring May 3-9, 2026, as "National Correctional Officer's Week" in the City of Burbank and introduced Tania Cooper, Jail Manager, and Jailers Austin Krause and Jazmine Valdez, who made remarks.

6. Presentation of a Proclamation Declaring May 10-16, 2026, as "National Police Week" in the City of Burbank
Mayor Takahashi presented a proclamation declaring Declaring May 10-16, 2026, as "National Police Week" in the City of Burbank and introduced Rafael Quintero, Police Chief, and John Embleton, Police Sergeant, who made remarks.

City Manager Report:

City Manager Hess introduced Fire Chief Danny Alvarez, who provided an update on the Women's Fire Camp, and introduced Cynthia Alba, new Business Development Concierge, who made remarks.
12 4
Reporting on Closed Session:

City Attorney McDougall reported that the City Council met in Closed Session regarding the agendized Closed Session items and City Council took no reportable action.

Joint General Public Comment:

Appearing to comment were: Vanessa Bednar, Ron Bax, Roy Simison, Eric Conner, Mark Scroggs, Kreigh Hampel, Diana Fang, Bridget Underwood, Braeden Day, Kim Allender, Jacob Pierce, Andrea Goyan, Cameron Hunter, Janet Diel, Alfonso Directo Jr., Susan O'Carroll, Jo Pimienta, Jackie Waltman, Harry Timuryan, Paul Darrigo, Gina Mangiaracina, Ramy, Kristy Maloof, David Donahue, and Walter Lewis.

Calling in to comment were: Danielle, Jonathan Wilder, Rennie Gabriel, and Nathan Adair.

Council, City Manager, and/or City Attorney Comment:

Council Members and Staff responded to Public Comment.

Council Member Anthony left the dais at 8:21 p.m. and returned to the dais at 8:34 p.m.

Consent Calendar:

It was moved by Vice Mayor Mullins, seconded by Council Member Anthony, to approve the Consent Calendar. The motion carried 5-0 with the following roll call vote: AYES:

Anthony, Perez, Rizzotti, Mullins, and Takahashi. NOES: None.

1. Council Minutes
Approve the City Council Minutes of the Special Closed Session Meeting of April 16, 2026; the Joint Meeting of April 21, 2026; and the Dark Meeting of April 28, 2026.

2. Successor Agency Minutes
Approve the Successor Agency Minutes of the Joint Meeting of April 7, 2026.

3. Housing Authority Minutes
Approve the Housing Authority Minutes of the Joint Meeting of April 21, 2026.

4. Parking Authority Minutes
Approve the Parking Authority Minutes of the Joint Meeting of April 7, 2026.

5. Adoption of an Ordinance for a Zone Map Amendment to Establish a Zoning Designation of Single-Family Residential (R-1) for Portions of 17 Properties Located on the 600-700 Block of Roselli Street that are Proposed for Annexation into the City of Burbank, to Pre-Zone the 17 Properties Related to Same 13 5
ORDINANCE NO. 26-4,039
Adopt AN ORDINANCE OF THE COUNCIL OF THE CITY OF BURBANK

AMENDING THE ZONING MAP TO ESTABLISH ZONING DESIGNATIONS OF SINGLE FAMILY RESIDENTIAL (R-1) ZONE FOR PORTIONS OF 17

PROPERTIES THAT ARE PROPOSED FOR ANNEXATION INTO THE CITY (PROJECT NO. 25-0004181; ZONE MAP AMENDMENT).

6. Adoption of an Ordinance Amending Sections 4-2-113 and 4-2-122 of the Burbank Municipal Code, Relating to Procedures for Enrollment Upon Prior Notice in Solid Waste Collection Services
ORDINANCE NO. 26-4,040
Adopt AN ORDINANCE OF THE COUNCIL OF THE CITY OF BURBANK AMENDING BURBANK MUNICIPAL CODE SECTIONS 4-2-113 (SOLID WASTE GENERATOR REQUIREMENTS) AND 4-2-122 (HAULER LICENSE AND

PERMIT REQUIREMENTS) RELATING TO PROCEDURES FOR

ENROLLMENT UPON PRIOR NOTICE IN SOLID WASTE COLLECTION
SERVICES.

Reports to Council:

1. Update on Estimated Cost of November 2026 General Municipal Election Kimberley Clark, City Clerk, presented the report and responded to City Council inquiries.

Public Comment:

Appearing to comment was: None.

Council Action:

It was approved by Council consensus to note and file.

2. Review of the Proposed Fiscal Year 2026-27 Budget (with Successor Agency, Housing Authority, and Parking Authority)
Jennifer Becker, Financial Services Director; Stephen Walker, Assistant Public Works Director – Wastewater Systems; John Molinar, Assistant Public Works Director – Streets and Waste Management; and Joseph Lillio, Chief Financial Officer, presented the PowerPoint presentation and responded to City Council inquiries. Marisa Garcia, Parks and Recreation Director; Justin Hess, City Manager; Patrick Prescott, Community Development Director; and Mandip Samra, General Manager – Burbank Water and Power also responded to Council inquiries.

Public Comment:

Appearing to comment were: Ralph Mundell and Brian Smith.

Council Members voted by consensus to continue with City business past 11:00 p.m.
14 6
Council Member Perez left the meeting at 11:01 p.m.

Council Action:

It was approved by Council consensus to review the proposed recommendations for the Fiscal Year 2025-26 Budget and Citywide Fee Schedule and continue the discussion to May 19, 2026.

Council Comments:

Council Members reported out on Council committee assignments and attendance at conferences, regional meetings, and community events.

Consideration of Previously Introduced Additional Agenda Items:

1. Vice Mayor Mullins’ request for clarification of Council protocols and expectations under the Council Code of Conduct, particularly regarding the involvement of an individual Council Member (Konstantine Anthony) in any City proposed ballot measures. (April 21, 2026)
Council Member Anthony recused himself due to recent contributions made to a local ballot measure committee for which he is the sole controller and left the meeting at 11:16 p.m.

Joseph McDougall, City Attorney, and Justin Hess, City Manager, responded to Council inquiries.

Council Action:

It was moved by Vice Mayor Mullins, seconded by Council Member Rizzotti, to direct staff to seek an opinion from the Fair Political Practices Commission and/or Attorney General regarding Council Member Anthony’s fundraising committee to determine whether funds are being solicited for his Los Angeles County Supervisor campaign. The motion carried 3-0 with the following roll call vote: AYES: Rizzotti, Mullins, and Takahashi. NOES: None. ABSENT: Perez.

RECUSED: Anthony.

Council Action:

It was moved by Vice Mayor Mullins, seconded by Council Member Rizzotti, to draft a resolution for Council Member Anthony’s censure concerning his actions before the Burbank Association of Realtors event at the June 2, 2026 Council Meeting. The motion carried 3-0 with the following roll call vote: AYES: Rizzotti, Mullins, and Takahashi. NOES: None. ABSENT: Perez. RECUSED: Anthony.

Introduction of Additional Agenda Items:

Vice Mayor Mullins requested: (1) a first step report on AB 1033 (Ting) and (2) a report reviewing the City's zoning regulations as they relate to massage establishments, including specific use definitions between therapeutic massage centers and other massage-related businesses.
15 7
Council Member Rizzotti requested a review of the Code of Conduct regarding violations by Planning Commissioner Mike Van Gorder with consideration of possible City liability and his removal from the Commission.

Adjournment:

There being no further business to come before the City Council, the meeting was adjourned at 12:10 a.m. to Tuesday, May 19, 2026, for a Joint Meeting in the Council Chamber – 275 East Olive Avenue, Second Floor.
__________________________
Kimberley Clark
City Clerk
__________________________
Tamala Takahashi
Mayor
APPROVED DATE:
16 CITY COUNCIL REGULAR MEETING MINUTES

DARK MEETING
TUESDAY, MAY 12, 2026
A Regular Meeting of the Council of the City of Burbank was not held on the above date. _________________________________
Kimberley Clark
City Clerk
__________________________________
Tamala Takahashi
Mayor
APPROVED DATE:
17 1

CITY OF BURBANK

SUCCESSOR AGENCY MINUTES

A JOINT MEETING WITH THE CITY COUNCIL
TUESDAY, MAY 5, 2026
Call to Order:

A Joint Meeting of the Successor Agency and the City Council of the City of Burbank was held in the Council Chamber, 275 East Olive Avenue, on the above date. The meeting was called to order at 6:16 p.m. by Chair Takahashi.

Moment of Reflection:

Chair Takahashi held a Moment of Reflection to begin the meeting with positive and collective support for our beloved community.

Flag Salute:

The Pledge of Allegiance was led by Chair Takahashi.

Roll Call:

Present: Member(s) Anthony, Rizzotti, Vice Chair Mullins, and Chair Takahashi

Absent: Perez
Also Present: Executive Director Hess, City Attorney McDougall, and Secretary Clark Member Perez joined the meeting at 6:30 p.m. and participated remotely pursuant to Govt. Code §54953.8.3(c)(1).

Announcements, Council Presentations/Recognitions, City Manager Report, Reporting on Closed Session, Council Comments, Consideration of Previously Introduced Additional Agenda Items, and Introduction of Additional Agenda Items were City Council items only and can be found in the City Council Meeting Minutes.

Joint General Public Comment:

Calling in to comment were: Danielle, Jonathan Wilder, Rennie Gabriel, and Nathan Adair.

Council, City Manager, and/or City Attorney Comment:

Members and Staff responded to Public Comment.

Member Anthony left the dais at 8:21 p.m. and returned to the dais at 8:34 p.m.

Consent Calendar
Item #2
18 2
Consent Calendar:

It was moved by Vice Chair Mullins, seconded by Member Anthony, to approve the Consent Calendar. The motion carried 5-0 with the following roll call vote: AYES:

Anthony, Perez, Rizzotti, Mullins, and Takahashi. NOES: None.

Consent Calendar Item Nos. 1 and 3–6 were City Council items only and can be found in the City Council minutes.

2. Successor Agency Minutes
Approve the Successor Agency Minutes of the Joint Meeting of April 7, 2026.

Reports to Council:

Reports to Council Item No. 1 was a City Council item only and can be found in the City Council minutes.

2. Review of the Proposed Fiscal Year 2026-27 Budget (with Successor Agency, Housing Authority, and Parking Authority)
Jennifer Becker, Financial Services Director; Stephen Walker, Assistant Public Works Director – Wastewater Systems; John Molinar, Assistant Public Works Director – Streets and Waste Management; and Joseph Lillio, Chief Financial Officer, presented the PowerPoint presentation and responded to Successor Agency inquiries. Marisa Garcia, Parks and Recreation Director; Justin Hess, Executive Director; Patrick Prescott, Community Development Director; and Mandip Samra, General Manager – Burbank Water and Power, also responded to Agency inquiries.

Public Comment:

Appearing to comment were: Ralph Mundell and Brian Smith.

Members voted by consensus to continue with City business past 11:00 p.m.

Member Perez left the meeting at 11:01 p.m.

Agency Action:

It was approved by Agency consensus to review the proposed recommendations for the Fiscal Year 2025-26 Budget and Citywide Fee Schedule.

Member Anthony left the meeting at 11:16 p.m.
19 3
Adjournment:

There being no further business to come before the Successor Agency, the meeting was adjourned at 12:10 a.m. to Tuesday, May 19, 2026, for a Joint Meeting in the Council Chamber – 275 East Olive Avenue, Second Floor.
__________________________
Kimberley Clark
Secretary
__________________________
Tamala Takahashi
Chair
APPROVED DATE:
20 1

CITY OF BURBANK

HOUSING AUTHORITY MINUTES

A JOINT MEETING WITH THE CITY COUNCIL
TUESDAY, MAY 5, 2026
Call to Order:

A Joint Meeting of the Housing Authority and the City Council of the City of Burbank was held in the Council Chamber, 275 East Olive Avenue, on the above date. The meeting was called to order at 6:16 p.m. by Chair Takahashi.

Moment of Reflection:

Chair Takahashi held a Moment of Reflection to begin the meeting with positive and collective support for our beloved community.

Flag Salute:

The Pledge of Allegiance was led by Chair Takahashi.

Roll Call:

Present: Commissioner(s) Anthony, Rizzotti, Vice Chair Mullins, and Chair Takahashi

Absent: Perez
Also Present: Executive Director Hess, City Attorney McDougall, and Clerk Clark Commissioner Perez joined the meeting at 6:30 p.m. and participated remotely pursuant to Govt. Code §54953.8.3(c)(1).

Joint General Public Comment:

Calling in to comment were: Danielle, Jonathan Wilder, Rennie Gabriel, and Nathan Adair.

Council, City Manager, and/or City Attorney Comment:

Commissioners and Staff responded to Public Comment.

Commissioner Anthony left the dais at 8:21 p.m. and returned to the dais at 8:34 p.m.

Consent Calendar
Item #3
21 2
Consent Calendar:

It was moved by Vice Chair Mullins, seconded by Commissioner Anthony, to approve the Consent Calendar. The motion carried 5-0 with the following roll call vote: AYES:

Anthony, Perez, Rizzotti, Mullins, and Takahashi. NOES: None.

Consent Calendar Item Nos. 1–2 and 4–6 were City Council items only and can be found in the City Council minutes.

3. Housing Authority Minutes
Approve the Housing Authority Minutes of the Joint Meeting of April 21, 2026.

Reports to Council:

Reports to Council Item No. 1 was a City Council item only and can be found in the City Council minutes.

2. Review of the Proposed Fiscal Year 2026-27 Budget (with Successor Agency, Housing Authority, and Parking Authority)
Jennifer Becker, Financial Services Director; Stephen Walker, Assistant Public Works Director – Wastewater Systems; John Molinar, Assistant Public Works Director – Streets and Waste Management; and Joseph Lillio, Chief Financial Officer, presented the PowerPoint presentation and responded to Housing Authority inquiries. Marisa Garcia, Parks and Recreation Director; Justin Hess, Executive Director; Patrick Prescott, Community Development Director; and Mandip Samra, General Manager – Burbank Water and Power, also responded to Authority inquiries.

Public Comment:

Appearing to comment were: Ralph Mundell and Brian Smith.

Commissioners voted by consensus to continue with City business past 11:00 p.m.

Commissioner Perez left the meeting at 11:01 p.m.

Authority Action:

It was approved by Authority consensus to review the proposed recommendations for the Fiscal Year 2025-26 Budget and Citywide Fee Schedule and continue the discussion to May 19, 2026.

Commissioner Anthony left the meeting at 11:16 p.m.
22 3
Adjournment:

There being no further business to come before the Housing Authority, the meeting was adjourned at 12:10 a.m. to Tuesday, May 19, 2026, for a Joint Meeting in the Council Chamber – 275 East Olive Avenue, Second Floor.
__________________________
Kimberley Clark
Clerk
__________________________
Tamala Takahashi
Chair
APPROVED DATE:
23 1

CITY OF BURBANK

PARKING AUTHORITY MINUTES

A JOINT MEETING WITH THE CITY COUNCIL
TUESDAY, MAY 5, 2026
Call to Order:

A Joint Meeting of the Parking Authority and the City Council of the City of Burbank was held in the Council Chamber, 275 East Olive Avenue, on the above date. The meeting was called to order at 6:16 p.m. by Chair Takahashi.

Moment of Reflection:

Chair Takahashi held a Moment of Reflection to begin the meeting with positive and collective support for our beloved community.

Flag Salute:

The Pledge of Allegiance was led by Chair Takahashi.

Roll Call:

Present: Member(s) Anthony, Rizzotti, Vice Chair Mullins, and Chair Takahashi

Joint General Public Comment:

Calling in to comment were: Danielle, Jonathan Wilder, Rennie Gabriel, and Nathan Adair.

Council, City Manager, and/or City Attorney Comment:

Member and Staff responded to Public Comment.

Member Anthony left the dais at 8:21 p.m. and returned to the dais at 8:34 p.m.

Consent Calendar
Item #4
24 2
Consent Calendar:

It was moved by Vice Chair Mullins, seconded by Member Anthony, to approve the Consent Calendar. The motion carried 5-0 with the following roll call vote: AYES:

Anthony, Perez, Rizzotti, Mullins, and Takahashi. NOES: None.

Consent Calendar Item Nos. 1–3 and 5–6 were City Council items only and can be found in the City Council minutes.

4. Parking Authority Minutes
Approve the Parking Authority Minutes of the Joint Meeting of April 7, 2026.

Reports to Council:

Reports to Council Item No. 1 was a City Council item only and can be found in the City Council minutes.

2. Review of the Proposed Fiscal Year 2026-27 Budget (with Successor Agency, Housing Authority, and Parking Authority)
Jennifer Becker, Financial Services Director; Stephen Walker, Assistant Public Works Director – Wastewater Systems; John Molinar, Assistant Public Works Director – Streets and Waste Management; and Joseph Lillio, Chief Financial Officer, presented the PowerPoint presentation and responded to Parking Authority inquiries. Marisa Garcia, Parks and Recreation Director; Justin Hess, Executive Director; Patrick Prescott, Community Development Director; and Mandip Samra, General Manager – Burbank Water and Power, also responded to Authority inquiries.

Public Comment:

Appearing to comment were: Ralph Mundell and Brian Smith.

Members voted by consensus to continue with City business past 11:00 p.m.

Member Perez left the meeting at 11:01 p.m.

Authority Action:

It was approved by Authority consensus to review the proposed recommendations for the Fiscal Year 2025-26 Budget and Citywide Fee Schedule.

Member Anthony left the meeting at 11:16 p.m.
25 3
Adjournment:

There being no further business to come before the Parking Authority, the meeting was adjourned at 12:10 a.m. to Tuesday, May 19, 2026, for a Joint Meeting in the Council Chamber – 275 East Olive Avenue, Second Floor.
__________________________
Kimberley Clark
Secretary
__________________________
Tamala Takahashi
Chair
APPROVED DATE:
26 1

STAFF REPORT
DATE: May 19, 2026
TO: Honorable Mayor and Members of the City Council
FROM: Kimberley Clark, City Clerk
BY: Eric Macis, Records Manager
SUBJECT: Approval of an Updated City of Burbank Records Retention Schedule and Adoption of a Resolution Amending the Citywide Records Retention Schedule

RECOMMENDATION

1. Approve the updated City of Burbank Records Retention Schedule.

2. Adopt A RESOLUTION OF THE COUNCIL OF THE CITY OF BURBANK AMENDING THE CITYWIDE RECORDS RETENTION SCHEDULE.

BACKGROUND
Administrative Procedure I-8 prescribes the City’s Records Management Program (RMP).

Under the direction and supervision of the City Clerk, the RMP governs the creation, utilization, maintenance, retention, preservation, and disposition of all City records. Its purpose is to implement efficient, consistent, and cost-effective methods for managing records throughout their lifecycle, from creation through final disposition.

A Departmental Records Retention Schedule (DRRS) defines retention and disposition of City records in accordance with City, County, State, and Federal laws. Comprehensive revisions to the DRRS were approved by the Council in 2011, 2019, 2021, and 2024. Staff engaged Gladwell Governmental Services, Inc., a firm specializing in local government records management, to conduct a comprehensive update of the DRRS.

DISCUSSION
The DRRS (Attachment 2) guides the Citywide RMP and must be updated regularly to keep pace with rapidly advancing technology, current best practices, and evolving Consent Calendar
Item #5
27 2
legislative requirements. Regular updates ensure efficiency and consistency in the management of City records.

An updated DRRS supports the timely disposition of records, preservation of records that must be maintained beyond their active use, relocation of departmental records to the Records Center as appropriate, and safeguarding of records with historical value. Most importantly, the DRRS provides the legal authority for the disposition and destruction of departmental records that no longer need to be maintained, ensuring the City retains information only for as long as it is operationally or legally required while preventing unnecessary storage and maintenance of records whose informational value no longer justifies such costs.

The City Clerk’s Office revised the DRRS in collaboration with representatives from each Department. The updated DRRS was subsequently reviewed and approved by the Executive Team, City Clerk, and City Attorney before submittal to the Council. The revised DRRS provides clear and specific descriptions of record series and their retention periods, and incorporates current law, City practices, and available technology into the governance of records disposition. The City will immediately benefit from increased operational efficiency through clearer designation of departmental responsibility for maintaining original records, reduced duplication, and standardized retention periods across all record series.

Consistent with past procedures, and in alignment with best practices, adoption of the Resolution (Attachment 1) by the City Council will allow for administrative destruction of records once consent is obtained from the Department Director, City Clerk, and City Attorney or their designees. These parties will review all records identified for destruction and authorize their disposition by signing an Authority to Destruct Records form.

ENVIRONMENTAL REVIEW
Amending the Citywide Records Retention Schedule involves administrative approvals related to existing and routine records maintenance, and thus has no potential to result in a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. Accordingly, adoption of this resolution does not constitute a “project” under the California Environmental Quality Act (CEQA). See 14 Cal. Code Regs. § 15378.

FISCAL IMPACT
There is no fiscal impact associated with this item.

CONCLUSION
Staff recommend that Council approve and adopt the proposed Resolution amending and updating the City of Burbank Records Retention Schedule. 28 3

ATTACHMENTS
Attachment 1 – Resolution
Attachment 2 – Redlined Version of Existing Records Retention Schedule 29 ATTACHMENT 1
1 RESOLUTION NO. ___________

A RESOLUTION OF THE COUNCIL OF THE CITY OF

BURBANK AMENDING THE CITYWIDE RECORDS

RETENTION SCHEDULE
THE COUNCIL OF THE CITY OF BURBANK FINDS:

A. The City of Burbank Records Management Program was adopted in 1971 to maintain, utilize, retain, preserve, and dispose of City records in a lawful and organized manner. As part of that program, Departmental Records Retention Schedules (DRRS) were adopted and implemented, with the most recent update in 2024.

B. Best practices in records management require that the DRRS be periodically reviewed and updated to reflect technological advancements and changes in legal requirements. Updating the DRRS will improve efficiency, consistency, and transparency in the City’s Records Management Program. The current DRRS has contributed to growth in stored records, which placed a significant burden on the City’s limited storage capacity and available resources. A revised DRRS will ensure responsible, sustainable, and compliant records management practices.

C. California Government Code Section 34090 generally permits the destruction of City records after two years, with limited exceptions. However, many operational, legal, and historical circumstances require the City to retain certain records for periods longer than the statutory minimum. Accordingly, it is essential to maintain DRRS’s that accurately reflect the City’s specific needs and ensure the appropriate preservation of vital records.

D. City records may be destroyed with the written consent of the City Attorney and the approval of the City Council, which approval may be granted through the adoption of a DRRS by resolution. This process reflects recognized best practice, as it allows records to be destroyed on an as-needed basis throughout the year in accordance with an established, Council-approved schedule.

E. City staff, all departments, and a records management consultant engaged by the City have reviewed the current DRRS and contributed to the proposed revisions.

The revised DRRS provides clear and specific descriptions of record types, establishes appropriate retention periods, and ensures consistency with applicable legal requirements.

F. Council previously adopted Resolution No. 24-29,509 approving the DRRS.

THE COUNCIL OF THE CITY OF BURBANK RESOLVES:

1. Resolution No. 24-29,509 is hereby rescinded.
30 2. The DRRS, attached as Exhibit A and incorporated by reference, is hereby approved. The City Clerk or their designee is authorized to make any non-substantive changes to finalize and implement the approved DRRS.

3. City records shall be retained for the minimum periods listed in the DRRS until approved for destruction in accordance with this Resolution.

4. City records as set forth in the DRRS are hereby authorized to be destroyed in accordance with the provision of the DRRS upon the request of the Department Director or designee, and with the consent in writing of the City Attorney and the City Clerk, or their designee.

PASSED and ADOPTED this _____ day of May 2026.
__________________________
Tamala Takahashi
Mayor
Approved as to Form:

Attest: Office of the City Attorney
________________________ By: _______________________
Kimberley Clark, City Clerk Jill Vander Borght
Chief Assistant City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

CITY OF BURBANK )
I, Kimberley Clark, City Clerk of the City of Burbank, do hereby certify that the foregoing Resolution was duly and regularly passed and adopted by a vote of the Council of the City of Burbank at its regular meeting held on the _____ day of May 2026, by the following vote:

AYES:

NOES:

ABSENT:
__________________________
Kimberley Clark, City Clerk
31 EXHIBIT A
WILL BE A CLEAN VERSION OF ATTACHMENT 2
32 HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

The term “records” shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed “When No Longer Required.” If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
ATTACHMENT 2
33 RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.

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

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA) 34
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
2 years
Department Preference; Brown Act
challenges must be filed within 30 or 90 days
of action; GC §§34090, 54960.1(c)(1)
Lead Dept. CW-011.1
Boards, Commissions, / Committees:

Citizens Advisory Bodies Formed by

CITY COUNCIL
Attendance Reports
5 years 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
10 years
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
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 35 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:

Retentions begin when the act is completed unless 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).

CW-015 Brochures: See Reference Manuals S / I Yes: After

QC & OD
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
Manag.

Services / Risk
Manag.

CW-019 Claims
2 years from
denial or
resolution
unless litigation
Yes: Before
Settlement
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD GC §34090.7
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
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 36 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:

Retentions begin when the act is completed unless 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).

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
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,
Chronological Files, e-mail / email with
SUBSTANTIVE content, General Files,
Letters, Memorandums, Miscellaneous
Reports, Press Releases, Public
Records Requests, Reading Files,
Working Files, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
IF the Content relates in a
SUBSTANTIVE way to the conduct of
the public's business
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
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 37 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:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
Correspondence - Content NOT
Substantive, / 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 staff 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 Revision Adopted: 04/09/2024 38 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:

Retentions begin when the act is completed unless 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
City-wide / 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 Revision Adopted: 04/09/2024 39 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:

Retentions begin when the act is completed unless 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), OMB
Circular A-133; 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 Revision Adopted: 04/09/2024 40 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:

Retentions begin when the act is completed unless 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 Revision Adopted: 04/09/2024 41 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:

Retentions begin when the act is completed unless 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
inactive
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(a)(7); GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 42 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:

Retentions begin when the act is completed unless 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-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
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 reports - e.g.

Annual Reports)
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Information is outdated after 5 years; GC
§34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 43 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:

Retentions begin when the act is completed unless 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-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.

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 Revision Adopted: 04/09/2024 44 Ver. 34.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-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 2 -3 years for
personnel actions; 8 CCR §3203 et seq., 29
CFR 1602.31; LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b), 53237.2(b); ,
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 Revision Adopted: 04/09/2024 45 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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 46 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:

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

BWP /
Customer
Service /
Marketing
BWP-013 Complaint Tags / Service Tags 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
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 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 47 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:

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

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 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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 48 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:

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

BWP /
Customer
Service /
Marketing
BWP-028 Residential / Commercial Applications for
Service
Termination
+ 4 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 18 CFR 125.3; GC §34090 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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 49 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:

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

BWP /
Customer
Service /
Marketing
BWP-029.6 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 Revision Adopted: 4/9/2024 50 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:

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 Revision Adopted: 4/9/2024 51 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:

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 all have an 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 Revision Adopted: 4/9/2024 52 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:

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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 53 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:

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

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
Financial
Services /
Purchasing
BWP-043.5
FN-062 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 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 54 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:

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

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 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.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 55 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:

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

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 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 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 56 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:

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

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 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 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 57 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:

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

BWP / Lead
Div. BWP-065
Project Files / Capital Improvement Project
Files (CIP) / Jobs: Administration File
Project Administration, Certified Payrolls,
Project Schedules, Progress meetings, Real
Estate Appraisals, etc.

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
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 58 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:

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

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 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 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 59 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:

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

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

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,; 17
CCR 7605(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 Revision Adopted: 4/9/2024 60 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:

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

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, 64692
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
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 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 61 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:

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

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
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 62 Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-18
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

BWP /
Water Dist. BWP-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
No
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
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 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 63 Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-19
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

BWP /
Water Dist. BWP-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 all have an 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
BWP /
Water Dist. BWP-116
Vulnerability Assessment / Emergency
Response Plan / Risk / Resiliency
Assessment / Hazard Mitigation Plan
Superseded
+ 5 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Confidential; 42 USC 300i-2(c); GC §34090
et seq
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/9/2024 64 Ver. 43.0 RECORDS RETENTION SCHEDULE: BURBANK WATER and POWER (Customer Service / Marketing, Electric, Finance, Power, Technology, Water) Page BWP-20
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

BWP /
Water Dist. BWP-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 Revision Adopted: 4/9/2024 65 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 5
years
Department Preference (meets municipal
government auditing standards); GC §34090
City
Attorney CA-003
Airport Related Files (Including Litigation)
Final Documents Only
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 5
years
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
Settled
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 66 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-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
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 5
years
Department Preference; Covers various statute
of limitations; CCP §§ 337 et seq.; GC §§945,
34090, 34090.6; PC §832.5
City
Attorney CA-011 Lawsuits / Pitchess Motions / Litigation Case Files Final
Resolution
+ 5 years
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 Claims / Potential Litigation
Incident
Date End of
Statute of
Limitations
+ 62 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 misconduct
claims, 10 years for property, sexual assault of
minor dependent upon date of incident; CCP
§§ 312-365; EVC §1045, GC §§12946, 12960,
34090, PC §832.5, VC §2547
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 67 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 (Except Police) 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 Revision Adopted: 04/09/2024 68 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 Revision Adopted: 04/09/2024 69 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 Revision Adopted: 04/09/2024 70 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 Revision Adopted: 04/09/2024 71 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; City maintains copies only;
original statements are filed with FPPC; 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)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 72 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 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)
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)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 73 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 - 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 2 years
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Data that has been
maintained for at least 10 years may then be
archived in a secure format; Paper must be
retained for at least 2 years; Nomination
papers; CA law states term of office and 4
years after the expiration of term; EC
§17100CCP§583.320(a)(3); GC
§81009(b)&(g); GC §84615(i)
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 2 years
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Candidates without
committees are not required to file their
statements , reports or copies online or
electronically; Paper must be retained for at
least 2 years; Nomination papers: CA law
states term of office and 4 years after the
expiration of term; EC
§17100CCP§583.320(a)(3); GC
§81009(b)&(g); GC §84615
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 2 years
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;
Paper must be retained for at least 2 years;
Nomination papers: CA law states term of
office and 4 years after the expiration of EC
§17100; CCP§583.320(a)(3); GC
§81009(b)&(g); GC §84615
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 74 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-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
Paper must be retained for at least 2 years;
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
Paper must be retained for at least 2 years;
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
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 75 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-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 CC-026 Petitions (Initiative, Recall / Referendum) Results + 8
months or
Final
Examination
+ 1 year after
petition
examination if
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400

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 Revision Adopted: 04/09/2024 76 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 /
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 Revision Adopted: 04/09/2024 77 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-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 Revision Adopted: 04/09/2024 78 Ver. 32.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

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 Revision Adopted: 04/09/2024 79 RECORDS RETENTION SCHEDULE: CITY MANAGER
(City Council, Public Information Office)
Ver. 17.0 Page CM-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

CITY 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 Revision Adopted: 04/09/2024 80 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
Upon
Completion
Errors and Omissions are not applicable; CCP
§§336(a), 337 et. seq., GC §34090
City
Treasurer CT-002 Bank Statements (other than Trust Accounts, which are Financial Services - Sheakly, etc.) 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-006 Deposit Slips General Account 1 year Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (preliminary draft not
retained in the ordinary course of business);
GC §34090
City
Treasurer CT-007 Escheat (Unclaimed money / uncashed checks) Escheat + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All tangible property held by government
agencies escheats after 3 years; Statute of
Limitations is 1 year for seized property; Meets
auditing requirements CCP §§340(4); GC
§34090
City
Treasurer CT-009 Fund Accounting Reports 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
BURBANK, CA.©1995-2021 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 81 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-011 Liens P
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
GC §34090(a)
City
Treasurer CT-012 Miscellaneous Collections Books 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City
Treasurer CT-013 Promissory Notes (Developers)
Loan Payoff or
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
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-014 Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (meets auditing
standards); 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 Warrant Registers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Drafts / Copies (the database is the original);
GC §34090.7
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
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 Revision Adopted: 04/09/2024 82 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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 2
years
Brown Act challenges must be filed within 30
or 90 days of action; GC §§34090,
54960.1(c)(1)
CDD /
Building &
Safety
CD-011
Board of Building / Fire Code Appeals:

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 10
years
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090 et seq.

CDD /
Building &
Safety
CD-002 Building Permit Application has Expired P
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 Revision Adopted: 04/09/2024 83 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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 Revision Adopted: 04/09/2024 84 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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
Permits:

Yes:

After QC
& OD
Plans /
Mylars:

No
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.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 85 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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).

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 1
year
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report; 2 CFR 200.334; 24 CFR 570.506; 24
CFR 92.508(a)(c)(2) & 570.502(a)(7),
982.158, 884.214; GC §34090
CDD /
Economic
Develop. &
Housing
ED&H-010 Acquisition File (Real Property) P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD No
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), 29 CFR 97.42,
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 No
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 No
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 applications
whether approved or denied; 24 CFR §
982.158(f)(2); GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 86 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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).

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
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 No
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 87 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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-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 1
year
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report; 2 CFR 200.334; 24 CFR 570.506; 24
CFR 92.508(a)(c)(2) & 570.502(a)(7),
570.502, 982.158, 884.214; GC §34090
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), OMB
Circular A-133; 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 No
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 88 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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-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
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 Commission 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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 89 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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-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 No
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-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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 90 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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).

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
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 No
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:

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 Revision Adopted: 04/09/2024 91 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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 /
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 No
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 No
GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 92 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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).

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
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 93 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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).

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
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 94 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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-034
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.)
Inside City boundaries
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 10
years
Usually filed in the project file; Final
environmental determinations are required to
be kept a "reasonable period of time"; 14
CCR §15095(c); GC §34090
CDD /
Planning CD-036 General Plan Working Papers Adoption of Plan + 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts; GC §34090 et seq.

City Clerk CD-037 General Plan, Elements / Amendments P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Amended
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
Amended
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
Amended
Department Preference; GC §34090
CDD /
Planning CD-040 Open Space Records P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Amended
Department preference; GC §34090
CDD /
Planning CD-032 Planning Board
RESOLUTIONS P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 10
years
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 95 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 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-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
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
When
Inactive
Projects have a 2 year vesting (applicant must
pull permit within 2 years), and can be
extended -- those applications in which the
applicant does not follow through, and can be
extended, h with permit may be destroyed
after the vesting period has expired.

Department maintains complete files for
administrative purposes; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); GC§§34090, 34090.7
CDD /
Planning CD-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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 96 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 Page CD-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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

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.

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 No
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 No
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 97 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building and Safety, Econ. Dev. / Housing, Section 8, Planning, Transportation) Ver. 42.0 Page CD-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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CDD /
Transport. CD-057.1 Trip Reduction Ordinance Annual Report P 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 Revision Adopted: 04/09/2024 98 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, mortgages, trust deeds, notes or
debentures is 6 years; 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.

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 99 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-007 Budget Files (by Department) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 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), OMB
Circular A-133; 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 Revision Adopted: 04/09/2024 100
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
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 101
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
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)
Audit + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets municipal
government auditing standards); GC §34090
Financial
Services /
Accounts
Payable
FN-030 Travel Expense Report 57 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
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 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 102
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.

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

FINANCIAL SERVICES / PAYROLL
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
Financial
Services /
Payroll
FN-041 Payroll Register / US Gross to Net Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Transitory records not
retained in the ordinary course of business;
Financial system can re-create reports
accurately; GC §34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 103
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-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).

Financial
Services /
Payroll
FN-044 PERS Buy-back Statements / Forms Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Financial
Services /
Payroll
FN-045 Retirement Report Summary Worksheet -
Members Contributions
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Financial
Services /
Payroll
FN-046 Time Reports / Exception Time Sheets
(SUMMARIES) 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; IRS Reg §31.6001-1(e)(2), R&T §19530;
LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC
§34090
Financial
Services /
Payroll
FN-048 W-2's 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 / PURCHASING
Financial
Services /
Purchasing
FN-050 Recordings - Audio Recordings of Bid
Openings 2 years Mag Department preference; Preliminary document; GC §34090
Financial
Services /
Purchasing
FN-051
Bid Schedules / Ancillary Documents
(Other than Capital Improvement
Projects - see City Clerk)
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (files contain some
original ancillary documents); GC §34090 et
seq.

Financial
Services /
Purchasing
FN-052 Bids for RFQs, RFPs, etc.: Unsuccessful
(all) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Financial
Services /
Purchasing
FN-053
Certificates of Insurance / Insurance
Certificates that can't be matched to an
agreement / contract but vendor may be
doing business with the Agency
11 years
P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Longest Statute of
Limitations is 10 years; CCP §337 et seq.; GC
§34090
Financial
Services /
Purchasing
FN-054 Miscellaneous Collections Receipt Books 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Meets auditing standards; GC §34090 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 104
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-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).

Financial
Services /
Purchasing
FN-055
Price Agreements / Alliance Agreements
(Products)
(Services that do not modify Infrastructure -
painting, carpeting, office supplies, etc.)
Completion
+ 5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference (meets municipal
governmental auditing standards); Statute of
Limitations: Contracts & Spec's=4 years, E&O
is not applicable; CCP §§336(a), 337 et. seq.,
GC §34090
Financial
Services /
Purchasing
FN-056 Labor Compliance Requests 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Financial
Services /
Purchasing
FN-057 Purchase Orders / Purchase Requisitions -
Over $10,000 5,000
Completion
+ 7 10 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 /
Purchasing
FN-058 RFP (if Purchasing is the Lead), Successful
Bid, Contract, Bonds
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (meets municipal
governmental auditing standards); Statute of
Limitations: Errors & Omissions = 10 years;
Contracts & Spec's=4 years, CCP §§336(a),
337 et. seq., GC §34090
Financial
Services /
Purchasing
FN-059 RFQ, Quotation Request, Successful Bid,
Contract, Bonds
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (meets municipal
governmental auditing standards); Statute of
Limitations: Errors & Omissions = 10 years;
Contracts & Spec's=4 years, CCP §§336(a),
337 et. seq., GC §34090
Financial
Services /
Purchasing
FN-060 RFQs, RFPs, etc. where ALL bids are
rejected (includes bids) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Financial
Services /
Purchasing
FN-061 Surplus Property / Salvage Auction Sale
Bids (including vehicles) 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 /
Purchasing
FN-062 Vehicle Titles "Pink Slips" Upon Sale of
Vehicle
Mag, Mfr,
OD, Ppr S / I Provided to new owner upon sale; GC §34090 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 105
Ver. 62.0 RECORDS RETENTION SCHEDULE: FINANCIAL SERVICES (Accounting, Accts. Payable, Payroll, Purchasing, Revenue) Page FIN-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).

FINANCIAL SERVICES / REVENUE
Financial
Services /
Revenue
FN-063 Collection Agency Assignments 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Negative credit
information remains on credit reports for 7 - 10
years; Meets auditing standards; City does not
Lien property (Liens are good for 10 years from
recording date, and may be extended by rerecording lien); WC 36729; GC §34090 Financial
Services /
Revenue
FN-065 Miscellaneous Cash Transactions - BWP 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 /
Revenue
FN-066 Miscellaneous Receipts - General
Government 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 /
Revenue
FN-068 Parking Ticket System Summary 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 /
Revenue
FN-069 Property Damage Reports 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 /
Revenue
FN-070 Transient Occupancy Tax / Transient
Parking Tax 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 /
Revenue
FN-072 Utility Users Tax Exemption Records /
Reports
Expiration +
2 years
Yes: Until
Expired
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 106

RECORDS RETENTION SCHEDULE - FIRE
(Admin, EMS, Fire Marshal / Fire Prevention, Ops / Suppression) Ver 19.0 Page FD-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 public records requests, and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE / ADMINISTRATION
Fire /
Admin. FR-001 Apparatus / Equipment Records / Testing (including hoses) Disposal +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Statute of Limitations
for Health Providers is 3 years; OSHA requires
1 year; State requires 2 years; 8 Cal Code
Reg. §3203(b)(1), CCP §340.5, GC §34090
Fire /
Admin. FR-002 Auxiliary Generator Maintenance Disposal + 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Fire /
Admin. FR-003 Emergency Medical Membership Application Forms 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
GC §34090
Fire /
Admin. FR-004 Fire Training Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090 et seq.

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

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

After QC
& OD
Supersed
ed
Department Preference; GC §34090
Fire /
Admin. FR-006 ISO Insurance Ratings 15 years Mag, Mfr, OD, Ppr S / I Yes:

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

After QC
& OD
Department Preference; GC §34090
Fire /
Admin. FR-010 Personnel Background Packet - Fire
Employees (Successful)
Separation
+ 3 years
Yes:

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

After QC
& OD
Department preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires 2 -
3 years; 29 CFR 1602 et seq & 1627.3(b), 2
CCR 7287.0(c)(2), 8 CCR §11040.7( c), GC
§§12946, 12960, 34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024
107

RECORDS RETENTION SCHEDULE - FIRE
(Admin, EMS, Fire Marshal / Fire Prevention, Ops / Suppression) Ver 19.0 Page FD-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 public records requests, and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Admin. FR-011 Personnel Background Packet - Fire
Employees (Unsuccessful) 3 years
Yes:

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

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

After QC
& OD
Department Preference; State & Federal laws
require 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Fire /
Admin. FR-013
Personnel File - Fire Employees
Disciplinary Actions
Separation
+ 6 years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

After QC
& OD
Department Preference; State & Federal laws
require 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Fire /
Admin. FR-015
Personnel File - Fire Sworn (non-civilian)
Employees
(Evaluations, Training Documentation,
Commendations, Licenses / Certifications,
Disciplinary Action Listing, Personnel
Investigations, Complaints)
Separation
+ 6 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Civilian Employees follow City-wide Standards;
Department Preference; retirement benefits is
6 years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; ; 29 CFR
1602.14; 29 CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC §§12946, 12960,
34090; 29 USC 1113, LC §1198.5; GC §3105
Fire /
Admin. FR-017
Personnel Training File - Fire Employees
(Includes Certificates not sent to Management
Services)
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; State & Federal laws
require 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024
108

RECORDS RETENTION SCHEDULE - FIRE
(Admin, EMS, Fire Marshal / Fire Prevention, Ops / Suppression) Ver 19.0 Page FD-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, pending public records requests, and/or investigations suspend normal retention periods (retention begins after settlement).

Fire /
Admin. FR-018 Post Accident Analysis / Accident Investigations (Accident Review Committee) 5 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), GC §34090.7; LC
§6429c
Fire /
Admin. FR-019 Programs / Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-019.1 Respirator Fit Test Database (excludes Public Works employees)
Separation
+ 30 years Yes Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Claims can be made
for 30 years for toxic substance exposure;
Claims are required for five years after the end
of compensation, or injury, whichever is longer;
8 CCR 5144, 8 CCR §3204(d)(1) et seq., 8
CCR 10102, 15400.2; GC §§12946, 12960,
34090 et seq.

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

After QC
& OD No
Department preference (only the summaries or
exception reports are sent to Payroll); Meets
auditing standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.; FTB
keeps 3 years; Published articles show 4 -10
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024
109

RECORDS RETENTION SCHEDULE - FIRE
(Admin, EMS, Fire Marshal / Fire Prevention, Ops / Suppression) Ver 19.0 Page FD-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, pending public records requests, and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE / EMERGENCY MEDICAL SERVICES
Fire / EMS FR-021 AED (Automatic External Defibrillators) Inspections 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090 et seq.

Fire / EMS FR-021.2 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference - required for 3 2 years
after inventory or transaction; 21 CFR
§1304.04, 1310.04; 22 CCR 70263 and 71233;
FA §32003(e), B&P 4081; GC §34090
Fire / EMS FR-021.1 Emergency Medical Membership Billing Termination
of
Membership
+ 2 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; (meets municipal
government auditing standards); GC §34090
Fire / EMS FR-022 HIPAA Policies / Procedures (Health Insurance Portability / Accountability Act)
Superseded
+ 6 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
45 CFR 164.530(j)
Fire / EMS FR-023
Incident Report (Emergency Response Report
/ Patient Care Reports / PCRs - Refusal for
Transportation (Includes e-PCR Database /
Electronic Patient Care Report Database)

JUVENILES
Age of
Majority (18
years old) +
10 7 years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; adults required for 10
years for Medi-Cal patients, 7 years for nonMedi-Cal adults; minors until 1 year after age of majority, but not less than 10 years for MediCal patients, 7 years for non-Medi-Cal minors; 10 years is recommended by AHIMA for
"healthcare providers"; Statute of Limitations
for health providers is 3 years; CCP §340.5,
H&S §§1797.98e 123145; 42 CFR 482.24(b); 9
CCR 9444, 22 CCR 97530.9(c)(3), 70751(c) &
71551(c); 22 CCR 70751(c), 71551(c),
73543(a), 74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub. 100-4,
Chapter 1, Section 110.3; GC §30490
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024
110

RECORDS RETENTION SCHEDULE - FIRE
(Admin, EMS, Fire Marshal / Fire Prevention, Ops / Suppression) Ver 19.0 Page FD-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, pending public records requests, and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / EMS FR-024
Incident Report (Emergency Response Report
/ Patient Care Reports / PCRs - Refusal for
Transportation (Includes e-PCR Database /
Electronic Patient Care Report Database)
ADULTS
10 7 years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; adults required for 10
years for Medi-Cal patients, 7 years for nonMedi-Cal adults; minors until 1 year after age of majority, but not less than 10 years for MediCal patients, 7 years for non-Medi-Cal minors; 10 years is recommended by AHIMA for
"healthcare providers"; Statute of Limitations
for health providers is 3 years; CCP §340.5,
H&S §§1797.98e 123145; 42 CFR 482.24(b); 9
CCR 9444, 22 CCR 97530.9(c)(3), 70751(c) &
71551(c); 22 CCR 70751(c), 71551(c),
73543(a), 74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub. 100-4,
Chapter 1, Section 110.3; GC §30490
Fire / EMS FR-025
Personnel File - EMT Personnel
(Evaluations, Training Documentation,
Commendations, Licenses / Certifications,
Disciplinary Actions, Personnel Investigations,
Complaints)
Separation
+ 6 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; copies; GC §§12946,
12960, 34090.7
Fire / EMS FR-026 Oxygen Fill Records (Refilling of Oxygen Vessels) 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts; GC §34090 et seq.

FIRE / FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Marshal &
Fire
Prevention
FR-027 Billing for Filming / Standby Report 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Police issues Filming Permits; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024
111

RECORDS RETENTION SCHEDULE - FIRE
(Admin, EMS, Fire Marshal / Fire Prevention, Ops / Suppression) Ver 19.0 Page FD-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, pending public records requests, and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Fire
Marshal &
Fire
Prevention
FR-030
Fire Incident RMS Database
Includes Fire Citations / Notice of Violations,
Drill Reports, Inspection Reports, Fire Permits,
Weed Abatement
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; CFC §§ 1.8.4.3.1, 104.7 –
104.7.4 104.6 – 104.6.4 and 107.5; GC
§34090 et seq.

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

After QC
& OD
Stored in Fire House; Department preference;
California Fire Code requires 5 years or Life of
the Structure or Activity for Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§ CFC §§

1.8.4.3.1, 104.7 – 104.7.4 104.6 – 104.6.4;
GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-032 Fire Sprinkler Plans / Fire Alarm Plans Life of the Structure
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference (no legal mandates;
Building has Building Plans, property owner's
records); Records are required to be retained
for Completion + 180 days; CFC §106.4 GC
§34090 et seq.

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

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

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

After QC
& OD
Department preference; California Fire Code
requires 5 years; CFC §§ 1.8.4.3.1, 104.7 –
104.7.4 104.6 – 104.6.4 and 107.5; GC
§34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-037 Pre-plan Sheets When
Superseded
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts; GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024
112

RECORDS RETENTION SCHEDULE - FIRE
(Admin, EMS, Fire Marshal / Fire Prevention, Ops / Suppression) Ver 19.0 Page FD-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, pending public records requests, and/or investigations suspend normal retention periods (retention begins after settlement).

Fire / Fire
Marshal &
Fire
Prevention
FR-038 Public Information / Education (when produced
internally) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090

FIRE / OPERATIONS / SUPPRESSION
Fire /
Operations FR-041 Station "Day Books" P
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD No
Retained for historical and administrative
value; GC §34090
Lead Dept. FR-042 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 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 Revision Adopted: 04/09/2024
113
Ver. 12.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-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).

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

Department preference; Used for Disaster
Recovery Purposes Only; Considered a copy
and can be destroyed when no longer
required; tapes are in autochangers and are
overwritten; store off-site in a commercial
facility for disaster recovery purposes; GC
§34090 et seq.

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

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

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

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

Information
Technology IT-003.1

UNALTERABLE MEDIA / IMMUTABLE

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

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 114
Ver. 24.0 RECORDS RETENTION SCHEDULE - LIBRARY SERVICES Page LIB-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 Citywide Standards Retentions begin when the act is completed unless otherwise noted, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

LIBRARY SERVICES
Lead Dept. LIB-003
Grants: LSCA (Library Services /
Construction), LSTA (Library Services /
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act, IMLS (Institute of Museum / Library
Services), / PLF (Public Library Foundation)
ONLY. For all others, follow City-wide
Schedule. (SUCCESSFUL Reports, /
Financial Information) Send copy of
application / award to Administrative Services
Final
Expenditure
+ 5 years

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

After QC
& OD
Per California State Library Records
Management Program Requirements (April 27,
1998); GC §34090
Library
Services LIB-003.1 Historical Item Donation Release Forms P Yes Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference; GC §34090
Library
Services LIB-002 Incident Reports 3 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference; GC §34090
Library
Services LIB-007 Inter-Library Loan Records - Patron Check out / Check in (not accessible to the public) No Longer
than 90 days
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary draft not retained in the ordinary
course of business; GC §34090 et seq.

Library
Services LIB-013 Library Management System / Database
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data Fields / Records are interrelated; GC
§34090
Library
Services LIB-017 Release Forms (Artists / Exhibitors / Performers / Programs) 2 years Yes:

Before
Event
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 Revision Adopted: 04/09/2024 115
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

MANAGEMENT SERVICES / HUMAN RESOURCES
Manag.

Services /
Human
Resources
MS-000
ADA Records (Americans with Disabilities
Act) - Employee Related
(Translations, Investigations, etc.)
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 4 years for employment actions; 29
CFR 1602 et seq & 1627.3(a)(5) and (6), 2
CCR 11013(c), 8 CCR §11040.7(7)(C), GC
§§12946, 12960, 34090; 49 CFR §27.121(b);
Manag.

Services /
Human
Resources
MS-000.5
1095-C, 1094-C (Employer-Provided
Health Insurance Offer / Coverage /
Transmittal Form)
Completion +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 years after
tax is due or paid; 26 CFR 31.6001-1(e)(2);
GC §34090
Manag.

Services /
Human
Resources
MS-001
ADA Records (Americans with Disabilities
Act) - Non-Employee
(Translations, Investigations, etc.)
Completion +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR 11013(c), 8
CCR §11040.7(7)(C), GC §§12946, 12960,
34090; 49 CFR §27.121(b);
Manag.

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

Services /
Human
Resources
MS-021 Background File: Background sheets,
including LiveScan Response Information
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090
Manag.

Services /
Human
Resources
MS-005 Benefit Brochures / Forms When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 116
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

Manag.

Services /
Human
Resources
MS-006
Benefit Plan Documents / Summary Plan
Descriptions (Dental, Medical, CalPERS,
etc.)
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; 29 CFR
1627.3(b)(2); 29 USC 1027; GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-007 Enrollments Billing: COBRA / Retiree
Medical
Termination
of Service + 5
years
Yes:

During
Service
Mag, OD,
Mfr, Ppr S / I Yes: After QC & OD
Retained to cover auditing standards; GC
§34090
Manag.

Services /
Human
Resources
MS-009 Civil Service Board Appeals 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Manag.

Services /
Human
Resources
MS-012
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Bureau of National Affairs recommends 2
years for all supplementary Personnel
records; Wage rate tables are 1 or 2 years;
State requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960, 34090
Manag.

Services /
Human
Resources
MS-013 Classification Files / Specifications / Job
Specifications P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; retirement
benefits is 6 years from last action; 29 CFR
1602.31 & 1627.3(b)(1), GC §§12946,
12960, 34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 117
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

Manag.

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

Services /
Human
Resources
MS-014.1 COVID-19 Notifications to Employees 2 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference ; LC §6409.6(k), 8
CCR §3205(j), GC §34090;
Manag.

Services /
Human
Resources
MS-014.2 DE-34 Form, Report of New Employees 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax
is due or paid; Ca. FTB: 3 years; Articles
show 7 years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Manag.

Services /
Human
Resources
MS-014.3 Disciplines (City-wide, Non-Sworn)
Final Action +
5 years
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation +
1 year
Department Preference; retirement benefits
is 6 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection,
or discharge; State Law requires 4 2 -3
years; ; 29 CFR 1602.14; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
29 USC 1113, LC §1198.5; GC §3105
Manag.

Services /
Human
Resources
MS-016 Employee Service Awards Records 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 Revision Adopted: 04/09/2024 118
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

Manag.

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

Services /
Human
Resources
MS-019.1 LiveScan Applications / Fingerprint
Applications (Public) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC§ 34090 et seq.

Manag.

Services /
Human
Resources
MS-020
Labor Relations Files / Employee
Negotiations
(Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.)
1025 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (preliminary drafts);
GC §34090; 29 CFR 405.9
Manag.

Services /
Human
Resources
MS-015
Labor: California Civil Rights Department
(CRD) / Department of Fair Employment /
Housing (DFEH / EEOC) Claims /
Harassment Claims
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require retention
until final disposition of formal complaint;
State requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Manag.

Services /
Human
Resources
MS-018 Labor: Grievances / Information
Complaints (all)
Disposition +
5 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require retention
until final disposition of formal complaint;
State requires 2 years after action is taken;
29 CFR 1602.31 & 1627.3(b)(1),GC
§§12946, 12960, 34090; 29 USC 1113, LC
1174, 29 CFR 405.9
Manag.

Services /
Human
Resources
MS-022 Organization Charts P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Considered
transitory / preliminary draft; GC §34090,
GC §6252 7920.530
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 119
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

Manag.

Services /
Human
Resources
MS-023
Personnel Files - All Employees
Includes Oaths of Office, I-9s, Form 1095-
C (Employer-Provided Health Insurance
Offer / Coverage), Training Certificates, etc.

Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation +
1 year
Department Preference; retirement benefits
is 6 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection,
or discharge; State Law requires 4 years; ;
29 CFR 1602.14; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
29 USC 1113, LC §1198.5; GC §3105; LC
§§1198.5,
Manag.

Services /
Human
Resources
MS-024
Personnel Files - Medical File (all
employees)
Includes Breathing Apparatus Fit Tests / Xrays, Family / Medical Leave Records, Respirator Fit Tests
Separation +
30 years, or
Termination
of Benefits +
5 years,
Whichever is
Longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation +
1 year
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; GC §§12946, 12960, 34090; 29
CFR 1910.1020(d)(1)(i); 29 CFR 1627.3
Manage.

Services /
Human
Resources
MS-024.1 Personnel Requisitions 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Manag.

Services /
Human
Resources
MS-025
Recruitment / Examination Files (Blue
Folders)
(Includes Test Results, etc.)
4 years; Up
to, but No
More Than
the 3 Most
Recent
Recruitments
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090
Manag.

Services /
Human
Resources
MS-026
Recruitment / Examination Files (Orange
Folders)
(Testing Master File)
4 years; Up
to, but No
More Than
the 3 Most
Recent
Recruitments
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 120
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

Manag.

Services /
Human
Resources
MS-026.1 Recruitment Exam Plan Database
(NeoGov) 5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Per NeoGov Policy; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires
4 years; 29 CFR 1602 et seq & 1627.3(a)(5)
and (6), 2 CCR 11013(c), 8 CCR
§11040.7(7)(C), GC §§12946 GC §34090
Manag.

Services /
Human
Resources
MS-027 Recruitment File: Eligibility Folders (Green
Folders)
4 years; Up
to, but No
More Than
the 3 Most
Recent
Recruitments
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090
Manag.

Services /
Human
Resources
MS-029 Roster Cards / Historical Employee
Records P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Manag.

Services /
Human
Resources
MS-030
Studies / Surveys Conducted on Behalf of
the City (Attrition, Benefits, Succession
Planning, Turnover, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Manag.

Services /
Human
Resources
MS-030.5
Verifications of Employment, Child
Support, etc. (for home purchases,
mortgage loans, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not a City record / Content does NOT relate
in a substantive way to the conduct of the
public's business; GC §34090 et seq
Manag.

Services /
Human
Resources
MS-030.6
Workplace Violence – Hazard
identification, evaluation, correction,
incident logs, investigations, Training, etc.
5 years Mag, Ppr LC §6401.9(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 Revision Adopted: 04/09/2024 121
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

MANAGEMENT SERVICES / SAFETY
Manag.

Services /
Safety
MS-032 Disposal / HazMat Disposal / 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 et. seq.

Manag.

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

Services /
Safety
MS-034 Incident Analysis Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department
Preference;
GC §34090
OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), GC §34090; LC
§6429c
Manag.

Services /
Safety
MS-041 DMV Pull Notices - NO Suspension of a
driver’s license / DUI 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Transitory or source records not retained in
the ordinary course of business; CHP audits
every 2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
Manag.

Services /
Safety
MS-041.1 DMV Pull Notices - WITH Suspension of a
driver’s license / DUI
After Drivers
Record is
Clear -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
Manag.

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

BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 122
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

Manag.

Services /
Safety
MS-042.1 Safety Committee Agendas / Review 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference to be consistent with
OSHA requirements; 8 CCR §3203(b)(1),
GC §34090; LC §6429c
Manag.

Services /
Safety
MS-037
Safety: OSHA Inspections / Citations, Log
200 / Log 300, 301, 301A, Safety
Committee Minutes
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; OSHA requires 5
years; Calif. Labor Division is required to
keep their records 7 years; State law
requires 2 years; 8 CCR 14300.33, 8 CCR
§3203(b)(1), GC §34090; LC §6429c
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 123
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

MANAGEMENT SERVICES / RISK MANAGEMENT
Manag.

Services /
Risk
Manag.

MS-038 Actuarial Reviews / Actuarial Studies (SelfInsured) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Manag.

Services /
Risk
Manag.

MS-046 Incident Analysis 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Manag.

Services /
Risk
Manag.

MS-043 Insurance Policies - Fire, Theft, Property,
etc. P
Yes: Until
Expired
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Manag.

Services /
Risk
Manag.

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

Services /
Risk
Manag.

MS-039 Liability Claims
Final
Resolution +
5 years
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 §§ 911.2, 945, 34090, 34090.6; PC
§832.5
Manag.

Services /
Risk
Manag.

MS-039.1 Liability Claims Database
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
City
Attorney MS-045 Liability Lawsuits / Litigation (Claims that are Litigated) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City Attorney is OFR; GC §34090.7 BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 124
Ver. 46.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES (Human Resources, Safety, Risk Management)
Page MS-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).

Manag.

Services /
Risk
Manag.

MS-048
Workers Compensation / Disability Claims
/ Employee Accident Reports
Includes all Accident, Incident, / Injury
Reports / associated MSDS
Separation +
30 years, or
Termination
of Benefits +
5 years,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Claims can be
made for 30 years for toxic substance
exposure; Claims are required for five years
after the end of compensation, or injury,
whichever is longer; 8 CCR §3204(d)(1) et
seq.,8 CCR 5144, 8 CCR 15400.2; GC
§§12946, 12960, 34090
BURBANK, CA ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 125
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

PARKS, RECREATION AND COMMUNITY SERVICES
Parks,
Rec. &
Community
Services
PR&CS-001 Agreements for Contractors: Class Instructors, Sports Leagues, etc.

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

After QC
& OD
Department preference; The statute of
limitation for errors and omissions is not
applicable; CCP §§336(a), 337 et. seq., GC
§34090
Parks,
Rec. &
Community
Services
PR&CS-005 Daily Service Unit Counts (Nutrition Center,
etc.) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (meets grant auditing
requirements); GC §34090
Parks,
Rec. &
Community
Services
PR&CS-006 Employee Safety Committee Minutes 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; OSHA requires 5
years; Calif. Labor Division is required to keep
their records 7 years; State law requires 2
years; 8 CCR §3203(b)(1), GC §34090; LC
§6429c
Parks,
Rec. &
Community
Services
PR&CS-008 Historical Records (of Significant Historical Value)
P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD No
Department Preference; GC §34090
Parks,
Rec. &
Community
Services
PR&CS-009 Inspection Reports - Bleachers, Playground
Equipment, etc. 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks,
Rec. &
Community
Services
PR&CS-010.1 Marketing / Flyers
When
superseded
or 90 days,
whichever is
less
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Drafts / Content is not substantive;
GC §6252 7920.530; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Parks,
Rec. &
Community
Services
PR&CS-010.5 Memorial Tree Dedications P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 126
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Parks,
Rec. &
Community
Services
PR&CS-011 Operating Statements: Golf Shop, Sign-ins for Golf 2 years Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks,
Rec. &
Community
Services
PR&CS-017 PASS Subsidy Program Applications
(Program, Activity / Services Subsidy) 3 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department preference; GC §34090
Parks,
Rec. &
Community
Services
PR&CS-012
Permits / Facility Use Permits / Equipment
Applications, Books, Alcoholic Beverage
Applications
Includes Certificates of Insurance
2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks,
Rec. &
Community
Services
PR&CS-007 Program Surveys / Class Surveys (Program
Feedback / Evaluations) 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference (Preliminary Drafts /
Transitory records not retained in the ordinary
course of business); GC §34090
Parks,
Rec. &
Community
Services
PR&CS-014 Recreation Database
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; data is interrelated;
GC §34090
Parks,
Rec. &
Community
Services
PR&CS-014.1 Recreation Guide 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 127
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Parks,
Rec. &
Community
Services
PR&CS-015
Registration / Trip Permits / Fee / Charge /
Liability Forms / Release of Liability Forms /
Permissions / Sign-in Sheets / After School
Program / Day Camp Program / Custody
Orders / Restraining Orders for Minors etc.:

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

Current + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks,
Rec. &
Community
Services
PR&CS-018 Score Cards
At
Conclusion
of the
Season
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (Preliminary Drafts /
Transitory records not retained in the ordinary
course of business); GC §34090
Parks,
Rec. &
Community
Services
PR&CS-019 Senior Food / Lunch Program Registrations
(Confidential) 4 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
City administers program for the County;
meets Uniform Grant Requirements; Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report; 2 CFR 200.333; 24 CFR 570.502(a)(7),
GC §34090
Parks,
Rec. &
Community
Services
PR&CS-022 Swimming Pool Chemicals: Log of Chemicals
Manually Added to City Swimming Pools 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD 22 CCR 65523; GC §34090 Parks,
Rec. &
Community
Services
PR&CS-023 Swimming Pool Chemicals: Water Testing
(ph., etc.) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
22 CCR 65523; GC §34090
Parks,
Rec. &
Community
Services
PR&CS-024 Tree Database (Tree Keeper)
Indefinite -
Minimum 5
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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 128
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Parks,
Rec. &
Community
Services
PR&CS-020
Tree Service Requests - Forestry / Street
Trees - Not entered into the Tree Database
(Tree Keeper)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Parks,
Rec. &
Community
Services
PR&CS-020.1
Volunteer / Burbank Volunteer Program (BVP)
/ Unpaid Intern Applications / Agreements -
Unsuccessful / Pending Applicants
Includes Leadership Programs, Counselor in
Training, Youth, RISE, etc.
3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with employee personnel files
(Courts treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC §§12960, 34090
Parks,
Rec. &
Community
Services
PR&CS-020.2
Volunteer / Burbank Volunteer Program (BVP)
/ Unpaid Intern Applications / Agreements
(includes emergency contact information) -
Successful Applicants
Includes Leadership Programs, Counselor in
Training, Youth, RISE, etc. - Awards,
Graduation, etc.

Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Courts treat volunteers as employees;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §12960, 34090; 29
USC 1113

PARKS, RECREATION AND COMMUNITY SERVICES / ANIMAL SHELTER Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-021 Address Activity File (includes original notices of violations, copies of various documents) 5 years Yes Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
Department Preference; Covers various statute
of limitations; CCP §§336(a), 337 et. seq., GC
§34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-022 Adoption Application / Questionnaire -
APPROVED 10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 129
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-023 Adoption Application / Questionnaire - DENIED P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; , GC §34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-024 Animal Registration Database
Indefinite -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Data is interrelated;
GC §§12946, 12960, 34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-025 Animal Registration Report 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-026 Animal Trap Agreements 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090 et seq.

Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-027 Bite Reports / Rabies Control Records 5 years Yes 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 Revision Adopted: 04/09/2024 130
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-028 Complaints - Regarding Animals 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090 et seq.

Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-029 Controlled Substance Inventory Records 3 years Yes Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
3 years is required; FA §32003(e), B&P 4081;
GC §34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-030 Daily Dispatch Log 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-031 Deposits / Oracle Deposits / Deposit Batch
Slips 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference - meets municipal
government auditing standards (not all detail is
sent to Finance); GC §34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-032 Donations Receipts 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference - meets municipal
government auditing standards (not all detail is
sent to Finance); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 131
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-033 Euthanasia Log 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference to support treatment
records; Considered transitory / preliminary
drafts. GC §34090, GC §6252 7920.530
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-034 Impound Notices / Contact Requests 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; 3 years is required for
animal treatment records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et. seq., GC
§34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-035 Owner Relinquishment Forms / No Kill Contact" 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; 3 years is required for
animal treatment records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et. seq., GC
§34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-036 Kennel Inspection Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-037 Kennel Inspection Reports / Closed Businesses 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 Revision Adopted: 04/09/2024 132
Ver. 25.1 RECORDS RETENTION SCHEDULE: PARKS, RECREATION AND COMMUNITY SERVICES Page PR&CS-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-038 Microchip Records 20 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Used for locating animals; GC §34090 et seq.

Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-039 Officer's Daily Log 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks,
Rec. &
Community
Services /
Animal
Shelter
PR&CS-040 Record of All Efforts to Contact Owner /
Microchip’s Primary Registrant
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
FA 31108.3 and 31752.1; GC §34090
Parks,
Rec. &
Community
Services
Animal
Shelter
PR&CS-041 Treatment Records (Vaccination records,
Euthanasia, medical treatments, etc.)
Minimum 3
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
3 years is required; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et. seq., GC
§34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 133
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

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

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

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

Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Admin. /
Chief
PD-053 Canine (Police Dogs) Team Evaluations 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Admin. /
Chief
PD-002 Carry Concealed Weapon Permits (CCW) -
Approved
Expiration +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. /
Chief
PD-003 Carry Concealed Weapon Permits (CCW) -
Denied 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. /
Chief
PD-003.1 Certificate of Life 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 Revision Adopted: 04/09/2024 134
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /
Chief
PD-003.2
Department-Initiated Personnel
Investigation WITHOUT sustained finding
of misconduct / No personnel action
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. /
Chief
PD-003.2(a)
Department-Initiated Personnel
Investigation WITH sustained finding of
misconduct, including all supporting
documentation, resulting in MAJOR
discipline
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (consistent with MOU);
GC§§12946, 12960, 34090
Police /
Admin. /
Chief
PD-003.2(b)
Department-Initiated Personnel
Investigation WITH sustained finding of
misconduct, including all supporting
documentation, resulting in MINOR
discipline
Final
Disposition +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (consistent with MOU);
GC§§12946, 12960, 34090
Police /
Admin. /
Chief
PD-003.2(c)
Department-Initiated Personnel
Investigation WITH sustained finding of
misconduct, including all supporting
documentation, resulting in WRITTEN
REPRIMAND / below
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (consistent with MOU);
GC§§12946, 12960, 34090
Police /
Admin. /
Chief
PD-005.1 Drug Action Expense Record 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; (meets municipal
government auditing standards); GC §34090
Police /
Admin. /
Chief
PD-006 Hazardous Material Exposure
Forward to
Manage.

Services
Mag, Mfr,
OD, Ppr 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 Revision Adopted: 04/09/2024 135
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /
Chief
PD-006.2
Internal Affairs Investigations - Complaints
by members of the public WITHOUT
sustained finding of misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State requires for at least 5 years for civilian's
complaints; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after action is
taken; Statute of Limitations is 4 years after the
discovery of the offense for misconduct in
office; EVC §1045, GC §§12946, 12960,
34090, PC §832.5, VC §2547; Burbank PD
Policy 300
Police /
Admin. /
Chief
PD-006.3
Internal Affairs Investigations -
Complaints by members of the public
WITH sustained finding of misconduct
including all supporting documentation
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC 832.7; GC§§12946, 12960, 34090 Police /
Admin. /
Chief
PD-004.1 Internal Audits (e.g., issued equipment, arrest reports, MDT usage, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. /
Chief
PD-004.2 Officer Involved Shootings (OIS) 25 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. /
Chief
PD-004.4 Officer Recordings: Body-Worn Cameras –
LOGS of Access / Deletion of Data P Mag PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Admin. /
Chief
PD-004.45
Recordings: Body-Worn Cameras –
Accidental Recordings Reviewed and
Approved for Deletion (Non-evidentiary)
After
Approval Mag
Department preference; consistent with Lexipol
policies (review, supervisory authorization, and
documentation required); PC§ 832.18 et seq.

GC §34090.6 et seq.

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

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 136
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

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

Police /
Admin. /
Chief
PD-004.7 Officer Recordings: Body-Worn Cameras
that are not evidence 2 years Mag
Department preference; Those segments of
videos that are determined to be evidence are
copied onto a different tape and retained for the
same length of time as the crime report (see
crime reports for legal citations); 60-days is
required; PC§ 832.18(b)(5)(B)&(c); GC
§34090.6 et seq.

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

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

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

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

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

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

Police /
Admin. /
Chief
PD-058 Officer's Patrol Record (Hardcard) 2 years 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 Revision Adopted: 04/09/2024 137
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /
Chief
PD-029 Personnel Background Packet - City
Employees (Successful) Non-Sworn
Separation +
6 years
Yes:

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

Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation
+ 1 year
Department preference; Calif. Labor Division is
required to keep their records 7 years; OSHA
requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 4 years for
recruitment; 29 CFR 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., 2 CCR 11013(c); GC
§§12946, 12960, 34090
Manage.

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

CORRESPONDENCE / SUBJECT FILES
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)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 138
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /
Chief
PD-012.1
PUMA Audio Recordings (Portable Audio
Recordings) - Complaints Against Officers
(Other than Sustained)
Final
Disposition +
5 years
Mag
Department preference; compliance with
Burbank PD Policy 450.7.1 (1 year is mandated
by State Law); GC §34090.6; Burbank PD
Policy 450.7.1
Police /
Admin. /
Chief
PD-012.2
PUMA Audio Recordings (Portable Audio
Recordings) - Officer Involved Shootings
(OIS)
25 years Mag
Department preference; compliance with
Burbank PD Policy 450.7.1 (1 year is mandated
by State Law); GC §34090.6; Burbank PD
Policy 450.7.1
Police /
Admin. /
Chief
PD-012.3
PUMA Audio Recordings (Portable Audio
Recordings) - that ARE evidence /
Detention / Arrest
Follows the
Retention of
the
Evidence,
Minimum 3
years
Mag
Department preference; (up to 3 years to file a
felony case); compliance with Burbank PD
Policy 450.7.1 (1 year is mandated by State
Law); GC §34090.6; Burbank PD Policy 450.7.1
Police /
Admin. /
Chief
PD-013 Pursuit Critiques 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090; 29 USC 1113
Police /
Admin. /
Chief
PD-013.5
Report to the State Commission on Peace
Officer Standards / Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, / judgement
pursuant to §PC 13510.9
Report of data regarding the number, type, /
disposition of complaints made against its
officers
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 Revision Adopted: 04/09/2024 139
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /
Chief
PD-014
Reports, Studies regarding Police operations
(not historical - manpower, traffic analysis,
activity studies, calls for service, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090 et seq.

Police /
Admin. /
Chief
PD-014.1
Reports to the State Commission on Peace
Officer Standards / Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, / judgement
pursuant to §PC 13510.9
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090 et seq.

Police /
Admin. /
Chief
PD-015 Request for Police Services 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
Chief
PD-016 Reserve Police Duty Roster 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
Chief
PD-017 Retirement Identification Card, Request for
Issuance P
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Admin. /
Chief
PD-004.3
Review of Officer Recordings: Body-Worn
Cameras - Complaints Against Officers
(Other than Sustained)
Final
Disposition +
5 years
Mag Department preference; PC§
832.18(b)(5)(B)&(C); GC §34090.6 et seq.

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

Police /
Admin. /
Chief
PD-062.1 Roll Call Area Checks 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Chief
PD-062.2 Taxi License / Renewals 3 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 Revision Adopted: 04/09/2024 140
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /
Chief
PD-0
Use of Force Review WITHOUT Sustained
Finding of Misconduct (not as a result of a
complaint from a member of the public)
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State requires for at least 5 years for civilian's
complaints; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after action is
taken; Statute of Limitations is 4 years after the
discovery of the offense for misconduct in
office; EVC §1045, GC §§12946, 12960,
34090, PC § 832.5, VC §2547; Burbank PD
Policy 300
Police /
Admin. /
Chief
PD-062.3 Vehicle Accident Review
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

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

Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets Federal DOJ guidelines (Equitable
Sharing Guide); GC §34090
Police /
Admin. /
Budget /
Finance
Support
Services /
Records
PD-018.2
PD-125.1
Citation Management Monthly Invoice (the
Vendor generates this) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Meets municipal
government auditing standards); GC §34090
Police /
Admin. /
Budget /
Finance
PD-018.51
Deposits / Oracle Deposits / Deposit Batch
Slips 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 Revision Adopted: 04/09/2024 141
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /
Budget /
Finance
Support
Services /
Records
PD-143 Notice of Disruptive Gathering / Notice of
Violation - 2nd Response 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
Budget /
Finance
PD-020 Phone Bills / 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
Police /
Admin. /
Budget /
Finance
PD-021 Request for Reimbursement (Uniform /
Clothing Allowance) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Budget /
Finance
PD-019 Timesheets / Overtime Slips / Report (InTime
Database or Oracle) 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Overtime slips are Preliminary drafts (the time
card is the original); Department preference
(only the summaries or exception reports are
sent to Payroll); Meets auditing standards (audit
+ 4 years); IRS requires 4 years; Ca. requires 2
yr min.; FTB keeps 3 years; Published articles
show 4 -10 years; IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); GC §34090;
Police /
Admin. /
Budget /
Finance
PD-022 Training Notice / Warrant Request 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
POLICE / ADMINISTRATION / COPS (Community Outreach and Personnel Services) Police /
Admin. /
COPS
PD-023 Authority to Release Personal Information 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 Revision Adopted: 04/09/2024 142
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

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

Police /
Admin. /
COPS
PD-036 Reserve Officer Activity Record 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
COPS
PD-037 Retired Officer Firearm Qualifications /
Weapons Inspected 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

POLICE / ADMINISTRATION / COPS PROFESSIONAL STANDARDS BUREAU (PSB) Police /
Admin. /

PSB COPS
PD-025 City Property Issued P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Admin. /

PSB COPS
PD-026 Course Evaluations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /

PSB COPS
PD-027 General Orders / Lexipol / Power DMS
(Department Policies / Procedures)
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Superseded
Department Preference; GC § 34090 et seq.

Police /
Admin. /

PSB COPS
PD-081 Juvenile Safety Letter 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /

PSB COPS
PD-030 Pistol Range Scores 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 Revision Adopted: 04/09/2024 143
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /

PSB COPS
PD-031 Range Risk Agreement - Adult 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(Claims must be filed within 6 months or 1
year); GC §34090 et seq.

Police /
Admin. /

PSB COPS
PD-032 Range Risk Agreement - Minor 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(Claims must be filed within 6 months or 1
year); GC §34090 et seq.

Police /
Admin. /

PSB COPS
PD-038
Training Presented by City Staff -
Department Training Records - COURSE
RECORDS (Attendance Rosters, Sign-in
Sheets, Outlines / Materials; includes Ethics,
Harassment, Workplace Violence, Use of
Force Training, Safety Training, Tailgates)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Rosters are sent to
POST; Calif. Labor Division is required to keep
their records 7 years; OSHA requires safety
training 5 years; Ethics, Harassment &
Workplace Violence Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 4 2 -3 years for
personnel actions; 29 CFR 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090, 53235.2(b), 53237.2(b); LC §6401.9(f)
Police /
Admin. /

PSB COPS
PD-039 Training Database (Training Management
System)
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Data is interrelated;
GC §§12946, 12960, 34090
Police /
PSB
Support
Services /
Records
PD-039.5
PD-172 Wanted Bulletin 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (copies) GC §34090.7 Police /
Admin. /

PSB COPS
PD-040 Weapon Inspection 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 Revision Adopted: 04/09/2024 144
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Admin. /

PSB COPS
PD-041 Weapons Database / Department Weapons /
Qualification Shoot Logs (Range master) Indefinite Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated; GC
§34090

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

Police /
Investigat. PD-069 Case Screening Checklist
Transferred
into
Record's
Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Day Files.

Police /
Investigat. PD-070 Confirmation of Phone Number Letter 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

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

Police /
Investigat. PD-074 Expense Reports - Vice / Narcotics 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal
government auditing standards); GC §34090 et
seq.

Police /
Investigat. PD-075 Forfeiture Notification 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Investigat. PD-076 Gang Files P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Investigat. PD-078 Informant Files ("Personal History") P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Informant information;
Does not contain criminal intelligence
information concerning individuals; GC §34090
et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 145
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Investigat. PD-079 Intelligence Files 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
Police /
Investigat. PD-080 Juvenile Probation Records (Voluntary Program, Gladys R Questionnaire, etc.) Subject is 18
years old
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Investigat. PD-090.2 Logs: Juvenile Detention Logs (Non-Secure, Monthly, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Investigat. PD-082 Monthly Report - Vice Narcotic Section 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Investigat. PD-084 Pawn Shop Slips 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to provide information
to other agencies; Non-records used for
investigations; Originals entered into the State
Automated Property System; most agencies
retain for 2 years; GC §34090
Police /
Investigat. PD-086 Polygraph Charts - Child Sexual Abuse (Computer Voice Stress Analyzer) P Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Investigat. PD-087 Polygraph Charts - Criminal Cases
Follows
Retention of
Crime
Report
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Investigat. PD-088 Polygraph Charts - Homicide P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference; No limitations on
commencement of action; Courts keep
permanently PC §§ 261, 286, 288, 288a, 288.5,
289, 289.5, 290, and 799
Police /
Investigat. PD-036 Reserve Officer Activity Record 2 years 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 Revision Adopted: 04/09/2024 146
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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).

Police /
Investigat. PD-089 School Resource Officer Daily Log / Monthly Recap 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Investigat. PD-090 Teletype Messages Received / Teletype Record Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

POLICE / INVESTIGATION / FORENSICS
Police /
Invest. /
Forensics
PD-096 Crime Report Photographs / Negatives
Follows the
Retention of
the Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Invest. /
Forensics
PD-092 Digital Images / Photos
Follows the
Retention
Period of the
Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Invest. /
Forensics
PD-094 Forensic Specialist Daily Log 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Invest. /
Forensics
PD-094.1 LAFIS Hit Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Invest. /
Forensics
PD-094.2 Latent Print ID Packet (Contains positive print ID hits / additional forensic documentation)
Follows the
Retention
Period of the
Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Invest. /
Forensics
PD-095 Latent Prints - Arrested
Follows the
Retention of
the Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Invest. /
Forensics
PD-095.1 Latent Prints - NO Arrest P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 147
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Invest. /
Forensics
PD-095.2 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); GC §34090
Police /
Invest. /
Forensics
PD-095.3 Registrants: Gang Juveniles Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Invest. /
Forensics
PD-095.4 Registrants: Gang Adults Shared Gang
Databases / CalGang / Written Attestations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a));11 CCR 773.8; GC §34090
Police /
Invest. /
Forensics
PD-095.5 Registrants: Gang Juveniles Shared Gang
Databases / CalGang / Written Attestations 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781; 11 CCR 774; PC
§186.30; GC §34090 et seq.

Police /
Invest. /
Forensics
PD-097 Request for Photos 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090

POLICE / PATROL
Police /
Patrol
Investigat.

PD-097.5
PD-052
Canine (Police Dogs) Program Files: Animal
Files (Training, etc.)
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC
§34090 et seq.

Police /
Patrol PD-054.1 De Minimus Force log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol PD-054.5 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Patrol PD-054 Helicopter Check 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Patrol PD-055 Helicopter Flight Hours Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Patrol PD-056 Helicopter Training Check flight Evaluation 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Patrol PD-057 Helicopter Unit Activity 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (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 Revision Adopted: 04/09/2024 148
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Patrol PD-057.1 Logs: UOF / Pursuit Log, Weapons Display Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol PD-050.1 Training Evaluation / LEFTA (Field Training, etc.) Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to be consistent with
other Police Department training records
§34090 et seq.

Police /
Patrol
Support
Services /
Records
PD-050.5
PD-168 Shift Report 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary drafts); GC
§34090 et seq.

Police /
Patrol PD-051 Vacation Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol PD-064 Watch Commanders Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary drafts); GC
§34090 et seq.

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

Police /
Patrol /
Traffic
PD-178.5 Check Payment Refund Request / Oracle
Transaction Report / Payment Receipt Books 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 Revision Adopted: 04/09/2024 149
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Patrol PD-178.2 Citation Correction Letters - Moving Violations Completion
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-178 Citation Correction Letters - Parking
Violations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

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

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

Police /
Patrol /
Traffic
PD-182 Citizen's Complaint of Traffic Conditions
(results in Radar Trailer Surveys) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-178.3 City of Burbank Internal Service Request 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Patrol /
Traffic
PD-185 Film Permits / Applications / Certificate of
Insurance 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-178.4 Off Duty Police Service Request 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Patrol /
Traffic
PD-144 Officer's Daily Log (Automated) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference (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 Revision Adopted: 04/09/2024 150
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-18
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).

Police /
Patrol /
Traffic
PD-186 Parking Inspector's Daily Log / Parking
Inspector's Patrol Record (Hardcard) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (Preliminary drafts); GC
§34090 et seq.

Police /
Patrol /
Traffic
PD-187 PAS Device Calibration Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-187.1
Racial / Identity Profiling Act (RIPA) Annual
Report Juvenile other than marijuana
citations
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Patrol /
Traffic
PD-187.2 Racial / Identity Profiling Act (RIPA) Annual
Report / STOP Source Data 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Patrol /
Traffic
PD-188 Re-examination of Driver Requests (to DMV) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-189
Request to Remove Abandoned Vehicles
(public nuisance) / Abandoned Vehicle
Complaint
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-190 Special Events / Ops Plan 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-191 Traffic Control: Radar Calibration Records
Life of the
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Patrol /
Traffic
PD-192 Traffic Control: Radar Trailer Surveys, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Patrol /
Traffic
PD-193 Traffic Officer's Patrol Record (Hardcard) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

POLICE / SUPPORT SERVICES - COMMUNICATIONS / CAD / DISPATCH BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 151
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-19
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).

Police /
Support
Services /
Commun.

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

POLICE / SUPPORT SERVICES / PROPERTY AND EVIDENCE
Police /
Support
Services /
Property &
Evidence
PD-077 Gun / Narcotics Destruction Log (Documents
related to) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Property &
Evidence
PD-042 Logs: Evidence Database
Indefinite -
Follows
Retention of
the Evidence
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Police /
Support
Services /
Property &
Evidence
PD-043 Notice to Claim Property 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support
Services /
Property &
Evidence
PD-045 Property List / Record / Property Identification (Green Tags) / Tag Logs
Follows the
Retention of
the Arrest
Record
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Property &
Evidence
PD-047 Digital Recordings - DUI Test After Warrant is
Issued 1 years Mag, Ppr GC §34090.6
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 152
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-20
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).

Police /
Support
Services /
Property &
Evidence
PD-048 Digital Recordings - Parking Lot / Public
Areas 1 year Mag Department preference; Does not record regular and ongoing operations; GC §§34090.6,

POLICE / SUPPORT SERVICES / JAIL
Police /
Support
Services /
Jail
PD-099 Cell Check Log (Automated using Gard 1
Timekeeper) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100 Daily Jail Record - Inmates In Custody 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100.4 Inmate Phone Recordings 2 years Mag Department preference (required for 100 days); GC §34090.6(a)
Police /
Support
Services /
Jail
PD-100.1 Jail Alarm Test - Monthly Internal Alarm
Testing 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100.2 Jail Citation Books 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-100.3 Jail Cleanliness / Security Inspection Log 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 Revision Adopted: 04/09/2024 153
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-21
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).

Police /
Support
Services /
Jail
PD-100.3 Jail Daily Observation Log 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-101 Jail Meal Log 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-102 Jail Shift Report 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-102.1 LA County Transfer Record 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-104 Medical Service Order Control 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-104.1 Refrigerator / Freezer Temperature Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Jail
PD-104.2 Self Contained Breathing Apparatus Log
(SCBA) - Monthly Checks 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

POLICE / SUPPORT SERVICES / RECORDS
Police /
Support
Services /
Records
PD-121 Admonition of Rights
Statute of
Limitations +
5 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference (some cases are
capital crimes); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 154
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-22
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).

Police /
Support
Services /
Records
PD-098 Agreement for Serving Time in City Jail 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-116
Animal Investigations / Problem Files
(barking, loose dogs, dangerous dog reports,
etc.)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Support
Services /
Records
PD-122.1
Background Checks (requests for a
background check of local records from
outside entities)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-123 Bail / Bond Receipt 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Records
PD-124 Bail / Bond Register 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Records
Admin. /
Chief
PD-003.1 Certificate of Life 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §§34090
Police /
Support
Services /
Records
PD-126 Citation Books Issued / Citation Log Books
(#s / ranges) - Parking, Traffic 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 Revision Adopted: 04/09/2024 155
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-23
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).

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

Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., GC§68152(e)(8)
Police /
Support
Services /
Records
PD-128
Citations - Misdemeanor / Infraction - Adult
Marijuana / Cannabis - HS §11357(b)(c)(d)(e)
/ HS §11360(b) (with procedure in HS
§11361.5)
Date of
Conviction
or Arrest + 2
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8), 34090;
H&S §11361.5
Police /
Support
Services /
Records
PD-128.1 Clearance Letter 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §§34090
Police /
Support
Services /
Records
PD-129 Court Ordered Booking / CHP Bookings 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-131
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
Current + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Filed on line with the State; Department
preference; GC §34090
Police /
Support
Services /
Records
PD-131.5 Daily Arrest Logs 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 Revision Adopted: 04/09/2024 156
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-24
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).

Police /
Support
Services /
Records
PD-132 Desk Report - Felonies with IB numbers P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary drafts /
transitory records; GC §34090 et seq.

Police /
Support
Services /
Records
PD-133 Desk Report - Felony Arrests - 799 PC Only Current + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary drafts /
transitory records; GC §34090 et seq.

Police /
Support
Services /
Records
PD-134 Desk Report - Misdemeanor / Felonies
without IB Numbers
Current + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Preliminary drafts /
transitory records; GC §34090 et seq.

Police /
Support
Services /
Records
PD-135 DR Case Register 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support
Services /
Records
PD-136 Field Investigation Cards (FIs) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Preliminary documents; GC §34090 et seq.

Police /
Support
Services /
Records
PD-137 Inmate Booking / IB Folders - Felonies - NOT
Part 1 Felonies
Until Inmate
Deceased
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Support
Services /
Records
PD-138 Inmate Booking / IB Folders - Felonies - Part
1 Felonies
Until Inmate
Deceased
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Support
Services /
Records
PD-139 Inmate Booking / IB Folders - Misdemeanors 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 Revision Adopted: 04/09/2024 157
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-25
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).

Police /
Support
Services /
Records
PD-103 Jailer's Alert (Rack Card) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-141 Medical Service Order - Prisoners 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-142 NCIC Validation 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support
Services /
Records
PD-143 Notice of Disruptive Gathering / Notice of
Violation - 2nd Response 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-145
Order after Hearing (Restraining Order,
Emergency Protective Orders (EPO),
Temporary Restraining Order (TRO))
Life of the
Order + 3
months
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Court records -
originals retained by the Court; GC §34090 et
seq.

Police /
Support
Services /
Records
PD-146 Photographic Lineup Admonition
Transferred
into
Record's
Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Day Files.

Police /
Support
Services /
Records
PD-147
POLICE REPORTS / INCIDENT REPORTS:

Firearms entered into CLETS (if not
Permanent Retention) - Found / Recovered
Firearms
Firearm
Found or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC§ 11108.2(b); GC§ 34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 158
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-26
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).

Police /
Support
Services /
Records
PD-148
POLICE REPORTS / INCIDENT REPORTS:

Misdemeanor / Infraction - Adult Marijuana
/ Cannabis - HS §11357(b)(c)(d)(e) / HS
§11360(b) (with procedure in HS §11361.5) -
Except those with outstanding stolen
property, including firearms, / lost firearms,
serious felonies, / synthetic cannabis
2 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD ("Shall" Destroy); GC §68152(e)(8) Police /
Support
Services /
Records
PD-149
POLICE REPORTS / INCIDENT REPORTS:

ALL, Except Those Specifically Mentioned
in the Schedule
e.g., 5150, Detention Reports, etc.
10 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.

Police /
Support
Services /
Records
PD-150
POLICE REPORTS / INCIDENT REPORTS:

Capital Crimes / Violent Felonies / Major
Crimes / Sex Crimes / Child Abuse - Capital
Crimes (Crimes Subject to the Death
Penalty), Sex Crimes (PC §288, 290);
Substantiated Child Abuse / Severe Neglect
(Adults Only)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; others have no limitations on
commencement of action; Courts keep
permanently PC §§ 261, 286, 288, 288a, 288.5,
289, 289.5, 290, 799, 803(h), 11169 et seq.;
11170(a); WIC 707(b)
Police /
Support
Services /
Records
PD-151
POLICE REPORTS / INCIDENT REPORTS:

Child Abuse / Neglect Investigation
Reports - Unsubstantiated / Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 159
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-27
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).

Police /
Support
Services /
Records
PD-152
POLICE REPORTS / INCIDENT REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Support
Services /
Records
PD-154
POLICE REPORTS / INCIDENT REPORTS:

Misdemeanor Marijuana / Cannabis
§11357(d) - Juvenile on School Grounds
during School Hours (with procedure in HS
§11361.5)
Offender is
18 Years
Old
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(d)
Police /
Support
Services /
Records
PD-153
POLICE REPORTS / INCIDENT REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(d) -
Except those with outstanding stolen
property, including firearms, / lost firearms
serious felonies, / synthetic cannabis
Date of
Conviction
or Arrest + 2
years, or
reaches age
18,
whichever is
First
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., GC§68152(e)(8)
Police /
Support
Services /
Records
PD-155 POLICE REPORTS / INCIDENT REPORTS:

Missing Persons
Found /
Recovered +
2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Records
PD-156
POLICE REPORTS / INCIDENT REPORTS:

Non-Criminal / Outside Assist
Abandoned Vehicle Reports, Information
Reports, Impounded / Towed Vehicles, Sick
Cared For, Suspicious Circumstances,
Restraining Orders
2 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 160
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-28
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).

Police /
Support
Services /
Records
PD-157
POLICE REPORTS / INCIDENT REPORTS:

Sealed Juvenile / Ward Cases - Except
childhood sexual assault, Child Abuse /
Severe Neglect, (Substantiated), those with
outstanding stolen property, including
firearms, / lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090; W&I §§389(a), Police /
Support
Services /
Records
PD-157.1
POLICE REPORTS / INCIDENT REPORTS:

Sealed Juvenile / Ward Cases - Childhood
Sexual Assault - After January 1, 2024
P
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
Police /
Support
Services /
Records
PD-157.2
POLICE REPORTS / INCIDENT REPORTS:

Sealed Juvenile / Ward Cases - Childhood
Sexual Assault - Before January 1, 2024
Age of
Majority + 22
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
Police /
Support
Services /
Records
PD-157.5 POLICE REPORTS / INCIDENT REPORTS:

Sealed Cases (childhood sexual assault)
Age of
Majority + 22
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD CCP §§340.1, GC §34090 Police /
Support
Services /
Records
PD-158 POLICE REPORTS / INCIDENT REPORTS:

Traffic Collisions / Accident Reports 7 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference (Fatal collisions are
retained by CHP for 5 years); GC §34090
Police /
Support
Services /
Records
PD-152
POLICE REPORTS / INCIDENT REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 161
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-29
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).

Police /
Support
Services /
Records
PD-152.5 Private Party Impounds (PPI) Notifications &
Repossessed Vehicles Notifications 90 days Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Non-records used to notify PD so if someone
reports their vehicle, the PD knows it was
Repossessed, not stolen; GC §34090 et seq.

Police /
Support
Services /
Records
PD-159 Probable Cause Declaration 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Records
PD-160 Public Records Request Response +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-161 Record Check of Applicant 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Records
PD-161.1 Recorded phone lines (not dispatch) 100 days Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§34090, 34090.6
Police /
Support
Services /
Records
PD-162 Registrants: Arson - Adults P
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Support
Services /
Records
PD-163
Arson Registrations: Juveniles released
from Division of Juvenile Justice California
Youth Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released from
DOJJ CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Support
Services /
Records
PD-164 Registrants: Narcotic 5 years Mag, Ppr
Department Preference; Registration is
required for 5 years; GC §34090, H&S §11590
et seq., H&S §11594(a)
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 162
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-30
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).

Police /
Support
Services /
Records
PD-165 Registrants: Sex Offenders - Adults P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Support
Services /
Records
PD-166 Registrants: Sex Offenders - Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.; W&I
§781(d)
Police /
Support
Services /
Records
PD-167 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Support
Services /
Records
PD-168 Shift Report 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Preliminary drafts); GC
§34090 et seq.

Police /
Support
Services /
Records
PD-168.1 Station Visitor Log 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §§34090
Police /
Support
Services /
Records
PD-169 Subpoena Control Log / Served Subpoenas Current + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference (copies) GC §34090.7 Police /
Support
Services /
Records
PD-170 Subpoenas / Notice to Appear Current + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 04/09/2024 163
Ver. 56.0 RECORDS RETENTION SCHEDULE: POLICE
(Admin. / Chief, Budget / Finance, Investigation, Forensics, Patrol, PSB, Comms., Support Svcs.) Page PD-31
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).

Police /
Support
Services /
Records
PD-172 Wanted Bulletin 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference (copies) GC §34090.7 Police /
Support
Services /
Records
PD-173 Warrants - Foreign Warrant Register 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 Revision Adopted: 04/09/2024 164
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

PUBLIC WORKS / ADMINISTRATION AND CAPITAL PROJECTS
Public Works
/ Admin. / CIP PW-001
Job Files / Capital Improvement Projects
(CIP): Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Daily
Inspections, Photos, Project Schedules,
Progress meetings, Real Estate
Appraisals, Submittals, etc.

Completion +
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is
10 years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §§336(a),
337 et. seq., GC §34090
Public Works
/ Admin. / CIP PW-002
Job Files / Capital Improvement Projects
(CIP): Permanent File
As-Built Plans, Specifications,
Successful Proposal, Professional
Services Agreements, Change Orders,
Materials Testing Reports, Grading
Permits, Insurance Certificates,
Hazardous Materials Plans, Notice of
Completion, Shop Drawings, Soils
Reports, Studies, Surveys, etc.

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

QC & OD
(Except for
Mylars)
Department preference; retained for disaster
preparedness purposes; GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 165
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

PUBLIC WORKS / ENGINEERING
Public Works
/ Engineering PW-003 Address Change Permits P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-004 Aerial Maps / Photographs - Analog or Digital and Index to Aerials P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference (Information Systems
maintains digital aerials); GC §34090
Public Works
/ Engineering PW-005 Banner Applications Permit 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Public Works
/ Engineering PW-006 Encroachment Permits - Permanent
Encroachments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-007 Encroachment Permits - Temporary
Encroachments (debris boxes, etc.)
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Public Works
/ Engineering PW-008
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments (Not Acquired or
Developed)
5 years Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-009 Engineering Studies / Surveys (City Built Projects) P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-010 Excavation / Construction Permit Application 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Engineering PW-011 Excavation Permits WITH Plans P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 166
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Engineering PW-012 Excavation Permits WITHOUT Plans Expiration + 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-013 Geotechnical and Soils Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-014 Newsrack Permits Expiration + 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Engineering PW-016 Pavement Management Plans Superseded + 5 years Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-017 Permit to Use Street 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-018
Permits: P.C.C. Driveways and
Pedestrian Ramps (in the Public Right of
Way)
P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-019 Regulatory Agency Permits and Correspondence of Compliance P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-020 Routing Permits (Haul Routes) Expiration + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Public Works
/ Engineering PW-021 Standard Construction Drawings / Details / Plans P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Engineering PW-022 Subdivision and Tract Files P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 167
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Engineering PW-023 Subject Files Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Engineering PW-024 Survey Books / Field Notebooks (City) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Engineering PW-025 Transportation / Wide Load Applications and Permits 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Public Works
/ Engineering PW-026 Water Discharge Permits (Swimming Pools, etc.) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD NPDES Monitoring records required for 3 years
in Federal law; 40 CFR §§122.21, 122.41,
122.44

PUBLIC WORKS / ENGINEERING - PRIVATE DEVELOPMENT
Public Works
/ Engineering
/ Private
Develop.

PW-027
Maps, Plans and Record Drawings (Final
Maps, Parcel Maps, Right of Way, Tract
Maps, etc.)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Drafts should be destroyed; Some maps are
also retained by Planning; Selected maps are
retained in Public Works for administrative
purposes; GC §34090, 34090.7
Community
Develop./
Building
PW-028
Private Development Projects / Job Files:

Administration File
Plan Check Comments (Provided to
Planning or Building), Construction
Inspections, Photos
Examples: Annexations, CUPs, Lot Line
Adjustments, Specific Plans, Split Lots,
TPMs, TSMs
Completion +
5 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All originals are maintained by Building; GC
§34090.7
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 168
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Engineering
/ Private
Develop.

PW-029
Private Development Projects / Job Files:

Permanent Files
Conditions, Drainage, Driveway,
Encroachments, Grading Permits and
Plans, Private Lab Verifications Rights of
Way, Soils Reports, Stormwater, As-Built
Plans, etc.

Copies of Deeds, Dedications,
Easements, Abandonments (City Clerk is
OFR)
Examples: Annexations, CUPs, Lot Line
Adjustments, Specific Plans, Split Lots,
TPMs, TSMs
P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; retained for disaster
preparedness purposes; GC §34090

PUBLIC WORKS / FLEET AND BUILDING MAINTENANCE
Public Works
/ Fleet &
Bldg. Maint.

PW-030 AQMD Permits (Generators, etc.) Expiration +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (required for 5 years);
40 CFR 70.6; GC §34090
Public Works
/ Fleet &
Bldg. Maint.

PW-031 Elevator / Lift Permits Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Public Works
/ Fleet &
Bldg. Maint.

PW-032 Equipment Lists
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary documents; GC §34090 et seq.

Public Works
/ Fleet PW-033 Equipment Logs 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary documents; GC §34090 et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 169
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Fleet PW-034 Equipment Maintenance Logs 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (Preliminary
documents); GC §34090 et seq.

Public Works
/ Fleet PW-035 Pre-Trip Inspections / Safety Inspections 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
Lead Dept. PW-035.1 Generator Operations Logs and
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.

Public Works
/ Fleet &
Bldg. Maint.

PW-036 Pressure Vessel Certifications or Permits
(Air Compressors, Propane, etc.)
Current + 2
Previous
Certificates
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works
/ Fleet &
Bldg. Maint.

OR Streets
OR Traffic
PW-037
Restitution / City Property Damage
Report Billings - Cost Estimates for
Damage to City Property (damaged stop
signs, signals)
5 years
Yes:

Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC §34090 et seq.

Public Works
/ Fleet &
Bldg. Maint.

PW-038 Subject Files 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Public Works
/ Fleet &
Bldg. Maint.

PW-039 Vehicle and Equipment History Files
(includes warrantees)
Disposal of
Vehicle or
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; If a motor carrier,
required for 18 months after vehicle is sold;
CHP requires life of vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP §337 et.

Seq., 13 CCR 1234(f); GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 170
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Fleet &
Bldg. Maint.

Financial
Services /
Purchasing
PW-030.5
FN-062
Vehicle Titles "Pink Slips" for Public
Works Vehicles
Upon Sale of
Vehicle
Mag, Mfr,
OD, Ppr S / I Provided to new owner upon sale; GC §34090 Public Works
/ Division
Providing
Service /
Work
PW-041
Work Orders / Service Requests / Job
Requests / Service Repair Orders
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
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
Public Works
/ Division
Providing
Service /
Work
PW-042
Work Orders / Service Requests / Job
Requests / Service Repair Orders - All
Information Entered in CMMS
Database
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the database is the original);
GC §34090
Public Works
/ Division
Providing
Service /
Work
PW-043
Work Orders / Service Requests / Job
Requests / Service Repair Orders - NOT
entered in CMMS Database (or partial
information entered into CMMS
Database)
(Division providing service retains
originals; Division requesting service is
considered a copy)
3 years
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
Public Works
/ Fleet &
Bldg. Maint.

PW-044 Work Reports (Hours / Vehicles) 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 Revision Adopted: 04/09/2024 171
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

PUBLIC WORKS / RECYCLING
Public Works
/ Recycling PW-045
AB 939 Funds and Fees / SB 1383
Compliance (Organic Waste Collection
and Recycling) Funds and Fees
15 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SB 1383 compliance is
required for 5 years 14 CCR § 18995.2; GC
§34090
Public Works
/ Recycling PW-046 Household Hazardous Waste Manifests P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 14 CCR 18812.4; GC
§34090 et. seq.

Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-047 NPDES Monitoring Reports
5 years
unless
Permit
Requires a
Longer period
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
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-048 NPDES Permits Expiration +
5 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.

Public Works
/ Recycling PW-049 Large Venue Recycling Plans (e.g. Starlight) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Recycling PW-050 Recycling Events (e.g. Schools, Public Education, Outreach) 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 Revision Adopted: 04/09/2024 172
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Recycling PW-051
State Reports (AB 939 Compliance) / SB
1383 Compliance (Organic Waste
Collection and Recycling)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; SB 1383 compliance is
required for 5 years; Low-Carbon Fuel Standard
regulations credits can be received for 10
years, and are eligible for an extension; 14 CCR
§ 18995;.2 H&S §39730.7; GC §34090
Public Works
/ Recycling PW-052 Sustainability Programs (e.g. Green Building, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Recycling PW-053 Used Oil Disposal 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; 22 CCR
66266.130(c)(5), H&S §25250.18(b),
25250.19(a)(3) et seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 173
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

PUBLIC WORKS / SANITATION
Public Works
/ Sanitation PW-054
AB 939 Compliance / Solid Waste
Tonnage Reports / SB 1383 Compliance
(Organic Waste Collection and Recycling)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (Contracted with Waste
Hauler); SB 1383 compliance is required for 5
years; Low-Carbon Fuel Standard regulations
credits can be received for 10 years, and are
eligible for an extension; 14 CCR § 18995;.2
H&S §39730.7; GC §34090
Public Works
/ Sanitation PW-055 Historical Records (of significant historical value) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-056 NPDES Monitoring Reports
5 years
unless
Permit
Requires a
Longer period
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
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-057 NPDES Permits Expiration +
5 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.

Public Works
/ Sanitation PW-058 Regulatory Agency Permits and Correspondence of Compliance P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works
/ Sanitation PW-059 Signature Cards - Refuse Accounts
Close of
Account,
Minimum
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 174
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Sanitation PW-060 Subject Files Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works
/ Sanitation PW-061 Temporary Bin Rentals / Signature Authorizations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Public Works
/ Sanitation PW-062 Weight Slips - Recycling P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Sanitation PW-063 Weight Slips - Refuse P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Division
Providing
Service /
Work
PW-064
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
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
Public Works
/ Division
Providing
Service /
Work
PW-065
Work Orders / Service Requests - 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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 175
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Division
Providing
Service /
Work
PW-066
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS
Database)
(Division providing service retains
originals; Division requesting service is
considered a copy)
3 years
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

PUBLIC WORKS / STREET
Lead Dept. PW-066.1
Diaries / Logs (Daily Supervisor entries
Re: equipment usage, work schedules,
WOOC, work order nos., special
incidents / projects / jobs, weather and
other noteworthy events
10 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.

Public Works
/
Street
PW-67 Inspection Forms: Sidewalks, Streets,
etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-68 NPDES Monitoring Reports
5 years
unless
Permit
Requires a
Longer period
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
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-69 NPDES Permits - Stormwater Expiration +
5 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.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 176
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-13
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Fleet &
Bldg. Maint.

OR Streets
OR Traffic
PW-70
Restitution / City Property Damage
Report Billings - Cost Estimates for
Damage to City Property (damaged stop
signs, signals)
5 years
Yes:

Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC §34090 et seq.

Public Works
/ Street PW-107 Street Sweeping Logs (Source Records) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; NPDES Monitoring
records required for 3 years in Federal law; 40
CFR §§122.21, 122.41
Public Works
/ Division
Providing
Service /
Work
PW-71
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
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
Public Works
/ Division
Providing
Service /
Work
PW-72
Work Orders / Service Requests - 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
Public Works
/ Division
Providing
Service /
Work
PW-73
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS
Database)
(Division providing service retains
originals; Division requesting service is
considered a copy)
3 years
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

PUBLIC WORKS / TRAFFIC
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 177
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-14
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Traffic PW-074 Maps and Plans (Traffic) P Yes (all) Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Fleet &
Bldg. Maint.

OR Streets
OR Traffic
PW-075
Restitution / City Property Damage
Report Billings - Cost Estimates for
Damage to City Property (damaged stop
signs, signals)
5 years
Yes:

Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC §34090 et seq.

Public Works
/ Traffic PW-076 Signal Intersection Reference Files P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 et seq.

Public Works
/ Traffic PW-077 Signal Plans / Striping Plans P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Traffic PW-078 Street and Intersection Work Orders P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Traffic PW-079 Street / Intersection Files 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Public Works
/ Traffic PW-080 Subject Files Minimum 2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police PW-081 Traffic Accident Reports 3 years
Yes:

Before
Payment
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference (copies); GC §34090.7 Public Works
/ Traffic PW-085 Traffic Counts 10 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 178
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-15
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Traffic PW-086 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference (required every 5 years,
but can be extended to 7 or 10 years); GC
§34090
Public Works
/ Traffic PW-086.1
Traffic Video Camera Recordings - If
traffic video is not on a 48 hour loop,
then traffic video retained for internal
traffic studies
Retention is 1 year
1 year Mag GC §34090.6
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 179
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-16
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

PUBLIC WORKS / WASTEWATER
Public Works
/ Wastewater PW-087
Breathing Apparatus Inspection Record /
Self Contained Breathing Apparatus
(SCBA)
Disposal of
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; OSHA requires 1 year;
GC §34090
Public Works
/ Wastewater PW-088 Complaints: Unauthorized Discharges / Violations / Spills Resolution +
5 years
unless
Permit
Requires a
Longer period
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; NPDES records are
required for 3 years; 40 CFR 122.41(j)(2)
Public Works
/ Wastewater PW-089 Compliance Inspection Report - NPDES Monitoring Reports - WITH Violations 5 years
unless
Permit
Requires a
Longer period
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
Public Works
/ Wastewater PW-090 Compliance Inspection Report - NPDES Monitoring Reports - NO Violations 5 years
unless
Permit
Requires a
Longer period
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
Public Works
/ Wastewater PW-091
Confined Space Entries and Logs
(Permitted entries into confined spaces
such as sewers and storm drains in order
to comply with regulations)
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6) GC §34090
Public Works
/ Wastewater PW-091.1
FOG (Fats, Oil and Grease) /
Pretreatment Annual / Quarterly Reports
Industrial Pre-Treatment
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; POTW reports are
required for 3 years; 40 CFR 403.12; GC
§60201
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 180
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-17
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Wastewater PW-092 Industrial Waste Applications / Industrial Waste Permits P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; POTW reports are
required for 3 years; 40 CFR 403.12; GC
§60201
Public Works
/ Recycling,
Sanitation,
Street,
Wastewater
PW-093 NPDES Monitoring Reports 5 years 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
Public Works
/ Wastewater PW-094 NPDES Permits P
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.

Public Works
/ Wastewater PW-095 Permit for Connection to Public Sewer P Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works
/ Wastewater PW-095.1
Project Files - Water Reclamation Plant -
Final Drawings, Operations and
Maintenance Manuals, Submittals
P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference, even though the
private operator does the construction; would
be required to continue maintenance,
improvement, operation, or for investigations;
GC §34090
Public Works
/ Wastewater PW-096
Project Files - Water Reclamation Plant
(private operator)
Excludes Final Drawings, Operations
and Maintenance Manuals, Submittals,
which are retained Permanently
Completion +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Private operator does the construction; GC
§34090.7
Public Works
/ Wastewater PW-097 Sewer and Plumbing Drawings (On-site Sewers) Until
Superseded
or Replaced,
or 2 years,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Department preference; GC §34090 et. seq.

BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 181
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-18
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Wastewater PW-098 Sewer Flushing Log Sheets (Source Records) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD NPDES Monitoring records required for 3 years
in Federal law; 40 CFR §§122.21, 122.41
Public Works
/ Wastewater PW-099 Sewer Stoppage or Obstruction Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; plans must be updated
every 5 years, audits are required every 2
years; GC §34090
Public Works
/ Wastewater PW-100 Sludge Records (WRP) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Consistent sewage
sludge requirements; 40 CFR 61.54, 122.41,
503.47; GC §34090
Public Works
/ Wastewater PW-101 Statistical Reports - Self Monitoring, etc. 3 years 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
Public Works
/ Wastewater PW-102 Status Reports - WRP Operators 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
Public Works
/ Wastewater PW-103 Storm Drain Inspections / Logs (Source Records) 5 years
unless
Permit
Requires a
Longer period
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
NPDES Monitoring records required for 3 years
in Federal law; 40 CFR §§122.21, 122.41
Public Works
/ Wastewater PW-104 Stormwater Annual Reports
5 years
unless
Permit
Requires a
Longer period
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 182
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-19
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Wastewater PW-105 Stormwater Inspection Reports, Erosion Control Inspections and Citations 5 years
unless
Permit
Requires a
Longer period
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41
Public Works
/ Wastewater PW-106 Stormwater Program: Unauthorized Discharges / Violations / Spills Resolution +
5 years,
unless
Permit
Requires a
Longer period
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; NPDES records are
required for 3 years; 40 CFR 122.41(j)(2)
Public Works
/ Wastewater PW-108
Wastewater / Sewer System
Management Plans (SSMP) and Audits,
Sanitary Sewer Overflows (SSOs) /
Sanitary Spills Overflow Prevention Plan
(SSOPP) / Sanitary Sewer Overflow
Response Plan
5 years
unless
Permit
Requires a
Longer period
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SSMPs are required to
be retained 5 years and updated every 6 years;
plans must be updated every 5 years, audits
are required every 2 years; ); SWRCB General
Order 2006-03; & 2022-0103-DWQ; 40 CFR
122.41(j)(2); GC §34090
Public Works
/ Division
Providing
Service /
Work
PW-109
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
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
Public Works
/ Division
Providing
Service /
Work
PW-110
Work Orders / Service Requests - All
Information Entered in CMMS
Database
When No
Longer
Required
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the database is the original);
GC §34090
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 183
Ver. 32.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Admin. / CIP, Engineering, Private Devel., Fleet and Bldg. Maint., Recycling, Sanitation, Street, Traffic, Wastewater) Page PW-20
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Public Works
/ Division
Providing
Service /
Work
PW-111
Work Orders / Service Requests - NOT
entered in CMMS Database (or partial
information entered into CMMS
Database)
(Division providing service retains
originals; Division requesting service is
considered a copy)
3 years
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
BURBANK, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 04/09/2024 184
1 RESOLUTION NO. 26-29,693

A RESOLUTION OF THE COUNCIL OF THE CITY OF

BURBANK AMENDING THE CITYWIDE RECORDS

RETENTION SCHEDULE
THE COUNCIL OF THE CITY OF BURBANK FINDS:

E. City staff, all departments, and a records management consultant engaged by the City have reviewed the current DRRS and contributed to the proposed revisions.

The revised DRRS provides clear and specific descriptions of record types, establishes appropriate retention periods, and ensures consistency with applicable legal requirements.

F. Council previously adopted Resolution No. 24-29,509 approving the DRRS.

THE COUNCIL OF THE CITY OF BURBANK RESOLVES:

1. Resolution No. 24-29,509 is hereby rescinded.
185
26-29,693
2 2. The DRRS, attached as Exhibit A and incorporated by reference, is hereby approved. The City Clerk or their designee is authorized to make any non-substantive changes to finalize and implement the approved DRRS.

3. City records shall be retained for the minimum periods listed in the DRRS until approved for destruction in accordance with this Resolution.

PASSED and ADOPTED this 19th day of May 2026.
_s/Tamala Takahashi_________
Tamala Takahashi
Mayor
Approved as to Form:

Attest: Office of the City Attorney
_s/Kimberley Clark______________ By: _s/Jill Vander Borght_______ Kimberley Clark, City Clerk Jill Vander Borght
Chief Assistant City Attorney

STATE OF CALIFORNIA )
COUNTY OF LOS ANGELES ) ss.

AYES: Anthony, Perez, Rizzotti, Mullins, and Takahashi.

NOES: None.

ABSENT: None.
_s/Kimberley Clark______________
Kimberley Clark, City Clerk
186

HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The term “records” shall include all records as defined by the California Public Records Act.

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

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

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

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

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

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 1 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent INDEX –RECORDS RETENTION SCHEDULES
FY_25-26Update
CW – CITY-WIDE STANDARDS (Used by All Departments)
BWP – BURBANK WATER and POWER
CA – CITY ATTORNEY
CC – CITY CLERK
CD – COMMUNITY DEVELOPMENT
CM – CITY MANAGER
CT – CITY TREASURER
FD – FIRE
FIN – FINANCIAL SERVICES
IT – INFORMATION TECHNOLOGY
LIB – LIBRARY SERVICES
MS – MANAGEMENT SERVICES
PD – POLICE
PRCS – PARKS, RECREATION AND COMMUNITY SERVICES
PW – PUBLIC WORKS
1095-C 1094-C Employer-Provided Health Insurance Offer Coverage................................................................................................MS-1 1096 ..................................................................................................................................................................................................... FIN-3 1099's 1096 DE542 California Report of Independent Contractors .................................................................................................... FIN-3 911 Recordings Audio Recordings Tapes CAD RMS Recordings of Telephone .................................................................................. PD-18 941 Forms ............................................................................................................................................................................................ FIN-4 A
AB 939 Compliance Solid Waste Tonnage Reports SB 1383 Compliance .......................................................................................... PW-7 AB 939 Funds and Fees SB 1383 Compliance..................................................................................................................................... PW-6 189
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 2 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Abandoned Vehicle Complaint, Request to Remove Abandoned Vehicles Public ............................................................................. PD-18 Abandoned Vehicle Reports, POLICE REPORTS INCIDENT REPORTS Non-Criminal Outside .......................................................... PD-26 Abandoned Wells, Well Records Includes Destroyed .....................................................................................................................BWP-17 Abandonments, Private Development Projects Job Files Permanent Files Conditions ....................................................................... PW-4 Abandonments, Recorded Documents Deeds Easements Encroachments Real Property .................................................................CC-9 Abatement Case Files, Code Violations Code Enforcement ................................................................................................................CD-2 Absentee Applications, Vote-by-Mail Applications ..............................................................................................................................CC-8 Absentee Identification Envelopes, Vote-by-Mail Identification Envelopes .........................................................................................CC-8 Accident Investigations, Personnel File Fire Employees....................................................................................................................... FD-2 Accident Investigations, Post Accident Analysis .................................................................................................................................. FD-3 Accident Reports, POLICE REPORTS INCIDENT REPORTS Traffic Collisions ................................................................................... PD-27 Accident Review Committee, Post Accident Analysis Accident Investigations.................................................................................... FD-3 Accountability Act, HIPAA Policies Procedures Health Insurance Portability ...................................................................................... FD-4 ACCOUNTING, FINANCIAL SERVICES....................................................................................................................................FIN-1 – FIN-3 Accounts Payable Check Payment Copies Electronic Payment Copies.............................................................................................. FIN-3 ACCOUNTS PAYABLE, FINANCIAL SERVICES........................................................................................................................FIN-3 – FIN-4 Accounts Receivable Billing Backup for BWP Projects Cash Exceptions ..........................................................................................BWP-1 Accounts Receivable Detail, Cash Receipts Detail Treasurer's Receipts "TRs"..................................................................................CW-2 Accuracy Test Certifications, Tally Sheets Logic ..................................................................................................................................CC-7 ACFR, Audit Reports Annual Comprehensive Financial Report........................................................................................................... FIN-1 Acquisition File Real Property ...............................................................................................................................................................CD-4 Acquisition, Real Estate Appraisal Reports...........................................................................................................................................CD-8 Acquisition, Real Estate Appraisal Reports..........................................................................................................................................CW-7 Acquisitions Transportation Projects ..................................................................................................................................................CD-14 Action Plans, Housing Plans Consolidated Annual Performance and Evaluation.................................................................................CD-6 Activity studies, Reports Studies regarding Police operations Not historical........................................................................................ PD-6 Activity, PASS Subsidy Program Applications Program.....................................................................................................................PRCS-2 Actuarial Reviews Actuarial Studies Self-Insured.................................................................................................................................MS-8 Actuarial Studies, Actuarial Reviews ....................................................................................................................................................MS-8 ADA Records Americans with Disabilities Act Employee Related........................................................................................................MS-1 ADA Records Americans with Disabilities Act Non-Employee Translations ........................................................................................MS-1 190
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 3 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Additional forensic documentation, Latent Print ID Packet Contains positive.................................................................................... PD-14 Address Activity File Includes original notices of violations..............................................................................................................PRCS-4 Address Change Permits...................................................................................................................................................................... PW-1 Adjustments, DE-6 DE-7 DE-9 DE-9C DE-43 W-3 DE-166 941 Forms PERS FICA ............................................................................ FIN-4 ADMINISTRATION AND CAPITAL PROJECTS, PUBLIC WORKS..............................................................................................PW-1 – PW-1 Administration File, Job Files Capital Improvement Projects CIP ........................................................................................................ PW-1 Administration File, Private Development Projects Job Files ............................................................................................................... PW-3 Administration File, Project Files Capital Improvement Project Files CIP Jobs .................................................................................BWP-6 Administration File, Project Files Capital Improvement Project Files CIP Jobs ...............................................................................BWP-10 Administration File, Project Files Capital Improvement Project Files CIP Jobs ...............................................................................BWP-15 ADMINISTRATION Files, Elections........................................................................................................................................................CC-6 ADMINISTRATION RECORDS Project Schedules, Agreements Contracts..........................................................................................CW-1 Administration, Business Improvement Districts Community Facilities Districts ................................................................................CD-5 ADMINISTRATION, FIRE.............................................................................................................................................................FD-1 – FD-3 ADMINISTRATION, POLICE ...................................................................................................................................................... PD-1 – PD-8 ADMINISTRATION, POLICE .................................................................................................................................................. PD-10 – PD-11 ADMINISTRATION, POLICE ...................................................................................................................................................... PD-8 – PD-9 ADMINISTRATION, POLICE .................................................................................................................................................... PD-9 – PD-10 Administrative Files - Correspondence - ROUTINE .............................................................................................................................CW-3 Administrative Procedure History ........................................................................................................................................................ CM-1 Admonition of Rights ........................................................................................................................................................................... PD-21 Adopted Budgets.................................................................................................................................................................................. FIN-2 Adoption Application Questionnaire APPROVED .............................................................................................................................PRCS-4 Adoption Application Questionnaire DENIED ...................................................................................................................................PRCS-5 Adult Marijuana, Citations Criminal Complaints Misdemeanor............................................................................................................CA-1 Adult Marijuana, Citations Misdemeanor Infraction............................................................................................................................ PD-22 Adult Marijuana, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction........................................................................... PD-25 Adult, Range Risk Agreement.............................................................................................................................................................. PD-10 Adults Only, POLICE REPORTS INCIDENT REPORTS Capital Crimes Violent Felonies..................................................................... PD-25 ADULTS, Incident Report Emergency Response Report Patient Care Reports PCRs........................................................................... FD-5 Adults, Registrants Arson.................................................................................................................................................................... PD-28 191
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 4 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Adults, Registrants Sex Offenders ...................................................................................................................................................... PD-29 Adults, Ride-Along Waiver Form Program Application Card Release ................................................................................................... PD-7 AED Automatic External Defibrillators Inspections .............................................................................................................................. FD-3 Aerial Maps Photographs Analog or Digital and Index to Aerials .......................................................................................................... PW-1 Affidavit of Posting, Notices Public Hearing Notices............................................................................................................................CW-6 Affidavits of Publications Proof of Publications Legal Advertising ........................................................................................................CC-1 Affirmative Action EEO-4 Reports.........................................................................................................................................................MS-1 Affordable Housing Projects NOT HOME FUNDED WITHOUT a Recapture.........................................................................................CD-4 Against Personnel, Personnel File Fire Employees Personnel Investigations ....................................................................................... FD-2 Agency Formation Policy Financing.......................................................................................................................................................CD-4 Agency Report of Consultants - FPPC Form 805 ..................................................................................................................................CC-5 Agency Report of New Positions - FPPC Form 804...............................................................................................................................CC-5 Agency Report of Public Official Appointments - FPPC Form 806........................................................................................................CC-5 AGENDA PACKETS, Boards Commissions Committees .....................................................................................................................CW-1 AGENDA PACKETS., Board of Building Fire Code Appeals AGENDAS .................................................................................................CD-1 Agenda Staff Reports City Council Successor Agency RA ....................................................................................................................CC-1 Agendas City Council Successor Agency RA Redevelopment Agency HA............................................................................................CC-1 AGENDAS, Board of Building Fire Code Appeals ..................................................................................................................................CD-1 AGENDAS, Boards Commissions Committees ...................................................................................................................................CW-1 Agreement, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements...............................................................CC-2 Agreement, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs.............................................................................................CC-3 Agreements - Volunteer ....................................................................................................................................................................PRCS-4 Agreements Contracts ADMINISTRATION RECORDS Project Schedules...........................................................................................CW-1 Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ..................................................................................CC-2 Agreements Contracts ALL NON-INFRASTRUCTURE PSAs ................................................................................................................CC-3 Agreements for Contractors Class Instructors Sports Leagues........................................................................................................PRCS-1 Agreements, Bid Schedules Public Projects Public Works Projects.....................................................................................................CC-3 Air Compressors, Pressure Vessel Certifications or Permits............................................................................................................... PW-5 Air Quality Studies, Regional Organizational Studies ..........................................................................................................................CD-13 Airport Related Files Including Litigation Final Documents Only ..........................................................................................................CA-1 Alarm Billing ........................................................................................................................................................................................ PD-15 192
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 5 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Alarm Card .......................................................................................................................................................................................... PD-16 Alarm System Permit Application ....................................................................................................................................................... PD-16 Alcohol DOT Results .............................................................................................................................................................................MS-7 Alcohol Test for Council Members, Drug ..............................................................................................................................................CC-4 Alcoholic Beverage Applications, Permits Facility Use Permits Equipment .....................................................................................PRCS-2 Alley improvements, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer.....................................................................CC-2 Alley Vacations......................................................................................................................................................................................CD-4 Alliance Agreements, Price Agreements.............................................................................................................................................. FIN-6 ALPR, Automated License Plate Reader Data..................................................................................................................................... PD-16 Alternative Methods, Fire Inspections Business Inspection Files Occupancy...................................................................................... FD-6 Alternative Payment Plans, Water Billing Payment Plans Amortization.............................................................................................BWP-4 Ambulance Inventory Logs, Controlled Substance Logs Inventories .................................................................................................... FD-3 Amendments, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements...........................................................CC-2 Amendments, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs.........................................................................................CC-3 Amendments, Bid Schedules Public Projects Public Works Projects Agreements ..............................................................................CC-3 Amendments, Charter...........................................................................................................................................................................CC-3 Amendments, General Plan Elements ................................................................................................................................................CD-12 Americans with Disabilities Act, ADA Records .....................................................................................................................................MS-1 Amicus Briefs ........................................................................................................................................................................................CA-1 Amortization, Water Billing Payment Plans........................................................................................................................................BWP-4 Analog or Digital and Index to Aerials ................................................................................................................................................... PW-1 Analysis of Impediments to Fair Housing Choices................................................................................................................................CD-6 Ancillary Documents, Bid Schedules ................................................................................................................................................... FIN-5 Animal Files, Canine Police Dogs Program Files................................................................................................................................. PD-15 Animal Investigations Problem Files Barking Loose dogs ................................................................................................................... PD-21 Animal Registration Database...........................................................................................................................................................PRCS-5 Animal Registration Report ...............................................................................................................................................................PRCS-5 ANIMAL SHELTER, PARKS RECREATION AND COMMUNITY SERVICES ....................................................................... PRCS-4 – PRCS-8 Animal Trap Agreements ...................................................................................................................................................................PRCS-5 Annexations Boundaries Consolidations LAFCO................................................................................................................................CD-11 Annexations, Private Development Projects Job Files Administration File .......................................................................................... PW-3 193
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 6 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Annexations, Private Development Projects Job Files Permanent Files Conditions............................................................................ PW-4 Annual Comprehensive Financial Report, Audit Reports ..................................................................................................................... FIN-1 Annual Report Juvenile other than marijuana citations ....................................................................................................................... PD-17 Annual Report, Racial Identity Profiling Act RIPA ................................................................................................................................ PD-17 Annual Reports, Reports Studies Other than Historically significant...................................................................................................CW-8 Annual State, Reports .......................................................................................................................................................................... FIN-3 Apparatus Equipment Records Testing Including hoses....................................................................................................................... FD-1 Appeals, Water Billing ........................................................................................................................................................................BWP-4 Applications - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims..........................................................................CW-5 Applications for Loans Denied Not Qualified Rejected .........................................................................................................................CD-4 Applications, Contractors Licensed......................................................................................................................................................CD-3 Applications, Film Permits .................................................................................................................................................................. PD-17 Approvals, Fire Inspections Business Inspection Files Occupancy Inspections .................................................................................. FD-6 APPROVED, Adoption Application Questionnaire ............................................................................................................................PRCS-4 Approved, Carry Concealed Weapon Permits CCW............................................................................................................................. PD-1 Approved, Planning Project Files Permanent Entitlements.................................................................................................................CD-13 APPURTENANCES, Building Plans Construction Documents Finalled ................................................................................................CD-1 AQMD Permits Generators .................................................................................................................................................................. PW-4 Arbitrage - Bonds...................................................................................................................................................................................CD-5 Arbitrage - Bonds.................................................................................................................................................................................. FIN-1 Architects, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements................................................................CC-2 Armored Manifest Books....................................................................................................................................................................BWP-1 Arrest Files, Detectives Investigation Files ......................................................................................................................................... PD-12 Arrest reports, Internal Audits Issued equipment ................................................................................................................................. PD-3 Arrest, Officer Recordings Body-Worn Cameras That ARE evidence Detention................................................................................... PD-3 Arrest, Officer Recordings In Car Camera ICC Recordings – that ARE evidence .................................................................................. PD-4 Arrest, PUMA Audio Recordings Portable Audio Recordings That ARE evidence ................................................................................. PD-6 Arrested, Latent Prints ........................................................................................................................................................................ PD-14 Arson Registrations ............................................................................................................................................................................. PD-28 Arson, Investigation Reports ................................................................................................................................................................. FD-6 Arson, Registrants ............................................................................................................................................................................... PD-28 194
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 7 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Articles of Incorporation, Historical Records ........................................................................................................................................CC-8 Artists, Release Forms ..........................................................................................................................................................................LIB-1 As-Built Plans, Job Files Capital Improvement Projects CIP Permanent File ...................................................................................... PW-1 As-Built Plans, Private Development Projects Job Files Permanent Files ........................................................................................... PW-4 Assessment District Ballots Protest letters Envelopes ........................................................................................................................CC-7 Assessment Districts Financial Documents........................................................................................................................................ FIN-1 Assessment Maintenance Landscape Lighting.....................................................................................................................................CD-4 Asset Forfeiture Records Forfeiture Notification .................................................................................................................................. PD-8 Asset Management, Job Orders Database WAM Work......................................................................................................................BWP-5 Asset Management, Job Orders WAM Work ......................................................................................................................................BWP-5 Assisted Voters List, Challenged ..........................................................................................................................................................CC-7 Associated disputes, Collections Master Collection List Write Offs .................................................................................................BWP-1 Associated MSDS, Workers Compensation Disability Claims Employee Accident .............................................................................MS-9 Attendance Reports, Boards Commissions Committees....................................................................................................................CW-1 Attendance Rosters - Training Presented by City Staff ....................................................................................................................... PD-11 Attendance Rosters, Training Presented by Staff ALL COURSE RECORDS ......................................................................................CW-10 Attended by employees, Committees Internal ....................................................................................................................................CW-2 Attrition, Studies Surveys Conducted on Behalf of the City ..................................................................................................................MS-6 Audio Recordings of Bid Openings, Recordings ................................................................................................................................... FIN-5 Audio Recordings, 911 Recordings ..................................................................................................................................................... PD-18 Audio Tapes, Board of Building Fire Code Appeals Recordings ............................................................................................................CD-1 Audit records - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims ........................................................................CW-5 Audit Reports Annual Comprehensive Financial Report ACFR............................................................................................................ FIN-1 Audit Reports External Single Audits Transportation Audits PERS Audit ............................................................................................. FIN-1 Audit Reports Internal .......................................................................................................................................................................... FIN-1 Audit Work Papers................................................................................................................................................................................ FIN-1 Audits, Environmental Records CARB with Cap-and-Trade Obligation Reports ...............................................................................BWP-8 Audits, Environmental Records EPA SPCC EPA NPDES EPA GHG ...................................................................................................BWP-8 Audits, Environmental Records EPA Title V SCAQMD Cal ARP .........................................................................................................BWP-8 Audits, NERC North American Energy Corporation ...........................................................................................................................BWP-9 AUDITS, Section 8 Administrative Records VMS SEMAP......................................................................................................................CD-9 195
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 8 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Audits, WECC Western Electricity Coordination Council ................................................................................................................BWP-12 Authority to Release Personal Information ........................................................................................................................................... PD-9 Authorization for Amendments to Retention Schedules.......................................................................................................................CC-9 Authorization to give Medicine, Registration Trip Permits Fee Charge Liability.................................................................................PRCS-3 Automated License Plate Reader Data ALPR...................................................................................................................................... PD-16 Automated using Gard 1 Timekeeper.................................................................................................................................................. PD-19 Automated, Officer's Daily Log............................................................................................................................................................ PD-17 Automatic External Defibrillators, AED................................................................................................................................................. FD-3 Auxiliary Generator Maintenance.......................................................................................................................................................... FD-1 Award to Administrative Services, Grants LSCA Library Services Construction LSTA .........................................................................LIB-1 Awards - Volunteer ...........................................................................................................................................................................PRCS-4 Awards of significant historical interest, Historical Records Articles of ...............................................................................................CC-8 B
Backflow Testing Cross Connection Testing....................................................................................................................................BWP-13 Background Checks ............................................................................................................................................................................ PD-21 Background File Background sheets .....................................................................................................................................................MS-1 Background Jackets for Employees Volunteers .................................................................................................................................... PD-1 Background sheets, Background File ....................................................................................................................................................MS-1 Backup, Accounts Payable Check Payment Copies Electronic Payment Copies................................................................................ FIN-3 Backup, Cash Receipts Detail Treasurer's Receipts "TRs"..................................................................................................................CW-2 Backups Computer Backups ALL Disaster Recovery Computer Backups.............................................................................................. IT-1 Bacteriological, Chains of Custody ..................................................................................................................................................BWP-13 Bacteriological, Source Water Analysis Reports Sampling..............................................................................................................BWP-16 Bail Bond Receipt................................................................................................................................................................................ PD-21 Bail Bond Register ............................................................................................................................................................................... PD-22 Ballots After Election.............................................................................................................................................................................CC-7 Ballots After Recount ............................................................................................................................................................................CC-7 Bank Contracts.......................................................................................................................................................................................CT-1 Bank Statements Other than Trust Accounts.........................................................................................................................................CT-1 Bank Statements Trust Accounts......................................................................................................................................................... FIN-1 Bankruptcies BWP Customers NO CLAIM FILED ..............................................................................................................................BWP-1 196
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 9 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Bankruptcies BWP Customers WHERE A CLAIM IS FILED................................................................................................................BWP-1 Bankruptcies .........................................................................................................................................................................................CA-1 Banner Applications Permit.................................................................................................................................................................. PW-1 Barking, Animal Investigations Problem Files ..................................................................................................................................... PD-21 BCS, Crime Statistics National Incident-Based Reporting System NIBRS ......................................................................................... PD-23 Behested Payment Report - FPPC Form 803........................................................................................................................................CC-5 Below, Department-Initiated Personnel Investigation WITH sustained finding o.................................................................................. PD-2 Beneficiary Designations Garnishments, Payroll Folders Deduction Authorizations .......................................................................... FIN-4 Benefit Brochures Forms ......................................................................................................................................................................MS-1 Benefit Plan Documents Summary Plan Descriptions Dental Medical.................................................................................................MS-2 Benefits, Studies Surveys Conducted on Behalf of the City Attrition ....................................................................................................MS-6 Bid Schedules Ancillary Documents .................................................................................................................................................... FIN-5 Bid Schedules Public Projects Public Works Projects Agreements......................................................................................................CC-3 Bids for RFQs RFPs Unsuccessful ....................................................................................................................................................... FIN-5 Bids, Project Files Capital Improvement Project Files CIP Jobs.........................................................................................................BWP-6 Bids, Project Files Capital Improvement Project Files CIP Jobs.......................................................................................................BWP-11 Bids, Project Files Capital Improvement Project Files CIP Jobs.......................................................................................................BWP-15 Bikeway Plans - Planning ....................................................................................................................................................................CD-12 Bill Inserts Marketing..........................................................................................................................................................................BWP-1 Billing Backup for BWP Projects, Accounts Receivable.....................................................................................................................BWP-1 Billing for Filming Standby Report ......................................................................................................................................................... FD-5 Binders of Historic Actions, Project Log Index Spreadsheet ...............................................................................................................CD-13 Bite Reports Rabies Control Records................................................................................................................................................PRCS-5 Bleachers, Inspection Reports ..........................................................................................................................................................PRCS-1 Blue Folders, Recruitment Examination Files .......................................................................................................................................MS-5 Blue Ray-R, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD-r .............................................. IT-1 Board of Building Fire Code Appeals AGENDAS AGENDA PACKETS. ..................................................................................................CD-1 Board of Building Fire Code Appeals MINUTES BYLAWS .....................................................................................................................CD-1 Board of Building Fire Code Appeals Recordings ..................................................................................................................................CD-1 Boards Applications Unsuccessful Commission Applications Unsuccessful......................................................................................CC-3 Boards Commission Applications Successful ......................................................................................................................................CC-3 197
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 10 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Boards Commission History Book ........................................................................................................................................................CC-3 Boards Commission Maddy Act List .....................................................................................................................................................CC-3 Boards Commissions Committees City Council Ad Hoc Committees ................................................................................................CW-1 Boards Commissions Committees External Organizations.................................................................................................................CW-1 Boards Commissions Committees......................................................................................................................................................CW-1 Boards, Oath of Office Elected Officials ...............................................................................................................................................CC-8 Body-Worn Cameras – Accidental Recordings Reviewed and Approved for De................................................................................... PD-3 Body-Worn Cameras – LOGS of Access............................................................................................................................................... PD-3 Body-Worn Cameras that are not evidence .......................................................................................................................................... PD-4 Body-Worn Cameras, Officer Recordings............................................................................................................................................. PD-3 Body-Worn Cameras, Review of Officer Recordings ............................................................................................................................ PD-7 Bond Receipt, Bail ............................................................................................................................................................................... PD-21 Bond Register, Bail .............................................................................................................................................................................. PD-22 Bonds Debt Official Statements Certificates of Participations COPs...................................................................................................CD-5 Bonds Debt Official Statements Certificates of Participations COPs.................................................................................................. FIN-1 Bonds, RFP If Purchasing is the Lead Successful Bid Contract ........................................................................................................... FIN-6 Bonds, RFQ Quotation Request Successful Bid Contract ................................................................................................................... FIN-6 Books, Permits Facility Use Permits Equipment Applications ..........................................................................................................PRCS-2 Both City - Bonds ................................................................................................................................................................................. FIN-1 Both City-wide, GIS Database Data Layers..........................................................................................................................................CW-4 Boundaries, Annexations ....................................................................................................................................................................CD-11 BOUNDARIES, Assessment Maintenance Landscape Lighting ............................................................................................................CD-4 BPD Bulletin, Bulletins .......................................................................................................................................................................... PD-1 Breathing Apparatus Inspection Record ............................................................................................................................................ PW-12 Bridges, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements ....................................................................CC-2 Brochures - Produced by OTHER Departments...................................................................................................................................CW-8 Brochures - Produced by OUTSIDE ORGANIZATIONS ........................................................................................................................CW-8 Brochures - Produced by YOUR Department.......................................................................................................................................CW-7 Brochures See Reference Manuals......................................................................................................................................................CW-1 Budget Adjustments, Journal Entries Journal Vouchers....................................................................................................................... FIN-2 Budget Files By Department................................................................................................................................................................. FIN-1 198
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 11 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent BUDGET, POLICE ADMINISTRATION ....................................................................................................................................... PD-8 – PD-9 Budgets Adopted Final ......................................................................................................................................................................... FIN-2 Budgets Preliminary Backup Documents............................................................................................................................................. FIN-2 BUILDING AND SAFETY, COMMUNITY DEVELOPMENT .........................................................................................................CD-1 – CD-3 Building Permit Application has Expired................................................................................................................................................CD-1 Building Permit Database......................................................................................................................................................................CD-1 Building Permits All Issued....................................................................................................................................................................CD-1 Building Plans Construction Documents Finalled INDUSTRIAL COMMERCIAL...................................................................................CD-2 Building Plans Construction Documents Finalled.................................................................................................................................CD-1 Buildings, Agreements Contracts ALL INFRASTRUCTURE MOUS Developer Agreements..................................................................CC-2 Built by Redevelopment Agency, Redevelopment Projects Project Areas CIP Capital.........................................................................CD-8 Bulletins BPD Bulletin ........................................................................................................................................................................... PD-1 Burbank Operable Project, Superfund Project .................................................................................................................................BWP-16 Burbank Utility Service Subsidy, Life Support Application Life Line Seniors ......................................................................................BWP-3 Burbank Volunteer Program - Volunteer ...........................................................................................................................................PRCS-4 Business Improvement Districts Community Facilities Districts..........................................................................................................CD-5 Business Improvement Districts...........................................................................................................................................................CD-5 Business Improvement Districts, Assessment Maintenance Landscape Lighting ...............................................................................CD-4 Business Inspection Files, Fire Inspections .......................................................................................................................................... FD-6 Business License Permits Database, Business Tax..............................................................................................................................CD-2 Business License Regulatory Permits Tobacco Dealers "BL"...............................................................................................................CD-2 BUSINESS OWNER, Business Permits Regulatory ............................................................................................................................... PD-1 Business Permits Regulatory BUSINESS OWNER Massage Second Hand .......................................................................................... PD-1 Business Permits Regulatory Record Check of Applicant Denial Letter ............................................................................................... PD-1 Business Permits Regulatory TECHNICIAN EMPLOYEES Massage Technician................................................................................... PD-1 Business Tax Business License Permits Database...............................................................................................................................CD-2 Business Tax Revenue Applications "BT"..............................................................................................................................................CD-2 BUSS, Life Support Application Life Line Seniors Disabled Persons..................................................................................................BWP-3 BVP - Volunteer.................................................................................................................................................................................PRCS-4 BWP CUSTOMER SERVICE MARKETING ...........................................................................................................................BWP-1 – BWP-4 BWP Customers, Bankruptcies..........................................................................................................................................................BWP-1 199
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 12 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent BWP ELECTRIC SERVICES .................................................................................................................................................BWP-5 – BWP-7 BWP FINANCE ....................................................................................................................................................................BWP-7 – BWP-7 BWP POWER SUPPLY ......................................................................................................................................................BWP-7 – BWP-12 BWP TECHNOLOGY .......................................................................................................................................................BWP-12 – BWP-12 BWP WATER DISTRIBUTION ..........................................................................................................................................BWP-13 – BWP-17 BWP, Miscellaneous Cash Transactions ............................................................................................................................................. FIN-7 BWP, Underground Service Alerts USA's Dig Alerts...........................................................................................................................BWP-6 BYLAWS, Board of Building Fire Code Appeals MINUTES ....................................................................................................................CD-1 BYLAWS, Boards Commissions Committees......................................................................................................................................CW-1 C
C Local Return Program, Proposition A...............................................................................................................................................CD-14 CAD, 911 Recordings Audio Recordings Tapes .................................................................................................................................. PD-18 CAD, POLICE SUPPORT SERVICES - COMMUNICATIONS.................................................................................................. PD-18 – PD-18 Cadet, Programs Projects ..................................................................................................................................................................... FD-3 Cal ARP, Environmental Records EPA Title V SCAQMD ....................................................................................................................BWP-8 CalGang, Registrants Gang Adults Shared Gang Databases .............................................................................................................. PD-14 CalGang, Registrants Gang Juveniles Shared Gang Databases .......................................................................................................... PD-14 California Building Codes Uniform Building Codes CBC UBC UPC UEC..............................................................................................CD-2 California Civil Rights Department, Labor.............................................................................................................................................MS-4 California Energy Commission CEC Licenses....................................................................................................................................BWP-7 California Energy Commission CEC Reports .....................................................................................................................................BWP-7 California Library Literacy Services, Grants LSCA Library Services Construction ................................................................................LIB-1 California Library Services Act, Grants LSCA Library Services Construction LSTA ..............................................................................LIB-1 Calls for service, Reports Studies regarding Police operations Not historical ...................................................................................... PD-6 CalPERS, Benefit Plan Documents Summary Plan Descriptions Dental Medical ................................................................................MS-2 Campaign Disclosure Statements FPPC 400 Series Forms 501 Form .................................................................................................CC-6 Campaign Disclosure Statements FPPC 400 Series Forms OTHER COMMITTEES .............................................................................CC-6 Campaign Disclosure Statements FPPC 400 Series Forms .................................................................................................................CC-6 Campaign Disclosure Statements, Candidate File ...............................................................................................................................CC-5 Camps, Registration Trip Permits Fee Charge Liability Forms ..........................................................................................................PRCS-3 Cancelled, Payroll Checks Warrants ................................................................................................................................................... FIN-4 200
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 13 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Cancelled, Planning Project Files........................................................................................................................................................CD-13 Candidate File Campaign Disclosure Statements FPPC 400 Series ....................................................................................................CC-5 Candidate Statements, Candidate File Campaign Disclosure Statements FPPC 400 .........................................................................CC-5 Canine Police Dogs Program Files Animal Files Training .................................................................................................................... PD-15 Canine Police Dogs Team Evaluations.................................................................................................................................................. PD-1 Cannabis §11357 ................................................................................................................................................................................ PD-26 Cannabis, Citations Criminal Complaints Misdemeanor Adult Marijuana............................................................................................CA-1 Cannabis, Citations Juvenile Marijuana............................................................................................................................................... PD-22 Cannabis, Citations Misdemeanor Infraction Adult Marijuana............................................................................................................ PD-22 Cannabis, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction..................................................................................... PD-25 Cannabis, POLICE REPORTS INCIDENT REPORTS Misdemeanor Infraction..................................................................................... PD-26 CAPER, Housing Plans Consolidated Annual Performance and Evaluation Review.............................................................................CD-6 Capital Crimes, Investigation Reports – Other than Arson.................................................................................................................... FD-6 Capital Crimes, Investigation Reports Arson ........................................................................................................................................ FD-6 Capital Crimes, POLICE REPORTS INCIDENT REPORTS................................................................................................................... PD-25 Capital Improvement Project Files, Project Files .............................................................................................................................BWP-10 Capital Improvement Project Files, Project Files .............................................................................................................................BWP-11 Capital Improvement Project Files, Project Files .............................................................................................................................BWP-15 Capital Improvement Project Files, Project Files ...............................................................................................................................BWP-6 Capital Improvement Projects, Job Files.............................................................................................................................................. PW-1 Capital Improvement Projects, Redevelopment Projects Project Areas ..............................................................................................CD-8 Capital Improvement Projects, Redevelopment Projects Project Areas CIP........................................................................................CD-8 CARB no Cap-and-Trade Obligation, Environmental Records EPA Title V SCAQMD Cal..................................................................BWP-8 CARB with Cap-and-Trade Obligation, Environmental Records ........................................................................................................BWP-8 Card, Ride-Along Waiver Form Program Application ............................................................................................................................ PD-7 Carpeting, Price Agreements Alliance Agreements Products .............................................................................................................. FIN-6 Carry Concealed Weapon Permits CCW Approved.............................................................................................................................. PD-1 Carry Concealed Weapon Permits CCW Denied.................................................................................................................................. PD-1 Cash Exceptions, Accounts Receivable Billing Backup for BWP Projects .........................................................................................BWP-1 Cash Receipts Detail Treasurer's Receipts "TRs"................................................................................................................................CW-2 Cash Sheets, Accounts Receivable Billing Backup for BWP Projects Cash Exceptions....................................................................BWP-1 201
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 14 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Cash Summaries, Cash Receipts Detail Treasurer's Receipts "TRs" ..................................................................................................CW-2 Cashed, Payroll Checks Warrants Cancelled ...................................................................................................................................... FIN-4 Cashed, Warrants ..................................................................................................................................................................................CT-2 Categorical Exemptions, Redevelopment Projects Project Areas Environmental ................................................................................CD-8 CBC, California Building Codes Uniform Building Codes......................................................................................................................CD-2 CCW, Carry Concealed Weapon Permits ............................................................................................................................................. PD-1 CDBG - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES Claims....................................................................................CW-5 CDBG Affordable Housing Loans NO RECAPTURE RESALE RESTRICTIONS.......................................................................................CD-5 CDBG Environmental Project Review Records .....................................................................................................................................CD-6 CDBG, Housing Programs Homeownership Housing Projects .............................................................................................................CD-7 CD-r, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD-r ........................................................ IT-1 CDs, Investments...................................................................................................................................................................................CT-1 CEC, California Energy Commission..................................................................................................................................................BWP-7 CEC, Regulatory Filings FERC..........................................................................................................................................................BWP-11 Cell Check Log Automated using Gard 1 Timekeeper......................................................................................................................... PD-19 Cell Phone Bills Detailed Backup.........................................................................................................................................................CW-2 Cell Phone Bills, Phone Bills ................................................................................................................................................................. PD-9 Census Demographics........................................................................................................................................................................CD-11 Central Subject Files ............................................................................................................................................................................ FIN-2 CEQA Permits, Redevelopment Projects Project Areas Environmental Documents............................................................................CD-8 Certificate of Election, Elections HISTORICAL Sample ballot ..............................................................................................................CC-6 Certificate of Insurance, Film Permits Applications............................................................................................................................ PD-17 Certificate of Life................................................................................................................................................................................. PD-22 Certificates of Insurance...................................................................................................................................................................... FIN-6 Certificates of Participations - Bonds ...................................................................................................................................................CD-5 Certificates of Participations - Bonds .................................................................................................................................................. FIN-1 Certificates of Records Destruction, Records Destruction Lists ..........................................................................................................CC-9 Certificates, Proclamations Commendations...................................................................................................................................... CM-1 Certifications, Personnel File EMT Personnel Evaluations Training Documentation ............................................................................ FD-5 Certifications, Personnel File Fire Sworn Non-civilian Employees Evaluations.................................................................................... FD-2 Certifications, Training EMPLOYEE RECORDS If Records are Created .............................................................................................CW-10 202
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 15 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Certified Payrolls, Job Files Capital Improvement Projects CIP Administration .................................................................................. PW-1 Certified Payrolls, Project Files Capital Improvement Project Files CIP Jobs ....................................................................................BWP-6 Certified Payrolls, Project Files Capital Improvement Project Files CIP Jobs ..................................................................................BWP-10 Certified Payrolls, Project Files Capital Improvement Project Files CIP Jobs ..................................................................................BWP-15 Chains of Custody Bacteriological Organics....................................................................................................................................BWP-13 Chains of Custody Chemical Includes Chlorine Residuals..............................................................................................................BWP-13 Chains of Custody Lead Copper ......................................................................................................................................................BWP-13 Challenged Assisted Voters List ...........................................................................................................................................................CC-7 Chamber of Commerce - Produced by OUTSIDE ORGANIZATIONS...................................................................................................CW-8 Change Orders, Bid Schedules Public Projects Public Works Projects Agreements............................................................................CC-3 Change Orders, Job Files Capital Improvement Projects CIP Permanent File..................................................................................... PW-1 Change Orders, Project Files Capital Improvement Project Files CIP Jobs .......................................................................................BWP-6 Change Orders, Project Files Capital Improvement Project Files CIP Jobs .....................................................................................BWP-11 Change Orders, Project Files Capital Improvement Project Files CIP Jobs .....................................................................................BWP-15 Changes, UNALTERABLE MEDIA IMMUTABLE MEDIA CLOUD IMMUTABLE BACKUP WORM DVD-r.................................................. IT-1 Charge, Registration Trip Permits Fee...............................................................................................................................................PRCS-3 Charter Amendments............................................................................................................................................................................CC-3 CHAS, Housing Plans Consolidated Annual Performance and Evaluation Review...............................................................................CD-6 Check in, Inter-Library Loan Records Patron Check out .......................................................................................................................LIB-1 Check Out Worksheets, Power Trading Power Scheduling..............................................................................................................BWP-10 Check Payment Copies, Accounts Payable ......................................................................................................................................... FIN-3 Check Payment Refund Request Oracle Transaction Report ............................................................................................................. PD-16 Checklists, Correspondence Content NOT Substantive NOT made..................................................................................................CW-3 Checklists, Correspondence Emails E-mails Content NOT Substantive NOT made ..........................................................................CW-4 Checks deposited to Bank City scans them for the Bank...................................................................................................................BWP-1 Checks deposited to Bank City scans them for the Bank.......................................................................................................................CT-1 Chemical Use Report Form, Material Data Safety Sheet MSDS Safety Data Sheets SDS ...................................................................CW-6 Chemical, Chains of Custody...........................................................................................................................................................BWP-13 Chemical, Source Water Analysis Reports Sampling ......................................................................................................................BWP-16 CHIEF OF POLICE, POLICE ADMINISTRATION........................................................................................................................ PD-1 – PD-8 Child Abuse, POLICE REPORTS INCIDENT REPORTS Capital Crimes Violent Felonies .................................................................... PD-25 203
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 16 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Child Abuse, POLICE REPORTS INCIDENT REPORTS Sealed Juvenile Ward Cases ......................................................................... PD-27 Child Abuse, POLICE REPORTS INCIDENT REPORTS........................................................................................................................ PD-25 Child Sexual Abuse, Polygraph Charts................................................................................................................................................ PD-13 Child Support, Verifications of Employment.........................................................................................................................................MS-6 Childhood Sexual Assault, POLICE REPORTS INCIDENT REPORTS Sealed Juvenile Ward............................................................... PD-27 Childhood sexual assault, POLICE REPORTS INCIDENT REPORTS Sealed Cases............................................................................ PD-27 CHP Bookings, Court Ordered Booking ............................................................................................................................................... PD-22 Christmas Tree lots, Planning Project Files Temporary Entitlements .................................................................................................CD-13 Churches, Maintenance Record State Buildings................................................................................................................................... FD-1 CIP, Job Files Capital Improvement Projects ....................................................................................................................................... PW-1 CIP, Project Files Capital Improvement Project Files ......................................................................................................................BWP-10 CIP, Project Files Capital Improvement Project Files ......................................................................................................................BWP-11 CIP, Project Files Capital Improvement Project Files ......................................................................................................................BWP-15 CIP, Project Files Capital Improvement Project Files ........................................................................................................................BWP-6 CIP, Redevelopment Projects Project Areas.........................................................................................................................................CD-8 Circular, Sampling............................................................................................................................................................................BWP-11 CIS-Banner with Hard Copy Drawings, Electric Service Orders Service............................................................................................BWP-5 Citation Books Issued Citation Log Books #s Ranges Parking Traffic.................................................................................................. PD-22 Citation Correction Letters Moving Violations .................................................................................................................................... PD-16 Citation Correction Letters Parking Violations .................................................................................................................................... PD-16 Citation Dismissal ............................................................................................................................................................................... PD-16 Citation Log Books, Citation Books Issued.......................................................................................................................................... PD-22 Citation Management Monthly Invoice The Vendor generates this ....................................................................................................... PD-8 Citation Protest Files........................................................................................................................................................................... PD-16 Citations Criminal Complaints Misdemeanor Adult Marijuana Cannabis.............................................................................................CA-1 Citations Criminal Complaints..............................................................................................................................................................CA-1 Citations Juvenile Marijuana Cannabis HS §11357............................................................................................................................. PD-22 Citations Misdemeanor Infraction Adult Marijuana Cannabis HS §11357.......................................................................................... PD-22 Citations Parking Traffic Juvenile other than marijuana citations ........................................................................................................ PD-16 Citations, Safety OSHA Inspections.....................................................................................................................................................CW-8 Citations, Safety OSHA Inspections......................................................................................................................................................MS-8 204
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 17 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent Citizen Participation Plan, Housing Plans Consolidated Annual Performance and ..............................................................................CD-6 Citizens Advisory Bodies Formed by CITY COUNCIL...........................................................................................................................CW-1 Citizen's Complaint of Traffic Conditions............................................................................................................................................ PD-17 City Attorney - FPPC 700 Series Forms ................................................................................................................................................CC-4 CITY ATTORNEY........................................................................................................................................................................ CA-1 – CA-3 City Attorney, Oath of Office Elected Officials Boards Commissions City Manager.............................................................................CC-8 City Built Projects, Engineering Studies Surveys .................................................................................................................................. PW-2 CITY CLERK ELECTIONS - CONSOLIDATED............................................................................................................................CC-5 – CC-7 CITY CLERK ELECTIONS - STAND-ALONE...............................................................................................................................CC-7 – CC-8 City Clerk has all Real Property records for Permanent retention.........................................................................................................CD-8 City Clerk is OFR, Private Development Projects Job Files Permanent Files ....................................................................................... PW-4 City Clerk Maintains City Council Test Results .....................................................................................................................................MS-7 City Clerk maintains Legal Advertising, Notices Public Hearing Notices Affidavit ...............................................................................CW-6 CITY CLERK...............................................................................................................................................................................CC-1 – CC-5 City Clerk, Oath of Office Elected Officials Boards Commissions City Manager..................................................................................CC-8 City Council Ad Hoc Committees, Boards Commissions Committees ...............................................................................................CW-1 City Council, Agenda Staff Reports .......................................................................................................................................................CC-1 City Council, Agendas ...........................................................................................................................................................................CC-1 CITY COUNCIL, CITY MANAGER .............................................................................................................................................CM-1 – CM-1 City Council, Minutes ............................................................................................................................................................................CC-8 City Council, Ordinances ......................................................................................................................................................................CC-9 City Council, Recordings VIDEO RECORDINGS of Meetings Video Tapes DVD-R VCR.......................................................................CC-9 City Council, Resolutions....................................................................................................................................................................CC-10 City Employees, Personnel Background Packet ................................................................................................................................... PD-4 City Employees, Personnel Background Packet ................................................................................................................................... PD-5 City Manager - FPPC 700 Series Forms ................................................................................................................................................CC-4 CITY MANAGER CITY COUNCIL ..............................................................................................................................................CM-1 – CM-1 CITY MANAGER PUBLIC INFORMATION OFFICE ...................................................................................................................CM-1 – CM-1 CITY MANAGER........................................................................................................................................................................CM-1 – CM-1 City Manager, Oath of Office Elected Officials Boards Commissions ..................................................................................................CC-8 City of Burbank Internal Service Request............................................................................................................................................ PD-17 205
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 18 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent City Property Damage Report Billings, Restitution ............................................................................................................................. PW-10 City Property Damage Report Billings, Restitution ............................................................................................................................. PW-11 City Property Damage Report Billings, Restitution ............................................................................................................................... PW-5 City Property Issued ............................................................................................................................................................................ PD-10 City Seal, Historical Records Articles of Incorporation .........................................................................................................................CC-8 City Treasurer - FPPC 700 Series Forms...............................................................................................................................................CC-4 City Treasurer Deposit Reports, Cash Receipts Detail Treasurer's Receipts "TRs".............................................................................CW-2 CITY TREASURER.......................................................................................................................................................................CT-1 – CT-2 City Treasurer, Oath of Office Elected Officials Boards Commissions City Manager...........................................................................CC-8 City, Offerings of Property to the Agency...............................................................................................................................................CD-7 City, Property.........................................................................................................................................................................................CD-7 City, Survey Books Field Notebooks .................................................................................................................................................... PW-3 CITY-WIDE (Used by ALL Departments)...............................................................................................................................CW-1 – CW-10 City-wide, Disciplines ...........................................................................................................................................................................MS-3 Civil Service Board Appeals ..................................................................................................................................................................MS-2 Claims Against the City Forwarded to Risk Management .....................................................................................................................CC-4 Claims that are Litigated (Copies), Liability Lawsuits Litigation............................................................................................................MS-9 Claims, Labor California Civil Rights Department CRD ........................................................................................................................MS-4 Class Instructors, Agreements for Contractors ................................................................................................................................PRCS-1 Class Surveys, Program Surveys.......................................................................................................................................................PRCS-2 Classification Files Specifications Job Specifications ..........................................................................................................................MS-2 Classification Reorganization Studies For employee classifications....................................................................................................MS-2 Classroom, Agreements Contracts ALL NON-INFRASTRUCTURE PSAs.............................................................................................CC-3 Cleaning, Reservoirs Flushing Disinfection ......................................................................................................................................BWP-16 Clearance Letter ................................................................................................................................................................................. PD-22 Clipboard, Accounts Receivable Billing Backup for BWP Projects Cash Exceptions ........................................................................BWP-1 CLLS, Grants LSCA Library Services Construction LSTA Library Services............................................................................................LIB-1 Closed Businesses, Kennel Inspection Reports ...............................................................................................................................PRCS-7 Closed Session Notes...........................................................................................................................................................................CA-1 Clothing Allowance, Request for Reimbursement Uniform .................................................................................................................. PD-9 CLOUD IMMUTABLE BACKUP, UNALTERABLE MEDIA IMMUTABLE MEDIA ........................................................................................ IT-1 206
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 19 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent CLSA, Grants LSCA Library Services Construction LSTA Library Services ...........................................................................................LIB-1 CMMS DATABASE, Job Orders.........................................................................................................................................................BWP-14 COBRA, Enrollments.............................................................................................................................................................................MS-2 Code Enforcement Complaint Letters, Code Violations Code Enforcement Abatement.....................................................................CD-2 Code Enforcement Files........................................................................................................................................................................CA-1 Code Enforcement, Code Violations.....................................................................................................................................................CD-2 Code Violations Code Enforcement Abatement Case Files .................................................................................................................CD-2 Collection Agency Assignments........................................................................................................................................................... FIN-6 Collection Agency Assignments, Collections Master Collection List Write Offs...............................................................................BWP-1 Collections Master Collection List Write Offs....................................................................................................................................BWP-1 Commendations, Personnel File EMT Personnel Evaluations Training Documentation....................................................................... FD-5 Commendations, Personnel File Fire Sworn Non-civilian Employees Evaluations .............................................................................. FD-2 Commendations, Proclamations ......................................................................................................................................................... CM-1 Commercial Applications for Service, Residential.............................................................................................................................BWP-3 COMMERCIAL, Building Plans Construction Documents Finalled INDUSTRIAL..................................................................................CD-2 Commission Applications, Boards Applications Unsuccessful............................................................................................................CC-3 Commission Applications, Boards........................................................................................................................................................CC-3 Commission History Book, Boards .......................................................................................................................................................CC-3 Commission Maddy Act List, Boards ....................................................................................................................................................CC-3 Commissions - External Organizations................................................................................................................................................CW-1 Commissions, Boards..........................................................................................................................................................................CW-1 Commissions, Oath of Office Elected Officials Boards ........................................................................................................................CC-8 Committees - External Organizations ..................................................................................................................................................CW-1 Committees Internal Attended by employees .....................................................................................................................................CW-2 Committees, Boards Commissions .....................................................................................................................................................CW-1 Communications Priority Correspondence......................................................................................................................................BWP-12 Communications Subject Correspondence Files ............................................................................................................................BWP-12 Communications..............................................................................................................................................................................BWP-12 Communications, Systems Support Fiber optics.............................................................................................................................BWP-12 COMMUNITY DEVELOPMENT BUILDING AND SAFETY ..........................................................................................................CD-1 – CD-3 COMMUNITY DEVELOPMENT ECONOMIC DEVELOPMENT AND HOUSING.........................................................................CD-3 – CD-9 207
Page No.

Retention Schedule Index – BURBANK, CA - FY_25-26 Page 20 of 95 ©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent COMMUNITY DEVELOPMENT PLANNING.......................................................................................................................... CD-11 – CD-14 COMMUNITY DEVELOPMENT SECTION 8.............................................................................................................................CD-9 – CD-11 COMMUNITY DEVELOPMENT TRANSPORTATION............................................................................................................. CD-14 – CD-14 Community Development, Preliminary Application Form.....................................................................................................................CD-7 Community Facilities Districts..............................................................................................................................................................CD-6 Community Facilities Districts, Assessment Maintenance Landscape Lighting ..................................................................................CD-4 Community Facilities Districts, Business Improvement Districts.........................................................................................................CD-5 Compensation Surveys Studies Salary Surveys....................................................................................................................................MS-2 Complaint Tags Service Tags .............................................................................................................................................................BWP-1 Complaints Against Officers, PUMA Audio Recordings Portable Audio Recordings............................................................................. PD-5 Complaints Against Officers, Review of Officer Recordings Body-Worn Cameras .............................................................................. PD-7 Complaints by members of the public WITH sustained finding of miscondu........................................................................................ PD-3 Complaints by members of the public WITHOUT sustained finding of misco ...................................................................................... PD-2 Complaints Concerns from Citizens Computer Tracking Software .....................................................................................................CW-2 Complaints Concerns from Citizens Operational ................................................................................................................................CW-2 Complaints Database, Electric Service Orders Service Confirmations .............................................................................................BWP-5 Complaints Regarding Animals .........................................................................................................................................................PRCS-6 Complaints Unauthorized Discharges Violations Spills..................................................................................................................... PW-12 Complaints, Electric Service Orders ..................................................................................................................................................BWP-5 Complaints, Personnel File EMT Personnel Evaluations Training Documentation ............................................................................... FD-5 Complaints, Personnel File Fire Employees Personnel Investigations ................................................................................................. FD-2 Complaints, Personnel File Fire Sworn Non-civilian Employees Evaluations....................................................................................... FD-2 Completed Paper Versions with field notes.......................................................................................................................................BWP-5 Completed, Estimates Preliminary In Process.................................................................................................................................BWP-12 Completion records - Grants / CDBG / Reimbursable Claims / FEMA Claims / OES..........................................................................CW-5 Compliance Inspection Report NPDES Monitoring Reports NO Violations ....................................................................................... PW-12 Compliance Inspection Report NPDES Monitoring Reports WITH Violations.................................................................................... PW-12 Compliance Monitoring for Affordable Housing Developers.................................................................................................................CD-6 Compliance Monitoring, CDBG Affordable Housing Loans NO RECAPTURE RESALE .........................................................................CD-5 Compliance orders, Construction Notices Inspection Notices Correction notices .............................................................................CD-2 Compliant, Report to the State Commission on Peace Officer Standards Training .............................................................................. PD-6 208
Page No.

Burbank City CouncilMay 19, 2026

Burbank City Council
May 19, 2026