Attachment 2 - Citywide Records Retention Schedules — Camarillo City Council, February 29, 2024

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

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

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

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:

• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

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

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

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

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

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

Usually it is the department that originates the record.

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

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

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

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS 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, 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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-001
Accident / Incident Reports - MEMBERS OF

THE PUBLIC
Employees are sent to Human Resources
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices / Public
Notices / Notice Inviting Bids & RFQ’s
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; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
Send all original Agreements or Contracts to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Developers=comp. + 10
years; CCP §337 et. seq., GC §§34090,
60201
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
Send all original Agreements or Contracts to the
City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
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; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §§34090,
60201
Lead Dept. CW-005
Boards, Commissions, & Committees:

External Organizations / Regional Boards &
Commissions - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
CITY-WIDE (Used by All Departments)
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, 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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-006
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090(e)
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AUDIO RECORDINGS
30 days, or
After Minutes
have been
Approved,
whichever is
Longer.

Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-009
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201 et seq.

Staffing Dept. CW-010
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)

AGENDAS, SUMMARY OF ACTION
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §§34090, 60201
Lead
(Responding)
Dept.

CW-011 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §§34090, 60201
Lead Dept. CW-012 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §§34090.7, 60200
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, 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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-013
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to the
conduct of the public's business)
(e.g. e-mail, Letters, Memorandums, Administrative,
Chronological, General Files, Reading File, Working
Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the
conduct of the public's business
2 years Mag,
Ppr
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.

Superior Court (Smith). S218066.

Supreme Court of California, 2017;
GC §§34090, 60201;
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
recordings, supply inventories, telephone
messages, text messages, transmittal letters,
thank yous, requests from other cities,
preliminary notices for construction projects,
undeliverable envelopes, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or that
ARE made or retained for the purpose of
preserving the informational content for
future reference are saved by printing
them out and placing in a file folder, or
saving them electronically in a folder
outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC
§§34090, 60201, GC §7927.500; Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose v. Superior Court (Smith). S218066.

Supreme Court of California, 2017
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, 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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-015 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500, 7928.705
Lead Dept. CW-016 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §§34090, 60201 et seq.

Lead Dept. CW-017 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §§34090, 60201
Lead Dept. CW-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201
Lead Dept. CW-019
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §§34090,
60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, 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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-020 Legal Opinions Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Law becomes
outdated; GC §§34090, 60201
Lead Dept. CW-021 Newspaper Clippings
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, 60201
Lead Dept. CW-022 Overtime Sheets / Overtime Approvals 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The time card is retained by Finance; GC
§§34090, 60201
Human
Resources CW-023 Personnel Files (Department Copies)
Send all originals to Human Resources
Doi Not
Retain in
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §§34090, 60201.7
Lead Dept. CW-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §§34090, 60201 et seq.

Lead Dept. CW-025 Photographs, Videos of Events (Public Activities)
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090
Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Mag,
Ppr GC §§34090, 60201; 13 CCR 1234(c)
Lead Dept. CW-027 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, 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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: 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-029 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §§34090, 60201
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, Plans
/ Strategic Plans, etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Procedures, Brochures,
Flyers, Manuals, Newsletters, Plans / Strategic
Plans, etc.: Produced by YOUR Department
All official Policies / Administrative Policies are
retained by the City Manager
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All Policies are retained by the City
Manager's Office; Department preference;
GC §§34090, 60201
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, Plans / Strategic Plans,
etc.: Produced by OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §§34090, 60201.7
Lead Dept. CW-033 Reports and 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, 60201
Lead Dept. CW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; If historically
significant, retain permanently; GC
§§34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, 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 act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-035 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201 et seq.

Lead Dept. CW-036 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201 et seq.

Lead Dept. CW-037 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201 et seq.

Lead Dept. CW-038
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201
Lead Dept. CW-039
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b)
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION SYSTEMS Page IS-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, 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
Systems IS-001 Backups - Computer Disaster Recovery
Backups
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.

Information
Systems IS-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Information
Systems IS-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

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

Information
Systems IS-004

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

Information
Systems IS-005
Video Recordings - Department Activity /
Building Security (Employees Performing
Work, Cashiering, etc.)
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,
Information
Systems IS-006 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

INFORMATION SYSTEMS
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY 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 City-Wide Standards Retentions begin when the act is completed, 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).

LIBRARY
Library LIB-001 _Library Information / Library Management System Database
Indefinite -
Minimum 2
years
Yes Mag, Ppr Data Fields / Records are interrelated;
GC §34090
Library LIB-002 Comment Cards / Statements from Patrons When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Library LIB-003 Contest Entries & Winners (Photo Contests, etc.) When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Library LIB-004
Contracts for Digital Services / Subscription for On-
Line Services, Performers, Presenters,
Collections
Completion +
2 years Mag, Ppr GC §34090 et. seq.

Library LIB-005 Facility Rental Applications (Room Reservations, etc. - also see Insurance on City-wide) 2 years Yes: Before Event Mag, Ppr GC §34090
Library LIB-006
Grants: LSCA (Library Services and
Construction), LSTA (Library Services and
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services Act,
IMLS (Institute of Museum & Library Services),
and PLF (Public Library Foundation) ONLY. For
all others, follow City-wide Schedule.
(SUCCESSFUL Reports, and Financial
Information) Send copy of application and award
to Administrative Services
Final
Expenditure
+ 5 years

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

QC & OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Library LIB-007
History Collection Releases / Grant Deeds /
Copyright Usage Permission / Photo or Video
Release Agreement / Use Items from Library
Collection, etc.

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

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

Ver. 3.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-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, 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).

Library LIB-008 Incident Reports / Disruptive Patrons Minimum 2 years Mag, Ppr Department Preference; GC §34090
Library LIB-009
Library Programs - Education, Youth & Families,
Lifelong Learning, etc. (Program Manager's
Records)
When No
Longer
Required
Mag, Ppr Preliminary drafts / Content Not
Substantive; GC §34090
Library LIB-010 Library Statistics / Circulation Reports When No
Longer
Required
Mag, Ppr
Can be re-created by Library database
(Preliminary drafts / Content Not
Substantive); GC §34090 et seq.

Library LIB-011 Patron Applications / Internet User Agreements When No
Longer
Required
Mag, Ppr Entered into Database; preliminary drafts;
GC §34090
Library LIB-012 Program Sign Ups (e.g. Summer Reading)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
Drafts; GC §34090
Library LIB-013
Registrations / Waivers - Homework Center -
Signed by participants or Teen Volunteers, or their
parent or guardian
2 years Mag, Ppr GC §34090 et. seq.

Library LIB-014 Restitution for Vandalism 5 years Mag, Ppr Department preference; meets municipal
government auditing standards; GC
§34090 et. seq.

Library LIB-015 Sign-ins - Homework Center
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
Drafts; GC §34090
Library LIB-016 Waivers / Release Forms (Artists / Exhibitor's work in Display Cases) 2 years Mag, Ppr GC §34090 et. seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: FACILITIES & FLEET MANAGEMENT

CAMARILLO RANCH MANAGEMENT
Page FM-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).

CAMARILLO RANCH MANAGEMENT (Event Management & Marketing is Contracted) Lead Dept. FM-001
Event Agreements / Permits, Including
Insurance and ABC Permits (held by Contract
Manager)
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090;
Lead Dept. FM-002 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

FACILITIES MANAGEMENT
Lead Dept. FM-003 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201
Lead Dept. FM-004 Surplus Equipment / Disposal of Furniture or Equipment / Auctions
Auction, Sale
or Disposal +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201
Lead Dept. FM-005 Underground Service Alerts (USA's) / Dig Alerts 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(e), GC §§34090,
60201

FLEET MANAGEMENT
Maintenance /
Fleet FM-006
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Maintenance /
Fleet FM-007 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Maintenance /
Fleet FM-008 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: FACILITIES & FLEET MANAGEMENT

CAMARILLO RANCH MANAGEMENT
Page FM-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).

Maintenance /
Fleet FM-009
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

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; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Maintenance /
Fleet FM-010 Fleet Management Database
Indefinite -
Disposal of
Vehicle or
Equipment +
2 years
Mag Data is interrelated; GC §34090
Lead Dept. FM-011 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Maintenance /
Fleet FM-012 Vehicle Titles ("Pink Slips") Sale or
Disposal Ppr Given to Auction House / New Owner; GC
§§34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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, 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-001
Agenda Packets - City Council, Camarillo
Capital Improvement Corporation (CCIC),
Camarillo Council on Aging, Camarillo Library
Board (CLB), Camarillo Sanitary District
(CSD), Industrial Development Authority (IDA),
Oversight Board (OB), Public Finance
Authority (PFA), Redevelopment / Camarillo
Community Development Commission (CDC),
Successor Agency (SA)
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §§34090, 60201
City Clerk CC-002
Agreements & Contracts, Amendments - ALL
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED) Excludes
Recreation
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), Initial insurance
certificates
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, License Agreements,
Painting, Slurry Seals (Paving), Tree Trimming,
Leases
, Personnel, Professional Services, etc.

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

QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; 4 years for
all contracts; CCP §§337. 337.1(a), 337.15,
343; GC §§34090, 60201, Contractor has
retention requirements in 48 CFR 4.703(a)

CITY CLERK
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 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, 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-003
Agreements & Contracts, Amendments - ALL
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
Liens, MOUs, Public Agencies)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), Initial insurance
certificates
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: After

QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§§34090, 60201, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-004 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §§34090, 60201
City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After
QC & OD GC §§34090, 60201
City Clerk CC-006 City Articles of Incorporation, PFA Formation / Incorporation, etc. P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §§34090, 60201
City Clerk CC-007
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED / DATABASE
(NetFile)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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-008
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)
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 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, 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-009
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

PUBLIC OFFICIALS (elected & not elected.

Includes City Council Members, Planning
Commission Members, City Manager, City
Treasurer & City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
CC-010
City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years
Should post on website for 4 years; GC
§81009(e)
City Clerk CC-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §§34090, 60201; GC
§81009(e)
City Clerk CC-015
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES - PRIOR TO ELECTRONIC
FILING
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH or WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL

WITH CITY CLERK
(copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 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, 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
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term; EC §17100
City Clerk CC-021
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CA law states term of
office and 4 years after the expiration of term;
EC §17100
City Clerk CC-022
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, Precinct Maps,
County Election Services, Candidate
Statements to be printed in the Sample Ballot,
Polling Locations and Precinct Board
Members, Notices, Postin
gs, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090, 60201
City Clerk CC-023
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §§34090, 60201
City Clerk CC-024 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
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-025 Elections - Petitions (Initiative, Recall or 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
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 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, 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). (End of Elections Section)
City Clerk CC-026 Ethics Training Certificates for City Council, Board and Commission Members, Employees 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City Clerk CC-027
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §§34090, 60201
City Clerk CC-028
Minutes: City Council, Camarillo Capital
Improvement Corporation (CCIC), Camarillo
Council on Aging, Camarillo Library Board
(CLB), Camarillo Sanitary District (CSD),
Industrial Development Authority (IDA),
Oversight Board (OB), Public Finance
Authority (PFA), Redevelopment / Camarillo
Community Development Commission (CDC),
Successor Agency (SA)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §§34090, 60201(e)
City Clerk CC-029 Oath of Office / Appointments: City Council, Board and Commission Members
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
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-030 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §§34090, 60201(e)
City Clerk CC-031 Permits: Bingo Permits, Solicitation Permits (Non-profit organizations)
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 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, 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-032
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk CC-033 Proclamations & Certificates 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City Clerk CC-034
Public Records Requests / Subpoenas Duces
Tecum / GovQA Database
May include Copyright Release Forms /
Requests & Permissions to Receive Copies of
Plans (to and from Architects)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §§34090, 60201
City Clerk CC-035
Recorded Documents: Certificate of
Compliance, Deeds, Easements, Final Order
of Condemnation, Full Reconveyance, Liens,
Notice of Completion, Notice of Manufactured
Home, Rights of Way, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §§34090, 60201(a)
City Clerk CC-036
Recordings: Audio or Video of City Council,
Camarillo Capital Improvement Corporation
(CCIC), Camarillo Council on Aging, Camarillo
Library Board (CLB), Camarillo Sanitary
District (CSD), Industrial Development
Authority (IDA), Oversight Board (OB), Public
Finance Authority (PFA), Redevelopment /
Camarillo Community Development
Commission (CDC), Successor Agency (SA)
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§§34090, 60201.7
City Clerk CC-037 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §§34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 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, 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-038
Resolutions: City Council, Camarillo Capital
Improvement Corporation (CCIC), Camarillo
Council on Aging, Camarillo Library Board
(CLB), Camarillo Sanitary District (CSD),
Industrial Development Authority (IDA),
Oversight Board (OB), Public Finance
Authority (PFA), Redevelopment / Camarillo
Community Development Commission (CDC),
Successor Agency (SA)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §§34090, 60201(e)
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY MANAGER
City Manager CM-001 Citations / Parking Citations / Dismissals / Appeal Determinations
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City Manager CM-002
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-003 Policies / Administrative Policies Superseded + 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
All Policies are retained by the City Manager's
Office; Department preference; GC §§34090,
60201
City Manager CM-004 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-005 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
ARTS
City Manager /
Arts CM-006
Art In Public Places Program / Donated or
Purchased Public Art (ALL Projects)
Completed permanent artworks owned by
the City, deaccessioned artworks, and
temporary installations owned by the City
P Mag, Mfr,
OD, Ppr S No Department preference; GC §34090
City Manager /
Arts CM-007 Release Forms / Exhibit Waivers /
Insurance / Releases (Artists / Exhibitor's)
Exhibit End +
2 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
COMMUNITY RELATIONS (Also see City-Wide)
City Manager /
Community
Relations
CM-008
Event Management / Community Events
(Festivals, Parades, etc.) May include
Permits, Traffic & Safety Plan, etc.

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

After QC
& OD
Department preference; GC §34090
CAMARILLO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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, 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).

Lead Dept. CM-009 Photographs, Videos of Events (Public Activities)
When No
Longer
Required
Mag, Ppr
Preliminary Drafts (retention is placed on the
final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090
Lead Dept. CM-010 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §§34090, 60201

ECONOMIC DEVELOPMENT
City Manager /
Economic
Development
CC-011 Economic Interest Filings (FPPC Form 635 /
602) - Lobbyist Authorization / Reporting 5 years Mag, Ppr 2 CCR 18615(f), GC §§34090, 60201
City Manager /
Economic
Development
CC-012
Economic Development Projects (Records
related to Business Recruitment or
Retention)
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager /
Economic
Development
CC-013 Downtown Revitalization / Downtown
Business Improvement District
Minimum 5
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090

EMERGENCY MANAGEMENT
City Manager /
Emergency
Management
CM-014 Emergency Management Plans /
Procedures
When
Superseded
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager /
Emergency
Management
CM-015 EOC Activations, Drills 10 years Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference - May qualify for FEMA
or OES Reimbursement; GC §34090

SOLID WASTE
City Manager /
Solid Waste CM-016 Construction Waste Reduction / Demolition Waste Reduction 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

City Manager /
Solid Waste CM-017
Solid Waste Recycling / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling) .

CalRecycle Annual Waste Diversion Report
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; 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
City Manager /
Solid Waste CM-018 Solid Waste Tonnage Reports 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference;; GC §34090

VOLUNTEERS
City Manager /
Volunteers CM-019
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years Mag, Mfr,
OD, Ppr S Yes: 1
year
Department Preference; EEOC / FLSA / ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; ; 29
CFR 1627.3(b)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
City Manager /
Volunteers CM-020
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
CAMARILLO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) & Transmittal
Form)
5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §§34090, 60201
Human
Resources HR-002 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration 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; 28 CCR 1300.85.1; GC §34090,
60201
Human
Resources HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 4years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090,
60201
Human
Resources HR-004
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; 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, 29 CFR
1602.14, GC §§12946, 12960, 34090,
60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-005 Compensation Surveys & Studies Minimum 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; 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, 60201
Human
Resources HR-006 Contracts for Investigators (Employees Only) Completion + 5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090, 60201
Human
Resources HR-007 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD LC §6409.6(k), GC §34090, 60201
Human
Resources HR-008 DE-34 (California EDD Report of New
Employees) 5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090, 60201
Human
Resources HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
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, 60201
Human
Resources HR-010 EEOC Reports, EEO-4 Reports 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090
Human
Resources HR-011
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims,
Close + 5
years Mag, Ppr
Department Preference; meets municipal
government auditing standards; GC
§34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-012 Employee Investigations Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; 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, 60201;
Human
Resources HR-013 Employment Verifications / Child Support Verifications (requested by others)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Non-records, content is not substantive;
GC §34090, 60201 et seq.

Human
Resources HR-014 Grievances Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations for
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 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090,
60201; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-015 I-9s Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-016 Job Descriptions / Job Classification / Job Specifications
Minimum
Superseded +
4 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
4 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, 60201
Human
Resources HR-017 Livescan Applications 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090, 60201
Human
Resources HR-018
Long Term Disability Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
(Workers Compensation is retained by Legal
& Risk Management)
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
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; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090, 60201
Human
Resources /
Safety
HR-019 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090, 60201.7; LC
§6429c
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-020
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker,
Harassment Prevention Training Certificates,
PAF / Personnel Action Forms, etc.)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; statute of
limitations for 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; W-4s are
required 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. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090, 60201;
53237.2(b), LC 1198.5
Human
Resources HR-021
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respirator Fit
Tests, Livescan Clearance Verification,
Hearing tests / Audiology Tests Claims for
Paid Family Leave / FMLA, Long-Term
Disability (LTD), Short-Term Disability (STD)
Claims,
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
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; 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; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090, 60201
Human
Resources HR-022
Recruitment and Testing File / NeoGov
Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090, 60201
Human
Resources HR-023 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§§34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-024 W-4's
No Longer in
Effect + 4
years
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 GC
§§34090, 60201
Human
Resources /
Risk Manage.

HR-025
Workers Compensation Files ALL
Includes Injury Report, and any Lawsuit or
Litigation regarding Workers Compensation
Separation +
30 years, or
Termination of
Benefits, , or
Death + 3
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; 8 CCR 10102; 8 CCR 15400.2,
8 CCR §3204(d)(1) et seq., 29 CFR
1910.1020, GC §§12946, 12960, 34090,
60201, CCP §337 et seq.

RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-026 Claims / Claims Against the City / Claims
filed on Behalf of the City
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, 34090, 60201,; PC §832.5
Human
Resources /
Risk Manage.

HR-027
Drug & Alcohol Testing - Individual, Positive,
Negative, Annual Binder / Annual Drug Tests
Statistics for DOT Program
5 years Ppr
D.O.T. Requires 5 years for positive tests,
refusals, annual summaries, etc., 1 year
for negative tests; EEOC / FLSA / ADEA
(Age) requires 3 years physical
examinations; State Law requires 2 years;
29 CFR 1627.3(b)(1)(v), GC §§12946,
12960, 34090, 60201; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources /
Risk Manage.

HR-028 Ergonomic Evaluations Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; EEOC / FLSA /
ADEA (Age) statue of limitations is 1-3
years; State Law requires 2 years; Reports
& Data used to compile EEO reports are
required for 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, 60201
Human
Resources /
Risk Manage.

HR-029 Insurance Certificates (for vendor contracts)
Initial and Renewals 11 years Yes: Before
Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers E&O
Statute of Limitations (10 years + term of
coverage); 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, 60201
et seq
Human
Resources /
Risk Manage.

HR-030
Insurance Policies - General Liability,
Workers Compensation Insurance, etc. (On
JPIA Portal)
30 years Yes: Before
Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to be consistent
with District-wide standards; EEOC /
ADEA (Age) requires 1 year after benefit
plan termination; State Law requires 2
years after action; 29 CFR 1627.3(b)(2);
GC §§12946, 12960, 34090, 60201
Human
Resources /
Risk Manage.

HR-031 Insurance Renewal Questionnaire 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; GC § 34090,
60201
Human
Resources /
Risk Manage.

HR-032 Job Task Analysis / Physical Demand Job
Analysis 30 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§12946,
12960, 34090, 60201, CCP §337 et seq.

Human
Resources /
Risk Manage.

HR-033 Vehicle Accident Reports (City-owned
Vehicles) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (any employee
injuries are in Workers Compensation
Files); GC §34090, 60201
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

HUMAN RESOURCES / SAFETY
Human
Resources /
Safety
HR-034
Emergency Action Plans & Audits - CalARP
(California Accidental Release Prevention) /
Emergency Response Plan / Hazardous
Material Business Plans / Hazard Mitigation
Plan / Risk Management Program (RMPs) /
Risk & Resiliency Assessment / Process
Safety Managements (PSMs) - Facilities with
chemicals (Chlorine, ammonia, etc.)
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (CalARP training
and audits should be done every 3 years);
GC §34090, 60201
Human
Resources /
Safety
HR-035 OSHA Citations and Inspections 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), OMB 1220-
0029; GC §34090, 60201; LC §6429c
Human
Resources /
Safety
HR-036 Safety Committee / Safety Steering
Committee 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §34090,
60201 et seq.

Human
Resources /
Safety
HR-037 Safety Investigations 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), 29 CFR
1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090, 60201 et seq.; LC
§6429c
Human
Resources /
Safety
HR-038 Site Inspection Forms / Self Inspections /
Job Site Inspections / Facility Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §34090,
60201 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, 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 or resolution.)

COMMUNITY DEVELOPMENT / BUILDING & SAFETY
Lead Dept. CD-001 _Permit Database (OpenGov) Indefinite - Permanent Yes (all) Mag
Department Preference - Data is
interrelated; Final Permits and Plans are
stored in Laserfiche; GC §34090, H&S
§19850
Community
Development /
Building &
Safety
CD-002 Activity Reports / Building Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Community
Development /
Building &
Safety
CD-003 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Final Permits and Plans are stored in
Laserfiche; GC §34090, H&S §19850
Community
Development /
Building &
Safety
CD-004
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Community
Development /
Building &
Safety
CD-005 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Development /
Building &
Safety
CD-006 Building Plans - Expired After
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Development /
Building &
Safety
CD-007 Building Plans - Finalled - TENANT
IMPROVEMENTS 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 and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, 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 or resolution.) Community
Development /
Building &
Safety
CD-008 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Development /
Building &
Safety
CD-009 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Community
Development /
Building &
Safety
CD-010 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-011
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Building &
Safety
CD-012 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-013 Energy Calculations P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, 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 or resolution.) Community
Development /
Building &
Safety
CD-014 Geotechnical and Soils Reports / Structural
Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-015 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-016 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-017 Structural Calculations / Structural Reports P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090

COMMUNITY DEVELOPMENT / CODE COMPLIANCE
Lead Dept. CD-018 _Code Enforcement / Citizen Complaint Database Indefinite -
Minimum 2
years
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Community
Development /
Code
Compliance
CD-018.5 Animal Correspondence / Citations / Dismissals / Appeal Determinations
Minimum 2
years Mag, Ppr Department Preference; GC §34090 et
seq.

Community
Development /
Code
Compliance
CD-019
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, 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 or resolution.) Community
Development /
Code
Compliance
CD-020 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Community
Development /
Code
Compliance
CD-021 Notice of Violations ./ Code Enforcement Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090

COMMUNITY DEVELOPMENT / CDBG
Lead Dept. CD-022
CDBG Administration (Community Development
Block Grant) - Non-Profit Subrecipient Grants
City's Application, Subrecipient's Applications
(Successful & Unsuccessful), grant agreements,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

QC & OD
Meets auditing standards; 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, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090

COMMUNITY DEVELOPMENT / FORMER REDEVELOPMENT & SUCCESSOR AGENCY Community
Development /
Former
Redevelop.

CD-023
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects,
and 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 /
CIP Engineering CD-024
Redevelopment Projects & Project Areas
CIP Projects built by Redevelopment Agency,
if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, 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 or resolution.) Community
Development /
Planning
CD-025
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 CD-026
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
Community
Development /
Former
Redevelop.

CD-027 State Controllers Report (Housing &
Redevelopment) 2 years Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090

COMMUNITY DEVELOPMENT / HOUSING
Community
Development /
Housing
CD-028
Homeless Services / Homeless Outreach / Grants
for Hotels, etc.

Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency
Audit, if
required -
Minimum 5
years

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, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Development /
Housing
CD-029
Housing Applications Rejected / Not Qualified
(First Time Home Buyers, Rehabilitation, HOME,
etc.)
5 years Mag, Ppr Department preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, 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 or resolution.) Community
Development /
Housing
CD-030
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.

May include inclusionary housing agreements,
regulatory agreements, promissory notes, deeds
of trust, resale restrictions, rights of first refusal
and options to purchase, etc.

WITHOUT a Recapture / Resale Restriction
Loan Pay-off
+ 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; 2 CFR 200.334;
24 CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Community
Development /
Housing
CD-031
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.

May include inclusionary housing agreements,
regulatory agreements, promissory notes, deeds
of trust, resale restrictions, rights of first refusal
and options to purchase, etc.

WITH a Recapture / Resale Restriction
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 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Community
Development /
Housing
CD-032 Landlord / Tenant Mediation - Final
Determinations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Housing
CD-033 Rent Review / Vacancies 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, 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 or resolution.)

COMMUNITY DEVELOPMENT / PLANNING
Community
Development /
Planning
CD-034
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, etc.)
Examples:

Conditional Use Permits (CUPs)
Design Review
Development Permit
General Plan / General Plan Amendments
Historic Landmark
Mills Act
Minor Lot Line Adjustment
Rezones
Specific Plan
Tentative Tract Maps, Tentative Parcel Maps
Use Permits (Permanent Uses)
Variance
Zoning
P Yes
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"; 14 CCR §15095(c); GC§§34090,
34090.7
Community
Development /
Planning
CD-035 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-036 Aerial Photographs (Historical, if not a Layer in GIS) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau CD-038 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
CD-039
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
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
Community
Development /
Planning
CD-040
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
CD-041
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-042 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-043 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Compliance, Housing, Planning)
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, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

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

Community
Development /
Planning
CD-045 Planning Commission - AUDIO or VIDEO

RECORDINGS
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Development /
Planning
CD-046 Planning Commission - MINUTES &

RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
CD-047
Planning Log Books / Index of Applications,
Addresses, Entitlement Type (Historical - prior to
computers)
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-048
Temporary Use Permits (Approved &
Unapproved)
Banner
Christmas Tree Lots
Entertainment
Special Events
Temporary Signs (Portable Signs, Sandwich
Signs, Window Signs)
Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Community
Development /
Planning
CD-049 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-050 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-051 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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)

FINANCE / BUDGET, FINANCIAL REPORTING, TREASURY
Finance /
Lead Div. FIN-001 _Financial Services Database
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §§34090, 60201 et seq.

City Clerk FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) and related Audit Opinions
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (copies - City
Clerk is OFR); GC §§34090.7, 60200
Finance /
Budget,
Reporting,
Treasury
FIN-003 Audit Work Papers Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

Finance /
Budget,
Reporting,
Treasury
FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference (exceeds
municipal government auditing
standards to ensure FEMA or OES
does not recoup money); GC §§34090,
60201
Finance /
Budget,
Reporting,
Treasury
FIN-005
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Bank
Transmittal Advice, Wire Transfers
7 years Mag, Ppr
Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq. 26 CFR

31.6001-1
Finance /
Budget,
Reporting,
Treasury
FIN-006
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.

Fully
Defeased
+ 10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq, 337.5(a); 26
CFR 1.6001-1(e): GC §43900 et seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

QC & OD
Department Preference (copies - City
Clerk is OFR); Must be filed with
County Auditor; GC §§34090.7, 60200,
53901
Finance /
Budget,
Reporting,
Treasury
FIN-008 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

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

QC & OD
Drafts / Content Not Substantive; GC
§§34090, 60201 et seq.

Finance /
Budget,
Reporting,
Treasury
FIN-009 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§§34090, 60201 et seq.

Finance /
Budget,
Reporting,
Treasury
FIN-010
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 60201 et
seq., 43900
Finance /
Budget,
Reporting,
Treasury
FIN-011
Reports, Finance Reports created from
Database: Ledgers, General Ledgers,
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.
(ANNUAL, MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Ppr
Transitory records / Preliminary drafts
not retained in the ordinary course of
business; Financial system can re-
create reports accurately; GC
§§34090, 60201 et seq.

Finance /
Budget,
Reporting,
Treasury
FIN-012
Reports: State or Federal: State Controller's
Report, Local Government Compensation
Report, Gas Tax, MOE (Maintenance of Effort)
Report, Fixed Charge Special Assessment
Report, Public Self Insurer Report (SIP
Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §§34090, 60201 et seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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) Finance /
Budget,
Reporting,
Treasury
FIN-013
Revenue: Accounts Receivable: Daily
Envelopes / Cash Receipts / Daily Cash
Summaries, Cashier's Reports / Petty Cash /
Revenue Daily Receipt Books, etc.
5 years Yes: Until
Paid Mag, Ppr
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

City Clerk FIN-014 Treasurer's Reports / Quarterly Budget Reports (to Council - Copies)
Copies -
When No
Longer
Required
Mag, Ppr Department preference (Copies); GC
§§34090.7, 60200

FINANCE / ACCOUNTING SERVICES
Finance /
Lead Div. FIN-015 _Financial Services Database
Indefinite -
Minimum
7years
Yes Mag Data Fields / Records are interrelated;
GC §§34090, 60201
Finance /
General
Accounting
FIN-016 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §§34090,
60201; 29 USC 436
Finance /
General
Accounting
FIN-017
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Required for Special Districts (may
include employee reimbursement); GC
§§34090, 60201(d)(12)
Finance /
General
Accounting
FIN-018
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

Finance /
General
Accounting
FIN-019 Accounts Receivable: Rent / Property
Management / Lease Accounts Receivable
End of
Tenancy + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201
CAMARILLO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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) Finance /
General
Accounting
FIN-020 Assessor's Tax Rolls (Assessments to be
added to the Property Tax Roll) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201
Finance /
General
Accounting
FIN-021 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§§34090, 60201
Finance /
General
Accounting
FIN-022 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative
information remains on credit ratings
for 7 years); GC §§34090, 60201
Finance /
General
Accounting
FIN-023 Checks / Warrant Register Report (issued) 7 years Mag, Mfr, OD, Ppr S Yes: After
QC
Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq.

Finance /
General
Accounting
FIN-024 Checks / Warrants (Cashed or Returned /
NSF) 7 years Mag, Mfr,
OD, Ppr S Yes: After
QC
Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq.

Bank FIN-025
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, Ppr These are bank instruments, and not City records; per bank agreement.

Finance /
General
Accounting
FIN-026 Collection Agency Assignments / Unpaid
Accounts 7 years Mag, Ppr
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§§34090, 60201
Finance /
General
Accounting
FIN-028 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department Preference; (meets
municipal government auditing
standards); GC §§34090, 60201 et
seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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) Finance /
General
Accounting
FIN-029 Journal Entries / Journal Vouchers / Budget
Adjustments & Backup 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department preference (Special
Districts are required to retain
employee reimbursement for 7 years);
GC §§34090, 60201 et seq., CCP §
337
Finance /
General
Accounting
FIN-030
Prop. 218 (Property-based fees - Solid Waste Fees:

Notices / Mailing List / Protest Letters / Ballots,
Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53753(e)(2)
FIN-031
Finance /
General
Accounting
FIN-032 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§§34090, 60201 et seq.

FINANCE / CUSTOMER SERVICE
Finance /
Customer
Service
FIN-033 Utility Billing Database
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §§34090, 60201
Finance /
Customer
Service
FIN-034 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§§34090, 60201
Finance /
Customer
Service
FIN-035 Bankruptcies - Where a claim is filed 7 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §§34090, 60201
Finance /
Budget,
Reporting,
Treasury
FIN-036 Business Tax Applications, Registrations and
Renewals 5 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §§34090, 60201 et seq.
(Bank) FIN-037
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, Ppr These are bank instruments, and not City records; per bank agreement.

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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) Finance /
Customer
Service
FIN-038 Collection Agency Assignments / Unpaid
Accounts 7 years Mag, Ppr
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§§34090, 60201
Finance /
Customer
Service
FIN-039 Construction Meters / Temporary Meters
Service
Completed +
2 years

Mag,
Ppr, Mfr,
OD
S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Customer
Service
FIN-040 Meter Change Orders / On & Off Orders
When No
Longer
Required
Mag, Ppr Department preference (Copies); GC
§§34090, 60201.7
Finance /
Customer
Service
FIN-041 Payment Stubs / Water Receipts / Utility
Receipts (when payment is submitted)
When No
Longer
Required
Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§§34090, 60201 et seq.

Finance /
Customer
Service
FIN-042 Senior Program / Reduced Rates (Application
only) 5 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Department preference to meet
auditing standards; GC §§34090,
60201
Finance /
Customer
Service
FIN-043 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,
60201; H&S §116908
Finance /
Customer
Service
FIN-044
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §§34090,
60201; H&S §116908
Finance /
Customer
Service
FIN-045 Water Billing: NSF Checks / Adjustments to
Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §§34090,
60201; H&S §116908
CAMARILLO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Expiration or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §§34090,
60201; H&S §116910
Finance /
Customer
Service
FIN-047 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, 60201
Finance /
Customer
Service
FIN-048 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, 60201

FINANCE / PAYROLL
Finance /
Lead Div. FIN-049 Financial Services Database / ERP Database Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §§34090, 60201
Finance /
Payroll FIN-050
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
7 years Mag, Mfr,
OD, Ppr S Yes: After 2
years
Most recent records are stored on
CalPERS website; Department
Preference; (Special Districts are
required to retain employee
reimbursement for 7 years); GC
§§34090, 60201 et seq.

Finance /
Payroll FIN-051 Checks / Warrant Register Report - Payroll Only 7 years Mag, Mfr,
OD, Ppr S Yes: After
QC
Department preference (Special
Districts are required to retain
employee compensation or
reimbursement for 7 years); GC
§§34090, 60201(d)(12)
Finance /
Payroll FIN-052 Checks / Warrants - Cancelled - Payroll Only 7 years Mag, Ppr Department preference (Special
Districts are required to retain
employee compensation or
reimbursement for 7 years); GC
§§34090, 60201(d)(12); 26 CFR

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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) Finance /
Payroll FIN-053
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
7 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §§34090, 60201
Finance /
Payroll FIN-054 Deferred Compensation (City Statements) 7 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1
Finance /
Payroll FIN-055 Garnishments, Child Support, Court Orders regarding Employee Wages
Completion
+ 7 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§34090,
60201
Finance /
Payroll FIN-056 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 7 years Mag, Ppr
Department preference (Special
Districts are required to retain
employee compensation or
reimbursement for 7 years); GC
§§34090, 60201(d)(12)
Finance /
Payroll FIN-057 PERS Statements 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§34090,
60201
Finance /
Payroll FIN-058 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
municipal government auditing
standards; GC §§34090, 60201
Finance /
Payroll FIN-059 Time Sheets / Time Cards 7 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
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;
GC §§34090, 60201; 8 CCR
11040.7(c); 29 CFR 516.5 & 516.6(c);
CAMARILLO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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) Finance /
Payroll FIN-060 W-2's 7 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §§34090, 60201

FINANCE / PURCHASING
Finance /
Lead Div. FIN-061 Financial Services Database / ERP Database Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §§34090, 60201
Finance /
Purchasing FIN-062
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS, QUOTES or
RESPONSES to RFPs (Request for
Proposals) and/or RFQs (Request for
Qualifications) that don't result in a contract,
and are NOT Mana
ged by Purchasing
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Purchasing is the Office of Record
when they manage the procurement
process; Includes unopened bids; GC
§34090
Finance /
Purchasing FIN-063
Bid Packets / Pre-Qualification Packets /
Solicitations / Planet Bids Database
Unsuccessful Proposals, Notices, etc.

Lead Department determines successful
proposer
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to meet
possible grant audits; GC §§34090,
60201
Finance /
Purchasing FIN-064 Bonds: Bid Bonds
After
issuance of
Notice to
Proceed
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §§34090, 60201
Finance /
Purchasing FIN-065 Bonds: Performance Bonds, Payment Bonds After Filing
of Notice of
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §§34090, 60201
CAMARILLO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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) Finance /
Purchasing FIN-066 Purchase Orders, Task Orders, & Requisitions 7 years Yes: Before Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to match
Database retention; (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§§34090, 60201
Finance /
Purchasing FIN-067 Sole Source or Urgency Memos 2 years Yes: Before Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090, 60201
CAMARILLO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 (also see City-wide)
Public Works /
Admin. PW-001 Permits: Block Party Permits, etc. Expiration + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090

PUBLIC WORKS / CAPITAL IMPROVEMENT PROJECT ENGINEERING
Public Works /
CIP Engineering PW-003
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Draft Plans and Specifications,
Costs, Estimates, Daily Inspections, Contract Pay
Estimates, Construction Contractor As-Built Drawings,
Preliminary Notices, Project Schedules, Public
Relations, Monthly Reports, Notices, Real Estate
Appraisals, RFIs , Bid Proposals, SOQs / Proposals,
NIB, Consultant Selection Documents, Task Orders,
Bid Tabulations, Safety,. SWPPP / WPCP, 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; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
CIP Engineering PW-004
Capital Improvement Projects (CIP):

Permanent File
Plans, RFQ/RFP, Bid Package / Specifications &
Addenda, Successful Bid Proposal, EIRs, Negative
Declarations, Categorical Exemptions , Materials
Testing Reports, Construction Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings, Soils Reports, Studies, Submittals,
Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
CIP Engineering PW-005
Drawings, Maps, and Record Drawings, Large-
Format Drawings, Survey Record Maps,
Capital Improvement Project & Land
Development "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
City Clerk PW-006
Easements, Deeds, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
CIP Engineering PW-007
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead

CORRESPONDENCE AND STAFF NOTES
that provide insight into the project or the
agency’s CEQA compliance with respect to the
project
Project
Completion
+ 2 years
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
Public Works /
CIP Engineering PW-008 Master Plans, Long Range Facility Plans where CIP Engineering is the Lead P
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Public Works /
CIP Engineering PW-009 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

LAND DEVELOPMENT (ENGINEERING)
Public Works /
Land Develop. PW-010
Assessment / Maintenance / Landscape &
Lighting / Street Improvement District Projects /
Community Facilities Districts - Annual
Engineer's Reports, Formation / Boundaries
Minimum 10
years
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
Public Works /
Land Develop. PW-011 Design & Construction Standards - Authored by the City (ALL) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Land Develop. PW-012
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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
OR
Public Works /
Land Develop.

PW-013
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts, etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
Public Works /
Land Develop. PW-014 Grading Permits and Grading Plans, Private Improvement Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Land Develop. PW-015
Land Development / Private Development:

Permanent Files
Certificate of Acceptance / Approval (copy),
Dedications, Abandonments, Drainage,
Driveway, Private Lab Verifications, Testing
Lab Final Reports, Studies, Reports,
Geotechnical and Soil Reports / Hydrology
Reports, RFQ / RFP, SOQ / Successful
Proposal, etc.

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 /
Land Develop. PW-016
Land Development / Private Development: :

Administration File / Construction Inspection
Construction Inspections, Correspondence,
Daily Logs, Inspector's Records, Photos, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Land Develop. PW-017 Sewer Capacity, Flows - Studies and Reports (for Land Development projects) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Land Develop. PW-018 Sewer Connection & Repair Permits P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
Land Develop. PW-019 Transportation Permits: Wide Loads, Heavy Loads, etc.

Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Land Develop. PW-020 Water Softener System Installation Permits P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Sanitary District PW-021 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets / Reading & Sludge Logs
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 122.41(j)(2);GC §§34090, 60201
Public Works /
Sanitary District PW-022 CCTV Collection Line Inspection Tapes / Video Inspections / Video Tapes or Digital Recordings
Minimum 10
years Mag Department Preference; GC §§34090,
60201
Public Works /
Sanitary District PW-023 Complaints (written) 3 years Mag, Ppr Department Preference; GC §§34090, 60201
Public Works /
Sanitary District PW-024 Confined Space Entries 3 years Mag, Ppr Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2)
Public Works /
Sanitary District PW-025 Correspondence - Regulatory Agencies Minimum 15 years
Yes: While
Active
Issues
Mag, Ppr
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §§34090, 60201
Public Works /
Sanitary District PW-026 Emergency Call Out Logs / Storm Call Out Logs 5 years Mag, Ppr Department preference (used for FEMA /
OES reimbursements);GC §§34090,
60201
Public Works /
Sanitary District PW-027 FOG (Fats, Oil & Grease) / Pretreatment Annual / Quarterly Reports / Source Control 10 years Mag, Ppr
Department Preference; NPDES
Monitoring records required for 3 years;
POTW reports are required for 3 years;
40 CFR 403.12;GC §§34090, 60201
Public Works /
Sanitary District PW-028 Laboratory / Lab Reports & Chains of Custody:

Wastewater / Outfall 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470

PUBLIC WORKS / SANITARY DISTRICT (SEWER)
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
Sanitary District PW-029
Lift Station - Inspections, Maintenance, Repairs,
Service Requests, Alarm Recording, Logs,
Charts, Flow Monitoring, Voltage Readings,
Permits
Minimum 7
years Mag, Ppr
Department Preference WC §13263.2(b)
et seq.; 40 CFR 122.41(j)(2)GC §
§34090, 60201
Public Works /
Sanitary District PW-030 Maintenance, Stoppage Calls, Spills, Line Replacement
Minimum 3
years Mag, Ppr
Department Policy; WC §13263.2(b) et
seq.; 40 CFR 122.41(j)(2)GC § §34090,
60201
Lead Dept. PW-031 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Sanitary District PW-032 Plant Operators Log Books 15 years Mag, Ppr Department preference; GC §§34090, 60201
Public Works /
Sanitary District PW-033 Regulatory Reports Minimum 15 years Mag, Ppr Department preference; GC §§34090,
60201
Public Works /
Sanitary District PW-034 Sanitary Spills and Overflows (SSOs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2);GC §§34090,
60201
Public Works /
Sanitary District PW-035 SCADA Database / Historian
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §§34090, 60201
Public Works /
Sanitary District PW-036
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ;GC §§34090, 60201
Public Works /
Sanitary District PW-037 Slip Lining Projects Completion + 5 years Mag, Ppr Department preference; GC §§34090,
60201; CCP 337
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
Sanitary District PW-038 USAs (Underground Service Alerts) / Dig Alerts 2 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e); 34090
Division
Providing
Service / Work
PW-039
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-040
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
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
PW-041
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / STREETS / LANDSCAPE
Lead Dept. PW-042 Herbicide or Pesticide Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Lead Dept. PW-043 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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).

Lead Dept. PW-044
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / 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;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Maintenance /
Streets
PW-045 Street Light Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance /
Streets
PW-046 Street Sweeping Tonnage Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Maintenance /
Streets
PW-047 Streets - Sidewalk Maintenance, Grinding,
Asphalt Ramping (Logs and Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance /
Streets
PW-048 Tree DATABASE
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Maintenance /
Streets
PW-049 Tree Maintenance, Trimming, Arborists Reports
(ALL City-owned trees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-050 Underground Service Alerts (USA's) / Dig Alerts 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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).

Division
Providing
Service / Work
PW-051
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-052
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
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
PW-053
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 / STORMWATER
Public Works /
Stormwater PW-054 Drainage Notes and Copies: Properties with Features that Affect Stormwater P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Stormwater PW-055 Stormwater Illicit Discharges / Enforcement Actions 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Stormwater PW-056
Stormwater Inspections (Business Inspections,
O&M related inspections, , Construction Site
Inspection, Post Construction Maintenance
Verifications, Enforcement Actions, and
Development Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Stormwater PW-057
Stormwater Quality Special Studies (I.e. outfall
screening and source investigation, bacteria
source investigation, etc.)
Permit Term
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Stormwater PW-058 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Stormwater PW-058
Stormwater Quality Special Studies (I.e. outfall
screening and source investigation, bacteria
source investigation, etc.)
Expiration of
NPDES
Permit + 5
years

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

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Stormwater PW-059 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Division
Providing
Service / Work
PW-060
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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).

Division
Providing
Service / Work
PW-061
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
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
PW-062
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / TRAFFIC
Public Works /
Traffic PW-063 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
State or Police
Dept. PW-064 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Traffic PW-065 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Traffic PW-066 Traffic Signal Timing, Maintenance Log (kept at the signal)
Minimum
Superseded
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk PW-067 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Public Works /
Traffic PW-068 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
Traffic PW-069 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Transit PW-070 Applications for Service (Commuter Shuttles, Dial-a-Ride, etc.)
Inactive + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Transit PW-071 Bus / Vehicle Procurement
Disposal of
Vehicle + 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., GC §34090
Public Works /
Transit PW-072 Daily Safety Checks / Pre-Starts / Commercial Vehicle Prestarts 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; If a motor carrier,
required for 3 and 14 months; 49 CFR
396.11(c)(2); 49 CFR 396.21(b)(1); GC
§§ 34090
Public Works /
Transit PW-073
Dispatch System / Route Match / Dial-a-Ride /
Mini-Bus / Door-to-Door Database (Route
Match)
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Transit PW-074 Licenses & Permits (to Operate Public
Transportation)
Expiration +
2 years
Yes (until
expiration)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Transit PW-075 Manifests / Passenger Manifests / Passenger Counts / Trip Sheets 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Transit PW-076 Reports from Drivers / Driver's Reports 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090

PUBLIC WORKS / TRANSIT
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
Transit PW-077 Schedules - Transportation
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts / content not
substantive (the Time Sheet is the final
record); GC § 34090 et seq.

Public Works /
Transit PW-078 Video Recordings: Exterior and Interior of Public Transportation Vehicles
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
1 year is not required - No forward-facing
parking control videos; 1. The agency has
made a diligent effort to identify a security
system that is capable of storing recorded
data for one year. 2. The agency
determines that the technology to store
recorded data in an economically and
technologically feasible manner for one
year is not available. 3. The transit
agency purchases and installs the best
available technology with respect to
storage capacity that is both economically
and technologically feasible at that time.

PUC §99164; GC §34090 .6

WATER (POTABLE WATER) / WATER DISTRIBUTION
Public Works /
Water PW-079 Atlas / Water Atlas (updated after each change) P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water PW-080 Backflow Test Results / Backflow Assembly Test Reports / Cross Connection Testing 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets SWRCB,
DDW requirements; 17 CCR 7605(f); GC
§34090
Lead Depart. PW-081 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
Finance /
Customer
Service
PW-082 Construction Meters / Temporary Meters
Copies -
When No
Longer
Required
Mag, Ppr Finance / Customer Service retains
originals; GC §34090.7
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
Water PW-083
Customer Concerns / Customer Complaints /
Complaint Forms: Odor / Taste / Visual
Complaints (Correspondence regarding Potable
Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 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)
Public Works /
Water PW-084
Environmental Agencies / Regulatory Agencies
for Potable Water
(EPA, DHS, etc.)
Minimum 10
years Mag, Ppr Department Preference; GC §34090
Public Works /
Water PW-085 Fire Hydrant Maintenance: Flushes / Valve Exercises
Minimum 5
years Mag, Ppr Department Preference (valves are
exercised every year); GC §34090
Public Works /
Water PW-086 Fire Hydrant Modeling (pressure, flows for Master Plans)
Minimum 5
years Mag, Ppr Department Preference (valves are
exercised every year); GC §34090
Public Works /
Water PW-087 Hazardous Waste Disposal 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
Public Works /
Water PW-088
IRWMP (Integrated Regional Water
Management Plan) , UWMP (Urban Water
Management Plan) - Plans, Reports, Monitoring
Reports
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water PW-089 Lab Reports & Chains of Custody:

Bacteriological and Organics
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-090 Lab Reports & Chains of Custody: Chemical (Includes Chlorine Residuals)
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Public Works /
Water PW-091 Lab Reports & Chains of Custody: Lead &
Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
Public Works /
Water PW-092 Leak Report / Annual Leak Report 5 years Mag, Ppr Department Preference; GC §34090 CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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).

Lead Dept. PW-093 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment Mag, Ppr Department preference; GC §34090
Public Works /
Water PW-094 Operator's Certificates (posting required) Superseded + 5 years Ppr Department preference; GC §60201
Public Works /
Water PW-095 Operator's Daily Log Books 5 years Ppr Department preference; GC §60201 Lead Dept. PW-096 Regulatory Reports Minimum 10
years Mag, Ppr Department preference; GC §34090
Public Works /
Water PW-097 Sanitary Surveys of Water Sources 10 years Mag, Ppr 22 CCR §64470; GC §34090 Public Works /
Water PW-098 SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Water PW-099 Sewer Capacity, Flows - Studies and Reports (System-Wide Evaluations) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-100 Underground Service Alerts (USA's) / Dig Alerts 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
Public Works /
Water PW-101
Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience Assessment
/ Hazard Mitigation Plan
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d); GC
§34090
Public Works /
Water PW-102 Water Production Reads / Reports (to State DPH & DWR) 5 years Mag, Ppr
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Public Works /
Water PW-103 Water Production Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP, Land Dev, Sanitary Dist., Streets-Landscape, Stormwater, Traffic, Transit, Water) 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 /
Water PW-104 Water Quality Reports / Consumer Confidence Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
Public Works /
Water PW-105
Water Supply Assessments, Studies, Reports /
Stream Studies and Flow / Water Planning
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Water PW-106 Well Records (includes Destroyed or
Abandoned Wells) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
PW-107
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-108
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-109
Work Orders / Service Requests / "Dailies"-
NOT entered in CRM / CMMS Database (or
partial information entered into CMMS
Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
CAMARILLO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Camarillo City CouncilFebruary 29, 2024

Camarillo City Council
February 29, 2024