2026-09-15; City Council; 04; 2026 Update of the City of Carlsbad Records Management Program and Records Retention Schedule — Carlsbad City Council, September 15, 2026

CA Review AZ
Meeting Date: Sept. 15, 2026
To: Mayor and City Council
From: Geoff Patnoe, City Manager
Staff Contact: Pat Downie, Senior Program Manager
[email protected], 442-339-2738
Morgen Fry, Assistant City Clerk
[email protected], 442-339-2808
Subject: 2026 Update of the City of Carlsbad Records Management Program and Records Retention Schedule
Districts: All
Rec
ommended Action
Adopt a resolution approving an update to the City of Carlsbad Records Management Program and Records Retention Schedule.

Executive Summary
The City of Carlsbad Records Management Program is administered by the City Clerk’s Office and provides the procedures that are used citywide for the management of city records. The Records Management Programs requires updates to bring it into alignment with current technology and the city’s current records management practices.

The Records Retention Schedule was last approved by the City Council in 2022. Since then, additional record types have been identified that require City Council approval.

Explanation & Analysis
The purpose of the Records Management Program is to provide for the proper and efficient administration of City of Carlsbad records. The program calls for internal audits of the city’s compliance with state laws on record keeping, the destruction of city records and the schedule of how long city records need to be maintained, and identifies roles and responsibilities of city officials.

The Records Management Program, Attachment A to Exhibit 1, includes changes that reflect current technology and the city’s current records management practices.

The proposed updates to the Records Retention Schedule were written with input from representatives of all departments. The schedule provides clear and specific record descriptions and retention periods and applies current laws and technology to the management of the city’s records.

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The 2026 Records Retention Schedule, Attachment B to Exhibit 1, includes the retention schedule for each department along with the citywide standards.

The schedule also clearly indicates which of the city’s vital records contain the information that would be critical for the continued operation of the organization in the event of a disaster or the re-establishment of the legal and financial status of the organization.

In October 2020, the City Council granted the City Clerk and City Attorney the authority to make minor updates to the Records Retention Schedule without City Council approval. Minor updates include changes in department or division names, improvements in descriptions for clarification purposes and any additional comments needed for reference.

Proposed changes to the Records Retention Schedule that require City Council approval are identified in Exhibit 3.

Fiscal Analysis
The operating costs associated with the update to the records retention schedule are included in the annual operating budget for the Office of the City Clerk.

Next Steps
The City Clerk’s Office will implement the Records Management Program and Records Retention Schedule by distributing them to city staff and providing training as necessary.

Environmental Evaluation
The proposed action to approve an update to the Citywide Records Management Program and Records Retention Schedule is exempt from environmental review under California Environmental Quality Act, or CEQA, Guidelines Section 15061(b)(3) and 15378(b)(5) as it can be seen with certainty that there is no possibility the proposed action may have a significant effect on the environment.

Exhibits

1. City Council resolution

2. Proposed changes to the City of Carlsbad Records Management Program

3. Proposed changes to the Records Retention Schedule
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RESOLUTION NO. 2026-171 .

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,

CALIFORNIA, APPROVING AN UPDATE TO THE CITY OF CARLSBAD RECORDS

MANAGEMENT PROGRAM AND RECORDS RETENTION SCHEDULE
W
HEREAS, the Records Management Program was originally adopted by the City Council on Oct. 17, 2000; and
WHEREAS, Government Code Section 34090 provides legal requirements relating to the retention and disposition of municipal records; and
WHEREAS, the Records Management Program utilizes a manual, guides and a record retention schedule to organize the maintenance, retention and disposition of c ity records in accordance with legal retention requirements and the City's operational needs; and WHEREAS, the Records Retention Schedule was last adopted in October 2022; and WHEREAS, an update to the existing program and schedule are necessary to keep current with the recordkeeping needs of all city departments and changes in the law.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows:

1. That the above recitations are true and correct.

2. Th at the proposed action to approve an update to the Citywide Records Management Program and Records Retention Schedule is exempt from environmental review under California Environmental Quality Act, or CEQA, Guidelines Section 15061(b)(3) and 15378(b)(5) as it c an be seen with certainty that there is no possibility the proposed action may have a significant effect on the environment.

3. That the update to the Records Management Program in Attachment A is adopted.

4. That the update to the Records Retention Schedule in Attachment B is adopted.

5. That the City Clerk’s office is designated as the Custodian of the Records Management Program and as such shall be responsible for the implementation of the program and the safekeeping of the city's records.

6. That the Records Management Program and Record s Retention Schedule will be reviewed periodically.

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7. That with the consent of the City Clerk and City Attorney, minor updates are authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates are defined as changes in department or division names, improvements in descriptions for clarification purposes, and any additional comments as reference. Adding new record types, deletions of existing line items or changes in the length of the retention period must be presented to the City Council prior to taking effect.

PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 15th day of September, 2026, by the following vote, to wit:

AYES: Blackburn, Bhat-Patel, Acosta, Burkholder, Shin.

NAYS: None.

ABSTAIN: None.

ABSENT: None.
_______
_______________________________
KEITH BLACKBURN, Mayor
______________________________________
S HERRY FREISINGER, City Clerk
(SEAL)
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At
tachment A

CITY OF CARLSBAD

RECORDS MANAGEMENT PROGRAM
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CITY OF CARLSBAD RECORDS MANAGEMENT PROGRAM

TABLE OF CONTENTS
Section 1. Statement of policy
Section 2. City of Carlsbad Records Management Program
Section 3. Records definitions
Section 4. City Clerk’s Office
Section 5. Ownership and custody of City records
Section 6. Duties and responsibilities of City Officials Section 7. Records involved in public records requests, pending litigation, or auditing Section 8. Records Management Program to be developed and approved Section 9. Records Retention Schedule
Section 10. Destruction of records
Section 11. Conditions of destruction
Section 12. Inspection of public records
Section 13. Withholding records from inspection
Section 14. Records Protection and Disaster Recovery Planning Program Sept. 15, 2026
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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A SECTION 1. STATEMENT OF POLICY
A. The City of Carlsbad recognizes that the public has a right to expect and the city has an obligation to foster, efficient and cost-effective government and further recognizes the central importance of the city records. The City Clerk’s Office has a responsibility to manage, protect, preserve and make available the city records.

B. I
t is the policy of the City Clerk’s Office to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, retention and disposition of all records. This policy is implemented through a comprehensive program of integrated procedures for the management of records from their creation to their ultimate disposition, consistent with the requirements in accordance with the state and federal regulations.

C. T
he declared purpose of the Records Management Program is to provide for the proper and efficient administration of the City of Carlsbad records.

SECTION 2. CITY OF CARLSBAD RECORDS MANAGEMENT PROGRAM
All city records must be created, maintained, and disposed accordingly and all requirements, policies and procedures established pursuant to the Records Management Program.

SECTION 3. RECORDS DEFINITIONS
Active: Records that are required for day-to-day business and are subject to frequent use; generally referred to more than once per month.

Administrative Value: A record that assists in the operation of government, and ensures administrative consistency and continuity, serving a particular purpose for that office at that particular time. In appraisal, the usefulness of records for the conduct of current and/or future administrative business needs.

Adoption: Final action by a legislative body.

AIIM: Association for Information and Image Management.

Alphanumeric: A filing system combining alphabetic and numeric symbols.

ANSI: American National Standards Institute.

Appraisal: Review of information gathered from a records inventory. Each identifiable records series can be appraised for its legal, financial, administrative, and historical value for the purpose of establishing retention periods.

Archival Record: A record with permanent retention because of its historical, legal or fiscal value.

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ARMA: Association of Records Managers and Administrators, Inc.

Audit: Review for acceptance of records relating to operations, policies and procedures, financial documentation and historical documents by regulating agencies.

Closed/Completed: A file or record on which action has been completed and to which further action is not likely to occur.

Confidential Records: Those records to which access by unauthorized city personnel and/or the public are not permitted, for example: personnel records.

Copy: A reproduction of the contents of an original document, which is not the official file copy of the agency. Copies are usually identified by their function, i.e., action copy, reading file copy, tickler file copy, etc. In most instances, copies will have a shorter retention than the official file copy of a record series.

Current: Records when specified as the minimum retention period means that superseded, rescinded, expired, or no longer useful records may be removed from the files and may also be destroyed.

Disposition: The allocation of public records to a particular location according to their categorization of destruction.

Electronic Filing: Storage and retrieval of information in digital form.

Environmental Records: Records relating to the growth and/or development of the city, its structures, and its inhabitants.

File Integrity: Accuracy and completeness of the file/records.

Financial Records: Budget, financial status reports, balances sheets, and statements of income and expenditures; records of official bonds; records of wages paid to person engaged in public work; rate or fee schedules, etc.

Fiscal Value: Documents and accounts for receipt of or expenditure of public funds such as budget, ledgers or accounts receivable and payable, payrolls, and vouchers. Documents availability of funds for operational purposes. In appraisal, records required until a financial audit is complete or financial obligations are fulfilled.

Folder Structure: Method of organizing records within a digital environment to aid in efficient management, storage and retrieval of digital assets
Hard Copy: Original paper document.

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Historical Value: Refers to the retention of records which have enduring value because they reflect significant historical events or document the history and development of the city.

Holdings: Total volume of records stored in off-site storage.

Inactive Records: Records that are no longer used for daily operations and have not been used for at least six months are considered inactive. Records become inactive prior to eligible destruction dates. Legacy records that are no longer frequently used in daily operations but must be retained for legal, administrative, or historical purposes.

Inventory: Process of examining records on hand to determine their function, content, and dates to assign retention/disposition information.

Laserfiche: An enterprise content management and business process automation software platform used by the city to help digitize documents, manage records, and streamline workflows.

Legacy records: Records that are not used in daily operations but must be retained for legal, administrative, or historical purposes.

Legal Citation: Identifies laws and regulations, which regulate retention of the record series.

Legal Retention: Based on the legal citation, this identifies the period the record series is required to be retained.

Legal Value: Refers to the retention of records containing evidence of legally enforceable right or obligations. Examples are decisions and opinions; fiscal documents representing agreements, such as leases, titles and contracts; and records of action in particular cases, such as claim papers and legal dockets.

Life: A record that has continuing value to the organization.

Master: Original or copy of a document from which copies are made.

Metadata: Data information that identifies a record and aids in the management and retrieval of records
Microform Machine-Readable Records: Microforms and other machine-readable record of research or archival value.

Microfiche: 4" x 6" sheet of microfilm with rows and columns of images. It usually contains a tile which can be read without magnification.

Microfilm: Fine-grain, high resolution film containing an image greatly reduced in size from the original.

Minimum Retention Period: The least amount of time a record must be kept determined by assessment of administrative, legal, fiscal and historical values.

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National Bureau of Standards: Bureau of the United States Government established by an Act of Congress on March 3, 1901, which conducts research and provides standards to industry and government to increase productivity and innovation; strengthen and advance science and technology; and facilitate their effective application for public benefit.

Non-Record Material: Material that does not need to be filed or that can be destroyed after a short retention. This includes duplicates, drafts, worksheets, routine replies, and records not related to city business or produced by the city.

Numeric Filing: Arrangement of records in ascending order or sequence.

Office of Record: The department that created or is responsible for retaining the official record or record copy.

Optical Character Recognition (OCR) or Optical Character Reader: The electronic or mechanical conversion of images typed, handwritten or printed text into machine -encoded text, whether from a scanned document or a photo of a document
Optical Disk: A storage medium that uses lasers to encode images or information in digital form and to read the image data from the disk.

Original: Document from which copies are produced.

Permanent: Recorded information which is required by law to be retained indefinitely; or which has been designated for continuous preservation because of its administrative, fiscal or historical significance.

Personnel Records: Organization charts, job descriptions, salary schedules, employee history records, union contracts, etc.

Property Records: Records Affecting the title to real property owned by the c ity and equipment inventory.

Public Record: Any writing, regardless of physical form or characteristics, which is created, owned, used, maintained or retained in the conduct of c ity business and preserved as evidence of the organization, functions, policies, decisions, procedures, operations or other activities, or because of its informational value, unless the writing is exempt from disclosure under the California Public Records Act.

Reader: Machine that magnifies microfilm for viewing.

Reader/Printer: Machine that magnifies microfilm for viewing and can reproduce the enlarged microfilm images.

Record: Substantive information of any kind and in any form.

Record Copy: The original or official copy of a record maintained by an agency, sometimes referred to as the designated original, or blue-ribbon copy.

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Records Management: Systematic control of the creation, acquisition, processing, use, protection, storage, and final disposition of all public records, including the establishment and maintenance of a system of filing and indexing public records.

Records Management Company: A private company that houses permanent city records on a fee basis also referred to as off -site storage. These records may be permanent hard copy records or inactive hard copy records that have not met their retention period.

Records Program Manager: The individual within the organization who is assigned the responsibility of systematically and scientifically controlling the recorded information generated and received by the city.

Records Management Software (RMS): D igital tool designed to store, track, and manage organizational records while ensuring compliance, security and workflow efficiency. Helps to digitally manage documents and records, replacing traditional paper-based systems.

Records Retrieval: Locating documents and delivering them for use.

Refile: The process of returning a record to its original place in a file after it has been withdrawn.

Retention Period: The period that records must be kept according to legal and/or organizational requirements.

Retention Schedule: Document, approved by the City Council, describing the records maintained by the city and specifying, in accordance with statutory requirement or evaluation, the period which must elapse before they may be destroyed.

Retrieval: Locating documents and delivering them for use.

Supersede: The replacement of an existing document.

Termination: Designates the end of a specific term (e.g., appointed elected official's terms, employment, training, course, program, use or ownership).

Transfer List: A list describing the contents of a group of records that are transmitted from one holding area to another, usually from active files to off-site storage.

Trusted System : A computing system designed to enforce security policy, prevent unauthorized access and protect the integrity and availability of city data and resources.

Visual Documents: Photographs, motion pictures, videotapes, diagrams, charts, maps or drawings of archival, cultural, architectural, engineering, research or technical value.

Vital Record: Records containing information essential for the resumption of operation after a disaster or the re-establishment of the legal and financial status of the organization.

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Web-based App: Software application, service or system that operate through a web browser over the internet
Workflow: A series of activities need to complete a task.

Workflow Automation: The use of technology to define rules and logic that consistently execute repetitive, manual tasks. This increases efficiency, reduces human error, and ensures processes run smoothly.

Write Once Read Many (WORM): Describes a data storage device in which information, once written, cannot be modified. This write protection a ffords the assurance that the data cannot be tampered with once it is written to the device, excluding the possibility of data loss from human error, computer bugs, or malware.

Writing: Handwriting, typewriting, printing, photocopy, photographing, and every other means of recording upon any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and all papers, maps, magnet ic or paper tapes, photographic films and prints, and other documents.

SECTION 4. CITY CLERK’S OFFICE
The City Clerk’s Office manages the official files for the City of Carlsbad and is responsible for maintaining and updating the Records Retention Schedule , Records Management Guidelines and Procedures and Records Destruction Requests for the City of Carlsbad.

The City Clerk’s O ffice provides a service function to the community as well as a service -oriented support function to other departments within the City of Carlsbad structure. The g oal of the department is to anticipate and meet the changing needs of both the residents and internal departments of the city.

SECTION 5. OWNERSHIP AND CUSTODY OF CITY RECORDS
A. Every city record is the property of the City of Carlsbad. No city officer or employee has, by virtue of position , any personal or property right to a city record even though the c ity officer or employee may have developed or compiled the record. The unauthorized alteration, destruction, deletion, removal from files, or use of a city record is prohibited. A ci ty record exempted from public disclosure under the state and federal laws is not made subject to disclosure by its designation as city property.

B. A city record may not be sold, loaned, given away, destroyed, or otherwise alienated from the city's custody unless in accordance with state and federal laws or unless destroyed as directed by a resolution or ordinance adopted by the City Council. This subsection does not apply to a city record that is temporarily transferred to a contractor for purposes of microfilming, duplication, conversion to electronic media, restoration, or a similar records management preservation procedure if the transfer is authorized by the Records Program Manager.

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C. The legal custody of a city record created or received by a department during the course of business remains with the department manager or with any designated successor. The legal custodian, as guardian of the record, does not relinquish responsibility for the care, preservation, or legal disposition of the record even though another department or agency may hold physical custody of the record for maintenance and preservation purposes. The physical custodian of the record is responsible for complying with all the Records Management Program requirements, policies, and procedures. An original c ity record may not leave the custody of the department concerned when being used by a member of the public.

D. The legal and physical custody of a city record that has continuing historical value to the city may be transferred to the City Clerk’s Office upon agreement between the department manager and the Records Program Manager.

E. The City Clerk’s Office shall review and determine as necessary custodial responsibilities of the Records Management Program, whether it is under a citywide electronic application or manual archiving implemented for the preservation and control of city records.

SECTION 6. DUTIES AND RESPONSIBILITIES OF CITY OFFICIALS A. City Council: The ultimate responsibility for the keeping and management of all public records of the city shall rest with the City Council.

B. City Attorney: It shall be the duty of the City Attorney to review and approve records retention and destruction schedules and records destruction requests in accordance with federal, state and local laws.

C. Officers and Employees: It shall be the duty of each officer and employee of the City of Carlsbad to protect, preserve, store, transfer, destroy or otherwise dispose of, use and manage public records only in accordance with applicable federal, state and local laws, and such rules as may be promulgated or approved by the City Council.

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4) Maintain archives to house records of a permanent or historic nature which should not be destroyed;
5) Advise and assist city departments in reviewing and selecting records to be transferred to an off-site storage center or archives;
6) Submit records retention schedules which affect the destruction of records to the City Council for approval;
7) Develop procedures for the protection of city records against natural or other disasters in coordination/cooperation with the Information Technology (IT) Department; 8) Ensure that the creation, maintenance, preservation, microfilming, document imaging, electronic storage, destruction or other disposition of city records is carried out in accordance with the approved Records Management Program;
9) In cooperation with department managers, incorporate records management objectives, responsibilities and authorities in pertinent department directives with the Records Management Program.

E. City Departments: Each city department shall implement and maintain an active, continuing program for the economical and efficient management of the public records of the department under or according to provisions of the approved Records Management Program. Such program shall, among other things provide for:
1) Effective controls over the creation, maintenance and use of public records in the conduct of business;
2) The maintenance and security of records deemed appropriate for preservation; 3) Segregation and disposal of records of temporary value in accordance with established retention schedules.

Those public records that are not required in the current operation of the office where they are made or kept shall be transferred to Records storage until they have met their specific retention requirements and may be destroyed or to the Archives, if of a permanent or historic nature, so that permanent preservation is ensured. All records which can properly be abolished or discontinued shall be destroyed in accordance with Section 10 hereinafter specified.

SECTION 7. RECORDS INVOLVED IN PUBLIC RECORDS REQUESTS, PENDING

LITIGATION, OR AUDITING
The destruction of the city record involved in a pending request for investigation, pending litigation or a pending audit is prohibited, even if the destruction of the record is authorized by an approved and adopted Records Retention Schedule.

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SECTION 8. RECORDS MANAGEMENT PROGRAM TO BE DEVELOPED AND

APPROVED
The Records Program Manager shall develop and establish a citywide Records Management Program, subject to the approval of the City Council. This program must contain standards, policies and procedures for the administration of city records. The Records Management Program standards, policies and procedures must:
1) Adequately protect the essential records of the city; 2) Properly preserve city records that are of historical value; 3) Establish criteria for citywide and departmental Records Management Program compliance including requirements for conducting departmental records inventories, preparing retention schedules and certifying retention and disposition schedules and electronic media recordkeeping systems;
4) Establish functional recordkeeping requirements to improve the efficiency of the archiving of city records and to ensure the creation of adequate and proper documentation of the city's activities and transactions;
5) Create policies for the retrieval of records from a media device; 6) Create policies to address Records Management Program requirements and needs as technology evolves;
7) Provide for review by the Records Program Manager of all electronic recordkeeping systems design prior to purchase and implementation of the systems; 8) Ensure the development and maintenance of up-to-date documentation for all electronic records systems that will adequately specify the technical characteristics of each system necessary for reading, processing or preserving city records until disposition of the records is authorized; 9) Provide for the creation of adequate audit trails;
10) Incorporate electronic records management objectives, responsibilities and authorities in pertinent city directives, policies and procedures;
11) Ensure the ability to access city records regardless of form or medium.

The Records Management Program standards, policies and procedures are binding on all city officers, employees, departments, agencies, commissions, committees and similar entities of the City of Carlsbad.

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SECTION 9. RECORDS RETENTION SCHEDULE
The Records Program Manager, in cooperation with department managers, shall prepare the records retention and disposition schedules that describe and establish the retention periods for city records created or revised by each department, these retention periods for all city records must be established accordingly. A records retention schedule must contain such information regarding the disposition of the city records as the Records Management Program may require.

A. Every city record identified and listed in the Records Retention Schedule, in any amendment to the schedule or in any request for destruction of the record must be specifically described. Any Records Retention Schedule, amendment to a schedule or request for destruction of a record that contains general terms such as "miscellaneous" and "various" to describe any record identified in such a document may not be submitted for approval.

B. Each Records Retention Schedule must be monitored and amended as needed by the R ecords Program Manager to ensure that the schedule is in compliance with state and federal regulations.

C. With the consent of the City Clerk and City Attorney minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates are defined as changes in department or division names, improvements in descriptions for clarification purposes and any additional comments as reference. Adding new record types, deletions of existing line items or changes in the length of the retention period must be presented to the City Council prior to taking effect.

D. Before its adoption by the City Council, a Records Retention Schedule must be reviewed by the Records Program Manager, the department managers and the City Attorney.

E. A department manager shall notify the R ecords Program Manager when a c ity record is eligible for destruction and shall prepare and submit a Records Destruction Request Form.

SECTION 10. DESTRUCTION OF RECORDS
Before a c ity record can be destroyed under an approved Records Retention Schedule, the record must meet the requirements under the Records Management Program, unless the approved Records Retention Schedule specifies that the record may be destroyed without additional review or approval by the City Council.

City records require no further approval by the City Council for destruction as long as they are listed on the approved Records Retention Schedule. The destruction of these records follow the guidelines based on the Records Management Program and the retention time frames listed on the Records Retention Schedule.

The records must be identified and documented by a record series/type on the approved Records Retention Form, which must be signed by the department's manager, Records Program Manager and City Attorney.

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A city record that has an expired retention period on an approved Records Retention Schedule must be destroyed unless it is categorized under the following exemptions for destruction:

A. Records affecting the title to real property or liens thereon; B. Court records;
C. Records required to be kept by statute;
D. Records less than two years old;
E. Minutes, ordinances or resolutions of the City Council or of a city Board or Commission; F. The subject matter of the records is pertinent to pending litigation or a pending audit.

This section shall not be construed as limiting or qualifying in any manner the authority provided in Section 11 hereinafter provided for the destruction of records, documents, instruments, books and papers in accordance with the procedures therein prescribed.

SECTION 11. CONDITIONS OF DESTRUCTION
Notwithstanding the provisions of Section 10, the Records Program Manager having custody of city records may, without the approval of the City Council or the written consent of the City Attorney, cause any or all such records to be destroyed if all the following conditions under California Government Code Section 34090.5 are met:

A. The record is photographed, micro photographed or reproduced on film of a type approved for permanent photographic records by the National Bureau of Standards, or imaged and placed into the city's document management system electronic vault; B. The photographs, microphotographs, film and other reproductions have the required certificate of authenticity on each roll, fiche or series;
C. The device used to reproduce such record, paper or document on film , or image is one that accurately and legibly reproduces the original thereof in all details; D. The photographs, microphotographs, images or other reproductions on file are made accessible for public reference as the book records were;
E. A true copy of archival quality of such film reproductions or images shall be kept in a safe and separate place for security purposes.

SECTION 12. INSPECTION OF PUBLIC RECORDS
Public city records shall be available for inspection and/or copying in accordance with any procedures established by the City Manager and the provisions of the California Public Records Act.

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SECTION 13. WITHHOLDING RECORDS FROM INSPECTION
City staff may disallow inspection of any c ity record that is exempt from disclosure under the California Public Records Act or other applicable law. If c ity staff are uncertain whether a particular city record is subject to or exempt from disclosure, c ity staff should consult with the City Attorney's office for guidance.

SECTION 14. RECORDS PROTECTION AND DISASTER RECOVERY PLANNING PROGRAM The purposes of this program element are to:

A. Control the records that are essential to the continued functioning or reconstruction of the c ity during and after an emergency.

B. Safeguard those records essential to protecting the rights and interests of the City of Carlsbad directly affected.

C. Provide emergency preparedness for the protection of the city records in the event of any natural disaster and fire hazards.

D. The Records Program Manager shall provide necessary direction, coordination and guidance so that a comprehensi ve emergency preparedness program exists for all hazards that may affect city records.

E. Certain measures and provisions have been implemented for the protection and preservation of city records and are as follows:
1) Transfer certain city records under an authorized inventory for storage, from an off- site city facility to a designated storage area, for the purpose of any accidental, natural, human caused or toxic/fire hazard which causes or may cause substantial damage to the city’s records. 2) Implementation of electronic records media that stores all original city records into a digital document imaging system and is backed up in the cloud and virtual servers.

F. Each department manager shall comply with the Records Management Program to ensure the protection and preservation of city records in the event of a natural or hazard disaster as describe in this section.

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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A If the record is not listed here, refer to the Retention Schedule 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.

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References
CW-1 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
ASD / Finance
/ Risk Management
CW-000 Accident, Incident, Injury reports: PUBLIC &
Vehicles
Copies - When
No Longer
Required
Copies retained for reference; GC §§34090.7, 60200
Finance CW-005 Accounts Payable, Invoices, Petty Cash,
Travel Reimbursement, Warrant Requests,
etc.

ALL backup is forwarded to Finance
Copies - When
No Longer
Required
All originals go to Finance (these are copies); GC
§§34090.7, 60200
Vital - Before Payment
Lead Department CW-010 Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of
Posting
2 years 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,
60201, 54960.1(c)(1)
City Clerk CW-015 Agenda Packets / Staff Reports: City Council, Carlsbad Municipal Water District,
Community Development Commission,
Successor Agency, Public Financing
Authority and all city council
boards/commissions and committees
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §§34090.7, 60200
City Clerk CW-020 Agreements & Contracts ALL ORIGINALS Copies - When No Longer
Required
Yes: Upon
Completion
Ensure the City Clerk receives all original
agreements; GC §§34090.7, 60200
Lead Department CW-025 Agreements & Contracts:

ADMINISTRATIVE FILES (with Grant
Funding)
(Correspondence, Insurance Certificates,
Project Administration, Project Schedules,
Certified Payrolls, Invoices, Logs, RFP, etc.)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Upon
Completion
Some grant funding agencies require audits; Statute
of Limitations for Errors & Omissions is 10 years;
Published Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp. + 10
years; Statewide guidelines propose termination + 5
years; CCP §337 et. seq., 21 CFR 1403.36 &
1403.42(b); 24CFR 85.42, 91.105(h), 92.505, &
570.502(b), 28 CFR 66.42; 29 CFR 97.42; 40 CFR

31.42; 44; CFR 13.42; 45 CFR 92.42; OMB Circular
A- 133 GC §34090
Vital - Before Completion
Attachment B
Sept. 15, 2026
Item #4 Page 19 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

If the record is not listed here, refer to the Retention Schedule 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.

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-2 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Lead Department CW-030 Agreements & Contracts:

ADMINISTRATIVE FILES

(Correspondence, Project Administration,
Project Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion +
10 years
Yes: Upon
Completion
Covers E&O Statute of Limitations; Published Audit
Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP §337
et. seq., GC §§34090, 60201

Vital - Before Completion
Lead Department CW-035 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or
RESPONSES to RFPs (Request for
Proposals) and/or RFQs (Request for
Qualifications) that don't result in a contract
2 years The RFP / RFQ and the successful proposal
becomes part of the agreement or contract; GC
§§34090, 60201,
Finance CW-040 Audits / Audit Reports / CAFR -
Comprehensive Annual Financial Reports
Copies - When
No Longer
Required
Copies; GC §§34090.7, 60200
CW-045 Bids: See Agreements & Contracts

Staffing Dept.

CW-050
Boards, Commissions & Committees: City
Council Subcommittees
(Composed solely of less than a quorum of
the City Council)
Permanent All recommendations are presented to the City Council; GC §§34090, 60201
Staffing Dept. CW-055 Boards, Commissions, & Committees:

Employees Staff Meetings / Department Staff
Meetings
2 years GC §§34090, 60201
CW-060 Boards, Commissions, & Committees:

External Organizations
(e.g. County Board of Supervisors)
When No
Longer
Required
Non-records
City Clerk CW-065 Boards, Commissions, & Committees:

Residents Advisory Bodies
Formed by CITY COUNCIL
 AGENDAS, AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
City Clerk retains originals; GC §§34090.7, 60200

Sept. 15, 2026
Item #4 Page 20 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-3 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
City Clerk CW-070 Boards, Commissions, & Committees:

Residents Advisory Bodies
Formed by CITY COUNCIL
 MINUTES, RESOLUTIONS &
BYLAWS
Copies - When
No Longer
Required
No City Clerk retains originals; GC §§34090.7, 60200
Finance CW-075 Budgets - Finals Copies - When
No Longer
Required
Yes: After
Upload
and QC
Final must be filed with County Auditor; GC
§§34090.7, 60200, 40802, 53901

Vital - Current Fiscal Year
Finance CW-080 Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail
Copies - When
No Longer
Required
GC §§34090.7, 60200
ASD / Finance
/ Risk Manage.

CW-085 Claims Copies - When
No Longer
Required
(Upon
Settlement)
Yes: After
Settlement
GC §§34090.7, 60200, 34090.6

Vital - Before Settlement
Lead (Responding) Dept. CW-090 Complaints / Concerns from Citizens Minimum 2 years
City preference; Statute of Limitations for personal
property, fraud, etc. is 3 years; Claims must be
filed in 6 months; CCP §§338 et seq., 340 et seq.,
342, GC §§34090, 60201
CW-100 Contracts: See Agreements
Lead Department CW-105 Copies or duplicates of any record Copies - When No Longer
Required
GC §§34090.7, 60200

Sept. 15, 2026
Item #4 Page 21 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-4 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Dept. that Authors
Document or
Receives the City's
Original Document
CW-110 Correspondence - ROUTINE
(Content relates in a substantive way to the
conduct of the public's business)

(e.g. Administrative, Chronological, General
Files, Letters, Memorandums, Reading File,
Working Files, etc.)
2 years GC §§34090, 60201
Dept. that Authors
Document
or Receives the City's
Original
Document

CW-115 Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intra-agency 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, checklist, feedback forms,
flyers, invitations, inventories, logs, mailing
lists, meeting room registrations, speaker
cards, supply inventories, telephone
messages, text messages, letters, thank you
notes, requests from other cities,
webpages, etc.)
When No
Longer
Required
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 §6252; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of California, 2017
City Clerk CW-120 Deeds, Easements, Final Orders of
Condemnations, Liens, Recorded Documents,
Rights of Ways (All)
Copies –
When No
Longer
Required
No Send all originals to the City Clerk; GC
§§34090.7, 60200
Lead Department CW-125 Deposit Accounts / Trust Accounts / Refundable Deposits
Close + 5
years
Department preference; meets auditing standards; GC
§§34090, 60201
Sept. 15, 2026
Item #4 Page 22 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-5 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Lead Department CW-130 DMV Pull Notices When
Superseded or
Separated
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
Lead Department CW-135 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
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, 60201, 6252, 6254(a)
Dept. that Authors
Document or
Receives the City's
Original Document
CW-140 Email 2 years

Emails are filed and retained based upon their
CONTENT. E-mails 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 electronically in a folder
outside the e-mail system.

GC §§34090, 60201, GC §6252; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of California, 2017
Lead
Department
CW-145 GIS Database / Data / Layers (both City- wide
and Specialized)
When No
Longer
Required
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
Lead
Department
CW-150 Grants (UNSUCCESSFUL Applications,
Correspondence)
2 years GC §§34090, 60201
Sept. 15, 2026
Item #4 Page 23 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-6 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Lead
Department
CW-155 Grants / CDBG / Reimbursable Claims
(SUCCESSFUL Reports, other records
required to pass the funding agency's audit, if
required)

Applications (successful), grant agreement,
program rules, regulations & procedures,
reports to
grant funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required –
Minimum 5
years
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; statewide
guidelines propose 4 years; 7 CFR 3016.42; 21 CFR
1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h),

92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29
CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR

92.42; OMB Circular A-110 & A-133; GC §34090,
60201
Lead Department CW-165 Leave Slips / Time Off Requests When No Longer
Required
Preliminary drafts not retained in the Regular Course
of Business GC §§34090, 60201
Lead Department CW-170 Litigation Files / Lawsuits / Court Case Files

Send Final Settlement Agreements to the City
Clerk
Final
Resolution
+ 5 years
Department preference; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; 60201, PC §832.5(b)

Vital - Until Settlement
Lead Department CW-175 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report Form
(or records of the chemical / substance /
agent, where & when it was used)
30 years Yes - After
Upload
and QC
Previous MSDS may be obtained from a service;
MSDS may be destroyed as long as a record of the
chemical / substance / agent, where & when it was
used is maintained for 30 years; Applies to qualified
employers; 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, 60201
City Clerk CW-180 Minutes: City Council, CMWD Board,
Community Development Commission, Public
Financing Authority, Successor Agency & all
city council; boards/commissions/committees
Copies - When
No Longer
Required
No Originals maintained by City Clerk Permanently; GC
§§34090.7, 60200

Vital
City Clerk CW-185 Municipal Code (these are copies) Copies - When No Longer
Required
No Return any whole unused codes to the City Clerk;
Originals maintained by City Clerk Permanently; GC
§§34090, 60201

Sept. 15, 2026
Item #4 Page 24 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-7 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Vital - current original
Lead Department CW-190 Newspaper Clippings When No
Longer
Required
Non-records - may be obtained from the newspaper
company; GC §§34090, 60201
Staffing Dept. CW-195 Notices: Public Hearing Notices and Proofs of Publications
2 years Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC
§§34090, 60201
City Clerk CW-200 Ordinances - City Council, CMWD Copies - When No Longer
Required
No Originals maintained by City Clerk Permanently; GC
§§34090.7. 60201

Vital
ASD / Human Resources CW-205 OSHA Inspections or Citations Send to Human
Resources
GC §§34090.7, 60200
ASD / Human Resources CW-210 Personnel Files (Department-level Files) 3 years After Separation or
Transfer
Ensure records kept in Department files comply with
City policy (all originals are sent to Human
Resources); GC §§34090.7, 60200

Vital - Before Separation
Lead Department CW-215 Personnel Files (Supervisor's Notes) Shred After Incorporation
into
Performance
Evaluation or
Documented
Discipline
Notes maintained in a separate folder to be
incorporated into performance evaluation, or to
document progressive discipline; GC §§34090, 60201

Vital - Before Annual Evaluation
Lead Department CW-220 Photographs When No
Longer
Required
Preliminary Drafts; destroy unnecessary photographs.

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-8 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Lead Department (Who
Ordered the Appraisal)
CW-230 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc.
2 years Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 60201, 6254(h)
Lead Department (Who
Ordered
the Appraisal)
CW-235 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: After
Upload
and QC
Not accessible to the public until purchase has been
completed; meets grant auditing requirements; 24
CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42,
GC §§34090, 60201

Vital - Before Purchase
City Clerk CW-240 Records Destruction Lists / Certificate of Records Destruction
Copies - When
No Longer
Required
GC §§34090.7, 60200

Sept. 15, 2026
Item #4 Page 26 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-9 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
CW-245 Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California
Cities, Chamber of Commerce, etc.)
When No
Longer
Required
Non-Records
Lead Department CW-250 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters,
etc.: Produced by YOUR Department
Minimum 2
years
Statewide guidelines propose superseded + 2 or 5
years; GC §§34090, 60201
Lead Department CW-255 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters,
etc.: Produced by OTHER Departments
When
Superseded
Copies; GC §§34090.7, 60200
Reference or Working Files: See
Correspondence

Lead Department CW-265 Reports and Studies (Historically significant - e.g., Zoning Studies)
Permanent Yes: After
10 years
Administratively and historically significant, therefore retained permanently; GC §§34090, 60201
Lead Department CW-270 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)
2 years GC §§34090, 60201
City Clerk CW-275 Resolutions: City Council/ CMWD, CDC, PFA, Successor Agency/all city council
boards /commissions /committees
Copies - When
No Longer
Required
No Originals maintained by City Clerk Permanently; GC
§§34090.7, 60200

Vital
Lead Department CW-280 Special Projects / Subject Files / Issue Files Minimum 2 years
Department Preference; GC §§34090, 60201
Lead Department CW-285 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 GC §§34090, 60201
Lead Department CW-290 Sustainability Programs / Travel Demand Programs / Annual Reports
Minimum 10
years
Department Preference; GC §34090
Sept. 15, 2026
Item #4 Page 27 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-10 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Finance / Payroll CW-295 Timecards / Time Sheets
(Finance keeps the originals with
employee signatures)
Copies - When
No Longer
Required
Yes: After
Upload
and QC
Department preference; Meets auditing standards
(audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide
digital signatures when they submit their timecards,
but some in Public Works and Community Services do
not (another employee enters their time); IRS Reg
§31.6001- 1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §§34090, 60201
Lead Department CW-300 Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Ethics & Safety Training
& Tailgates)
5 years Yes:

When
Inactive
Department preference; Ethics Training is 5 years;
Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their OSHA records 7
years; EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 60201, 53235.2(b)
Dept. that Originates
or Receives the City's
Original
Invitation to join
Collaboration

CW-305 ZOOM, TEAMS, GOVQA Notes,
Collaboration Meetings, Instant messages,
Chats
2 years GC §§34090, 60201

Sept. 15, 2026
Item #4 Page 28 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-1 | Page
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE

FINANCIAL REPORTING AND

ACCOUNTING

ASD /Finance /
Financial
Reporting &
Accounting
ASDF-000 1099's / 1096's 7 years Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca.

FTB: 3 years; 26 CFR §31.6001- 1(e)(2), R&T §19530,
GC
§§34090, 60201; 29 USC 436
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-005 Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, Temporary
Agency Invoices, etc.)
7 years Yes: After 1
year
May contain independent contractor's compensation,
expense reimbursement, or District credit card records; Meets municipal government auditing standards; Meets
municipal government auditing standards; GC §§34090,
60201

Vital – Until Paid
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-010 Assessment Rolls / Lighting and Landscape
Districts / Special District Assessment Rolls (to
Tax Assessor for Tax Rolls)
7 years Department preference; Meets auditing standards; GC §§34090, 60201 et seq.

ASD /Finance /
Financial
Reporting &
Accounting
ASDF-015 Audit / CAFR (Consolidated Annual Financial
Report), Single Audits, Component Unit Audits,
Internal Control Audits - FINAL
Permanent Yes: After 1
year
Department preference; GC §§34090, 60201

Vital – Until Paid
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-020 Audit Work Papers 7 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC
§§34090, 60201
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-025 Audits - Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc.
7 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC
§§34090, 60201
Sept. 15, 2026
Item #4 Page 29 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-2 | Page
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance /
Financial
Reporting &
Accounting
ASDF-030 Bank Statements and Trustee Statements,
Custodial Statements, Fiscal Agent Statements,
Investment Account Statements, Bank
Reconciliations, Bank Deposits, Bank Transmittal
Advice
7 years Department Preference; meets auditing standards; GC §§34090, 60201, 26 CFR 31.6001-1
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-035 Bonds (Revenue) Official Statements / Transcripts / Certificates of Participations (COPs) - Includes
Continuing Disclosure Reports

See Bank Statements for statement retention.

Fully Defeased
+ 10 years
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.

Vital – Until Maturity
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-040 Budget - FINAL Permanent Yes: After 1
year
Department preference; GC §§34090, 60201

Vital – Until Paid
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-045 Budgets - Preliminary, Proposed, Backup
Documents
(The Final Budget is maintained by the City Clerk
with the Agenda Packet)
When No
Longer
Required
Preliminary drafts; GC §§34090, 60201
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-050 Business Improvement Districts (BIDs)
- Golf Lodging BID, Tourism BID
7 years Department Preference; GC §34090

Vital – While Active

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Office of
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Retention
No.

Records Description Total
Retention
Destroy
Paper after
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and QC
Comments / References

ASDF-3 | Page
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance /
Financial
Reporting &
Accounting
ASDF-060 Carlsbad Golf Lodging Business Improvement
District (CGLBID) / Carlsbad Tourism Business
Improvement District (CTBID)

ANNUAL REPORT
Permanent No Department preference; GC §34090

Vital
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-070 Checks / Warrants - Cashed or Canceled 7 years

Yes: After 1
year
May contain independent contractor's compensation,
expense reimbursement, or District credit card records; Meets municipal government auditing standards; Meets
municipal government auditing standards; GC §§34090,
60201

Vital – Until Paid
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-075 Escheat (Unclaimed money / uncashed checks) 7 years 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
ASD /Finance
/Financial
Reporting &
Accounting
ASDF-080 FEMA Reimbursement / OES Reimbursements 10 years Department Preference; GC §§34090, 60201 ASD /Finance /
Financial
Reporting &
Accounting
ASDF-090 Financial Services Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-095 Fixed Assets 7 years Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR

1.6001- 1(e); GC §§34090, 60201
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-4 | Page
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance /
Financial
Reporting &
Accounting
ASDF-105 Investment Databases (Sympro, Wells Fargo) Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-110 Investment Reports & Backup 7 years Department Preference; GC §§34090, 60201 City Clerk ASDF-112 Investment Review Board
• AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required
GC §34090.7

City Clerk ASDF-113 Investment Review Board
• MINUTES, BYLAWS &

RESOLUTIONS
Copies -
When No
Longer
Required
Original signed Minutes sent to City Clerk for permanent storage; GC §34090.7

Vital
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-115 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor
Reports / Trade Tickets / LAIF (Local Agency
Investment Fund))
7 years Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900

Vital – Until Paid
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-120 Journal Entries (includes Water Customers) 7 years Department Preference; meets auditing standards; GC §§34090, 60201, 26 CFR 31.6001-1
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-125 Lighting and Landscape Districts - Formation
and Boundaries
Permanent Yes: After
Upload and
QC
Department preference; GC §34090

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-5 | Page
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RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance
/ Financial
Reporting &
Accounting
ASDF-130 Master Fee Schedule Permanent Yes: After 1
year
Department preference; GC §§34090, 60201

Vital – Until Paid
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-135 Reports, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue &
Expenditure Reports, etc. (MONTHLY OR

PERIODIC)
When No Longer
Required
Department preference (The Financial System Database
is the original; reports are considered drafts or copies); GC §§34090, 60201
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-140 Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street Report, etc.
7 years Yes: After
Upload and
QC
Department Preference; Meets auditing standards; GC
§§34090, 60201
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-145 W-9s Minimum 7 years Yes: After
Upload and
QC
Department Preference (meets municipal government
auditing standards); GC §§34090, 60201; 29 USC 436

Vital – Until Paid
Revenue
ASD /Finance
/Revenue
ASDF-150 Accounts Receivable - Miscellaneous
- Damage to Public Property, Invoices to Outside
Entities, Franchise Income, Gas Tax, Sales Tax,
TOT, etc.
5 years Yes: After
Upload and
QC
Department preference; Meets auditing standards; GC
§§34090, 60201 et seq.

ASD /Finance
/Revenue
ASDF-155 Ambulance Billing 5 years Department preference (meets municipal government auditing requirements); GC §§34090,
60201 et seq.

ASD /Finance
/Revenue
ASDF-160 Bankruptcies - NOT pursued When No Longer
Required
Preliminary drafts not retained in the ordinary course of business; GC §§34090, 60201
ASD /Finance
/Revenue
ASDF-165 Bankruptcies - Where a claim is filed 10 years Department Preference (negative information remains on credit ratings for 7 years); GC
§§34090, 60201
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-6 | Page
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance
/Revenue
ASDF-170 Business License & Permit _Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
ASD /Finance
/Revenue
ASDF-175 Business License & Permit
Applications, Renewals and
Changes
5 years Department preference (meets municipal government auditing requirements); GC §§34090,
60201 et seq.

ASD /Finance
/Revenue
ASDF-180 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Cash
Reports / Petty Cash
5 years Yes: After
Upload and
QC
Department preference; Meets auditing standards; GC
§§34090, 60201 et seq.

ASD /Finance
/Revenue
ASDF-185 Cashiering Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
ASD /Finance
/Revenue

ASDF-190 Collections / Collection Agency
Statements / Delinquent Accounts
7 years Department preference; Delinquencies remain on credit reports for 7 years; GC §§34090, 60201 et seq.

ASD /Finance
/Revenue
ASDF-195 Daily Cash 5 years Yes: After
Upload and
QC
Department preference; Meets auditing standards; GC
§§34090, 60201 et seq.

ASD /Finance
/Revenue
ASDF-200 Reports: Revenue 5 years These reports cannot be accurately re-created from the database; Meets auditing standards; GC
§§34090, 60201
ASD /Finance
/Revenue
ASDF-205 Returned Checks / NSF Checks 5 years Department Preference; Meets auditing standards; GC §§34090, 60201
ASD /Finance
/Revenue
ASDF-210 Utility Billing Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-7 | Page
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE Payroll
ASD /Finance /
Payroll
ASDF-215 CalPERS Reports - Annual Valuation Reports,
Actuarial Valuation Reports
Permanent Department Preference; GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-220 Computer Loan Agreements Fully Paid + 5
years
Department preference (meets municipal government
auditing requirements); GC §§34090,
60201 et seq.

ASD /Finance /
Payroll
ASDF-225 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 Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; 26 CFR
§31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 - 516.6, 29
USC 436, GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-230 Garnishments Satisfied +
7 years
Department preference; GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-235 Payroll File (By Employee Name) Separation +
7 years
Department preference; 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; GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-240 Payroll Reports - Annual Detail Permanent Yes: After Upload
and QC
Department preference for SBCERA Buy-backs; GC
§§34090, 60201
ASD /Finance /
Payroll
ASDF-245 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction
Reports, etc.)
7 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC
§§34090, 60201
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-8 | Page
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance /
Payroll
ASDF-250 Time Sheets / Time Cards / Overtime Sheets
/ Overtime Cards
Minimum 7
years
Yes: After
2 years
Department preference for Grant Auditing Purposes;
Meets municipal government auditing standards; GC
§§34090, 60201
ASD /Finance /
Payroll
ASDF-255 W-2's Permanent Yes: After 2
years
Department preference for PERS Buy-back purposes;
Meets IRS regulations (4 years after tax is due or paid); 26 CFR §31.6001-1(e)(2), GC §§34090, 60201
Purchasing
ASD /Finance /
Purchasing
ASDF-260 Bid Files - Cancelled or Rejected 2 years GC §§34090, 60201 Lead
Department
ASDF-265 Bid Files / Quote file / Proposals Contract
Expiration + 5
years
Department preference; Meets municipal government
auditing standards; GC §§34090,
60201
ASD /Finance /
Purchasing
ASDF-270 Credit Card Program Card Closed
+ 2 years
Department preference; Meets municipal government
auditing standards; GC §§34090,
60201
ASD /Finance /
Purchasing
ASDF-275 Purchase Orders & Backup / Purchase
Requisitions
5 years Department preference; Meets municipal government auditing standards; GC §§34090,
60201
ASD / Finance /
Purchasing
ASDF-280 Surplus Equipment Disposal (Vehicle Sale, Audit Reports)
5 years Department preference; Meets municipal government auditing standards; GC §§34090,
60201
ASD / Finance /
Purchasing
ASDF-285 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Department Preference; GC §34090 ASD / Finance /
Purchasing
ASDF-290 Vendor Lists When No Longer
Required
Preliminary drafts; GC §§34090, 60201

Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CA-1 | Page
Version 2026

RECORD RETENTION SCHEDULE - CITY ATTORNEY
City Attorney CA-000 Advice Files / Department Files When No Longer Required -
Minimum 2
years
Yes: After
Upload and
QC
Department preference; GC §34090
City Attorney CA-005 City Attorney Memoranda, Opinions and Opinion Index
Superseded + 2
years
Yes: After
Upload and
QC
Department preference; Statewide
guidelines propose superseded + 2 years;
GC §34090

Vital
City Attorney CA-010 Closed Session Material Permanent Yes: After Upload and
QC
Department preference; Statewide
guidelines propose superseded + 2 years;
GC §34090

Vital
City Attorney CA-013 Claims Closed + 5 years Yes: After Upload and
QC
Department preference; GC §34090;
HR-Retains file for processing
City Attorney CA-015 Litigation Files / Lawsuits / Court Case Files

Send Final Settlement Agreements to the City
Clerk
Minimum Final
Resolution + 5
years
Yes: After
Upload and
QC
Department preference; CCP § 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC §832.5(b)

Vital – Until Settlement

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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-1 | Page
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-000 Administrative Orders Permanent Department preference; GC §§34090, 60201 City Clerk CC-005 Agenda Packets/Agenda Bills/Agenda Staff Reports: City Council, CMWD Board, Redevelopment Agency,
Redevelopment Commission, Successor Agency,
Community Development Commission, Public Financing
Authority, Industrial Development Corporation, Industrial Development Authority, all city council
boards/commissions/committees
Permanent Yes: After
Upload and
QC
Department preference; GC §§34090, 60201
City Clerk CC-010 Agreements & Contracts -
Capital improvements (permanent structural change or
restoration) of any public structure, building, road or other public lands; Leases; Settlement Agreement,

MOU, JPA

Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work),

Examples of Infrastructure,
Architectural Design, Buildings,
bridges, covenants, development,
environmental, Joint Powers, MOUs, park
i
mprovements, property & property restrictions,
redevelopment, reservoirs, sewers, sidewalks, street &
alley improvements, settlement, subdivisions, utilities, water, etc.

Permanent Yes: Upon
Receipt of
Notice of
Completion,
if any, OR
After Upload
and QC
Department preference; All infrastructure
contracts
should be permanent for emergency
preparedness;
Statute of Limitations is 4 years; 10 years for
Errors & Omissions; land records are permanent
by law; CCP
§337 et. seq., GC §§34090, 60201; Contractor
has
retention requirements in 48 CFR 4.703

Vital – Before Completion
Notice of Completion is linked to the contract
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-2 | Page
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-015 Agreements & Contracts –
Artwork Loans & Exhibits, Class Instructors, Grants,
Maintenance, Performance & Event, Professional
Services-Non-Infrastructure, Use Facility

Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice to Proceed

Examples: Live Performance, TGIF related, concert, Class Instructor, CDBG grant, annual/quarterly inspection/,
maintenance/monitoring, consulting/staffing/admin/graphics design/staff development-training/coaching/outreach

Completion +
5 years
Yes: After
Upload and
QC
Department preference; Statute of Limitations is
4 years; Errors and Omissions / Professional
Liability is not applicable; CCP §§337. 337.1(a),
337.15, 343; GC §§34090, 60201

Vital – Before Completion

City Clerk CC-020 Agreements & Contracts –
All Minor Public Works Agreements (Install,
Replace or Repair)

Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice of Completion

Examples Maintenance, Repair/Installation, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming,
Professional Services, etc.

Completion +
10 years
Yes: Upon
Receipt of
Notice of
Completion, if
any, OR After
Upload and
QC
Department preference; Statute of Limitations is
4 years; 10 years for Errors & Omissions; land
records are permanent by law; CCP §§337.
337.1(a), 337.15, 343; GC §§34090,
60201, Contractor has retention requirements in
48 CFR 4.703(a)

Vital – Before Completion
Notice of Completion is linked to the contract

Sept. 15, 2026
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-3 | Page
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-025 Regulatory Agencies:

Alcohol Beverage Control License Applications (ABC
Applications) PUC Notices
2 years (Non-Records) Informational
City Clerk CC-030 Appeal Forms Permanent Yes: After
Upload and
QC
Department preference; GC §§34090, 60201
City Clerk CC-035 Articles of Incorporation Permanent Yes: After Upload and
QC
Department preference; GC §§34090, 60201
City Clerk CC-040 Board & Commission / Committee Maddy Act Lists / Vacancy Notices
2 years GC §§34090, 60201; 2 CCR 18702.5
City Clerk CC-045 Board & Commission Applications (Successful and Unsuccessful)
Permanent These become part of the Agenda Packet; GC
§§34090, 60201
City Clerk CC-050 Bonds (Performance Bonds, Subdivision Bonds, Letters of Credit)
Release of
Bond / Letter
of Credit
Yes: After
Release
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the
Notice of Completion is issued and replaced
with the Warranty Bond, which is released 1
year after the Notice of Completion date.

GC§§34090, 60201
City Clerk CC-053 City Council Inquiries 2 years Department preference; GC §§34090, 60201 City Clerk CC-055 City Council Policies Permanent Yes: After Upload and
QC
Department preference; GC §§34090, 60201
City Clerk CC-057 City Council Memorandums Permanent Department preference; GC §§34090, 60201

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-4 | Page
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-060 City Council Subcommittees:
• AGENDAS & AGENDA PACKET

(Composed solely of less than a quorum of the City Council) Permanent Yes: After
Upload
and QC
All recommendations are presented to the
City Council; GC §§34090, 60201
City Clerk CC-063 City Council Subcommittees:
• MINUTES

(Composed solely of less than a quorum of the City Council) Permanent No GC §34090.7, 60201
City Clerk CC-065 City Council, Board & Commission Historical List of Members
Permanent Department preference; GC §§34090, 60201
City Clerk CC-070 Claim Forms 2 years City Attorney retains Claim File; GC §§34090, 60201
City Clerk CC-072 Community Police Engagement Commission • AGENDAS & AGENDA PACKET
Permanent Yes: After
Upload and
QC
GC §34090.7,60201
City Clerk CC-073 Community Police Engagement Commission • MINUTES, RESOLUTIONS & BYLAWS
Permanent No GC §34090.7,60201
City Clerk CC-075 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL
7 years Yes: After
2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-080 Economic Interest Filings (FPPC Form 635) - Lobbyist Reporting
7 years Yes: After 2
years
Department Preference; 2 CCR 18615(d)
City Clerk CC-085 FPPC Form 801 (Gift to Agency Report) 7 years Must post on website; GC §81009(e) City Clerk CC-090 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)
7 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-095 FPPC Form 803 (Behested Payment Report) 7 years GC §81009e Sept. 15, 2026
Item #4 Page 41 of 235
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-5 | Page
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-100 FPPC Form 804 (Agency Report of New Positions) Permanent FPPC Regulation 18734(c); GC §81009e City Clerk CC-105 FPPC Form 805 (Agency Report of Consultants) Permanent FPPC Regulation 18734(c); GC §81009e City Clerk CC-110 FPPC Form 806 (Agency Report of Public Official Appointments)
7 years Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §§34090, 60201; GC
§81009(e)

Elections -
Consolidated

City Clerk CC-115 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings
2 years GC §53753(e)(2)
City Clerk CC-120 Campaign Filings (FPPC 400 Series Forms & Form 501):

UNSUCCESSFUL CANDIDATES
7 years Yes: After
2 years
Paper must be retained for at least 2 years; GC
§81009(b)&(g)
City Clerk CC-125 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
Permanent Yes: After
2 years
Paper must be retained for at least 2 years; GC
§81009(b)&(g)
City Clerk CC-130 Campaign Filings (FPPC 400 Series Forms): THOSE NOT

REQUIRED TO FILE ORIGINAL WITH CITY CLERK
(copies)
7 years Paper must be retained for at least 2 years; GC §81009(f)&(g)
City Clerk CC-135 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS not candidate-controlled)
7 years Paper must be retained for at least 2 years; GC §81009(c)&(g)
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-6 | Page
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-140 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-145 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Statewide guidelines proposes 4 years for
successful candidates, 2 years for unsuccessful;
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-150 Elections - GENERAL, WORKING or ADMINISTRATION Files
(Correspondence, Precinct Maps, County Election
Services, Candidate Statements to be printed in the
Sample Ballot, Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
2 years GC §§34090, 60201
City Clerk CC-155 Elections - HISTORICAL (Sample ballot, copies of resolutions, final results; Certificate of Election) Permanent No Retained for Historical Value, GC §§34090, 60201
City Clerk CC-160 Elections - Petitions (Initiative, Recall or Referendum) Results or Final
Examination
if No
Election + 8
mo.

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, 17400
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Office of
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(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
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and QC
Comments / References

CC-7 | Page
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RECORD RETENTION SCHEDULE – CITY CLERK
END of
Election
Section

City Clerk CC-165 Ethics Training Certificates -
Board Members and elected Officials
5 years GC §53235.2(b)
City Clerk CC-170 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant
historical interest, etc.)
Permanent No 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-175 LAFCO Certifications Permanent Yes: After Upload
and QC
Department Preference; GC §§34090, 60201
City Clerk CC-180 Minutes: City Council, CMWD Board, Redevelopment Agency, Redevelopment Commission, Successor Agency,
Community Development Commission, Public Financing
Authority, Public Improvement Corporation, Industrial
Development Authority, all city council
boards/commissions/committees
Permanent No GC §§34090, 60201
City Clerk CC-185 Municipal Code Administration,
Supplements, Distribution, etc.

When No
Longer
Required
Preliminary drafts not retained in the ordinary
course of business; GC §§34090, 60201
City Cler CC-19 Oaths of Office:

City Council, Boards & Commission Members, Deputized
Employees
Permanent Yes: After
Upload
and QC
Department Preference; GC §§34090, 60201
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Office of
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(OFR)
Retention
No.

Records Description Total
Retention
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Paper
after
Imaged
and QC
Comments / References

CC-8 | Page
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RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-195 Ordinances Permanent No GC §§34090, 60201

Vital
City Clerk CC-200 Petitions (submitted to Council on any subject- Dog Parks, Parking, Traffic Calming, etc. - That do not become part of an Agenda Packet)

See Elections for Initiative, Recall or Referendum Petitions 2 years Yes: After
Upload and
QC
Department preference; only 1 year is
required; GC §50115

City Clerk

CC-205
Public Comment Records (submitted by
members of the public; pertains to items not on the
Agenda)

2 years
GC §§34090, 60201

City Clerk

CC-210
Public Records Requests / Request for Records (GOVQA)
2 years
GC §§34090, 60201

City Clerk

CC-215
Recorded Documents: ALL - Deeds, Easements, Liens &
Releases, Rights of Way, Notices of Completion,
Recorded Agreements / Contracts, Certificate of
Compliance, etc.

Permanent No Department preference; GC §§34090, 60201
et seq.

Vital – All Deeds
City Clerk CC-220 Recordings - VIDEO of City Council and all Board and Commissions
Permanent Department Preference; Video recording of
meetings are only required for 90 days; GC
§§34090.7, 34090
City Clerk CC-225 Records Destruction Authorization Forms, Transfers Permanent Yes: After Upload and
QC
Department preference; GC §§34090, 60201
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-9 | Page
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RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-230 Records Management Audits 10 years Yes: After Upload and
QC
Department preference; GC §§34090, 60201
City Clerk CC-235 Records Retention Schedules /
Update Amendments to Records Retention Schedules
Permanent No GC §§34090, 60201 et. seq.

City Clerk CC-240 Resolutions: City Council, CMWD Board, Redevelopment Agency, Redevelopment Commission, Successor Agency,
Community Development Commission, Public Financing
Authority, Public Improvement Corporation, Industrial
Development Authority, all city council
boards/commissions/committees
Permanent No GC §§34090, 60201

Vital
City Clerk
/Lead
Department for
Commission
CC-245 Speaker Cards / Speaker Slips 2 years Preliminary drafts used to produce minutes; GC §§34090, 60201
City Clerk CC-250 Subpoenas (City Records) 2 years GC §§34090

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Office of
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(OFR)
Retention
No.

Records Description Total
Retention
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Paper
after
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Comments / References

CCO-1 | Page
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RECORD RETENTION SCHEDULE – CITY COUNCIL ADMINISTRATION City Manager
City Manager CCO-000 City Manager Files Minimum 2
years
Department preference; GC §§34090, 60201
City Manager CCO-003 Program Participant Application, Registration, Liability Release and Waiver,
Television/Video/Internet/ Model Release Form,
Attendance Form, final Evaluation (I.e. Citizen’s
Academy, etc.)
2 years GC §§34090

Vital – During class or program
City Manager CCO-005 Grand Jury Reports and Responses (Regarding City Operations)
5 years Department preference (the Grand Jury keeps their reports 5 years); GC §34090
City Manager CCO-010 Projects, Programs, Subject & Issues (Issues and/or projects will vary over time)
Minimum 2
years
Department preference; GC §§34090, 60201
Lead
Department
CCO-015 Speech Notes / PowerPoint Presentations When No Longer
Required
Notes, drafts, or preliminary documents; GC §34090 et
seq.

Finance CCO-020 Travel / Conferences Copies -
When No
Longer
Required
Invoices are maintained by Finance; GC §34090.7

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Office of
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(OFR)
Retention
No.

Records Description Total
Retention
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Paper
after
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and QC
Comments / References

CCO-2 | Page
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RECORD RETENTION SCHEDULE – CITY COUNCIL ADMINISTRATION Council Office
Council Office CCO-023 Advocacy Travel Reporting Form 2 years Department Preference; GC §§34090

Council Office CCO-025 City Council Files Minimum 2
years
Department preference; GC §§34090, 60201
Council Office CCO-030 Proclamations, Commendations, Awards, Certificates, Presentation or Announcement
Memos
2 years GC §§34090, 60201
Lead
Department
CCO-035 Speech Notes / PowerPoint Presentations When No Longer
Required
Notes, drafts, or preliminary documents; GC §34090 et
seq.

Finance CCO-040 Travel / Conferences Copies -
When No
Longer
Required

Invoices are maintained by Finance; GC §34090.7

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Office of
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(OFR)
Retention
No.

Records Description Total
Retention
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Paper
after
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and QC
Comments / References

COM-1 | Page
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RECORD RETENTION SCHEDULE - COMMUNICATIONS
Requesting
Department
COM-000 Communication Projects, Programs, Subjects,
Speech Notes, PowerPoint Presentations
(Projects vary)
When No
Longer Required
The Requesting Department retains the final
Record (these are preliminary drafts or copies; GC
§34090 et seq.

Communications COM-005 Informational Videos and Public Service Announcements (PSAs)
5 years Department Preference; GC §34090
Communications COM-015 Photo Waivers / Model Releases 5 years Department Preference; GC §34090 Communications COM-020 Press Releases (Except for Police) 2 years Department Preference; GC §34090

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-1 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
Community
Development
CD-000 Entertainment License Expiration
+ 4 years
Department preference; GC §34090

Vital – While Active Issues
Community
Development
CD-002 Private Property Permits Expiration
+ 4 years
Department preference; GC §34090

Vital – While Active Issues
Building &
Safety

CD / Building &
Safety
CD-000 Address Assignments / Changes / Corrections 2 years GC §34090 CD / Building &
Safety
CD-005 Address Files / Building Permits Permanent Yes: After Upload and
QC
Department preference; Statewide guidelines
propose permanent; GC §34090, H&S §19850

Vital
CD / Building &
Safety
CD-010 Address Files / Building Permits - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION,

TENANT IMPROVEMENTS, PRODUCTION
HOMES, CUSTOM HOMES; SINGLE FAMILY
RESIDENTIAL-SFR - including ADDITIONS
(ATTTACHED, DETACHED), REPLACEMENT,
2ND DWELLING UNIT (ADUs) - Structural
Calculations, Truss Calculations, Foundation
Calculations, Soils Reports, Energy (Title 24), Cut
Sheets, etc.

Permanent Yes: After
Upload and
QC
Department preference; Statewide guidelines
propose permanent; GC §34090, H&S §19850

Vital
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-2 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Building &
Safety
CD-015 Address Files / Building Permits - - SINGLE
FAMILY RESIDENTIAL – SFR ALTERATION,

DECK, DEMO, PATIO, POOL, REPAIR,
RETAINING WALL - Structural Calculations,
Truss Calculations, Foundation Calculations,
Soils Reports, Energy (Title 24), Cut Sheets, etc.

Permit Final + 2
years
Yes: After
Upload and
QC
Department preference; Statewide guidelines
propose permanent; GC §34090, H&S §19850

Vital
CD / Building &
Safety

CD-020 Building Permit Database Indefinite Department Preference - Data is interrelated; GC §34090, H&S §19850

Vital
CD / Building &
Safety
CD-025 Building Documents and Plans - Cancelled,
Expired or Withdrawn (permit not issued –
working file)
Upon Expiration,
Cancellation or
Withdrawal
Department preference; Preliminary drafts not retained
in the ordinary course of business; CBC §104.7;
H&S§19850, GC §34090

CD / Building &
Safety
CD-030 Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION,

TENANT IMPROVEMENTS, PRODUCTION
HOMES, CUSTOM HOMES; SINGLE FAMILY
RESIDENTIAL-SFR - including ADDITIONS
(ATTTACHED, DETACHED), REPLACEMENT,
2ND DWELLING UNIT (ADUs) Includes
cancelled, expired or withdrawn.

Permanent Yes: After
Upload and
QC
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

Vital
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-3 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Building &
Safety
CD-035 Building Plans - Finalled - SINGLE FAMILY

RESIDENTIAL - SFR ALTERATION, DECK,

DEMO, PATIO, POOL, REPAIR, RETAINING
WALL Includes cancelled, expired or withdrawn.

2 years Department preference; 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

Vital
CD / Building &
Safety
CD-040 Certificate of Occupancy (CofO) Permanent Yes: After Upload and
QC
Department Preference; GC §34090

2 years

GC §34090
CD / Building &
Safety
CD-060 Reports: Building Activity When No
Longer
Required
Preliminary Drafts (the database is the original); GC
§34090
CD / Building &
Safety
CD-065 Requests & Permissions to Receive
Copies of Plans (to and from Architects)
2 years
GC §34090

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-4 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Building &
Safety
CD-070 Specialized Inspections (Concrete,
Welding, etc.)
Permanent Yes: After
Upload and
QC
Department Preference; GC §34090

Vital
CD / Building &
Safety
CD-075 Uniform Building Codes / California
Building Codes
Minimum While
Ordinance is in
Force
GC §50022.6
Code
Enforcement

CD / Building &
Code
Enforcement
CD-080 Citations Minimum 2 years Department Preference; GC §34090 CD / Building &
Code
Enforcement
CD-085 Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)

All Liens are sent to the City Clerk
When No Longer
Required
Minimum 2
years
Yes: After
Upload and
QC
Department preference; Case is open until
satisfactorily resolved (some cases are not
resolved); CFC §104.3.4, GC §34090

Vital – Until Resolution
Land
Development

CD / Land
Development
CD-090 CFD Audits / LDE Audits / Land
Development Project Audits / Landscape
District Improvement Audits / Community
Facility District Audits

Receipts, Request for Refund, Proof of
Refund, Audit
Completion of
Project + 10
years
Department preference; Developers are reimbursed for
the improvements after audit; Exceeds auditing
standards; (bond auditing purposes; IRS regulations
state, "…material records should generally be kept for
as long as the bonds are outstanding, plus 3 years
after the final redemption date of the bonds"); 26 CFR

1.6001-1(e); GC §§34090, 60201 et seq.

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-5 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Land
Development
CD-095 Connections into Water or Wastewater
Systems
Permanent No Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in
Public Works for administrative purposes; GC
§§34090, 60201, 34090.7

Vital
CD / Land
Development
CD-100 Design & Construction Standards - Authored by
the City
Permanent Yes: After
Upload
and QC
Department Preference; GC §34090
CD / Land
Development
CD-105 Land Development Projects / Project Files:

Administration File
Correspondence - Content IS substantive, etc.

Completion +
10 years
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

Vital – Until Completed
CD / Land
Development
CD-110 Land Development Projects / Project Files:

Permanent Files

Drainage, Driveway, Final Reports, Grading
Plans, Improvement Plans, Soil Reports,
Stormwater, etc.

Dedications, Easements, Abandonments (City
Clerk is OFR)
Permanent Yes: After
Upload
and QC
Department preference; retained for disaster
preparedness purposes; GC §34090

Vital – Until Completed

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-6 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Land
Development
CD-115 Land Development Projects / Project Files:

Preliminary Drafts

Title Reports, Correspondence - Content NOT
Substantive, Preliminary Calculations
When No
Longer
Required
Preliminary drafts; GC §34090
CD / Land
Development
CD-120 Oversized Load Permits (OLP) 2 years GC §34090
CD / Land
Development
CD-125 Parcel Maps, Tract Maps / Subdivision Maps Permanent Yes: After Upload
and QC
Department preference; GC §34090

Vital – Until Completed
CD / Land
Development
CD-130 Plan Checks for Land Development Permits When No Longer
Required
Preliminary drafts; GC §34090 et seq.

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

Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-7 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Planning CD-150 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations,
Technical Reports, etc.)
Inside City boundaries
Permanent Yes:

After
Upload
and QC
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
CD /Planning CD-155 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations,
Technical Reports, etc.)

Outside City boundaries
When No
Longer
Required
Non-records; EIRs and Negative Declarations within
the City Boundaries are with the project file
CD /Planning CD-160 General Plan, Elements and Amendments, Climate Action Plan
Permanent Yes: After
Upload
and QC
City Clerk Maintains all Agenda Packets
Permanently; GC §34090.7
City Clerk CD-162

Historic Preservation Commission
• AGENDAS & AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7
City Clerk CD-164

Historic Preservation Commission
• MINUTES, BYLAWS & RESOLUTIONS
Copies -
When No Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage
GC §34090.7

Vital
CD /Planning CD-165 Master Plans, Specific Plans, Land Use Plans, etc.

Permanent Yes: After
Upload
and QC
Department Preference; GC §34090
CD /Planning CD-170 Materials Boards When No Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §34090
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-8 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
City Clerk CD-175 Planning Commission
• AGENDAS & AGENDA PACKETS
Copies - When No
Longer Required
Yes: After
Upload and
QC
GC §§34090.7, 60200
City Clerk CD-185 Planning Commission
• MINUTES, BYLAWS & RESOLUTIONS
Copies - When No
Longer Required
No Original signed Minutes sent to City Clerk for
permanent storage; GC §§34090.7, 60200

Vital
City Clerk CD-190 Planning Commission
• VIDEO RECORDINGS
Permanent Department Preference; Video recording of meetings are only required for 90 days; GC
§§34090.7, 34090
CD /Planning

CD-195 Planning Project Log of Applications,
Database
Indefinite Department Preference - Data is interrelated; GC §34090, H&S §19850

Vital
CD /Planning CD-200 Planning Project Files – Approved (includes Expired) or Denied Permanent Entitlements

(Includes Associated CEQA Noticing,
Conditions of Approval, Public Noticing,
Environmental Determinations, Staff Reports,
Plans & Maps)

Examples: Conditional Use Permits (CUPs),
Correspondence, Parcel Maps, Planned Unit
Developments (PUD), Sign Permits, Site Plans,
Tentative Subdivisions, Variances, Zone
Changes, SB 330 PRE project files, etc.

Permanent Yes:

After
Upload
and QC
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR §15095(c);
GC§§34090, 34090.7

Vital
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-9 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD /Planning CD-205 Planning Project Files - Temporary
Campaign Sign Permits, Temporary Sign
Permits, etc.
2 years Department preference; GC§§34090, 34090.7
CD /Planning CD-210 Planning Project Files - Withdrawn or Voided Permanent Entitlements
Application, Description, Final Letter.
2 years Department preference; GC§§34090, 34090.7
CD /Planning CD-215 Preliminary Review File / PRE Files (non-SB 330)
8 years Yes:

After
Upload
and QC
Department preference; GC §34090
CD /Planning CD-225 Zoning Maps (Historically Significant) Permanent No Department Preference; GC §34090.7

Vital
CD /Planning CD-230 Zoning Ordinance Amendments
Reclassifications / Zone Change
Permanent Yes:

After
Upload
and QC
Department Preference (copies); GC §34090.7

Vital

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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

ED-1 | Page
Version 2026
RECORD RETENTION SCHEDULE – ECONOMIC DEVELOPMENT
Economic
Development
ED-000 Reports and Studies
• Retail
• Lighting
Hospitality & Tourism, etc.

Permanent Department preference; GC §34090

Vital – While Active Issues
Economic
Development
ED-010 Non-Disclosure Statements, Waivers 2 years GC §34090

Vital – While Active Issues
Economic
Development.

ED-015 HubSpot (New CRM) Indefinite Department preference; GC §34090

Vital – While Active Issues

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

Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-1 | Page
Version 2026

RECORD RETENTION SCHEDULE -FIRE
Administration
Human
Resources
FR-000 Employee Grievances Separation +
6 years
Yes: After
Upload and
QC
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 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090,60201; LC
1198.5
Fire / Admin FR-003 Fire Incident Records Request (non-subpoena) 2 years GC §34090 Fire / Admin FR-004 Fire Incident Response Reports –National Emergency Response Information System
(NERIS)
5 years Department preference; GC §34090
Fire / Admin FR-008 Fire Incident Subpoenas 2 years GC §34090

Fire / Admin

FR-010
Internal Affairs Investigations - Fire Personnel
(Written Reprimands or Higher are sent to Human
Resources)
Final Disposition
+ 5 years
Department preference; GC §§12946, 34090; VC
§2547
Fire / Admin FR-015 ISO Insurance Ratings Minimum 15
years
Department preference (rated every 10 years); GC
§34090
Fire / Admin FR-020 Monthly Statistical Reports / Run Statistics When No Longer Required
Considered a preliminary draft / copy (the Fire database is the original); GC §34090 et seq.

City Clerk FR-025 Mutual Aid Agreements, Joint Power Authorities Copies - When No
Longer
Required
Originals Maintained by City Clerk or County Clerk of
the Board Permanently; GC §34090.7
Fire / Admin FR-030 Programs and Projects (e.g. Cadet, CPR Program, Explorer Program, Fire Service Day,
etc.)
Minimum 2
years
Department preference; GC § 34090 et seq.

Fire / Admin FR-035 Ride-Along Waivers 2 years GC §34090 Fire / Admin FR-040 Strike Team Reimbursement (OES / FEMA) 10 years Department preference; GC §34090

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FR-2 | Page
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RECORD RETENTION SCHEDULE -FIRE
Emergency
Medical
Services

Fire / EMS FR-045 Apparatus, Equipment & Vehicle Records & Testing (EMS)

Ambulance vehicle servicing, ECG monitor
servicing, etc.

Surplus + 5
years
Department preference to be in compliance with NFPA
Standards for in-service automotive fire apparatus;
NFPA 1911.4.7.3 & Annex C.5, GC §34090
Fire / EMS FR-050 Controlled Substance Logs, Inventories / Ambulance Inventory Logs
3 years Department preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04

Vital
Fire / EMS FR-060 EMS Complaints (not personnel related) / CQI (Continuous Quality Improvement) / Quality
Assurance
3 years Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §34090
Fire / EMS FR-065 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Yes: After 1
year
24 CFR 164.530(j)
Fire / EMS FR-070 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent
Form with Assignment of Benefits: ADULTS
7 years Yes:

After 1 year
Adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended
by AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP
§340.5, GC §34090; H&S §§1797.98(e) 123145; 42
CFR 482.24(b); 9 CCR 9444, 22 CCR 70751(c) &
71551(c); 22 CCR 70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1, Section 110.3

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RECORD RETENTION SCHEDULE -FIRE
Fire / EMS FR-075 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent
Form with Assignment of Benefits: JUVENILES
Age 19,
Minimum 7
years
Yes: After 1
year
Adults required for 7 years; minors until 1 year after age 18, but not less than 7 years; 10 years is recommended
by AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP §340.5, GC §34090; H&S §§1797.98(e) 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR 70751(c) & 71551(c);
22 CCR 70751(c), 71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3

Emergency
Preparedness

Fire / Admin FR-080 Emergency Operations Plan (includes Office of Emergency Management & Homeland
Security, Emergency Preparedness and
Emergency
Services)
Superseded and
Approved
- Minimum 2
years
No GC §34090

Vital - All
Fire / Admin &
Police/ Admin.

FR-085 EOC Activations & Exercises 10 years Yes: After QC Department preference; GC §34090 Fire Marshal &
Fire & Life
Safety

Fire / Fire
Marshal & Fire &
Life Safety
FR-090 Brush Abatement / Vegetation Abatement / Weed
Abatement
When No
Longer Required
- Minimum 2
years
Department preference; GC §34090
Fire / Fire
Marshal & Fire &
Life Safety
FR-095 Fire Citations / Notice of Violations When No
Longer Required
- Minimum 2
years
Department preference; GC §34090

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FR-4 | Page
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RECORD RETENTION SCHEDULE -FIRE
Fire / Fire
Marshal & Fire &
Life Safety
FR-100 Fire Code Permits / Special Event Permits / Film Permits / Explosives Permits (assembly permits,
candle permits, tent permits, fire hydrant use,
open flame, etc.)
When No
Longer
Required -
Minimum 2
years
Department preference; GC §34090

Vital – Before Event
CED / Building FR-105 Fire Construction Documents (Submittals, Shop Drawings Necessary for Fire Code
Compliance)
Completion +180
days
CFC §106.4 et seq.

Fire / Fire
Marshal & Fire &
Life Safety
FR-110 Fire Inspections
/ Business Inspection Files
/ Occupancy Inspections
Life of the
Structure or
Activity, or Min. 5
years, whichever
is longer
Yes: After
Upload and
QC
Required for the Life of the Structure or Activity, or
Minimum 5 years; CFC §§ 104.7.1 – 104.7.6
Fire / Fire
Marshal & Fire &
Life Safety
FR-115 Fire Investigations - Arson & Capital Crimes
Only
Yes: After
Upload and
QC
Department preference (Capital Crimes have no statute
of limitations); GC §34090 et seq.

Fire / Fire
Marshal & Fire &
Life Safety
FR-120 Fire Investigations - OTHER Than Arson &
Capital Crimes
When No Longer
Required -
Minimum 5
years
Department preference; GC §34090 et seq. and
CFC 104.7.3
Fire / Fire
Marshal & Fire &
Life Safety
FR-125 Fire Protection and Alarm System Plans, Permits, Reports
Life of the
Structure
or Activity
Yes: After
Upload and
QC
CFC § 104.7.1 – 104.7.6

Fire / Fire
Marshal & Fire &
Life Safety
FR-130 Public Information / Education (when produced
internally)
When No Longer
Required -
Minimum 2
years
Department preference; GC §34090

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FR-5 | Page
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RECORD RETENTION SCHEDULE -FIRE
Operations /
Suppression

Fire / Ops FR-133 Apparatus, Equipment (SCBA, etc.) & Vehicle Records& Testing (Non-EMS)

Surplus + 5
years
Department preference to be in compliance with NFPA
Standards for in-service automotive fire apparatus;
NFPA 1911.4.7.3 & Annex C.5, GC §34090
Lead
Department
FR-135 Daily (Weekly, Monthly, Bi-Annual) Vehicle Safety Checks / Daily (Weekly, Monthly, Bi-Annual)
Vehicle Inspections / Daily (Weekly, Monthly, Bi-
Annual) Equipment Checks

When No
Longer Required
-
Minimum 5
years
GC §34090
Public Works/
General
Services OR
Fire
FR-145 Hazardous Waste Manifests / Certificates of
Disposal
Permanent Yes: After
Upload and
QC
Department preference (City has "cradle to grave"
liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
Fire / Ops FR-150 Pre-Fire Plans When
Superseded
Bi-Annual Preliminary drafts; GC §34090 et seq.

Vital – Before Event
Training
Fire / Training &
Human
Resources
FR-155 Employee Medical File - Fire Only

Includes Respirator Fit Tests, Medical
Questionnaires, etc.

Separation + 30
years
Yes: When
Inactive
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, 29
CFR 1910.1020(d)(1)(i), GC §§12946, 34090
Fire / Training &
Human
Resources
FR-160 Employee Training File (by employee) Individual
Training Certificates
Separation + 5
years
Yes: When
Inactive
Department preference; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3 years
for personnel actions; Claims can be made for 30 years
for toxic substance exposure; 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 34090

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FR-6 | Page
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RECORD RETENTION SCHEDULE -FIRE
Fire / Training &
Human
Resources
FR-163 Fire Probationary Tests / Daily or Monthly
Evaluation Reports for Probationary Employees
Separation + 5
year
GC §34090
Fire / Training FR-165 Performance Activity Cards 1 year Preliminary drafts; GC §34090 et seq.

Fire / Training FR-170 Training RMS Database (Target Solutions) Indefinite Data is interrelated; GC §34090 et seq.

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Office of
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(OFR)
Retention
No.

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after
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HHS-1 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
City Clerk HS-001 Agricultural Conversion Mitigation Fee -

AGENDAS & AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7

City Clerk
HS-002 Agricultural Conversion Mitigation Fee
• MINUTES, BYLAWS &

RESOLUTIONS
Copies -
When No Longer
Required
No Original signed Minutes sent to City Clerk
GC §34090.7
City Clerk HS-003 Housing Commission
• AGENDAS & AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7

City Clerk
HS-004 Housing Commission
• MINUTES, BYLAWS &

RESOLUTIONS
Copies -
When No Longer
Required
No Original signed Minutes sent to City Clerk
GC §34090.7
Grants
Housing
Services /
Grants
HS-005 Grants:
• CDBG Subrecipients -

UNSUCCESSFUL

2 years GC §34090

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Office of
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HHS-2 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Housing
Services /
Grants
HS-010 Grants:
• CDBG Subrecipients -SUCCESSFUL

Applications, Agreements (Grants,
Subrecipients), Audit records and other
documentation required by funding agency,
Correspondence, Program Procedures, Rules
and Regulations, Reports (performance,
monitoring, sent to grant funding agency, etc.),
Completion Records

7 years or after
funding agency
audit, if required,
whichever is
longer
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; statewide guidelines
propose 4 years; 7 CFR 3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490,
& 570.502(a & b), 28 CFR 66.42; 29 CFR 97.42; 40
CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB
Circular A-110 & A-133; GC §34090
Housing
Services /
Grants
HS-011 Grants –
• Agricultural Conversion
Mitigation Fee Community
Grant

Applications/Correspondence
Project completion
+ 5 years
Yes GC §34090

Affordable Housing &
Section 8

Housing
Services /
Housing
HS-015 Five-Year Consolidated Action Plan and the
related Action Plans / PHA Plans
Expiration of Plan
+ 5 years
Consolidated Plan Requirement; GC §34090
Housing
Services /
Housing
HS-020 Foreclosure Notices / Notices of Defaults
(NOD) - for Private Property
When No Longer
Required (after
affordability
period)

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Office of
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(OFR)
Retention
No.

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Retention
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Paper
after
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Comments / References

HHS-3 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Housing
Services /
Housing
HS-025 Housing Loan Applications - Denied, Cancelled
or Withdrawn

(Potential Buyers, First Time Home Buyers,
Life/Safety, Rehabilitation, HOME, etc.)
4 years after date
of denial,
cancellation or
withdraw
GC §34090
Housing
Services /
Housing
HS-030 Housing Programs:
• Affordable Housing Projects
• Rehabilitation,
• CDBG-funded Housing Projects, etc.
• Housing Trust Fund (HTF) funded

5 years after
the Affordability
Period Terminates,
or the Written
Agreement
Terminates,
whichever is longer
Yes: When
Inactive
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; statewide guidelines propose 4 years; 24 CFR 85.42,92.508(a)&(c) &
570.502(a)(16), 29 CFR 97.42, GC §34090
Housing
Services /
Housing
HS-040 HUD Reports 7 years or after
funding agency
audit, if
required,
whichever is
longer
Meets HUD requirements; GC §34090
Housing
Services /
Housing
HS-045 Section 8:
• Applications for Program
Disqualified, Determined Ineligible,
Dropped from Wait List
Date of
disqualification or
wait list removal +
3 years
24 CFR 982.158, GC §34090
Housing
Services /
Housing
HS-050 Section 8:
• Database of Active Clients
Indefinite -
Minimum 7 years
Data is interrelated; GC §34090; HUD Notice PIH
98- 48, 99-49
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Office of
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(OFR)
Retention
No.

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Retention
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after
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HHS-4 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Housing
Services /
Housing
HS-055 Section 8:
• Inactive Tenant Files - Clients WITH
Unpaid Balances or Fraud
• Includes Contracts & Billings

Permanent Yes: After 10
years
Department preference; HUD guidelines require
funding, contract, and financial records for Section 8
records for 6 years and 3 months after the fiscal year; Required for 3-4 years from expenditure or
performance report; 24 CFR 85.42, 570.502, 982.158;
29 CFR 97.42; HUD
Notice PIH 98-48, 99-49

Vital – While active participant (see HS-050)
Housing
Services /
Housing
HS-060 Section 8:
• Inactive Tenant Files - Clients -
WITHOUT Unpaid Balances or Fraud
• Includes Contracts & Billings
Close of File + 7
years
HUD guidelines require funding, contract, and financial records for Section 8 records for 6 years and 3 months
after the fiscal year; 24 CFR 85.42, 570.502, 982.158;
29 CFR 97.42; HUD Notice PIH 98-48, 99-49

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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
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Paper
after
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Comments / References

HHS-5 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Homeless
Services

Housing
Services/
Homeless
Services
HS-062 Grants – FEDERAL
• HUD Continuum of Care Grant
Program

Applications, Agreements (Grants,
Subrecipients), Financials (invoices, etc.),
Audit records and other documentation required
by funding agency, Reports (performance,
monitoring, sent to grant funding agency, etc.)
Completion Records

Close of grant
year + 5 years
24 CFR § 578.103(c); GC §34090

Housing
Services/
Homeless
Services
HS-063 Grants – STATE
• State Encampment Resolution
Funding Program
• Permanent Local Housing Allocation
Program

Grant closure
date + 5 years
CA State Standard Agreement - STD Form 213 Exhibit
D, adheres to relevant contract language; GC §34090

Housing
Services/
Homeless
Services
HS-065 Housing Navigation:
• Client Files - Program documents
Close of case +
7 years
SD Regional Task Force on Homelessness (RTFH)
Management Information System (HMIS) Policies and
Procedures- Section 5.3 Retention
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Office of
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Retention
No.

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HHS-6 | Page
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RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Redevelopment
/Successor
Agency
Redevelopment Dissolution documentation should be
handled in Finance Section (ROPS, etc)
Housing
Services /
Redevelopment
/ Successor
Agency
HS-070 Real Estate Appraisals 5 years from date
of disposition or
acquisition
Department preference meets municipal
auditing standards; GC §34090
Housing
Services /
Redevelopment
/ Successor
Agency
HS-075 Redevelopment Plans Permanent Department preference for Historical Purposes; GC §34090
Housing
Services /
Redevelopment
/ Successor
Agency
HS-080 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
Planning, Building and Engineering retains final
documents of construction projects (transfer any CIP
project files to Engineering); Covers various Statute of Limitations; CCP §337 et seq.; GC §34090
Housing
Services /
Redevelopment
/ Successor
Agency
HS-085 Relocations Completion + 5
years
Department preference meets municipal auditing
standards; CCP §337 et seq.; GC §34090

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HR-1 | Page
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RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Personnel and
Recruitment

Human
Resources
HR-000 Benefit Plan Documents (CalPERS,
Optical, Dental, etc.)
Duration of the
Contract + 6
years
EEOC / ADEA (Age) requires 1 year after benefit
plan termination; Federal law requires 6 years after
filing date for retirement; State Law requires 4 years
after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC
§§12946, 34090, 60201

Vital - For duration of contract
Human
Resources
HR-005 Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 4
years
Bureau of National Affairs recommends 2 years for
all supplementary Personnel records; Wage rate
tables are 1 or 2 years; State requires 4 years; 29
CFR 516.6, 29 CFR1602.14, GC §§12946, 34090,
60201
Human
Resources
HR-010 Compensation Surveys & Studies Minimum 4
years
Bureau of National Affairs recommends 2 years for
all supplementary Personnel records; Wage rate
tables are 1 or 2 years; State requires 4 years; 29
CFR 516.6(2), 29 CFR 1602.14, GC
§§12946, 34090, 60201
Human
Resources
HR-015 Deferred Compensation (City Statements) 7 years Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published
articles for bank statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
Human
Resources
HR-025 DMV Pull Notices When
superseded, or
Upon separation
Department preference; GC §§34090, 60201
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Retention
No.

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Retention
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HR-2 | Page
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RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-030 Drug & Alcohol Test Results / DOT Files (All
- Positives and Negatives)
Filed by Employee Name
Separation + 5
years
Department preference; D.O.T. Requires 5 years for
positive tests, 1 year for negative tests;
EEOC/FLSA/ADEA (Age) requires 3 years physical
examinations; State Law requires 4 years; 29 CFR
1627.3(b)(1)(v), GC §§12946, 34090, 60201; 49 CFR
655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR
653.71, 49 CFR Part 40
Human
Resources
HR-035 EEO-4 Reports and records required
to generate EEO-4 report (Self- Identification
Form, etc.)
3 years 29 CFR 1602.30
Human
Resources
HR-040 Employee Tuition Reimbursement Files Fully Paid
+ 5 years
Department preference (meets auditing standards); GC
§§34090, 60201
Human
Resources
HR-045 Human Resources / ERP Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
Human
Resources
HR-050 I-9s Separation
+ 4 years
Yes: After
Upload and
QC
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 4 years; 8 CFR 274a.2; 29
CFR 1627.3(b)(i); GC §§12946, 34090, 60201
Human
Resources
HR-055 Internal Investigation Separation
+ 6 years
Department preference; GC §§12946, 34090, 60201

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Retention
No.

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HR-3 | Page
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RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-060 Job Descriptions / Classification Specifications Minimum Superseded
+ 4 years
Yes: After 1
year
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

02.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC
§§12946, 34090, 60201
Human
Resources
HR-065 Labor Relations Files

(Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.)
Minimum 10
years
Department preference; GC §§34090, 60201
Human
Resources
HR-070 OSHA Inspections and Citations 5 years OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §§34090, 60201; LC §6429c, 8
CCR §14300.33
Human
Resources
HR-075 OSHA Logs - 200, 300, 301, 301A 5 years OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §§34090, 60201; LC §6429c, 8
CCR §14300.33
Human
Resources
HR-080 Personnel Files - Background Files Separation + 6 years
Yes: After
Upload and
QC
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; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946,
34090, 60201; LC 1198.5
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-4 | Page
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-085 Personnel Files - Benefit File, Retiree File

Includes W-4s
Separation
+ 6 years, or
Termination of
Benefits,
Whichever is
Longer
Yes: After
Upload and
QC
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; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090, 60201; LC
1198.5
Human
Resources
HR-090 Personnel Files - Employee File, Grievance
File

Includes Application, Evaluations, Policies,
Oaths of Office, PAFs (Personnel Action Forms),
etc.

Separation
+ 6 years
Yes: After
Upload and
QC
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; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090, 60201; LC
1198.5
Human
Resources
HR-095 Personnel Files - Medical File (all employees)

Pre-employment Medical Clearances, ADA
Accommodations, Respirator Fit Tests, etc.

Separation +
30 years or
Termination of
Benefits,
Whichever is
Longer
Yes: After
Upload and
QC
Department preference; Files maintained separately;
Claims can be made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090, 60201; LC
1198.5

Vital - Until separation
Human
Resources
HR-100 Recruitment and Testing File (Includes
Background Files for Unsuccessful Applicants)

(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes, Job
Brochures, Test Data, Testing Analysis &
statistical Metric, Job Analysis, Rating Sheets,
Scantrons, etc.)
Closing Date of
Job Posting + 4
years
Department preference; EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law requires 4 years; 29
CFR 1627.3(b)(i), 29 CFR 1602.14 et seq.2 CCR
11013(c); GC §§12946, 34090, 60201
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-5 | Page
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-105 Studies & Surveys Conducted on Behalf of
the City (Sick Leave,
Attrition, Benefits, etc.)
When No Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §§34090, 60201
Human
Resources
HR-110 Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees,
see HR-115
Separation +
30 years or
Termination of
Benefits,
whichever is
Longer
Yes: After
Upload and
QC
Department preference; Files maintained
separately; Claims can be made for 30 years for
toxic substance exposure; 8 CCR §3204(d)(1) et
seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946,
34090, 60201

Vital – Until separation
Risk
Management

Human
Resources / Risk
Management
HR-115 Accident Reports / Incident Reports / City Vehicle Accident Reports (injuries that occur due to
exposure is separation +30 years)
5 years GC §§34090, 60201, Cal/OSHA retention is 5 years, 8 CCR §14300.33,
Human
Resources /
Risk
Management
HR-120 ADA Requests, Evaluations Final
Determination
+ 5 years
Department Preference; GC §§34090, 60201
Human
Resources / Risk
Management
HR-123 Claims/Reports – Childhood Sexual Assault
(Includes all reports relating to, concerning or
involving childhood sexual assault)
50 years Department preference; AB 452; GC §§34090, 60201

Vital – Until settlement
Human
Resources /
Risk
Management
HR-125 Claim Runs 7 years Department preference; GC §§34090, 60201 Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-6 | Page
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources /
Risk
Management
HR-130 Claims / Loss Recovery Files
Includes:

Potential Loss
No Loss Recovery to Pursue
Final Resolution
+ 5 years
Department preference (meets municipal government
auditing standards); CCP § 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)

Vital – Until setttlement
Human
Resources /
Risk
Management
HR-135 Insurance Certificates (for vendor contracts)
Includes:
• City as Additional Insured
When No Longer
Required
Department preference; CCP § 337 et seq.; GC §§
34090, 60201
Human
Resources /
Risk
Management
HR-140 Insurance Polices (City-owned
policies)
Permanent Yes: After
Upload
and QC
Department preference; GC §§34090, 60201
Human
Resources /
Risk
Management
HR-145 Insurance Review Requests
Includes:
• Insurance Waiver Requests
• Evidence of Coverage Requests
5 years Preliminary drafts; GC §§ 34090, 60201
Finance / Risk
Management
HR-150 Liability Database
(ACCESS Database - Claims)
Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
Finance / Risk
Management
HR-155 Public Official Bonds Expiration + 5
years
Department preference; GC §§34090, 60201
Finance / Risk
Management
HR-160 Special Events Insurance 2 years Department preference; GC §§ 34090, 60201

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-7 | Page
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Volunteer and
Mediation
Programs

Human
Resources /
Volunteer &
Mediation
HR-165 Neighborhood Mediation Files Minimum 2 years Department preference; GC §34090 Human
Resources /
Volunteer &
Mediation
HR-170
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Separation + 4
years
Yes: 1
year
Courts treat volunteers as employees;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC §§12946, 34090; 29 USC 1113
Human
Resources /
Volunteer &
Mediation
HR-175 Volunteer Database Indefinite Data is interrelated; GC §34090

Sept. 15, 2026
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

IT-1 | Page
Version 2026
RECORD RETENTION SCHEDULE – INFORMATION TECHNOLOGY
Information
Technology
IT-000 Backups - DAILY When No
Longer
Required
Used for Disaster Recovery Purposes Only; Considered
a copy and can be destroyed when no longer required;
tapes are in autochangers and are overwritten; GC
§§34090, 60201 et seq.

Vital
Information
Technology
IT-005 Backups - WEEKLY OR

QUARTERLY
When No
Longer
Required
Used for Disaster Recovery Purposes Only; Store off-
site in commercial storage for disaster recovery;
Considered a copy and can be destroyed when no
longer required; retention based on administrative
value; recycle tapes; GC
§§34090, 60201 et seq.

Vital
Information
Technology
IT-010 Network Configuration Maps & Plans / Change
Management
When No Longer
Required
Preliminary documents not retained in the ordinary
course of business; GC §§34090, 60201 et seq.

Vital
Information
Technology
IT-015 UNALTERABLE MEDIA (WORM / DVD-r / CD-r /
Blue Ray-R) or other unalterable media that does
not permit additions, deletions, or changes
Permanent For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record) GC 34090, 12168.7, 60201 EVC 1550, CCR 22620 et
seq..

Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-1 | Page
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
Library/
Cultural Arts

City Clerk LCART-000 AGENDAS, AGENDA PACKETS
• Arts Commission
• Library Board of Trustees

Copies –
When No
Longer
Required
Yes: After
Upload
and QC
GC §34090.7
Cultural Arts LCART-005 Art in Public Places

Unsuccessful Proposals
When No
Longer
Required
Minimum 2
years

Department preference; GC §34090
Cultural Arts LCART-010 Art In Public Places Program

Approved permanent artworks,
deaccessioned artworks, and temporary
installations
Permanent No Department preference; GC §34090
Lead
Department
& Finance
LCART-015 Cash Receipts Report / Detail / Backup /
Accounts Receivable Detail / Refund Detail
2 years City preference (not all detail is sent to Finance); GC §34090
Cultural Arts LCART-020 Community Arts Grants 5 years Meets auditing standards; funded by the City's General Fund; GC §34090
Cultural Arts LCART-025 Facility Rental Applications 2 years GC §34090

Vital – During class or program

Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-2 | Page
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
Library LCART-030 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) and PLF (Public Library Fund) ONLY. For
all others, follow City-wide Schedule.
(SUCCESSFUL Reports, and Financial
Information) Send copy of application and award
to Finance
Final
Expenditure
+ 5 years
Per California State Library Records Management
Program Requirements (April 27, 1998); GC §34090

Library LCART-035 Incident Reports Minimum 2
years
Department preference; GC §§34090
Library LCART-040 Library Card Applications When No Longer Required
Yes Department preference (the database is the original record); GC §34090
Library LCART-045 Library Internet Use Sessions 10 days Yes Not a City record (public's use of Internet) Library LCART-050 Library Systems: ILS Database Indefinite Data is interrelated; GC §34090 Library LCART-055 Literacy Learner Records / Student Records Inactive / Separation +
5 years
Department preference; GC §34090
Library LCART-060 Marketing Materials for Library Programs When No Longer
Required
Preliminary Drafts; GC §34090
City Clerk LCART-065 MINUTES, BYLAWS & RESOLUTIONS
• Arts Commission
• Library Board of Trustees

Copies -
When No
Longer
Required
No Original signed Minutes sent to City Clerk; GC §34090.7 Sept. 15, 2026
Item #4 Page 81 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-3 | Page
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
Library &
Cultural Arts
LCART-070 Participant Database (Civic Rec) Indefinite Department preference; data is interrelated; GC §34090
Cultural Arts LCART-075 Participant Registration / Applications / Liability Forms / Release of Liability Forms / Waivers for
Program Participants
2 years GC §34090

Vital – During class or program
Library &
Cultural Arts
LCART-080 Patron Feedback / Comment Cards When No
Longer
Required
Content is not substantive / Preliminary drafts
not retained in the ordinary course of business;
GC §34090
Cultural Arts LCART-085 Printed Collateral for Community Arts Grants Programs (Concerts, Exhibits, Galleries,
Temporary Displays of Visual Arts not owned by
the City, etc.)
Minimum 5
years
Department preference to meet grant-funded
program requirements; GC §34090
Library LCART-090 Study Room Reservations (LibCal) When No Longer Required
Yes Content is not substantive / preliminary drafts not retained in the ordinary course of business; GC
§34090
Library &
Cultural Arts
LCART-095 Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Waiting
3 years Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946,
34090
Library &
Cultural Arts
LCART-100 Volunteer / Unpaid Intern Logs (Hours) 3 years Department preference; Preliminary Drafts not retained in the ordinary course of business; GC §4090
Library &
Cultural Arts
LCART-105 Volunteers / Unpaid Intern Applications &
Agreements - Successful
Inactive-
/Separation +3
years
Yes: 1 year Courts treat volunteers as employees;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq.,GC §§12946,
34090; 29 USC 1113

Sept. 15, 2026
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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-1 | Page
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Risk
Management
P&R-000 Accident / Incident Reports (Members of the
Public)
Copies - When
No Longer
Required
GC §34090.7
Parks &
Recreation
P&R-010 Attendance Tracking / Drop off and Pick up
Sheets / Kids Camp, etc.

When No
Longer
Required
Preliminary Drafts; GC §34090
Parks &
Recreation
P&R-030 Capital Improvement Projects (CIP - where
Parks & Recreation is the Lead): Parks
Planning Admin Drive / PROCORE

Project Administration, Certified Payrolls,
Community Outreach / Notifications, Project
Schedules, Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs & Responses,
Temporary Easements, Construction
Manager's Logs, Daily Inspections, Daily Logs,
etc.

Completion
+ 10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Department preference; 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; Statewide
guidelines propose termination + 5 years; CCP
§337 et. seq., GC §34090

Vital - Until completed
Parks &
Recreation
P&R-035 Capital Improvement Projects (CIP - where
Parks & Recreation is the Lead): Parks
Planning Admin Drive / PROCORE

Specifications / RFP & Addenda, Agreement /
Contract (copy), Successful Proposal, Change
Orders, Geotechnical Studies & Reports,
Operations & Maintenance Manuals (O&M
Manuals,) Materials Testing Reports, Grading
Permits, Hazardous Materials Plans, Notice of
Completion, Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090

Vital - Until completed
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-2 | Page
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Parks &
Recreation
P&R-040 Community Services Guide / Program Guide Minimum 2 years
No Department preference; GC §34090

Vital
Parks &
Recreation
P&R-045 Customer Relations / Member Database Indefinite Data fields are inter-related; GC §34090 et seq.

Finance P&R-050 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail /
Cashier's Receipts
Copies - When
No Longer
Required
All detailed backup is sent to Finance; GC §34090.7
Parks &
Recreation
P&R-055 Donations - In Kind / Sponsorships for Special
Events, etc.

When No
Longer
Required -
Minimum 2
years
Department preference; GC §34090
Parks &
Recreation
P&R-060 Evaluations / Surveys (of programs) When No
Longer
Required
Preliminary drafts / Transitory records; GC
§34090
Parks &
Recreation
P&R-065 Facility Use Rental Contracts / Field Use
Contracts / Facility Use Requests
2 years GC §34090

Vital – Before event
Parks &
Recreation
P&R-070 Food Handlers Permit Separation + 2
years
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC
1113
Parks &
Recreation
P&R-075 Lifeguard Certifications Separation + 2
years
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC
1113
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-3 | Page
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Parks &
Recreation
P&R-080 Nutrition Program After Funding
Agency Audit, if
required -
Minimum 5
years
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; statewide
guidelines propose 4 years; 7 CFR 3016.42; 21 CFR
1403.36 &
1403.42(b); 24 CFR 85.42, 91.105(h), 92.505,
570.490, & 570.502(a & b), 28 CFR 66.42; 29 CFR

97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42;
OMB Circular A-110 & A-133; GC §34090, 60201
City Clerk P&R-085 Park and Recreation Commission
• AGENDA PACKETS & AGENDAS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7
City Clerk P&R-095 Park and Recreation Commission
• MINUTES RESOLUTIONS & BYLAWS
Copies - When
No Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage; GC §34090.7
Parks &
Recreation
P&R-100 Park Safety Checklist / Safety Inspections /
Playground Inspections
2 years Department preference; GC §34090
Lead
Department
P&R-105 Pesticide Use Permits & Applications 2 years Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40
CFR 171.11 et seq.

Parks &
Recreation
P&R-110 Program Management / Activity / Special
Programs / Special Event Files & Reports / ABC
Permits, where required

After School, Children's Programs, Cultural
When No
Longer
Required -
Minimum 2
years
Department preference; GC §34090
Sept. 15, 2026
Item #4 Page 85 of 235
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-4 | Page
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Arts, Sports, Seniors, Filming, Theatre Programs
etc.

Parks &
Recreation
P&R-115 Recreation Database (CivicRec) Indefinite Department preference; data is interrelated; GC §34090
Parks &
Recreation
P&R-120 Registration / Applications / Liability Forms / Release of Liability Forms /
Permissions: Camps, Field Trips, Authorization
to give Medicine, etc.
2 years GC §34090

Vital - During class or program
Parks &
Recreation
P&R-125 Safety Inspections 2 years GC §34090

Vital – Before event
Parks &
Recreation
P&R-130 Schedules / Hours When No
Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation
P&R-135 Scholarship Applications 5 years Department preference (meets auditing standards); GC §34090
City Clerk P&R-140 Senior Commission
• AGENDA PACKETS & AGENDAS
Copies - When
No Longer
Required
Yes: After
Upload and
QC

GC §34090.7
City Clerk P&R-150 Senior Commission
• MINUTES RESOLUTIONS & BYLAWS
Copies - When
No Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage; GC §34090.7
Sept. 15, 2026
Item #4 Page 86 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-5 | Page
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Parks &
Recreation
P&R-155 Sign-in / Sign-Out Sheets for classes and
programs
2 years GC §34090
Parks &
Recreation
P&R-160 Special Event Permits Minimum 2
years
Yes: After
Upload and
QC
Department preference; GC§§34090

Vital – During event
Parks &
Recreation
P&R-165 Sports Organizations / Non-Profit Organizations (Little League, etc.)
When No
Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation
P&R-170 Sports Score Sheets, Schedules
When No
Longer
Required
Preliminary drafts / Transitory records - NOT made or
retained for the purpose of preserving the
informational content for future reference, GC §34090;
64 Ops. Cal. Atty. Gen. 317 (1981))
Parks &
Recreation
P&R-175 Swimming Pool Chemistry 2 years GC §34090
Parks &
Recreation
P&R-180 Tree Database Indefinite Data is interrelated; GC §34090

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-1 | Page
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Chief /
Administration

Police /
Chief /
Administration
PD-000 Carry Concealed Weapon Permits (CCW
Permits) - APPROVED
Minimum
2 years
Department preference; GC §34090 et seq.

Police /
Chief /
Administration
PD-005 Carry Concealed Weapon Permits (CCW
Permits) - DENIED
Minimum
2 years
Department preference; GC §34090 et seq.

City Clerk PD-007 Community Police Engagement Commission • AGENDAS & AGENDA PACKET
Copies -
When No
Longer
Required
Yes: After
Upload and
QC
GC §34090.7
City Clerk PD-008 Community Police Engagement Commission • MINUTES, RESOLUTIONS &
BYLAWS
Copies -
When No
Longer
Required
Yes: After
Upload and
QC
GC §34090.7
Police /
Chief /
Administration
PD-010 Neighborhood Watch / Block Captains List 2 years GC §34090 et seq.

CAD / Dispatch
Police /
Communication
PD-015 Audio Recordings or Tapes - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch (CAD)
Minimum 180
days
Department Preference; Statewide guidelines propose
180 days (legally mandated for 100 days);
(may be discoverable or made public in some
circumstances), GC §§34090, 34090.6
Police /
Communication
PD-020 Police CAD Database Indefinite Data Fields / Records are interrelated; GC §34090

Vital
Police/
Communication
PD-023 Vacation House Checks / Extra Patrol Requests When No Longer
Required
Entered into Dispatch / CAD database; Preliminary
drafts not retained in the ordinary course of business; GC §34090 et seq.

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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-2 | Page
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Investigations

Police /
Investigation
PD-025 Informant Files Minimum 5
years
Informant information; Does not contain criminal
intelligence information concerning individuals;
Department preference GC §34090
Police /
Investigation
PD-030 Intelligence Files (Criminal Intelligence Files) No Longer than 5
years
Yes: After
Upload and
QC
Files contain criminal intelligence information
concerning an individual only if there is reasonable
suspicion that the individual is involved in criminal
conduct or activity and the information is relevant to
that criminal conduct or activity.

Misleading, obsolete or unreliable information is
required to be destroyed; remaining records must not
be retained longer than 5 years; 28 CFR 23.20(h); GC
§34090
Police /
Investigation
PD-035 Investigation Files and Arrest Files Transfer to Records
Final reports and records are transferred to the case file stored in Records; GC §34090 et seq.

Police /
Investigation
PD-040 Narcotics Buy Fund Logs 2 years GC §34090 et seq.

Police /
Investigation
PD-045 Secondhand Dealer Records 2 years Department preference to provide information to other agencies; Non-records used for investigations;
Originals entered into the State Automated Property
System; most agencies retain for 2 years; GC §34090
Police /
Investigation
PD-050 Regulatory Permits & Backgrounds (Solicitors,
Massage, Taxi, etc.)
Expiration + 2
years
Department preference; GC §34090 et seq.

Police /
Investigation
PD-055 Special Investigations - Homeless Response -
Client Files
7 years Department preference; GC §34090
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-3 | Page
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Police /
Investigation
PD-060 Special Investigations - Homeless Response -
Homeless Program, Reports & Studies
5 years Department preference; GC §34090
Police
Information
Technology

Police /
Information
Technology
PD-065 Backups - DAILY (Police Only) When No
Longer
Required
Used for Disaster Recovery Purposes Only; Considered
a copy and can be destroyed when no longer required;
tapes are in autochangers and are overwritten; GC
§34090 et seq.

Vital
Police /
Information
Technology
PD-075 Video Recordings - Public or City Activity

See City Clerk's Schedule for City Council Video
Recordings
1 year Police Video; GC §34090.6(a)
Patrol
Police/ Patrol PD-080 Canine (Police Service Dogs) Program Files / Training Files: Animal Files
Separation +
3 years
3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Police/ Patrol PD-085 Canine (Police Service Dogs) Program Files: Action Reports, Monthly Reports
2 years GC §34090 et seq.

Police/ Patrol PD-090 PAS Device Calibration Logs 2 years GC §34090 et seq.

Police/ Patrol PD-095 Ride-Along Waivers 2 years GC §34090 et seq.

Police/ Patrol PD-100 Special Events -
Ops Plans / Expressive Activity Permit Applications
Minimum 2
years
Yes: After
Upload and
QC
Preliminary drafts not made or retained for the purpose of preserving the informational content for
future reference; GC §34090, GC §6252; 64 Ops. Cal.

Atty. Gen. 317 (1981))
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-4 | Page
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RECORD RETENTION SCHEDULE - POLICE
Police/ Patrol PD-105 Traffic Control: LIDAR/Radar Calibration Records 2 years GC §34090 et seq.

Professional
Services &
Standards
Bureau

Police / PSSB PD-115 Background File / Recruitment File / Psychological - Police Employees & Police
Volunteers (SUCCESSFUL)
Separation +
5 years
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC 1113
Police / PSSB PD-120 Department Policies & Procedures / Operation Directives / General Orders /
Lexipol (Department Policies and Procedures)
Minimum
2 years
Yes: After
superseded
Department Preference; GC § 34090 et seq.

Human
Resources
PD-125 Employee Grievances Separation +
6 years
Yes: After
Upload and
QC
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 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090, 60201; LC
1198.5
Police / PSSB PD-130 Internal Affairs Investigations - Individual Officers / Complaints Against Officers - Unfounded,
Exonerated or Not Sustained findings of
misconduct

Final
Disposition
+ 5 years
PC § 832.5(b), GC § 34090
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-5 | Page
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RECORD RETENTION SCHEDULE - POLICE
Police / PSSB PD-131 Internal Affairs Investigations - Individual Officers / Complaints Against Officers – Sustained

(May include preventable traffic collisions)
Final
Disposition
+15 years
PC § 832.5(b), GC § 34090
Police / PSSB PD-140 Personnel Files - Police Department Employees (By Employee)
Including Evaluations, PAFS, Oath of Office,
Policies, etc.

Separation
+ 5 years
City preference; 29 CFR 1602.31 & 1627.3(b)(ii), GC
§§ 3105, 12946, 34090

Vital – Before separation
Police / PSSB PD-145 Pitchess Motions Notifications 2 years GC §34090 Police / PSSB PD-150 Press Releases (Police) Minimum 2
years
GC §34090
If associated case meets requirements for permanent
retention, retain indefinitely with case.

Police / PSSB PD-155 Range Qualifications 2 years GC §34090 Police / PSSB PD-160 Use of Force Review Incident + 2 years
Department preference; GC §§12946, 34090
Property &
Evidence

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

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-6 | Page
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Police / Property
& Evidence
PD-180 Lost & Found Property (Documents related to) 2 years GC §34090 Police / Property
& Evidence
PD-185 Property & Evidence Database Follows the
Retention of
the Evidence
Department preference; GC §34090
Police / Property
& Evidence
PD-190 Property Auctions 2 years GC §34090
Records
Police /Records PD-195 ALPR Photos (Automated License Plate Reader)
1 year GC §34090.6(a)
Police / Records PD-200 Citations & Notice to Appear - Parking, Marijuana, & Moving
Minimum 2
years
Department preference; GC §34090 et seq.

Police / Records PD-205 CRIME REPORTS / INCIDENT REPORTS:

ALL, Except for those Specifically Mentioned
Elsewhere (mandated purges or retention)
7 years Yes: 6
months
Provided there are no outstanding warrants,
unrecovered identifiable items, criminal deaths, they
are not historically significant, and it is not classified under PC §800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5, GC
§34090, PC §802, PC §§187,800 et seq.

Vital
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-7 | Page
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RECORD RETENTION SCHEDULE - POLICE
Police / Records PD-210 CRIME REPORTS / INCIDENT REPORTS:

Factually Innocent Petition Accepted Records
Sealed Pending Destruction - Except those with
outstanding stolen property, including firearms, or
lost firearms
Date of Seal
+ 5 years
Yes: 6
months
Individual petitions District Attorney; Department
concurs that person is factually innocent, then seals
record ("Shall" Destroy); GC §34090; PC
§851.8(a)

Vital – Before disposition
Police / Records PD-215 CRIME REPORTS / INCIDENT REPORTS:

Firearms entered into CLETS (if not Permanent
Retention) - Found / Recovered Firearms
Firearm Found
or Recovered
– 7 Years
Yes: 6
months
PC§ 11108(b); GC§ 34090

Vital

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-1 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Construction Management and
Inspections & Land
Development Capital Project

Public Works/
Construction
Management &
Inspection
PW-000 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) – where
Construction Management & Inspection is
the Lead:
• Pre-Construction Minutes, Agenda,
meeting recordings, Sign-In Sheets
Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Department preference; Preliminary drafts not retained
in the ordinary course of business; GC §§34090, 60201

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-005 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead:
• Project Administration, Community
Outreach / Notifications, Materials
Quantities / Receipts of materials
delivered to job site, Project
Schedules, Progress meeting
Agendas & Minutes, Request For
Information (RFIs) & Responses,
Temporary Easements / Rights of
Way, Photos, Project Correspondence,
Memos given to Contractor, Punch Lists,
Progress Payment Applications,
Preliminary Notices, Stop Payment
Notices, Stop Notices, Requests for
Quote, Certified Payrolls, Pad
certifications, Monumentation
certification letter, BMP/Green
Infrastructure certification
Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer

Department preference; 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; Statewide guidelines
propose termination + 5 years; CCP §337 et. seq., GC
§§34090, 60201

Vital – Until completed
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-2 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Construction
Management &
Inspection
PW-010 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead:
• Daily Logs & Inspections
Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer

Department preference; Some grant funding agencies
require audits; Statue of Limitations does not apply to these records; GC §§34090, 60201

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-015 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead:
• NPDES Permits, Monitoring and
Inspection Reports, Storm Water
Enforcement Actions, Incident Reports,
Violation Notices
• NPDES Reports
• Storm Water Pollution Prevention Plan
• Water Pollution Control Plan

Completion
+ 3 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Department preference; Monitoring records required
for 3 years; 40 CFR §§122.21, 122.41, 122.44; CCP
§337 et seq.

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-020 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is the
Lead:
• Specifications & Addenda, Agreement
/ Contract (copy), Successful
Proposal, Change Orders, Potential
Change Orders, Geotechnical Studies &
Reports, Materials Testing Reports,
Grading Permits, Right-of-Way
Permits, Haul Route Permits, Permits
from other agencies (Caltrans, the
State of California, etc.), Hazardous
Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§§34090, 60201

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-3 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Materials Plans, Notice of Completion,
Lab Reports, Permits & Agreements,
Soil Reports / Soil Compaction
Reports, Studies, Submittals, Surveys,
(including cut sheets and survey
reports), Right of Ways, Water
Connection Permits, Water Lab
Certifications, Utility Company
Approvals, Grading & Erosion
Control/Subdivision Improvement
Agreement Final Checklist, Job Site
Interviews for wages and Federal
Requirements, as-built drawings

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-025 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead: Securities
• Securities / Bonds / Letter of Credit /
Security Release/Reduction
Authorizations
Upon Release
of Security
Financial Instruments released after all obligations of the contractor have been met; GC §§34090, 60201

City Clerk’s office retains file for release of bonds

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-0030 Construction Inspection Databases Indefinite Data Fields / Records are interrelated; GC §34090

Vital
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-4 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Construction
Management &
Inspection
PW-035 Geotechnical and Soil Reports (Authored on
behalf of the City)
Permanent Yes: After
Upload and
QC
Department preference; GC §34090
Public Works/
Construction
Management &
Inspection
PW-040 Preliminary Studies / Project Assessments Permanent Yes: After Upload and
QC
Department preference; GC §34090
Environmental
Sustainability

Public Works/
Environmental
Sustainability
PW-045 SB1383 Implementation Record

10 years Department preference; GC §34090 et seq.
14 CCR section 18995.2
Public Works/
Environmental
Sustainability
PW-050 Climate Action Plan / Annual Reports Permanent Yes: After Upload and
QC
Department preference; GC §34090
Lead
Department
PW-055 Environmental Agencies / Regulatory Agencies
(EPA, DHS, etc.)
Minimum
2 years
Department preference; GC §34090
City Clerk PW-057 Environmental Sustainability Commission • AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required
Yes: After
Upload and
QC
GC §34090.7

City Clerk PW-059 Environmental Sustainability Commission • MINUTES BYLAWS & RESOLUTIONS
Copies -
When No
Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage; GC §34090.7

Vital
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-5 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Environmental
Sustainability
PW-060 Habitat Management Plan / Annual Reports Permanent Yes: After Upload and
QC
Department preference; GC §34090
Public Works/
Environmental
Sustainability
PW-070 Jurisdictional Runoff Management Plan Superseded + 5 years
Department preference; Monitoring records required for
3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337
et seq.

Public Works/
Environmental
Sustainability
PW-075 Stormwater Code Cases and Investigations (Illicit Discharges)
5 years Required for a minimum of 5 years; 40 CFR
122.41(j)(2); 40 CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works/
Environmental
Sustainability
PW-080 Stormwater Existing Development Inspections
(Industrial, Commercial, Municipal, Residential)
5 years Required for a minimum of 5 years; 40 CFR
122.41(j)(2); SDRWQCB Order No. R9-2013-0001 As
amended by Order No. R9-2015-0001 and Order No.

SWRCB; 40 CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works/
Environmental
Sustainability
PW-085 Stormwater Monitoring / NPDES Monitoring
and Inspection
5 years Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works/
Environmental
Sustainability
PW-090 Stormwater: Commercial / Residential Patrol
Inspections
5 years Required for a minimum of 5 years; 40 CFR
122.41(j)(2); Order No. R9-2013-0001 As amended by
Order No. R9-2015-0001 and Order No. R9-2015-0100;
40 CFR §§122.21, 122.41, 122.44; GC §34090
Public Works/
Environmental
Sustainability
PW-095 Stormwater: NPDES Annual Reports 5 years Yes: After Upload and
QC
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44
Public Works/
Environmental
Sustainability
PW-100 Stormwater: NPDES Permits Superseded
+ 5 years
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et seq.

Vital – Until expiration

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-6 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Environmental
Sustainability
PW-105 Stormwater: TMDL Plan (Total Maximum Daily
Load) Plan
5 years Yes: After
Upload and
QC
Department preference; plans must be
updated every 5 years, audits are required
every 2 years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
Public Works/
Environmental
Sustainability
PW-110 Water Quality Improvement Plans (Commercial,
Private Development)
Superseded
+ 5 years
Department preference; GC §34090 et seq.

Facilities &
Fleet

Lead
Department

PW-115 AQMD Permits (Generators, etc.) 5 years 40 CFR 70.6; GC §34090 Public Works/
Facilities and
Fleet
PW-117 CARB Compliance Report 5 years Department preference; Title 17, CCR, sections 95100-95163; GC §34090
Public Works/
Facilities and
Fleet
PW-120 Facility Inspections 2 years GC §34090
Public Works/
Facilities and
Fleet
PW-125 Generator Operation Logs & Inspections -
Fixed / Stationary Generators
3 years AQMD Rule 1470; GC §34090
Public Works/
Facilities and
Fleet
PW-130 Generator Operation Logs & Inspections -
Portable / Emergency Generators
5 years AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works/
Facilities and
Fleet
PW-135 GIS / Sidewalk Maintenance Database Indefinite Data is interrelated; GC §34090 Public Works/
Facilities and
Fleet OR Fire
PW-140 Hazardous Waste Manifests / Certificates of
Disposal
Permanent Yes: After
Upload and
QC
Department preference (City has "cradle to grave"
liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-7 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Lead
Department
PW-145 Operations & Maintenance Manuals (O&M
Manuals)
Life of Facility
or Equipment
Department preference; GC §34090 et. seq.

Lead
Department
PW-150 Pesticide Use Permits & Applications 2 years Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40
CFR 171.11 et seq.

Lead
Department
PW-155 Pre-Trip Inspections / DOT Program / CHP
Inspections / Vehicle Safety Checks / Daily
Vehicle Inspections / Daily Equipment Checks
2 years GC §34090; 3 CCR 1234(3)
Public Works/
Facilities and
Fleet
PW-160 Stormwater: Operation & Maintenance (Catch
Basins, Field, General Cleaning, Open Channels,
Slots, Stormwater Treatment Measures and Trash
Cleaning)
5 years Yes: After
Upload and
QC
Department preference; plans must be updated every
5 years, audits are required every 2 years; 4§§122.21,
122.41, 122.44; GC §34090
Lead
Department
PW-165 Underground Service Alerts (USA's) 3 years Required for 3 years; GC §§4216.2(d) & 4216.3(d), 34090
Public Works/
Facilities and
Fleet
PW-170 Underground Storage Tank (City Owned) UST
Monitoring, Inspections and Maintenance, Release
Detection Systems, Cathodic Protection
Maintenance Records
7 years Monitoring and Maintenance records are required on site for 3 years, 6 ½ years for cathodic protection
maintenance, 5 years for calibration & maintenance of
release detection systems; 23 CCR 2712(b); H&S
§25284.2(i)
Public Works/
Facilities and
Fleet
PW-175 Underground Storage Tanks - USTs (City Owned)
Repairs, Lining, Upgrades
Life of the Tank Yes: After 1
year
23 CCR 2712(b), H&S §25284.2(i)
Public Works/
Facilities and
Fleet
PW-180 Underground Storage Tanks (City-Owned)
Location, Soil Remediation, Monitoring Well
Records
Permanent Yes: After 1
year
Department preference (required for the life of the
tank); 23 CCR 2712(b), H&S §25284.2(i); GC §34090
et. seq.

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-8 | Page
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RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Facilities and
Fleet
PW-185 Used Oil Disposal 3 years 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works/
Facilities and
Fleet
PW-190 Vehicle & Equipment History Files
AQMD Certifications, Maintenance, Safety
Certifications, Odometer Reading; etc.

Disposal of
Vehicle or
Equipment + 5
years
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
Division
Providing
Service / Work
PW-195 Work Orders / Service Requests CMMS
DATABASE(Computerized Maintenance
Management System)
Indefinite Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-200 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts)
When No Longer
Required
Preliminary drafts (the database is the original); GC
§34090
Division
Providing
Service / Work
PW-205 Work Orders / Service Requests – NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years City Preference; CCP §§338 et seq., 340 et seq., 342, GC §, GC §34090
Traffic Safety &
Mobility

Public Works /
Traffic Safety &
Mobility
PW-210 Master Plans: Traffic & Mobility 10 years Yes: After Upload and
QC
Department preference; GC §34090
Public Works /
Traffic Safety &
Mobility
PW-215 Signal Maintenance Logs 10 years Department preference; GC §34090 Sept. 15, 2026
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Office of
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Retention
No.

Records Description Total
Retention
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Comments / References

PW-9 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Police PW-220 Traffic Collision Reports Copies - When
No Longer
Required

Yes: After
Upload and
QC
Department preference; Original Staff Reports are filed in the project file; GC §34090
City Clerk PW-250 Traffic Safety and Mobility Commission • MINUTES BYLAWS & RESOLUTIONS
Copies - When
No Longer
Required

No Original signed Minutes sent to City Clerk for
permanent storage; GC §34090.7

Vital
Public Works /
Traffic Safety &
Mobility
PW-255 Traffic Speed Surveys 10 years Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090
Public Works /
Traffic Safety &
Mobility
PW-260 Transportation Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc.
10 years Department preference; GC §34090

Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
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Imaged
and QC
Comments / References

PW-10 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Transportation Engineering &
Capital Improvement
Programs Administration

Public Works/
Transportation
Engineering &
CIP Admin.

PW-265 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Transportation Engineering is the Lead:

Completion + 10 years - See Clean Up Check
List

Project Administration, Community Outreach /
Notifications, Invoice Copies if Grant-Funded,
Project Schedules, Progress meetings, Real
Estate Appraisals, etc.

Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Department preference; 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; Statewide
guidelines propose termination + 5 years; CCP §337
et. seq., GC §§34090, 60201

Vital – Until completed
Public Works/
Transportation
Engineering &
CIP Admin.

PW-270 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Transportation Engineering is the Lead:

PERMANENT - See Clean Up Check List

Specifications & Addenda, Easements -
Permanent, Environmental Permits / CEQA
Permits, Permits & Agreements, Soil Reports,
Studies, Surveys, Right of Ways, etc.

Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines propose
Permanent for Infrastructure plans; GC §§34090,
60201

Vital – Until completed
Public Works/
Transportation
Engineering &
CIP Admin.

PW-275 Correspondence - Regulatory Agencies Not
Related to a CIP (State & Federal Agencies,
EPA, Health Department, etc.)
Minimum 2
years
Yes: After
QC
Department preference; Some correspondence from
Regulatory Agencies need to be retained for long
periods of time; GC §34090

Vital – While active issues
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
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and QC
Comments / References

PW-11 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Transportation
Engineering
PW-280
Drawings, Maps, Plans and Record Drawings,
Large-
Format Drawings, Capital Improvement
Project "As-Built", Base Maps
Permanent Yes: After
Upload and
QC
Drafts should be destroyed; Some maps are also
retained by Planning; Selected maps are retained in
Public Works for administrative purposes; GC §34090,
34090.7

Vital – Until completed
Public Works/
Transportation
Engineering
PW-285 Encroachment Permits - Temporary (Street
Permits, Temporary Construction, Sidewalk
Repairs, Traffic Control, Utility Cuts etc.)

Includes Insurance Certificates
Final /
Completion + 2
years
GC § 34090

Vital – Until completed
Public Works/
Transportation
Engineering
PW-290 Encroachments - Permanent
(Permanent structures in the City's Right of
Way)
Permanent Yes: After
Upload and
QC
Department preference; GC §34090
Public Works/
Transportation
Engineering
PW-295 Engineering Permits Database Indefinite Data Fields / Records are interrelated; GC §34090

Vital
Public Works/
Transportation
Engineering
PW-300 Master Plans: Bikeway, Pedestrian,
Pavement, Transportation, etc.

Permanent Yes: After
Upload and
QC
Department preference; Drafts should be destroyed;
GC §34090
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
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Imaged
and QC
Comments / References

PW-12 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
City Clerk PW-305 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of
Completion, Recorded Agreements/ Contracts,
Certificate of Compliance, etc.

Send all originals to City Clerk, even if they are
e-recorded
Permanent No Even if documents are e-recorded, send all finals to the City Clerk; GC §34090 et seq.

Vital
Public Works/
Transportation
Engineering
PW-307 Title VI Related Documents

(Complaint, Investigation, Training, Program
Participation)
3 years Admin Order 110; 34 CFR 100.6

Division
Providing
Service / Work
PW-310 Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Data is interrelated; GC §34090
Utilities / Asset
Management

Division
Providing
Service / Work
PW-315 Asset Management Database Indefinite Data is interrelated; GC §34090 Public Works/
Utilities/Asset
Management
PW-320 Capital Improvement Projects (CIP) - where
Engineering is the Lead: Maintenance Projects
(All Records)
Completion
+ 5 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Department preference; Some grant funding agencies
require audits; Statute of Limitations for Errors &
Omissions is not applicable; Statute of Limitations:

Contracts & Spec's=4 years; Statewide guidelines
propose termination + 5 years; CCP §337 et. seq., GC
§34090

Vital – Until completed
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-13 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities/Asset
Management
PW-325 Permits: Regulatory Agency Permits / DWR
Permit (Department of Water Resources), etc.

Permanent Yes: After
Upload and
QC
Department preference; GC §§34090, 60201
Public Works/
Utilities/Asset
Management
PW-330 Rate Studies Permanent Yes: After
Upload and
QC
Department preference; GC §§34090, 60201
Division
Providing
Service / Work
PW-335 Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-340 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts)
When No
Longer Required
Preliminary drafts (the database is the original); GC
§34090
Division
Providing
Service / Work
PW-345 Work Orders / Service Requests – NOT entered
in CMMS Database (or partial information
entered into CMMS Database) (Division
providing service retains originals; Division
requesting service is considered a copy)
5 years City Preference; CCP §§338 et seq., 340 et seq., 342, GC §, GC §34090

Sept. 15, 2026
Item #4 Page 107 of 235
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-14 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Utilities /
Engineering

Public Works/
Utilities /
Engineering OR
Construction
Management &
Inspection
PW-350 Capital Improvement Projects (CIP) - where
Utilities Engineering is the Lead:

Permanent File / Scanned Records

Specifications & Addenda, Agreement/Contract,
Successful Proposal, change orders,
Geotechnical Studies & Reports, Soil Reports,
Notice of Completion, Submittals and Surveys,
Photos, etc.

Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines propose
Permanent for Infrastructure plans; GC §§34090,
60201

Vital – Until completed
Public Works/
Utilities /
Engineering
PW-355 Master Plans - Utilities: Recycled Water Master
Plan, SCATDA Master Plan, Sewer Master Plan,
Water Master Plan, etc.

Permanent Yes: After
Upload and
QC
Department preference; Drafts should be destroyed;
GC §34090
Public Works/
Utilities /
Engineering
PW-360 Utility / Recycled Water / Wastewater / Water
Drawings, Maps, Plans and Record
Drawings, Large-Format Drawings, Capital
Improvement Project "As-Built", Base Maps
Permanent Yes: After
Upload and
QC
Drafts should be destroyed; Some maps are also
retained by Planning; Selected maps are retained in
Public Works for administrative purposes; GC
§§34090, 60201; 34090.7

Vital
Utilities / Wastewater
Collection & Operations
Public Works/
Utilities/
Wastewater
PW-365 CCTV Collection Line Inspection Tapes / Video
Inspections / Video Tapes or Digital Recordings
(Maintenance, where Wastewater Management
is the Lead)
When No
Longer Required
- Minimum 5
years
Department preference; GC §34090 et seq.

Sept. 15, 2026
Item #4 Page 108 of 235
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-15 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities/
Wastewater
PW-370 Complaints - Wastewater (when Not placed in
Hansen)
2 years Department preference; GC §34090
Lead
Department
PW-375 Confined Space Entries / Hot Work Permits 3 years Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2)
Public Works/
Utilities/
Wastewater
PW-380 FOG (Fats, Oil & Grease) / Source Control /
Pretreatment Annual / Semi-Annual Reports
Permanent Yes: After
Upload and
QC
Department preference; Monitoring records required
for 3 years; 40 CFR §§122.21, 122.41;40 CFR 403.12
Public Works/
Utilities/
Wastewater
PW-385 Lift Station - Inspections, Maintenance, Repairs, Service Requests, Alarm Recording, Logs,
Charts, Flow Monitoring, Voltage Readings,
Permits
Minimum 10
years
Department Policy; WC §13263.2(b) et seq.; 40 CFR
122.41(j)(2)GC §34090
Public Works/
Utilities/
Wastewater
PW-390 Log Book (Lift Stations) 7 years Department preference; GC §34090 Public Works/
Utilities/
Wastewater
PW-395 Maintenance, Cleaning, Repairs, Stoppage Calls,
Line Replacement
10 years Department Policy; WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2)GC §34090
Public Works/
Utilities/
Wastewater
PW-400 Operations & Maintenance Manuals / O & M
Manuals
Disposal of
Equipment
Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-405 Permits: Encroachment Permits, Operating
Permits, etc.

Permanent Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-410 Permits: Pressure Vessels, Boilers, etc. When
Superseded
Department preference; GC §34090
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-16 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities/
Wastewater
PW-415 Sanitary Spills and Overflows (SSOs) 5 years Yes: After 3 months
If treating water, required for 5 years; 40 CFR
122.41(j)(2)
Public Works/
Utilities/
Wastewater
PW-420 Sanitary Spills and Overflows (SSOs) (Above
ground lift stations, etc.)
5 years Yes: After
Upload and
QC
Required for a minimum of 5 years; 40 CFR
122.41(j)(2); 40 CFR 122.41(j)(2); GC §34090
Lead
Department
PW-425 SCADA Database (Supervisory Control and Data
Acquisition)
Indefinite Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7

Vital
Lead
Department
PW-430 Self-contained Breathing Apparatus (SCBA) When
Superseded /
Expiration of
Certificate
Certificates are issued for 3-5 years; GC §34090 et.
seq.

Public Works/
Utilities/
Wastewater
PW-435 Sewer Lateral Grant Program Permanent Yes: After Upload and
QC
Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-440 Sewer Lift Station Inspections Minimum 5
years
Yes: After
Upload and
QC
Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-445 Sewer System Management Plan (SSMP) 5 years Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR
122.41(j)(2); GC §34090
Lead
Department
PW-450 Standard Operating Procedures / SOPs Superseded
+ 2 years
No Department preference; GC §34090
Lead
Department
PW-455 Underground Service Alerts (USA's) 3 years Required for 3 years; GC §§4216.2(d) & 4216.3(d); GC §34090
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-17 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Division
Providing
Service / Work

PW-460
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite
Data is interrelated; GC §34090
Division
Providing
Service / Work

PW-465
Work Orders / Service Requests - All Information
Entered in CMMS Database (Paper drafts)
When No
Longer Required
Preliminary drafts (the database is the original); GC
§34090
Division
Providing
Service / Work
PW-470 Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database) (Division
providing service retains originals;
Division requesting service is considered a copy)
5 years City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
Utilities / Water & Recycled
Water Operations &
Distribution

Public Works/
Utilities / Water
& Recycled
Water
PW-475 Backflow / Recycled Water Database Indefinite Department preference - Data is interrelated; GC §34090, H&S §19850
Public Works/
Utilities / Water
& Recycled
Water
PW-480 Backflow Test Results / Backflow Assembly Test
Reports
5 years Department preference; 17 CCR 7605(f); GC
§60201
Lead
Department
PW-485 Confined Space Entries / Hot Work Permits 2 years 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1919.146(e)(6); GC §60201
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-18 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-490 Conservation Programs 5 years Department preference (meets auditing standards); GC §34090
Public Works/
Utilities / Water
& Recycled
Water
PW-495 Cross Connection Circular Charts / Pressure
Charts
5 years Department preference for Department of Public Health (System Pressure); GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-500 Customer Concerns / Customer Complaints:

Drinking Water Odor / Taste / Visual Complaints
(Correspondence) (for Carlsbad Municipal Water
District’s boundary)
5 years 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 64453(a)
Public Works/
Utilities / Water
& Recycled
Water
PW-505 Emergency Exercises / Drills / After Action
Reports
When No
Longer Required
Yes: After 3
months
Department preference; GC §60201

Vital - Unti Superseded
Public Works/
Utilities / Water
& Recycled
Water
PW-510 Emergency Response Plan When No
Longer Required
Yes: After 3
months
Department preference; GC §60201

Vital - Unti Superseded
Public Works/
Utilities / Water
& Recycled
Water
PW-515 Fire Hydrant Flow Tests (Upon Request) (for
Carlsbad Municipal Water District’s boundary)
Minimum 10
years
Department preference; GC §60201
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-19 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-520 Fire Hydrant Maintenance (for Carlsbad
Municipal Water District’s boundary)
10 years Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-525 Lab Reports & Chains of Custody: Bacteriological and Organics / Recycled Water (for Carlsbad
Municipal Water District’s boundary)
5 years Yes - After
Upload and
QC
Department preference; 40 CFR 141.33(a) and (b)(1);
22 CCR §64470
Public Works/
Utilities / Water
& Recycled
Water
PW-530 Lab Reports & Chains of Custody: Chemical
(Includes Chlorine Residuals) (for Carlsbad
Municipal Water District’s boundary)
10 years Yes - After
Upload and
QC
Department preference; State law requires 12 years,
Federal 10 years; 40 CFR 141.33(a); 22 CCR §64470
Public Works/
Utilities / Water
& Recycled
Water
PW-535 Lab Reports & Chains of Custody: Lead &
Copper (for Carlsbad Municipal Water District’s
boundary)
12 years Yes - After
Upload and
QC
Required for 12 years or 2 compliance cycles; 40 CFR
141.91
Public Works/
Utilities / Water
& Recycled
Water
PW-540 Log Book (Pump Stations) (for Carlsbad
Municipal Water District’s boundary
7 years
Department preference; GC §60201
Lead
Department
PW-545 Operations & Maintenance Manuals / O & M
Manuals
Disposal of
Equipment
No Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-550 Reservoirs, Reservoir Maintenance Permanent Yes: After 3 months
Department preference; GC §60201
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-20 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-555 Sanitary Surveys 10 years Yes: After
QC & 30
days
22 CCR §64470; 40 CFR 141.33(c)
Public Works/
Utilities / Water
& Recycled
Water
PW-560 SCADA Database (Water) (Supervisory Control
and Data Acquisition)
Indefinite
Data is interrelated; system qualifies as a "trusted
system"; GC §§60201, 12168.7

Vital
Lead
Department
PW-565 Self-contained Breathing Apparatus (SCBA)
When
Superseded /
Expiration of
Certificate
Certificates are issued for 3-5 years; GC §60201 et.
seq.

Lead
Department
PW-570 Standard Operating Procedures / SOPs Superseded + 5 years
No Department preference; GC §60201
Lead
Department
PW-575 Underground Service Alerts (USAs) 3 years Department preference (required for 3 years); the warrantee period for work done is usually 5 years, the
Statute of Limitations for some work may be up to 10
years; CCP §337 et seq., GC §§4216.2(d) &
4216.3(d), 60201
Public Works/
Utilities / Water
& Recycled
Water
PW-580 Videos - Water Wells, Repairs, Reservoirs,
Tanks, etc.

When
Superseded -
Minimum 2
years
Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-585 Vulnerability Assessment When
Superseded -
Minimum 2
years
Confidential; GC §60201
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-21 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-590 Water Production Reads / Reports (to State DPH
& DWR) Usage (for Carlsbad Municipal Water
District’s boundary)
5 years Department preference; Meets California Department of Health requirements (3 years); GC
§60201
Public Works/
Utilities / Water
& Recycled
Water

PW-595
Water Rights Documentation Permanent Yes: After 3
months
Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-600 Water Supply / Water Sources Usage (for
Carlsbad Municipal Water District’s boundary)
Permanent Yes: After 3
months
Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-605 Water Usage (for Carlsbad Municipal Water
District’s boundary)
When No
Longer Required
Yes: After 3
months
Preliminary drafts (the customer service database is
the original); GC §60201

Vital - Unti Superseded
Public Works/
Utilities / Water
& Recycled
Water
PW-610 Wells / Well Logs (includes abandoned or
destroyed wells)
Permanent Yes: After 3
months
Department preference; GC §60201
Division
Providing
Service / Work
PW-615 Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Data is interrelated; GC §60201
Division
Providing
Service / Work
PW-620 Work Orders / Service Requests - All Information Entered in CMMS Database
When No
Longer Required
Preliminary drafts (the database is the original); GC
§60201
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-22 | Page
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Division
Providing
Service / Work
PW-625 Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years District Preference; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §60201

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Exhibit 2

CITY OF CARLSBAD

RECORDS MANAGEMENT PROGRAM

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CITY OF CARLSBAD RECORDS MANAGEMENT PROGRAM

TABLE OF CONTENTS

Section 1. Statement of policy
Section 2. City of Carlsbad Records Management Program
Section 3. Records definitions
Section 4. Records Management Department City Clerk’s Office Section 5. Ownership and custody of City records
Section 6. Duties and responsibilities of City Officials Section 7. Records involved in public records requests, pending litigation, or auditing Section 8. Records Management Program to be developed and approved Section 9. Records Retention Schedule
Section 10. Destruction of records
Section 11. Conditions of destruction
Section 12. Inspection of public records
Section 13. Withholding records from inspection
Section 14. Records Protection and Disaster Recovery Planning Program Sept. 15, 2026
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SECTION 1. STATEMENT OF POLICY
A. The City of Carlsbad recognizes that the citizens have public has a right to expect and the city has an obligation to foster, efficient and cost-effective government and further recognizes the central importance of the city records. The Records Management division City Clerk’s Office has a responsibility to manage, protect, preserve and make available the city records.

B. It is the policy of the Records Management division City Clerk’s Office to provide for efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, retention and disposition of all records. This policy is implemented through a comprehensive program of integrated procedures for the management of records from their creation to their ultimate disposition, consistent with the requirements in accordance with the state and federal regulations.

C. The declared purpose of the Records Management Program is to provide for the proper and efficient administration of the City of Carlsbad records.

SECTION 3. RECORDS DEFINITIONS
Active: Records that are required for day-to-day business and are subject to frequent use; generally referred to more than once per month.

Adoption: Final action by a legislative body.

AIIM: Association for Information and Image Management.

Alphanumeric: A filing system combining alphabetic and numeric symbols.

ANSI: American National Standards Institute.

Archival Record: A record with permanent retention because of its historical, legal or fiscal value.

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Archives: A repository for housing permanent or historic records, whether in hard copy, electronic, microfilm or imaging form, which must be preserved and protected from destruction.

ARMA: Association of Records Managers and Administrators, Inc.

Audit: Review for acceptance of records relating to operations, policies and procedures, financial documentation and historical documents by regulating agencies.

CD Rom: A storage medium that uses lasers to encode images or information in digital form and to read the image data from the disk.

Closed/Completed: A file or record on which action has been completed and to which further action is not likely to occur.

Commercial Records Center: A records center, operated by a private company, housing the records of many different companies on a fee basis.

Confidential Records: Those records to which access by unauthorized city personnel and/or the public are not permitted, for example: personnel records.

Current: Records when specified as the minimum retention period means that superseded, rescinded, expired, or no longer useful records may be removed from the files and may also be destroyed.

Disposition: The allocation of public records to a particular location according to their categorization of destruction.

Electronic Filing: Storage and retrieval of information in digital form.

Environmental Records: Records relating to the growth and/or development of the city, its structures, and its inhabitants.

File Integrity: Accuracy and completeness of the file/records.

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Folder Structure: Method of organizing records within a digital environment to aid in efficient management, storage and retrieval of digital assets
Hard Copy: Original paper document.

Historical Value: Refers to the retention of records which have enduring value because they reflect significant historical events or document the history and development of the city.

Holdings: Total volume of records stored in a records center off-site storage.

Inventory: Process of examining records on hand to determine their function, content, and dates to assign retention/disposition information.

Laserfiche: An enterprise content management and business process automation software platform used by the city to help digitize documents, manage records, and streamline workflows.

Legacy records: Records that are not used in daily operations but must be retained for legal, administrative, or historical purposes.

Legal Citation: Identifies laws and regulations, which regulate retention of the record series.

Legal Retention: Based on the legal citation, this identifies the period the record series is required to be retained.

Life: A record that has continuing value to the organization.

Linear Inches: Linear measurement in inches of paper-based records.

Master: Original or copy of a document from which copies are made.

Metadata: Data information that identifies a record and aids in the management and retrieval of records
Microfilm and Microform Machine-Readable Records: Microforms and other machine -readable record of research or archival value.

Microfiche: 4" x 6" sheet of microfilm with rows and columns of images. It usually contains a tile which can be read without magnification.

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Microfilm: Fine-grain, high resolution film containing an image greatly reduced in size from the original.

Minimum Retention Period: The least amount of time a record must be kept determined by assessment of administrative, legal, fiscal and historical values.

Numeric Filing: Arrangement of records in ascending order or sequence.

Office of Record: The department that created or is responsible for retaining the official record or record copy.

Original: Document from which copies are produced.

Personnel Records: Organization charts, job descriptions, salary schedules, employee history records, union contracts, etc.

Property Records: Records Affecting the title to real property owned by the city and equipment inventory.

Public Record: Any writing, regardless of physical form or characteristics, which is created, owned, used, maintained or retained in the conduct of city business and preserved as evidence of the organization, functions, policies, decisions, procedures, operations or other activities, or because of its informational value, unless the writing is exempt from disclosure under the California Public Records Act.

Reader: Machine that magnifies microfilm for viewing.

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Reader/Printer: Machine that magnifies microfilm for viewing and can reproduce the enlarged microfilm images.

Record: Substantive Recorded information of any kind and in any form.

Record Copy: The original or official copy of a record maintained by an agency, sometimes referred to as the designated original, or blue-ribbon copy.

Records Center: Central repository for housing inactive records until they have met their retention requirements and may be destroyed.

Records Management Company: A private company that houses permanent city records on a fee basis, also referred to as off -site storage. These records may be permanent hard copy records or inactive hard copy records that have not met their retention period.

Records Management Program Manager: The individual within the organization who is assigned the responsibility of systematically and scientifically controlling the recorded information generated and received by the city.

Records Management Software (RMS): Digital tool designed to store, track, and manage organizational records while ensuring compliance, security and workflow efficiency. Helps to digitally manage documents and records, replacing traditional paper-based systems.

Records Retrieval: Locating documents and delivering them for use.

Records Series/Type: Group of identical or related records that are used, filed and disposed of in the same way.

Refile: The process of returning a record to its original place in a file after it has been withdrawn.

Retention Period: The period that records must be kept according to legal and/or organizational requirements.

Retrieval: Locating documents and delivering them for use.

Supersede: The replacement of an existing document.

Termination: Designates the end of a specific term (e.g., appointed elected official's terms, employment, training, course, program, use or ownership).

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Transfer List: A list describing the contents of a group of records that are transmitted from one holding area to another, usually from active files to a records center off-site storage.

Trusted System : A computing system designed to enforce security policy, prevent unauthorized access and protect the integrity and availability of city data and resources.

Visual Documents: Photographs, motion pictures, videotapes, diagrams, charts, maps or drawings of archival, cultural, architectural, engineering, research or technical value.

Vital Record: Records containing information essential for the resumption of operation after a disaster or the re-establishment of the legal and financial status of the organization.

Web-based App: Software application, service or system that operate through a web browser over the internet
Workflow: A series of activities need to complete a task.

Write Once Read Many (WORM): Describes a data storage device in which information, once written, cannot be modified. This write protection affords the assurance that the data cannot be tampered with once it is written to the device, excluding the possibility of data loss from human error, computer bugs, or malware.

SECTION 4. RECORDS MANAGEMENT DEPARTMENT CITY CLERK’S OFFICE The Records Management division City Clerk’s Office manages the official files for the City of Carlsbad and is responsible for maintaining and updating the Records Retention Schedule , Records Management Guidelines and Procedures and Records Destruction Requests for the City of Carlsbad.

The Records Management division City Clerk’s Office provides a service function to the community as well as a service -oriented support function to other departments within the City of Carlsbad structure. The goal of the department is to anticipate and meet the changing needs of both the citizens residents and internal departments of the city.

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SECTION 5. OWNERSHIP AND CUSTODY OF CITY RECORDS
A. Every city record is the property of the City of Carlsbad. No city officer or employee has, by virtue of the position, any personal or property right to a city record even though the city officer or employee may have developed or compiled the record. The unauthorized alteration, destruction, deletion, removal from files, or use of a city record is prohibited. A city record exempted from public disclosure under the state and federal laws is not made subject to disclosure by its designation as city property.

C. The legal custody of a city record created or received by a department during the course of business remains with the department manager or with any designated successor. The legal custodian, as guardian of the record, does not relinquish responsibility for the care, preservation, or legal disposition of the record even though another department or agency may hold physical custody of the record for maintenance and preservation purposes. The physical custodian of the record is responsible for complying with all the Records Management Program requirements, policies, and procedures. An original city record may not leave the custody of the department concerned when being used by a member of the public.

D. The legal and physical custody of a city record that has continuing historical value to the city may be transferred to the Records Management Department City Clerk’s Office upon agreement between the department manager and the Records Management Program Manager.

E. The Records Management Department City Clerk’s Office shall review and determine as necessary custodial responsibilities of the Records Management Program, whether it is under a citywide electronic application or manual archiving implemented for the preservation and control of city records.

B. City Attorney: It shall be the duty of the City Attorney to review and approve record s retention and destruction schedules and records destruction requests in accordance with federal, state and local laws.

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D. Records Program Manager: It shall be the duty of the Records Program Manager to coordinate the Records Management Program for the City of Carlsbad. Among other things, the Records Program Manager may, for the proper and efficient management of the public records:
1) Develop and circulate such instructions and regulations as may be necessary and proper to implement and maintain the Records Management Program;
2) Advise and assist city departments in the preparation of records inventories and retention schedules;
3) Coordinate the off-site storage of records no longer required in active office areas but which require further retention for legal or operating reasons; and maintain an index to all records stored in the Records Center off-site storage;
4) Maintain archives to house records of a permanent or historic nature which should not be destroyed;
5) Advise and assist city departments in reviewing and selecting records to be transferred to the an off-site storage center or archives;
6) Advise and assist City departments in conducting surveys, studies, and investigations to promote a proper and efficient Records Management Program for the City including an information retrieval system;
6) Submit records retention schedules which affect the destruction of records to the City Council for approval;
7) Develop procedures for the protection of city records against natural or other disasters in coordination/cooperation with the Information Technology (IT) Department; 8) Ensure that the creation, maintenance, preservation, microfilming, document imaging, electronic storage, destruction or other disposition of city records is carried out in accordance with the approved Records Management Program;
9) In cooperation with department managers, incorporate records management objectives, responsibilities and authorities in pertinent department directives with the Records Management Program.

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1) Effective controls over the creation, maintenance and use of public records in the conduct of business;
2) The maintenance and security of records deemed appropriate for preservation; 3) Segregation and disposal of records of temporary value in accordance with established retention schedules.

Those public records that are not required in the current operation of the office where they are made or kept shall be transferred to Records storage until they have met their specific retention requirements and may be destroyed or to the Archives, if of a permanent or historic nature , so that permanent preservation is ensured. All records which can properly be abolished or discontinued shall be destroyed in accordance with Section 10 hereinafter specified.

SECTION 7. RECORDS INVOLVED IN PUBLIC RECORDS REQUESTS, PENDING

SECTION 8. RECORDS MANAGEMENT PROGRAM TO BE DEVELOPED AND

5) Create policies for the retrieval of records from a media device; 6) Create policies to address Records Management Program requirements and needs as technology evolves;
7) Provide for review by the Records Management Program Manager of all electronic recordkeeping systems design prior to purchase and implementation of the systems; 8) Ensure the development and maintenance of up-to-date documentation for all electronic records systems that will adequately specify the technical characteristics of each system necessary for reading, processing or preserving city records until disposition of the records is authorized; 9) Provide for the creation of adequate audit trails;
10) Incorporate electronic records management objectives, responsibilities and authorities in pertinent city directives, policies and procedures;
11) Ensure the ability to access city records regardless of form or medium.

The Records Management Program standards, policies and procedures are binding on all city officers, employees, departments, agencies, commissions , committees and similar entities of the City of Carlsbad.

A. Every city record identified and listed in the Records Retention Schedule, in any amendment to the schedule or in any request for destruction of the record must be specifically described. Any Records Retention Schedule, amendment to a schedule or request for dest ruction of a record that contains general terms such as "miscellaneous" and "various" to describe any record identified in such a document may not be submitted for approval.

B. Each Records Retention Schedule must be monitored and amended as needed by the Records Program Manager to ensure that the schedule is in compliance with state and federal regulations.

C. With the consent of the City Clerk and City Attorney minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates are defined as changes in department or division names, improvem ents in descriptions for clarification purposes and any additional comments as reference. Adding new record types, deletions of existing line items or changes in the length of the retention period must be presented to the City Council prior to taking effect.

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D. Before its adoption by the City Council, a Records Retention Schedule must be reviewed by the Records Program Manager, the department managers and the City Attorney.

E. A department manager shall notify the Records Program Manager when a city record is eligible for destruction and shall prepare and submit a Records Destruction Request Form.

SECTION 10. DESTRUCTION OF RECORDS
Before a city record can be destroyed under an approved Records Retention Schedule, the record must meet the requirements under the Records Management Program, unless the approved Records Retention Schedule specifies that the record may be destroyed without additional review or approval by the City Council.

A city record whose retention period has that has an expired retention period on an approved Records Retention Schedule must be destroyed unless it is categorized under the following exemptions for destruction:

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SECTION 13. WITHHOLDING RECORDS FROM INSPECTION
City staff may disallow inspection of any city record that is exempt from disclosure under the California Public Records Act or other applicable law. If city staff are uncertain whether a particular city record is subject to or exempt from disclosure, city staff should consult with the City Attorney's office for guidance.

SECTION 14. RECORDS PROTECTION AND DISASTER RECOVERY PLANNING PROGRAM The purposes of this program element are to:

A. Control the records that are essential to the continued functioning or reconstruction of the city during and after an emergency.

B. Safeguard those records essential to protecting the rights and interests of the City of Carlsbad directly affected.

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C. Provide emergency preparedness for the protection of the city records in the event of any natural disaster and fire hazards.

E. Certain measures and provisions have been implemented for the protection and preservation of city records and are as follows:
1) Transfer certain city records under an authorized inventory for storage, from an off -site city facility to a designated storage area, for the purpose of any accidental, natural, human caused or toxic/fire hazard which causes or may cause substantial damage to the city’s records. 2) Implementation of electronic records media, transforming that stores all original city records into a digital document imaging system and is backed up in the cloud and virtual servers. to be stored inside of an electronic devis such as disk, tape, or CD ROM, which will be placed in a designated off-site storage area.

F. Each department manager shall comply with the Records Management Program in order to ensure the protection and preservation of city records in the event of a natural or hazard disaster as describe in this section.

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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A If the record is not listed here, refer to the Retention Schedule 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.

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References
CW-1 | P a g e
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31.42; 44; CFR 13.42; 45 CFR 92.42; OMB Circular
A- 133 GC §34090
Vital - Before Completion
Exhibit 3
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

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RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Lead Department CW-030 Agreements & Contracts:

ADMINISTRATIVE FILES

Contracts & Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP §337
et. seq., GC §§34090, 60201

Staffing Dept.

Employees Staff Meetings / Department Staff
Meetings
2 years GC §§34090, 60201
CW-060 Boards, Commissions, & Committees:

External Organizations
(e.g. County Board of Supervisors)
When No
Longer
Required
Non-records
City Clerk CW-065 Boards, Commissions, & Committees:

Residents Advisory Bodies
Formed by CITY COUNCIL
 AGENDAS, AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
City Clerk retains originals; GC §§34090.7, 60200

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

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RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
City Clerk CW-070 Boards, Commissions, & Committees:

CW-085 Claims Copies - When
No Longer
Required
(Upon
Settlement)
Yes: After
Settlement
GC §§34090.7, 60200, 34090.6

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

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

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CW-115 Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intra-agency 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, checklist, feedback forms,
flyers, invitations, inventories, logs, mailing
lists, meeting room registrations, speaker
cards, supply inventories, telephone
messages, text messages, letters, thank you
notes, requests from other cities,
webpages, etc.)
When No
Longer
Required
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 §6252; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of California, 2017
City Clerk CW-120 Deeds, Easements, Final Orders of
Condemnations, Liens, Recorded
Documents, Rights of Ways (All)
Copies –
When No
Longer
Required
No Send all originals to the City Clerk; GC
§§34090.7, 60200
Lead Department CW-125 Deposit Accounts / Trust Accounts / Refundable Deposits
Close + 5
years
Department preference; meets auditing standards; GC
§§34090, 60201
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

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GC §§34090, 60201, 6252, 6254(a)
Dept. that Authors
Document or
Receives the City's
Original Document
CW-140 Email 2 years

GC §§34090, 60201, GC §6252; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of California, 2017
Lead
Department
CW-145 GIS Database / Data / Layers (both City- wide
and Specialized)
When No
Longer
Required
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
Lead
Department
CW-150 Grants (UNSUCCESSFUL Applications,
Correspondence)
2 years GC §§34090, 60201
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

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RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Lead
Department
CW-155 Grants / CDBG / Reimbursable Claims
(SUCCESSFUL Reports, other records
required to pass the funding agency's audit, if
required)

Applications (successful), grant agreement,
program rules, regulations & procedures,
reports to
grant funding agencies, correspondence,
audit records, completion records
After Funding
Agency Audit,
if required –
Minimum 5
years
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; statewide
guidelines propose 4 years; 7 CFR 3016.42; 21 CFR
1403.36 & 1403.42(b); 24 CFR 85.42, 91.105(h),

92.505, 570.490, & 570.502(a&b), 28 CFR 66.42; 29
CFR 97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR

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OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

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RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Lead Department CW-170 Litigation Files / Lawsuits / Court Case Files

Send Final Settlement Agreements to the City
Clerk
Final
Resolution
+ 5 years
Department preference; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; 60201, PC §832.5(b)

Vital - Until Settlement
Lead Department CW-175 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) Chemical Use Report
Form (or records of the chemical / substance
/ agent, where & when it was used)
30 years Yes - After
Upload
and QC
Previous MSDS may be obtained from a service;
MSDS may be destroyed as long as a record of the
chemical / substance / agent, where & when it was
used is maintained for 30 years; Applies to qualified
employers; 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, 60201
City Clerk CW-180 Minutes: City Council, CMWD Board,
Community Development Commission, Public
Financing Authority, Successor Agency & all
city council; boards/commissions/committees
Copies - When
No Longer
Required
No Originals maintained by City Clerk Permanently; GC
§§34090.7, 60200

Vital - current original
Lead Department CW-190 Newspaper Clippings When No
Longer
Required
Non-records - may be obtained from the newspaper
company; GC §§34090, 60201
Staffing Dept. CW-195 Notices: Public Hearing Notices and Proofs of Publications
2 years Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC
§§34090, 60201
City Clerk CW-200 Ordinances - City Council, CMWD Copies - When No Longer
Required
No Originals maintained by City Clerk Permanently; GC
§§34090.7. 60201

Vital
ASD / Human Resources CW-205 OSHA Inspections or Citations Send to Human
GC §§34090.7, 60200
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

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RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Resources
ASD / Human Resources CW-210 Personnel Files (Department-level Files) 3 years After Separation or
Transfer
Ensure records kept in Department files comply with
City policy (all originals are sent to Human
Resources); GC §§34090.7, 60200

Vital - Before Annual Evaluation
Lead Department CW-220 Photographs When No
Longer
Required
Preliminary Drafts; destroy unnecessary photographs.

GC §§34090, 60201, 6252, 6254(a)
ASD / Finance
/ Purchasing
CW-225 Purchase Orders / Requisitions Copies - When
No Longer
Required
Purchasing retains originals; GC §§34090.7, 60200
Lead Department (Who
Ordered the Appraisal)
CW-230 Real Estate Appraisal Reports: Property
NOT purchased, Loans not funded, etc.
2 years Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 60201, 6254(h)
Lead Department (Who
Ordered
the Appraisal)
CW-235 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: After
Upload
and QC
Not accessible to the public until purchase has been
completed; meets grant auditing requirements; 24
CFR 85.42 & 91.105(h), & 570.502(b); 29 CFR 97.42,
GC §§34090, 60201

Vital - Before Purchase
City Clerk CW-240 Records Destruction Lists / Certificate of Records Destruction
Copies - When
No Longer
Required
GC §§34090.7, 60200

Sept. 15, 2026
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OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-9 | P a g e
Version 2026

Lead Department CW-265 Reports and Studies (Historically significant - e.g., Zoning Studies)
Permanent Yes: After
10 years
Administratively and Historically significant, therefore retained permanently; GC §§34090, 60201
Lead Department CW-270 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)
2 years GC §§34090, 60201
City Clerk CW-275 Resolutions: City Council/ CMWD, CDC, PFA, Successor Agency/all city council
boards /commissions /committees
Copies - When
No Longer
Required
No Originals maintained by City Clerk Permanently; GC
§§34090.7, 60200

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 GC §§34090, 60201
Lead Department CW-290 Sustainability Programs / Travel Demand Programs / Annual Reports
Minimum 10
years
Department Preference; GC §34090
Sept. 15, 2026
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OƯice of Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CW-10 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -CITY WIDE STANDARDS
Finance / Payroll CW-295 Time Cards / Time Sheets
(Finance keeps the originals with
employee signatures)
Copies - When
No Longer
Required
Yes: After
Upload
and QC
Department preference; Meets auditing standards
(audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Most Employees provide
digital signatures when they submit their timecards,
but some in Public Works and Community Services do
not (another employee enters their time); IRS Reg
§31.6001- 1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; GC §§34090, 60201
Lead Department CW-300 Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Ethics & Safety Training
& Tailgates)
5 years Yes:

When
Inactive
Department preference; Ethics Training is 5 years;
Statewide guidelines propose 7 years; Calif. Labor
Divisionis required to keep their OSHA records 7
years; EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 60201, 53235.2(b)
Dept. that Originates
or Receives the City's
Original
Invitation to join
Collaboration

CW-305 ZOOM, TEAMS, GOVQA Notes,
Collaboration Meetings, Instant messages,
Chats
2 years GC §§34090, 60201

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-1 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE Financial Reporting and
Accounting

ASD /Finance /
Financial
Reporting &
Accounting
ASDF-000 1099's / 1096's 7 years Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca.

FTB: 3 years; 26 CFR §31.6001- 1(e)(2), R&T §19530,
GC §§34090, 60201; 29 USC 436
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-005 Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, Temporary
Agency Invoices, etc.)
7 years Yes: After 1
year
May contain independent contractor's compensation,
expense reimbursement, or District credit card records; Meets municipal government auditing standards; Meets
municipal government auditing standards; GC §§34090,
60201

Vital – Until Paid
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-020 Audit Work Papers 7 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC
§§34090, 60201
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-025 Audits - Grant Audits, IRS Audits, Transportation Audits, PERS Audit, etc.
7 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC
§§34090, 60201
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-2 | P a g e
Version 2026

See Bank Statements for statement retention.

Vital – Until Maturity
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-040 Budget - FINAL Permanent Yes: After 1
year
Department preference; GC §§34090, 60201

Vital – While Active
City Clerk ASDF-055 Carlsbad Golf Lodging Business Improvement District (CGLBID) / Carlsbad Tourism Business
Improvement District (CTBID) AGENDA

PACKETS / AGENDA STAFF REPORTS /

AGENDAS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
Originals maintained by City Clerk Permanently; GC
§§34090.7, 60200

Disestablished 05-06-2024

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-3 | P a g e
Version 2026

ANNUAL REPORT
Permanent No Department preference; GC §34090

Vital
City Clerk ASDF-065 Carlsbad Golf Lodging Business Improvement District (CGLBID) / Carlsbad Tourism Business
Improvement District (CTBID) MINUTES,

RESOLUTIONS &
BYLAWS
Copies - When
No Longer
Required
No Originals maintained by City Clerk Permanently;
GC§§34090.7, 60200

Vital Disestablished 05-06-2024
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-070 Checks / Warrants - Cashed or Canceled 7 years

Vital
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-4 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance /
Financial
Reporting &
Accounting
ASDF-095 Fixed Assets 7 years Department Preference (bond auditing purposes; IRS regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds"); 26 CFR

1.6001- 1(e); GC §§34090, 60201
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-100 Investment Committee AGENDAS, AGENDA

PACKETS, MEETING NOTES AND

MINUTES
Minimum 2
years
Department Preference (members are not appointed by
City Council); GC §§34090, 60201
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-105 Investment Databases (Sympro, Wells Fargo) Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-110 Investment Reports & Backup 7 years Department Preference; GC §§34090, 60201 City Clerk ASDF-112 Investment Review Board
 AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required
GC §34090.7

City Clerk ASDF-113 Investment Review Board
 MINUTES, BYLAWS &

RESOLUTIONS
Copies -
When No
Longer
Required
Original signed Minutes sent to City Clerk for permanent storage; GC §34090.7

Vital – Until Paid
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-5 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance /
Financial
Reporting &
Accounting
ASDF-120 Journal Entries (includes Water Customers) 7 years Department Preference; meets auditing standards; GC §§34090, 60201, 26 CFR 31.6001-1
ASD /Finance /
Financial
Reporting &
Accounting
ASDF-125 Lighting and Landscape Districts - Formation
and Boundaries
Permanent Yes: After
Upload and
QC
Department preference; GC §34090

ASD /Finance
/ Financial
Reporting &
Accounting
ASDF-130 Master Fee Schedule Permanent Yes: After 1
year
Department preference; GC §§34090, 60201

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-6 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance
/Revenue
ASDF-155 Ambulance Billing 5 years Department preference (meets municipal government auditing requirements); GC §§34090,
60201 et seq.

ASD /Finance
/Revenue
ASDF-160 Bankruptcies - NOT pursued When No Longer
Required
Preliminary drafts not retained in the ordinary course of business; GC §§34090, 60201
ASD /Finance
/Revenue
ASDF-165 Bankruptcies - Where a claim is filed 10 years Department Preference (negative information remains on credit ratings for 7 years); GC
§§34090, 60201
ASD /Finance
/Revenue
ASDF-170 Business License & Permit _Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

ASD /Finance
/Revenue
ASDF-185 Cashiering Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
ASD /Finance
/Revenue

ASDF-190 Collections / Collection Agency
Statements / Delinquent Accounts
7 years Department preference; Delinquencies remain on credit reports for 7 years; GC §§34090, 60201 et seq.

ASD /Finance
/Revenue
ASDF-195 Daily Cash 5 years Yes: After
Upload and
QC
Department preference; Meets auditing standards; GC
§§34090, 60201 et seq.

ASD /Finance
/Revenue
ASDF-200 Reports: Revenue 5 years These reports cannot be accurately re-created from the database; Meets auditing standards; GC §§34090, 60201
Sept. 15, 2026
Item #4 Page 147 of 235
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-7 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance
/Revenue
ASDF-205 Returned Checks / NSF Checks 5 years Department Preference; Meets auditing standards; GC §§34090, 60201
ASD /Finance
/Revenue
ASDF-210 Utility Billing Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital
Payroll
ASD /Finance /
Payroll
ASDF-215 CalPERS Reports - Annual Valuation Reports,
Actuarial Valuation Reports
Permanent Department Preference; GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-220 Computer Loan Agreements Fully Paid + 5
years
Department preference (meets municipal government
auditing requirements); GC §§34090,
60201 et seq.

ASD /Finance /
Payroll
ASDF-225 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 Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; 26 CFR
§31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 - 516.6, 29
USC 436, GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-230 Garnishments Satisfied +
7 years
Department preference; GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-235 Payroll File (By Employee Name) Separation +
7 years
Department preference; 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; GC §§34090, 60201
ASD /Finance /
Payroll
ASDF-240 Payroll Reports - Annual Detail Permanent Yes: After Upload
and QC
Department preference for SBCERA Buy-backs; GC
§§34090, 60201
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

ASDF-8 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - ADMINISTRATIVE SERVICES - FINANCE ASD /Finance /
Payroll
ASDF-245 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction
Reports, etc.)
7 years Department preference for Grant Auditing Purposes; Meets municipal government auditing standards; GC
§§34090, 60201
ASD /Finance /
Payroll
ASDF-250 Time Sheets / Time Cards / Overtime Sheets
/ Overtime Cards
Minimum 7
years
Yes: After
2 years
Department preference for Grant Auditing Purposes;
Meets municipal government auditing standards; GC
§§34090, 60201
ASD /Finance /
Payroll
ASDF-255 W-2's Permanent Yes: After 2
years
Department preference for PERS Buy-back purposes;
Meets IRS regulations (4 years after tax is due or paid); 26 CFR §31.6001-1(e)(2), GC §§34090, 60201
Purchasing
ASD /Finance /
Purchasing
ASDF-260 Bid Files - Cancelled or Rejected 2 years GC §§34090, 60201 Lead
Department
ASDF-265 Bid Files / Quote file / Proposals Contract
Expiration + 5
years
Department preference; Meets municipal government
auditing standards; GC §§34090,
60201
ASD /Finance /
Purchasing
ASDF-270 Credit Card Program Card Closed
+ 2 years
Department preference; Meets municipal government
auditing standards; GC §§34090,
60201
ASD /Finance /
Purchasing
ASDF-275 Purchase Orders & Backup / Purchase
Requisitions
5 years Department preference; Meets municipal government auditing standards; GC §§34090, 60201
ASD / Finance /
Purchasing
ASDF-280 Surplus Equipment Disposal (Vehicle Sale, Audit Reports)
5 years Department preference; Meets municipal government auditing standards; GC §§34090,
60201
ASD / Finance /
Purchasing
ASDF-285 Vehicle Titles (Pink Slips) - All Vehicles Sale or Disposal Department Preference; GC §34090 ASD / Finance /
Purchasing
ASDF-290 Vendor Lists When No Longer
Required
Preliminary drafts; GC §§34090, 60201

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CA-1 | P a g e
Version 20264

RECORD RETENTION SCHEDULE - CITY ATTORNEY
City Attorney CA-000 Advice Files / Department Files When No Longer Required -
Minimum 2
years
Yes: After
Upload and
QC
Department preference; GC §34090
City Attorney CA-005 City Attorney Memoranda, Opinions and Opinion Index
PSuperseded + 2
years
Yes: After
Upload and
QC
Department preference; Statewide
guidelines propose superseded + 2 years;
GC §34090

Vital
City Attorney CA-010 Closed Session Material When No Longer Required -
Minimum 10
yearsP
Yes: After
Upload and
QC
Department preference; Statewide
guidelines propose superseded + 2 years;
GC §34090

Send Final Settlement Agreements to the City
Clerk
Minimum Final
Resolution + 5
years
Yes: After
Upload and
QC
Department preference; CCP § 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC §832.5(b)

Vital – Until Settlement

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-000 Administrative Orders Permanent Department preference; GC §§34090, 60201 City Clerk CC-005 Agenda Packets/Agenda Bills/Agenda Staff Reports: City Council, CMWD Board, Redevelopment Agency,
Redevelopment Commission, Successor Agency,
Community Development Commission, Public Financing
Authority, Industrial Development Corporation, Industrial Development Authority, all city council
boards/commissions/committees
Permanent Yes: After
Upload and
QC
Department preference; GC §§34090, 60201
City Clerk CC-010 Agreements & Contracts - ALL
INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs, FRANCHISES, LEASES Capital improvements
(permanent structural change or restoration) of any
public structure, building, road or other public lands; Leases; Settlement Agreement, MOU, JPA
Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice of Completion

Examples of Infrastructure: Architects, Architectural
Design, 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

Permanent Yes: Upon
Receipt of
Notice of
Completion,
if any, OR
After Upload
and QC
Department preference; All infrastructure
contracts
should be permanent for emergency
preparedness;
Statute of Limitations is 4 years; 10 years for
Errors & Omissions; land records are permanent
by law; CCP §337 et. seq., GC §§34090, 60201;
Contractor has retention requirements in 48 CFR

4.703

Vital – Before Completion
Notice of Completion is linked to the contract
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-2 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-015 Agreements & Contracts - ALL MAINTENANCE, PERFORMERS, INSTRUCTORS, ARTWORK LOANs &
Artwork Loans & Exhibits, Class Instructors, Grants,
Maintenance, Performance & Event, Professional
Services-Non-Infrastructure, Use Facility
Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice of Completion Notice to Proceed

Examples: of Maintenance: Concerts, Custodial Services, Class Instructors, Performers, etc.

Live Performance, TGIF related, concert, Class Instructor, CDBG grant, annual/quarterly inspection/,
maintenance/monitoring, consulting/staffing/admin/graphics design/staff development-training/coaching/outreach

Vital – Before Completion

City Clerk CC-020 Agreements & Contracts - ALL NON-
INFRASTRUCTURE, Professional Services
Agreements Minor Public Works Agreements
(Install, Replace or Repair; )

Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal / Scope of Work), Notice of Completion

Examples of Non-Infrastructure: Maintenance,
Repair/Installation, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Personnel, Professional
Services, etc.

Completion +
10 years
Yes: Upon
Receipt of
Notice of
Completion, if
any, OR After
Upload and
QC
Department preference; Statute of Limitations is
4 years; 10 years for Errors & Omissions; land
records are permanent by law; CCP §§337.
337.1(a), 337.15, 343; GC §§34090,60201,
Contractor has retention requirements in 48
CFR 4.703(a)

Vital – Before Completion
Notice of Completion is linked to the contract

Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-3 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-025 Proposed
Regulatory Agencies:

Sept. 15, 2026
Item #4 Page 153 of 235
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-4 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-060 City Council Subcommittees: Agendas, Minutes, Staff Reports
 AGENDAS & AGENDA PACKET
(Composed solely of less than a quorum of the City Council) Permanent Yes: After
Upload
and QC
All recommendations are presented to the
City Council; GC §§34090, 60201
City Clerk CC-063 City Council Subcommittees: Agendas, Minutes, Staff Reports
 MINUTES

(Composed solely of less than a quorum of the City Council) Permanent No GC §34090.7, 60201
City Clerk CC-065 City Council, Board & Commission Historical List of Members
Permanent Yes: After
Upload
and QC
Department preference; GC §§34090, 60201
City Clerk CC-070 Claim Forms 2 years City Attorney retains Claim File; GC §§34090, 60201
City Clerk CC-072 Community Police Engagement Commission  AGENDAS & AGENDA PACKET
Permanent Yes: After
Upload and
QC
GC §34090.7, 60201
City Clerk CC-073 Community Police Engagement Commission  MINUTES, RESOLUTIONS & BYLAWS
Permanent No GC §34090.7, 60201
City Clerk CC-075 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL
7 years Yes: After
2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-080 Economic Interest Filings (FPPC Form 635) - Lobbyist Reporting
5 7 years Yes: After 2
years
2 CCR 18615(d)
City Clerk CC-085 FPPC Form 801 (Gift to Agency Report) 7 years Must post on website; GC §81009(e) City Clerk CC-090 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)
7 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-095 FPPC Form 803 (Behested Payment Report) 7 years GC §81009e Sept. 15, 2026
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OƯice of
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(OFR)
Retention
No.

Records Description Total
Retention
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Paper
after
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and QC
Comments / References

CC-5 | P a g e
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RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-100 FPPC Form 804 (Agency Report of New Positions) Permanent FPPC Regulation 18734(c); GC §81009e City Clerk CC-105 FPPC Form 805 (Agency Report of Consultants) Permanent FPPC Regulation 18734(c); GC §81009e City Clerk CC-110 FPPC Form 806 (Agency Report of Public Official Appointments)
7 years Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §§34090, 60201; GC
§81009(e)

Elections -
Consolidated

City Clerk CC-115 Assessment District Ballots, Protest Letters, & Envelopes - Prop. 218 proceedings
2 years GC §53753(e)(2)
City Clerk CC-120 Campaign Filings (FPPC 400 Series Forms & Form 501):

UNSUCCESSFUL CANDIDATES
5 7 years Yes: After
2 years
Paper must be retained for at least 2 years; GC
§81009(b)&(g)
City Clerk CC-125 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
Permanent Yes: After
2 years
Paper must be retained for at least 2 years; GC
§81009(b)&(g)
City Clerk CC-130 Campaign Filings (FPPC 400 Series Forms): THOSE NOT

REQUIRED TO FILE ORIGINAL WITH CITY CLERK
(copies)
4 7 years Paper must be retained for at least 2 years; GC §81009(f)&(g)
City Clerk CC-135 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS not candidate-controlled)
7 years Paper must be retained for at least 2 years; GC §81009(c)&(g)
Sept. 15, 2026
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OƯice of
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(OFR)
Retention
No.

Records Description Total
Retention
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Paper
after
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and QC
Comments / References

CC-6 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-140 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-145 Candidate File: Nomination Papers, Candidate Statement Forms, etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Statewide guidelines proposes 4 years for
successful candidates, 2 years for unsuccessful;
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-150 Elections - GENERAL, WORKING or ADMINISTRATION Files
(Correspondence, Precinct Maps, County Election
Services, Candidate Statements to be printed in the
Sample Ballot, Polling Locations and Precinct Board
Members, Notices, Postings, etc.)
2 years GC §§34090, 60201
City Clerk CC-155 Elections - HISTORICAL
(Sample ballot,copies of resolutions, final results;
Certificate of Election)
Permanent No Retained for Historical Value, GC §§34090, 60201
Sept. 15, 2026
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OƯice of
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(OFR)
Retention
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Retention
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after
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Comments / References

CC-7 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-160 Elections - Petitions (Initiative, Recall or Referendum) Results or Final
Examination

if No
Election + 8
mo.

City Clerk CC-165 Ethics Training Certificates 5 years GC §53235.2(b) City Clerk CC-170 Historical Records, Photographs, & Historical Projects (e.g. Incorporation, City Seal, Awards of significant
historical interest, etc.)
Permanent No 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-175 LAFCO Certifications Permanent Yes: After Upload
and QC
Department Preference; GC §§34090, 60201
City Clerk CC-180 Minutes:

City Council, CMWD Board, Redevelopment Agency,
Redevelopment Commission, Successor Agency,
Community, Development Commission, Public Financing
Authority, Public Improvement Corporation, Industrial
Development Authority, all city council boards/
commissions/committees
Permanent No GC §§34090, 60201
Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
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and QC
Comments / References

CC-8 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-185 Municipal Code Administration, Supplements, Distribution, etc.

When No
Longer
Required
Preliminary drafts not retained in the ordinary
course of business; GC §§34090, 60201
City Cler CC-19 Oath s of Office:

City Council, Boards & Commission Members, Deputized
Employees
Permanent Yes: After
Upload
and QC
Department Preference; GC §§34090, 60201
City Clerk CC-195 Ordinances Permanent No GC §§34090, 60201

Vital
City Clerk CC-200 Petitions (submitted to Council on any subject- Dog Parks, Parking, Traffic Calming, etc. - that does not become part of an Agenda Packet)

See Elections for Initiative, Recall or Referendum Petitions 2 years Yes: After
Upload
and QC
Department preference; only 1 year is required;
GC §50115

City Clerk

CC-205
Public Comment Records
(submitted by members of the public; pertains to items not on the Agenda)

2 years

GC §§34090, 60201

City Clerk

CC-210
Public Records Requests / Request for Records (GOVQA)
2 years

GC §§34090, 60201

City Clerk

CC-215
Recorded Documents: ALL
Deeds, Easements, Liens & Releases, Rights of Way,
Notices of Completion, Recorded Agreements / Contracts, Certificate of Compliance, etc.

Permanent No
Department preference; GC §§34090, 60201 et
seq.

Vital – All Deeds
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OƯice of
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(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

CC-9 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY CLERK
City Clerk CC-220 Recordings - VIDEO of City Council and all Board and Commissions
Permanent Department Preference; Video recording of
meetings are only required for 90 days; GC
§§34090.7, 34090
City Clerk CC-225 Records Destruction Authorization Forms, Transfers P ermanent Yes: After Upload
and
QC
Department preference; GC §§34090, 60201
City Clerk CC-230 Records Management Audits 10 years Yes: After Upload
and QC
Department preference; GC §§34090, 60201
City Clerk CC-235 Records Retention Schedules /
Amendments to Records Retention Schedules
Permanent No GC §§34090, 60201 et. seq.

City Clerk CC-240 Resolutions:

City Council, CMWD Board, Redevelopment Agency,
Redevelopment Commission, Successor Agency,
Community Development Commission, Public Financing
Authority, Public Improvement Corporation, Industrial
Development Authority, all city council boards/
commissions/committees
Permanent No GC §§34090, 60201

Vital
City Clerk
/Lead
Department for
Commission
CC-245 Speaker Cards / Speaker Slips When No
Longer
Required
2 years
Preliminary drafts used to produce minutes;
GC §§34090, 60201
City Clerk CC-250 Subpoenas (City Records) 2 years GC §§34090

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OƯice of
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(OFR)
Retention
No.

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Retention
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Paper
after
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and QC
Comments / References

CCO-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY COUNCIL ADMINISTRATION City Manager
City Manager CCO-000 City Manager Files Minimum 2
years
Department preference; GC §§34090, 60201
City Manager CCO-003 Program Participant Application, Registration, Liability Release and Waiver,
Television/Video/Internet/ Model Release Form,
Attendance Form, final Evaluation (I.e. Citizen’s
Academy, etc.)
2 years GC §§34090

Finance CCO-020 Travel / Conferences Copies -
When No
Longer
Required
Invoices are maintained by Finance; GC §34090.7

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OƯice of
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(OFR)
Retention
No.

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Retention
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Paper
after
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Comments / References

CCO-2 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – CITY COUNCIL ADMINISTRATION Council Office
Council Office CCO-023 Advocacy Travel Reporting Form 2 years Department Preference; GC §§34090

Finance CCO-040 Travel / Conferences Copies -
When No
Longer
Required

Invoices are maintained by Finance; GC §34090.7

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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

COM-1 | P a g e
Version 2026

Communications COM-005 Informational Videos and Public Service Announcements (PSAs)
2 5 years Department Preference; GC §34090
Communications COM-010 Newsletters distributed City-wide – Carlsbad Currents, etc.
2 years Yes: After
Upload and
QC
Department Preference; GC §34090
Communications COM-015 Photo Waivers / Model Releases 5 years Department Preference; GC §34090 Communications COM-020 Press Releases (Except for Police) 2 years Department Preference; GC §34090

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
Community
Development
CD-000 Entertainment License Expiration
+ 4 years
Department preference; GC §34090

Vital – While Active Issues
Community
Development
CD-002 Private Property Permits Expiration
+ 4 years
Department preference; GC §34090

Vital – While Active Issues
Building &
Safety

CD / Building &
Safety
CD-000
CD-003
Address Assignments / Changes / Corrections 2 years GC §34090 CD / Building &
Safety
CD-005 Address Files / Building Permits Permanent Yes: After Upload and
QC
Department preference; Statewide guidelines
propose permanent; GC §34090, H&S §19850

Vital
CD / Building &
Safety
CD-010 Address Files / Building Permits - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION,

PermanentP
Yes: After
Upload and
QC
Department preference; Statewide guidelines
propose permanent; GC §34090, H&S §19850

Vital
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-2 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Building &
Safety
CD-015 Address Files / Building Permits - - SINGLE
FAMILY RESIDENTIAL – SFR ALTERATION,

DECK, DEMO, PATIO, POOL, REPAIR,
RETAINING WALL - Structural Calculations,
Truss Calculations, Foundation Calculations,
Soils Reports, Energy (Title 24), Cut Sheets, etc.

Permit Final + 2
years
Yes: After
Upload and
QC
Department preference; Statewide guidelines
propose permanent; GC §34090, H&S §19850

Vital
CD / Building &
Safety

CD-020 Building Permit Database Indefinite Department Preference - Data is interrelated; GC §34090, H&S §19850

CD / Building &
Safety
CD-030 Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION,

Permanent Yes: After
Upload and
QC
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

Vital
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-3 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Building &
Safety
CD-035 Building Plans - Finalled - SINGLE FAMILY

RESIDENTIAL - SFR ALTERATION, DECK,

DEMO, PATIO, POOL, REPAIR, RETAINING
WALL Includes cancelled, expired or withdrawn.

Vital
CD / Building &
Safety
CD-040 Certificate of Occupancy (CofO) Permanent Yes: After Upload and
QC
Department Preference; GC §34090

Vital
CD / Building &
Safety
CD-045 Construction Notices / Inspection Notices
(correction notices, compliance orders, stop work
notices, etc.)
When Permit is
Finalled
Preliminary Drafts; GC §34090
CD / Building &
Safety
CD-050 Plan Check Comments Permanent Department preference (Preliminary Drafts - all comments are included in the final plans and permits);
GC §34090
CD / Building &
Safety
CD-055 Private Party Permits / Minor Special
Events (No Impact on Public Property)
2 years GC §34090
CD / Building &
Safety
CD-060 Reports: Building Activity When No
Longer
Required
Preliminary Drafts (the database is the original); GC
§34090
CD / Building &
Safety
CD-065 Requests & Permissions to Receive
Copies of Plans (to and from Architects)
2 years GC §34090
CD / Building &
Safety
CD-070 Specialized Inspections (Concrete,
Welding, etc.)
Permanent Yes: After
Upload and
QC
Department Preference; GC §34090

Vital
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-4 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Building &
Safety
CD-075 Uniform Building Codes / California
Building Codes
Minimum While
Ordinance is in
Force
GC §50022.6
Code
Enforcement

Vital – Until Resolution
Land
Development

CD / Land
Development
CD-090 CFD Audits / LDE Audits / Land
Development Project Audits / Landscape
District Improvement Audits / Community
Facility District Audits

1.6001-1(e); GC §§34090, 60201 et seq.

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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-5 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

Administration File
Correspondence - Content IS substantive, etc.

Vital – Until Completed
CD / Land
Development
CD-110 Land Development Projects / Project Files:

Permanent Files

Drainage, Driveway, Final Reports, Grading
Plans, Improvement Plans, Soil Reports,
Stormwater, etc.

Dedications, Easements, Abandonments (City
Clerk is OFR)
Permanent Yes: After
Upload
and QC
Department preference; retained for disaster
preparedness purposes; GC §34090

Vital – Until Completed
CD / Land
Development
CD-115 Land Development Projects / Project Files:

Preliminary Drafts

Title Reports, Correspondence - Content NOT
Substantive, Preliminary Calculations
When No
Longer
Required
Preliminary drafts; GC §34090
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-6 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD / Land
Development
CD-120 Oversized Load Permits (OLP) 2 years GC §34090
CD / Land
Development
CD-125 Parcel Maps, Tract Maps / Subdivision Maps Permanent Yes: After Upload
and QC
Department preference; GC §34090

Vital – Until Completed
CD / Land
Development
CD-130 Plan Checks for Land Development Permits When No Longer
Required
Preliminary drafts; GC §34090 et seq.

Planning
City Clerk CD-135 Alcohol Beverage Control License Applications (ABC Applications)
When No
Longer
Required
(Non-Records); City Clerk retains for 2 years
CD / Planning CD-140 Annexations / Boundaries / Consolidations / LAFCO
Permanent Yes: After
Upload
and QC
Land Records; GC §34090
CD / Planning CD-145 Census, Demographics When No
Longer
Required
(Non-Records - Census Bureau is OFR)
CD / Planning CD-150 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations,
Technical Reports, etc.)
Inside City boundaries
Permanent Yes: After
Upload
and QC
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
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-7 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD /Planning CD-155 Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations,
Technical Reports, etc.)

AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7
CD / Planning

Library
CD -163
LIB-015
Historic Preservation Commission
AUDIO RECORDINGS of Meetings / Audio Tapes
2 years Department preference; State law only requires for 30 days; GC §54953.5(b)

City Clerk
CD-164
LIB-020
Historic Preservation Commission

MINUTES, BYLAWS & RESOLUTIONS
Copies -
When No Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage
GC §34090.7

Vital
CD /Planning CD-165 Master Plans, Specific Plans, Land Use Plans, etc.

Permanent Yes: After
Upload
and QC
Department Preference; GC §34090
CD /Planning CD-170 Materials Boards When No Longer
Required
Preliminary drafts not retained in the ordinary
course of business; GC §34090
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-8 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
City Clerk CD-175 Planning Commission
• AGENDAS & AGENDA PACKETS
Copies - When No
Longer Required
Yes: After
Upload and
QC
GC §§34090.7, 60200
CD /Planning CD-180 Planning Commission
AUDIO RECORDINGS of Meetings /
Audio Tapes
2 years Department preference; State law only requires for 30 days; GC §54953.5(b)
City Clerk CD-185 Planning Commission
• MINUTES, BYLAWS & RESOLUTIONS
Copies - When No
Longer Required
No Original signed Minutes sent to City Clerk for
permanent storage
GC §§34090.7, 60200
City Clerk CD-190 Planning Commission

VIDEO RECORDINGS
Permanent Department Preference; Video recording of
meetings are only required for 90 days; GC
§§34090.7, 34090
CD /Planning

CD-195 Planning Project Log of Applications,
Database
Indefinite Department Preference - Data is interrelated; GC §34090, H&S §19850

Vital
Sept. 15, 2026
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Office of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

CD-9 | Page
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

BUILDING & CODE, LAND DEVELOPMENT AND PLANNING
CD /Planning CD-200 Planning Project Files – Approved (includes Expired) or Denied Permanent Entitlements

(Includes Associated CEQA Noticing,
Conditions of Approval, Public Noticing,
Environmental Determinations, Staff Reports,
Plans & Maps)

Permanent Yes: After
Upload
and QC
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR §15095(c);
GC§§34090, 34090.7

Vital
CD /Planning CD-205 Planning Project Files - Temporary
Campaign Sign Permits, Temporary Sign
Permits, etc.
2 years Department preference; GC§§34090, 34090.7
CD /Planning CD-210 Planning Project Files - Withdrawn or Voided Permanent Entitlements
Application, Description, Final Letter.
2 years Department preference; GC§§34090, 34090.7
CD /Planning CD-215 Preliminary Review File / PRE Files (non-SB 330)
5 years
8 years
Yes: After
Upload
and QC
Department preference; GC §34090
CD /Planning CD-225 Zoning Maps (Historically Significant) Permanent No Department Preference; GC §34090.7

Vital
CD /Planning CD-230 Zoning Ordinance Amendments
Reclassifications / Zone Change
Permanent Yes: After
Upload
and QC
Department Preference (copies); GC §34090.7

Vital

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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

ED-1 | Page
Version 2026
RECORD RETENTION SCHEDULE – ECONOMIC DEVELOPMENT
Economic
Development
ED-000 Reports and Studies
• Retail
• Lighting
Hospitality & Tourism, etc.

Permanent Department preference; GC §34090

Vital – While Active Issues
Economic
Development
ED-005 Entertainment License Expiration
+ 4 years Department preference; GC §34090

Vital – While Active Issues
Economic
Development
ED-010 Non-Disclosure Statements, Waivers 2 years GC §34090

Vital – While Active Issues
Economic
Development.

ED-015 HubSpot (New CRM) Indefinite Department preference; GC §34090

Vital – While Active Issues

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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-1 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -FIRE
Administration
Human
Resources
FR-000 Employee Grievances Separation +
6 years
Yes: After
Upload and
QC
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 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090,60201; LC
1198.5
Fire / Admin FR-003 Fire Incident Records Request (non-subpoena) 2 years GC §34090 Fire / Admin FR-004 Fire Incident Response Reports – Nation Fir Incident Reporting System (NFIRS) National
Emergency Response Information System
(NERIS)
5 years Department preference; GC §34090
Fire / Admin FR-005 Fire Incident RMS Database (Emergency Reporting)
Indefinite Data is interrelated; GC §34090 et seq.

Vital
Fire / Admin FR-008 Fire Incident Subpoenas 2 years GC §34090

Fire / Admin

Department preference; GC § 34090 et seq.

Fire / Admin FR-035 Ride-Along Waivers 2 years GC §34090 Fire / Admin FR-040 Strike Team Reimbursement (OES / FEMA) 10 years Department preference; GC §34090

Sept. 15, 2026
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OƯice of
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Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-2 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -FIRE
Emergency
Medical
Services

Fire / EMS FR-045 Apparatus, Equipment & Vehicle Records & Testing (EMS)

Ambulance vehicle servicing, ECG monitor
servicing, etc.

Surplus + 2 5
years
Department preference to be in compliance with NFPA
Standards for in-service automotive fire apparatus;
NFPA 1911.4.7.3 & Annex C.5, GC
§34090
Fire / EMS FR-050 Controlled Substance Logs, Inventories / Ambulance Inventory Logs
3 years Department preference - Controlled substances are required for 2 years after inventory or transaction; 21 CFR
§1304.04, 1310.04

Vital
Fire / EMS FR-055 Emergency Medical Services RMS
Database
Indefinite Data is interrelated; GC §34090 et seq.

Fire / EMS FR-060 EMS Complaints (not personnel related) / CQI (Continuous Quality Improvement) / Quality
Assurance
3 years Statute of Limitations for health providers is 3 years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4, GC §34090
Fire / EMS FR-065 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Yes: After 1
year
24 CFR 164.530(j)
Fire / EMS FR-070 Patient Care Reports / PCRs / Paramedic Release Forms (EMS transportation) / Consent
Form with Assignment of Benefits: ADULTS
7 years Yes:

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No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-3 | P a g e
Version 2026

Emergency
Preparedness

Vital - All
Fire / Admin &
Police/ Admin.

FR-085 EOC Activations & Exercises 10 years Yes: After QC Department preference; GC §34090 Fire Marshal &
Fire Prevention
& Life Safetyire
Prevention

Fire / Fire
Marshal & Fire
Prevention
Prevention& Life
Safety
FR-090 Brush Abatement / Vegetation Abatement / Weed
Abatement
When No
Longer Required
- Minimum 2
years
Department preference; GC §34090
Fire / Fire
Marshal & Fire
Prevention
Prevention& Life
Safety
FR-095 Fire Citations / Notice of Violations When No
Longer Required
- Minimum 2
years
Department preference; GC §34090
Fire / Fire
Marshal & Fire
FR-100 Fire Code Permits / Special Event Permits / Film Permits / Explosives Permits (assembly permits,
When No Department preference; GC §34090

Sept. 15, 2026
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Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-4 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -FIRE
Prevention
Prevention& Life
Safety
candle permits, tent permits, fire hydrant use,
open flame, etc.)
Longer
Required -
Minimum 2
years
Vital – Before Event
CED / Building FR-105 Fire Construction Documents (Submittals, Shop Drawings Necessary for Fire Code
Compliance)
Completion +180
days
CFC §1056.4 et seq.

Fire / Fire
Marshal & Fire
Prevention
Prevention& Life
Safety
FR-110 Fire Inspections
/ Business Inspection Files
/ Occupancy Inspections
Life of the
Structure or
Activity, or Min. 5
years, whichever
is longer
Yes: After
Upload and
QC
Required for the Life of the Structure or Activity, or
Minimum 5 years; CFC §§ 104.6 – 104.6.4 104.7.1-
104.7.6
Fire / Fire
Marshal & Fire
Prevention
Prevention& Life
Safety
FR-115 Fire Investigations - Arson & Capital Crimes
Only
Yes: After
Upload and
QC
Department preference (Capital Crimes have no statute
of limitations); GC §34090 et seq.

Fire / Fire
Marshal & Fire
Prevention
Prevention& Life
Safety
FR-120 Fire Investigations - OTHER Than Arson &
Capital Crimes
When No Longer
Required -
Minimum 5
years
Department preference; GC §34090 et seq. and CFC
104.7.3
Fire / Fire
Marshal & Fire
Prevention
Prevention& Life
Safety
FR-125 Fire Protection and Alarm System Plans, Permits, Reports
Life of the
Structure
or Activity
Yes: After
Upload and
QC
CFC § 104.6.1 104.7.1 - 104.7.6

F Fire / Fire
Marshal & Fire
Prevention
Prevention&
Life Safety
FR-130 Public Information / Education (when produced
internally)
When No Longer
Required -
Minimum 2
years
Department preference; GC §34090
Operations /
Suppression

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Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-5 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -FIRE
Fire / Ops FR-133 Apparatus, Equipment (SCBA, etc.) & Vehicle Records& Testing (Non-EMS)

Ambulance vehicle servicing, ECG monitor
servicing, etc. ???
Surplus + 5
years
Department preference to be in compliance with NFPA
Standards for in-service automotive fire apparatus;
NFPA 1911.4.7.3 & Annex C.5, GC
§34090

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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-6 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -FIRE
Lead
Department
FR-135 Daily (Weekly, Monthly, Bi-Annual) Vehicle Safety Checks / Daily (Weekly, Monthly, Bi-Annual)
Vehicle Inspections / Daily (Weekly, Monthly, Bi-
Annual) Equipment Checks
When No
Longer Required
-
Minimum 2 5
years
GC §34090
Fire / Ops FR-140 Fire Probationary Tests / Daily or Monthly Evaluation Reports for Probationary Employees
2 years GC §34090 Moved to FR-163
Public Works/
General
Services OR
Fire
FR-145 Hazardous Waste Manifests / Certificates of
Disposal
Permanent Yes: After
Upload and
QC
Department preference (City has "cradle to grave"
liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
Fire / Ops FR-150 Pre-Fire Plans When
Superseded
Bi-Annual Preliminary drafts; GC §34090 et seq.

Vital – Before Event
Training
Fire / Training &
Human
Resources
FR-155 Employee Medical File - Fire Only

Includes Respirator Fit Tests, Medical
Questionnaires, etc.

Separation + 30
years
Yes: When
Inactive
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, 29
CFR 1910.1020(d)(1)(i), GC §§1294634090
Fire / Training &
Human
Resources
FR-160 Employee Training File (by employee) Individual
Training Certificates
Separation + 5
years
Yes: When
Inactive
Department preference; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3 years
for personnel actions; Claims can be made for 30 years
for toxic substance exposure; 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC
§§12946, 34090
Fire / Training &
Human
Resources
FR-163 Fire Probationary Tests / Daily or Monthly
Evaluation Reports for Probationary Employees
Separation + 5
year
GC §34090
Fire / Training FR-165 Performance Activity Cards 1 year Preliminary drafts; GC §34090 et seq.

Fire / Training FR-170 Training RMS Database (Target Solutions) Indefinite Data is interrelated; GC §34090 et seq.

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

FR-7 | P a g e
Version 2026

RECORD RETENTION SCHEDULE -FIRE

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

HHS-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
City Clerk HS-003 Agricultural Conversion Mitigation Fee -

AGENDAS & AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7
City Clerk HS-004 Agricultural Conversion Mitigation Fee  MINUTES, BYLAWS &

RESOLUTIONS
Copies -
When No Longer
Required
No Original signed Minutes sent to City Clerk
GC §34090.7
City Clerk HS-003 Housing Commission

AGENDAS & AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7

City Clerk
HS-004 Housing Commission

MINUTES, BYLAWS & RESOLUTIONS
Copies -
When No Longer
Required
No Original signed Minutes sent to City Clerk
GC §34090.7
Grants
Housing
Services /
Grants
HS-005 Grants:

CDBG Subrecipients - UNSUCCESSFUL

2 years GC §34090

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

HHS-2 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Housing
Services /
Grants
HS-010 Grants:
 CDBG Subrecipients -SUCCESSFUL

 Applications
 Grant agreement
 Program rules
 Regulations & procedures
 Reports to grant funding agencies
 Correspondence
 Audit record
 Completion records
 Other records required to pass the
funding agency's audit, if required

7 years or after
funding agency
audit, if
required
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; statewide guidelines
propose 4 years; 7 CFR 3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR 85.42, 91.105(h), 92.505, 570.490,
& 570.502(a & b), 28 CFR 66.42; 29 CFR 97.42; 40
CFR 31.42; 44 CFR 13.42; 45 CFR 92.42; OMB
Circular A-110 & A-133; GC §34090
Housing
Services /
Grants
HS-011 Grants –
Agricultural Conversion Mitigation Fee
Community Grant Program
General Fund Grant
 Applications/Correspondence
After project
completion, if
required - 5
years
Project
completion + 5
years
Yes GC §34090

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

HHS-3 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Affordable Housing &
Section 8

Housing
Services /
Housing
HS-025 Housing Loan Applications - Denied, Cancelled
or Withdrawn

(Potential Buyers, First Time Home Buyers,
Life/Safety, Rehabilitation, HOME, etc.)
4 years after date
of denial,
cancellation or
withdraw
GC §34090
Housing
Services /
Housing
HS-030 Housing Programs:
 Affordable Housing Projects
 Rehabilitation,
 CDBG-funded Housing Projects, etc.
 Housing Trust Fund (HTF) funded

5 years after
the Affordability
Period
Terminates, or the
Written
Agreement
Terminates,
Whichever is
Longer
Yes: When
Inactive
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; statewide guidelines propose 4 years; 24 CFR 85.42,92.508(a)&(c) &
570.502(a)(16), 29 CFR 97.42, GC §34090
Housing
Services /
Housing
HS-040 HUD Reports After Funding
Agency Audit,
if required - 7
years
Meets HUD requirements; GC §34090
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

HHS-4 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Housing
Services /
Housing
HS-045 Section 8:
 Applications for Program
Disqualified, Determined Ineligible, Dropped
from Wait List
Date of
disqualification
or wait list
removal + 3
years
24 CFR 982.158, GC §34090
Housing
Services /
Housing
HS-050 Section 8:
 Database of Active Clients
Indefinite -
Minimum 7
years
Data is interrelated; GC §34090; HUD Notice PIH
98- 48, 99-49

Housing
Services /
Housing
HS-055 Section 8:
 Inactive Tenant Files - Clients WITH
Unpaid Balances or Fraud
 Includes Contracts & Billings

Permanent until
resolved
Yes: After 10
years
Department preference; HUD guidelines require
funding, contract, and financial records for Section 8
records for 6 years and 3 months after the fiscal year; Required for 3-4 years from expenditure or
performance report; 24 CFR 85.42, 570.502, 982.158;
29 CFR 97.42; HUD
Notice PIH 98-48, 99-49

Vital – While active participant (see HS-050)
Housing
Services /
Housing
HS-060 Section 8:
 Inactive Tenant Files - Clients -
WITHOUT Unpaid Balances or Fraud
 Includes Contracts & Billings
Close of File
(case resolution)
+ 7 years
HUD guidelines require funding, contract, and financial records for Section 8 records for 6 years and 3 months
after the fiscal year; 24 CFR 85.42, 570.502, 982.158;
29 CFR 97.42; HUD Notice PIH 98-48, 99-49

Sept. 15, 2026
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

HHS-5 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

HOUSING AND HOMELESS SERVICES
Homeless
Services

Housing
Services/
Homeless
Services
Grants – FEDERAL
 HUD Continuum of Care Grant Program

Close of grant
year + 5 years
24 CFR § 578.103(c); GC §34090

Housing
Services/
Homeless
Services
Grants – STATE
 State Encampment Resolution Funding
Program
 Permanent Local Housing Allocation
Program

Grant closure
date + 5 years
CA State Standard Agreement - STD Form 213 Exhibit
D, adhere to relevant contract language- Section 8-
Retention and Inspection of Records; 24 CFR 578; GC
§34090

Housing
Services/
Homeless
Services
Housing Navigation:
 Program documents - Client Files
Close of case +
7 years
SD Regional Task Force on Homelessness (RTFH)
Management Information System (HMIS) Policies and
Procedures- Section 5.3 Retention
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

HHS-6 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – COMMUNITY DEVELOPMENT

Sept. 15, 2026
Item #4 Page 185 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Personnel and
Recruitment

Vital - For duration of contract
Human
Resources
HR-005 Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 4
years
Bureau of National Affairs recommends 2 years for
all supplementary Personnel records; Wage rate
tables are 1 or 2 years; State requires 4 years; 29
CFR 516.6, 29 CFR1602.14, GC §§12946, 34090,
60201
Human
Resources
HR-010 Compensation Surveys & Studies Minimum 4
years
Bureau of National Affairs recommends 2 years for
all supplementary Personnel records; Wage rate
tables are 1 or 2 years; State requires 4 years; 29
CFR 516.6(2), 29 CFR 1602.14, GC
§§12946, 34090, 60201
Human
Resources
HR-015 Deferred Compensation (City Statements) 7 years Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published
articles for bank statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
Human
Resources
HR-025 DMV Pull Notices When
superseded, or
Upon separation
Department preference; GC §§34090, 60201
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-2 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-030 Drug & Alcohol Test Results / DOT Files (All
- Positives and Negatives)
Filed by Employee Name
Separation + 5
years
Department preference; D.O.T. Requires 5 years for
positive tests, 1 year for negative tests;
EEOC/FLSA/ADEA (Age) requires 3 years physical
examinations; State Law requires 4 years; 29 CFR
1627.3(b)(1)(v), GC §§12946, 34090, 60201; 49 CFR
655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR
653.71,
49 CFR Part 40
Human
Resources
HR-035 EEO-4 Reports and records required
to generate EEO-4 report (Self- Identification
Form, etc.)
3 years 29 CFR 1602.30
Human
Resources
HR-040 Employee Tuition Reimbursement Files Fully Paid
+ 5 years
Department preference (meets auditing standards); GC
§§34090, 60201
Human
Resources
HR-045 Human Resources / ERP Database Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Vital

Human
Resources
HR-050 I-9s Separation
+ 4 years
Yes: After
Upload and
QC
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 4 years; 8 CFR 274a.2; 29
CFR 1627.3(b)(i); GC §§12946, 34090, 60201
Human
Resources
HR-055 Internal Investigation Separation
+ 6 years
Department preference; GC §§12946, 34090, 60201

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-3 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-060 Job Descriptions / Classification Specifications Minimum Superseded
+ 4 years
Yes: After 1
year
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

02.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC
§§12946, 34090, 60201
Human
Resources
HR-065 Labor Relations Files

(Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.)
Minimum 10
years
Department preference; GC §§34090, 60201
Human
Resources
HR-070 OSHA Inspections and Citations 5 years OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), GC §§34090, 60201; LC §6429c, 8
CCR §14300.33
Human
Resources
HR-075 OSHA Logs - 200, 300, 301, 301A 7 years 5 years Calif. Labor Division is required to keep their records 7 years, OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), GC §§34090, 60201; LC
§6429c, 8 CCR §14300.33
Human
Resources
HR-080 Personnel Files - Background Files Separation + 6 years
Yes: After
Upload and
QC
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; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946,
34090, 60201; LC 1198.5
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-4 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-085 Personnel Files - Benefit File, Retiree File

Includes Application, Evaluations, Policies,
Oaths of Office, PAFs (Personnel Action Forms),
etc.

Pre-employment Medical Clearances, ADA
Accommodations, Respirator Fit Tests, etc.

Vital - Until separation
Human
Resources
HR-100 Recruitment and Testing File (Includes
Background Files for Unsuccessful Applicants)

(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes, Job
Brochures, Test Data, Testing Analysis &
statistical Metric, Job Analysis, Rating Sheets,
Scantrons, etc.)
Expiration of
Eligibility List
+ 4 years
Closing Date of
Job Posting + 4
years
Department preference; EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law requires 4 years; 29
CFR 1627.3(b)(i), 29 CFR 1602.14 et seq.2 CCR
11013(c); GC §§12946, 34090, 60201
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-5 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources
HR-105 Studies & Surveys Conducted on Behalf of
the City (Sick Leave,
Attrition, Benefits, etc.)
When No Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §§34090, 60201
Human
Resources
HR-110 Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees,
see HR-115
Separation +
30 years or
Termination of
Benefits,
whichever is
Longer
Yes: After
Upload and
QC
Department preference; Files maintained
separately; Claims can be made for 30 years for
toxic substance exposure; 8 CCR §3204(d)(1) et
seq., 29 CFR 1910.1020(d)(1)(i), GC §§12946,
34090, 60201

Vital – Until separation
Risk
Management

Human
Resources / Risk
Management
HR-115
Accident Reports / Incident Reports / City Vehicle
Accident Reports (injuries that occur due to
exposure is separation +30 years)
2 years 5 years
GC §§34090, 60201, Cal/OSHA retention is 5 years, 8
CCR §14300.33,
Human
Resources /
Risk
Management
HR-120 ADA Requests, Evaluations Final
Determination
+ 5 years
Department Preference; GC §§34090, 60201
Human
Resources / Risk
Management
HR-123 Claims/Reports – Childhood Sexual Assault
(Includes all reports relating to, concerning or
involving childhood sexual assault)
50 years Department preference; AB 452; GC §§34090, 60201

Vital – Until settlement
Human
Resources /
Risk
Management
HR-125 Claim Runs 7 years Department preference; GC §§34090, 60201 Sept. 15, 2026
Item #4 Page 190 of 235
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-6 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Human
Resources /
Risk
Management
HR-130 Claims / Loss Recovery Files
Includes:

Vital – Until setttlement
Human
Resources /
Risk
Management
HR-135 Insurance Certificates (for vendor contracts)
Includes:
 City as Additional Insured
When No Longer
Required
Department preference; CCP § 337 et seq.; GC §§
34090, 60201
Human
Resources /
Risk
Management
HR-140 Insurance Polices (City-owned
policies)
Permanent Yes: After
Upload
and QC
Department preference; GC §§34090, 60201
Human
Resources /
Risk
Management
HR-145 Insurance Review Requests
Includes:
 Insurance Waiver Requests
 Evidence of Coverage Requests
5 years Preliminary drafts; GC §§ 34090, 60201
Finance / Risk
Management
HR-150 Liability Database
(ACCESS Database - Claims)
Indefinite Data Fields / Records are interrelated; GC §§34090, 60201

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

HR-7 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – HUMAN RESOURCES
Volunteer and
Mediation
Programs

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

IT-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – INFORMATION TECHNOLOGY
Information
Technology
IT-000 Backups - DAILY When No
Longer
Required
Used for Disaster Recovery Purposes Only; Considered
a copy and can be destroyed when no longer required;
tapes are in autochangers and are overwritten; GC
§§34090, 60201 et seq.

Vital
Information
Technology
IT-005 Backups - WEEKLY OR

Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
Library/
Cultural Arts

City Clerk CART-010
LCART-000

AGENDAS, AGENDA PACKETS
 Arts Commission
 Library Board of Trustees

Copies –
When No
Longer
Required
Yes: After
Upload
and QC
GC §34090.7
Cultural Arts CART-000
LCART-005
Art in Public Places

Unsuccessful Proposals
When No
Longer
Required
Minimum 3 2
years

Department preference; GC §34090
Cultural Arts CART-005
LCART-010
Art In Public Places Program

Approved permanent artworks,
deaccessioned artworks, and temporary
installations
Permanent No Department preference; GC §34090
Lead
Department
& Finance
LIB-000
LCART-015
Cash Receipts Report / Detail / Backup /
Accounts Receivable Detail / Refund Detail

2 years
City preference (not all detail is sent to Finance);
GC §34090
City Clerk CART-020

Arts Commission

MINUTES

(See LCART-065)
Copies -
When No
Longer
Required
No Original signed Minutes sent to City Clerk

GC §34090.7
Sept. 15, 2026
Item #4 Page 194 of 235
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-2 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
City Clerk CART-010 Arts Commission

AGENDAS, AGENDA PACKETS

(See LCART-000)
Copies –
When No
Longer
Required
Yes: After
Upload
and QC
GC §34090.7
City Clerk CART-020 Arts Commission

MINUTES

(See LCART-065)
Copies -
When No
Longer
Required
No Original signed Minutes sent to City Clerk

GC §34090.7
Cultural Arts CART-025
LCART-020
Community Arts Grants 5 years Meets auditing standards; funded by the City's General Fund; GC §34090
Library &
Cultural Arts
CART-030 Cultural Arts Volunteer / Unpaid Intern
Applications & Agreements - Unsuccessful or
Waiting

(See LCART-095)
3 years Consistent with employee personnel files (Courts treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC §§12946, 34090
Library &
Cultural Arts
CART-035 Cultural Arts Volunteer / Unpaid Intern Logs
(Hours)
(See LCART-100)
3 years Department preference; Preliminary Drafts not
retained in the ordinary course of business; GC §4090
Library &
Cultural Arts
CART-040 Cultural Arts Volunteers / Unpaid Intern
Applications & Agreements – Successful

(See LCART-105)
Inactive-
/Separation
+3 years
Yes: 1
year
Courts treat volunteers as employees;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq.,GC §§12946,
34090; 29 USC 1113
Cultural Arts CART-045
LCART-025
Facility Rental Applications 2 years GC §34090

Vital – During class or program
Sept. 15, 2026
Item #4 Page 195 of 235
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-3 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
Library LIB-005
LCART-030
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) and PLF (Public Library Fund) ONLY. For
all others, follow City-wide Schedule.
(SUCCESSFUL Reports, and Financial
Information) Send copy of application and award
to Finance
Final
Expenditure
+ 5 years
Per California State Library Records Management
Program Requirements (April 27, 1998); GC §34090
Library LIB-025
LCART-035
Incident Reports Minimum 2
years
Department preference; GC §§34090
Library LIB-045
LCART-040
Library Card Applications When No Longer
Required
Yes Department preference (the database is the original record); GC §34090
LibraryCity Clerk LIB-
050CART-
020
LCART-045
Library Internet Use SessionsArts Commission

MINUTES
10 daysCopies -
When No
Longer
Required
YesNo Not a City record (public's use of Internet)Original signed Minutes sent to City Clerk

GC §34090.7
LibraryCultu
ral Arts
LIB-055
LCART-
050CART-
050
Library Systems: ILS DatabaseParticipant
Database (CivicRec)
IndefiniteInde
finite
Data is interrelated; GC §34090Department
preference; data is interrelated; GC §34090
Library LIB-075
LCART-055
Literacy Learner Records / Student Records Inactive /
Separation +
5 years
Department preference; GC §34090
Library LIB-080
LCART-060
Marketing Materials for Library Programs When No
Longer
Required
Preliminary Drafts; GC §34090
City Clerk CART-020
LCART-065

MINUTES
 Arts Commission
Copies -
When No
No Original signed Minutes sent to City Clerk

Sept. 15, 2026
Item #4 Page 196 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-4 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
 Library Board of Trustees

Longer
Required
GC §34090.7
Cultural Arts CART-050
LCART-070
Participant Database (Civic Rec) Indefinite Department preference; data is interrelated; GC §34090
Cultural Arts CART-055
LCART-075
Participant Registration / Applications / Liability
Forms / Release of Liability Forms / Waivers for
Program Participants
2 years GC §34090

Vital – During class or program
Library &
Cultural Arts
CART-060
LCART-080
Patron Feedback / Comment Cards When No
Longer
Required
Content is not substantive / Preliminary drafts
not retained in the ordinary course of business;
GC §34090
Cultural Arts CART-065
LCART-085
Printed Collateral for Community Arts Grants
Programs (Concerts, Exhibits, Galleries,
Temporary Displays of Visual Arts not owned by
the City, etc.)
Minimum 5
years
Department preference to meet grant-funded
program requirements; GC §34090
Library
Lead
Department &
Finance
LIB-000 Cash Receipts Report / Detail / Backup /
Accounts Receivable Detail / Refund Detail

(See LCART-015)

2 years
City preference (not all detail is sent to Finance); GC §34090
Library LIB-005 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) and PLF (Public Library Fund) ONLY. For
all others, follow City-wide Schedule.
(SUCCESSFUL Reports, and Financial
Information) Send copy of application and
award to Finance

(See LCART-030)
Final
Expenditure
+ 5 years
Per California State Library Records Management
Program Requirements (April 27, 1998); GC
§34090
Sept. 15, 2026
Item #4 Page 197 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-5 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
City Clerk LIB-010 Historic Preservation Commission

AGENDAS & AGENDA PACKETS

Moved to Community Development
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7

Library LIB-015 Historic Preservation Commission
AUDIO RECORDINGS of Meetings / Audio
Tapes

Moved to Community Development
2 years Department preference; State law only requires for 30 days; GC §54953.5(b)

City Clerk LIB-020 Historic Preservation Commission

MINUTES, BYLAWS & RESOLUTIONS

Moved to Community Development
Copies - When
No Longer
Required
No GC §34090.7

Moved to Community Development
City Clerk LIB-010 Historic Preservation Commission

AGENDAS & AGENDA PACKETS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7
Library LIB-015 Historic Preservation Commission
AUDIO RECORDINGS of Meetings / Audio
Tapes
2 years Department preference; State law only requires for 30 days; GC §54953.5(b)
City Clerk LIB-020 Historic Preservation Commission

MINUTES, BYLAWS & RESOLUTIONS
Copies - When
No Longer
Required
No GC §34090.7
Library LIB-025 Incident Reports

(See LCART-035)
Minimum 2
years
Department preference; GC §§34090
Sept. 15, 2026
Item #4 Page 198 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-6 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
City Clerk LIB-030 Library Board of Trustees

AGENDA PACKETS & AGENDAS

(See LCART-000)
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7
Library LIB-035 Library Board of Trustees

AUDIO RECORDINGS of Meetings / Audio
Tapes
2 years City Clerk maintains these Permanently; GC
§34090.7
City Clerk LIB-040 Library Board of Trustees

MINUTES

(See LCART-0065)
Copies - When
No Longer
Required
No
Original signed Minutes sent to City Clerk for
permanent storage

GC §34090.7
Library LIB-045

Library Card Applications

(See LCART-040)
When No
Longer required
Yes Department preference (the database is the
original record); GC §34090
Library LIB-050 Library Internet Use Sessions

(See LCART-045)
10 days Yes Not a City record (public's use of Internet) Library LIB-055 Library Systems: ILS Database+

(See LCART-050)
Indefinite Data is interrelated; GC §34090
Library &
Cultural Arts
LIB-060 Library Volunteer / Unpaid Intern
Applications & Agreements - Unsuccessful
or Waiting

3 years Department preference; Preliminary Drafts not
retained in the ordinary course of business; GC
§4090
Sept. 15, 2026
Item #4 Page 199 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-7 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
(See LCART-100)
Library &
Cultural Arts
LIB-070 Library Volunteers / Unpaid Intern
Applications & Agreements – Successful

(See LCART-105)
Inactive /
Separation
+ 3 years
Yes: 1
year
Courts treat volunteers as employees;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1) et
seq., GC §§12946, 34090; 29 USC 1113
Library LIB-075 Literacy Learner Records / Student Records

(See LCART-055)
Inactive /
Separation +
5 years
Department preference; GC §34090
Library LIB-080 Marketing Materials for Library Programs

(See LCART-060)
When No
Longer
Required
Preliminary Drafts; GC §34090
Library &
Cultural Arts
LIB-085 Patron Feedback / Comment Cards

(See LCART-080)
When No
Longer
Required
Content is not substantive / Preliminary drafts not
retained in the ordinary course of business; GC
§34090
Library LIB-090
LCART-090
Study Room Reservations (LibCal) When No Longer
Required
Yes Content is not substantive / preliminary drafts not retained in the ordinary course of business; GC
§34090

Sept. 15, 2026
Item #4 Page 200 of 235
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

L&CART-8 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – LIBRARY & CULTURAL ARTS
Library &
Cultural Arts
CART-030
LCART-095
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Waiting
3 years Consistent with employee personnel files (Courts treat volunteers as employees); EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC §§12946,
34090
Library &
Cultural Arts
CART-035
LCART-100
Volunteer / Unpaid Intern Logs (Hours) 3 years Department preference; Preliminary Drafts not retained in the ordinary course of business; GC §4090
Library &
Cultural Arts
CART-040
LCART-105
Volunteers / Unpaid Intern Applications &
Agreements - Successful
Inactive-
/Separation +3
years
Yes: 1 year Courts treat volunteers as employees;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq.,GC §§12946,
34090; 29 USC 1113

Sept. 15, 2026
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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Risk
Management
P&R-000 Accident / Incident Reports (Members of the
Public)
Copies - When
No Longer
Required
GC §34090.7
Parks &
Recreation
P&R-010 Attendance Tracking / Drop off and Pick up
Sheets / Kids Camp, etc.

When No
Longer
Required
Preliminary Drafts; GC §34090
Parks &
Recreation
P&R-030 Capital Improvement Projects (CIP - where
Parks & Recreation is the Lead):

Administration File / NOT ScannedParks
Planning Admin Drive / PROCORE

Contracts & Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§337 et. seq., GC §34090

Vital - Until completed
Parks &
Recreation
P&R-035 Capital Improvement Projects (CIP - where
Parks & Recreation is the Lead): Permanent
File/ Scanned RecordsParks Planning Admin
Drive / PROCORE

Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090

Vital - Until completed
Sept. 15, 2026
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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-2 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Parks &
Recreation
P&R-040 Community Services Guide / Program Guide Minimum 2 years
No Department preference; GC §34090

Vital
Parks &
Recreation
P&R-045 Customer Relations / Member Database Indefinite Data fields are inter-related; GC §34090 et seq.

Finance P&R-050 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail /
Cashier's Receipts
Copies - When
No Longer
Required
All detail backup is sent to Finance; GC §34090.7
Parks &
Recreation
P&R-055 Donations - In Kind / Sponsorships for Special
Events, etc.

Vital – Before event
Parks &
Recreation
P&R-070 Food Handlers Permit Separation + 2
years
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC
1113
Parks &
Recreation
P&R-075 Lifeguard Certifications Separation + 2
years
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC
1113
Sept. 15, 2026
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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-3 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Parks &
Recreation
P&R-080 Nutrition Program After Funding
Agency Audit, if
required -
Minimum 5
years
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; statewide
guidelines propose 4 years; 7 CFR 3016.42; 21 CFR
1403.36 &
1403.42(b); 24 CFR 85.42, 91.105(h), 92.505,
570.490, & 570.502(a & b), 28 CFR 66.42; 29 CFR

97.42; 40 CFR 31.42; 44 CFR 13.42; 45 CFR 92.42;
OMB Circular A-110 & A-133; GC §34090, 60201
City Clerk P&R-085 Park and Recreation Commission
 AGENDA PACKETS & AGENDAS
Copies - When
No Longer
Required
Yes: After
Upload and
QC
GC §34090.7
Parks &
Recreation
P&R-090 Park and Recreation Commission AUDIO
VIDEO RECORDINGS of Meetings / Audio
Tapes
2 years City preference; State law only requires for 30 days; GC §54953.5(b)
City Clerk P&R-095 Park and Recreation Commission
 MINUTES RESOLUTIONS & BYLAWS
Copies - When
No Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage; GC §34090.7
Parks &
Recreation
P&R-100 Park Safety Checklist / Safety Inspections /
Playground Inspections
2 years Department preference; GC §34090
Lead
Department
P&R-105 Pesticide Use Permits & Applications 2 years Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40
CFR 171.11 et seq.

Sept. 15, 2026
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Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

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

Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-4 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
Parks &
Recreation
P&R-110 Program Management / Activity / Special
Programs / Special Event Files & Reports / ABC
Permits, where required

After School, Children's Programs, Cultural
Arts, Sports, Seniors, Filming, Theatre Programs
etc.

When No
Longer
Required -
Minimum 2
years
Department preference; GC §34090
Parks &
Recreation
P&R-115 Recreation Database (Active NetCivicRec) Indefinite Department preference; data is interrelated; GC §34090
Parks &
Recreation
P&R-120 Registration / Applications / Liability Forms / Release of Liability Forms /
Permissions: Camps, Field Trips, Authorization
to give Medicine, etc.
2 years GC §34090

Vital - During class or program
Parks &
Recreation
P&R-125 Safety Inspections 2 years GC §34090

Vital – Before event
Parks &
Recreation
P&R-130 Schedules / Hours When No
Longer
Required
Preliminary drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation
P&R-135 Scholarship Applications 5 years Department preference (meets auditing standards); GC §34090
City Clerk P&R-140 Senior Commission
 AGENDA PACKETS & AGENDAS
Copies - When
No Longer
Required
Yes: After
Upload and
QC

GC §34090.7
Parks &
Recreation
P&R-145 Senior Commission

AUDIO RECORDINGS VIDEO RECORDINGS
of Meetings / Audio Tapes
2 years City preference; State law only requires for 30 days; GC §54953.5(b)
Sept. 15, 2026
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Office of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

P&R-5 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PARKS & RECREATION
City Clerk P&R-150 Senior Commission
 MINUTES RESOLUTIONS & BYLAWS
Copies - When
No Longer
Required
No GC §34090.7
Parks &
Recreation
P&R-155 Sign-in / Sign-Out Sheets for classes and
programs
2 years GC §34090
Parks &
Recreation
P&R-160
Special Event Permits
Minimum 2
years
Yes: After
Upload and
QC
Department preference; GC§§34090

Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-1 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Chief /
Administration

Police /
Chief /
Administration
PD-000 Carry Concealed Weapon Permits (CCW
Permits) - APPROVED
Minimum 2
years
Department preference; GC §34090 et seq.

Police /
Chief /
Administration
PD-005 Carry Concealed Weapon Permits (CCW
Permits) - DENIED
Minimum 2
years
Department preference; GC §34090 et seq.

Police /
Chief /
Administration
PD-010 Neighborhood Watch / Block Captains List 2 years GC §34090 et seq.

CAD / Dispatch
Police /
Communication
PD-015 Audio Recordings or Tapes - ( CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch (CAD)
Minimum 180
days
Department Preference; Statewide guidelines propose
180 days (legally mandated for 100 days);
(may be discoverable or made public in some
circumstances), GC §§34090, 34090.6
Police /
Communication
PD-020 Police CAD Database Indefinite Data Fields / Records are interrelated; GC §34090

Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-2 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Investigations

Police /
Investigation
PD-025 Informant Files Minimum 5 years Informant information; Does not contain criminal intelligence information concerning individuals;
Department preference GC §34090
Police /
Investigation
PD-030 Intelligence Files (Criminal Intelligence Files) No Longer than 5 years
Yes: After
Upload and
QC
Files contain criminal intelligence information
concerning an individual only if there is reasonable
suspicion that the individual is involved in criminal
conduct or activity and the information is relevant to
that criminal conduct or activity.

Police /
Investigation
PD-040 Narcotics Buy Fund Logs 2 years GC §34090 et seq.

Police /
Investigation
PD-055 Special Investigations - Homeless Response -
Client Files
7 years Department preference; GC §34090
Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-3 | P a g e
Version 2026

Police /
Information
Technology
PD-065 Backups - DAILY (Police Only) When No Longer
Required
Used for Disaster Recovery Purposes Only; Considered
a copy and can be destroyed when no longer required;
tapes are in autochangers and are overwritten; GC
§34090 et seq.

Vital
Police /
Information
Technology
PD-070 Backups - WEEKLY (Police Only) When No Longer
Required
Used for Disaster Recovery Purposes Only; Store
off-site in commercial storage for disaster recovery;
Considered a copy and can be destroyed when no
longer required; retention based on administrative
value; recycle tapes; GC §34090 et seq.

Vital
Police /
Information
Technology
PD-075 Video Recordings - Public or City Activity

See City Clerk's Schedule for City Council Video
Recordings
1 year Police Video; GC §34090.6(a)

Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-4 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Patrol
Police/ Patrol PD-080 Canine (Police Service Dogs) Program Files / Training Files: Animal Files
Separation + 3
years
3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Police/ Patrol PD-085 Canine (Police Service Dogs) Program Files:

Action Reports, Monthly Reports
2 years GC §34090 et seq.

Police/ Patrol PD-090 PAS Device Calibration Logs 2 years GC §34090 et seq.

Police/ Patrol PD-095 Ride-Along Waivers 2 years GC §34090 et seq.

Police/ Patrol PD-100 Special Events -
Ops Plans / Expressive Activity Permit
Applications
Minimum 2 years Yes: After
Upload and
QC
Preliminary drafts not made or retained for the purpose of preserving the informational content for
future reference; GC §34090, GC §6252; 64 Ops. Cal.

Atty. Gen. 317 (1981))
Police/ Patrol PD-105 Traffic Control: LIDAR/Radar Calibration Records 2 years GC §34090 et seq.

Professional
Services &
Standards
Bureau

Police / PSSB PD-115 Background File / Recruitment File / Psychological - Police Employees & Police
Volunteers (SUCCESSFUL)
Separation + 5
years
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090; 29 USC 1113
Police / PSSB PD-120 Department Policies & Procedures / Operation Directives / General Orders /
Lexipol (Department Policies and Procedures)
Minimum
2 years
Yes: After
superseded
Department Preference; GC § 34090 et seq.

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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-5 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Human
Resources
PD-125 Employee Grievances Separation + 6
years
Yes: After
Upload and
QC
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 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 34090, 60201; LC
1198.5
Police / PSSB PD-130 Internal Affairs Investigations - Individual Officers / Complaints Against Officers - Unfounded,
Exonerated or Not Sustained findings of
misconduct

(May include criminal acts, moral turpitude,
complaints generated from a citizen, preventable
traffic collisions)
Final Disposition
+ 5 years
SB 16 - Section 832.5 (b); EVC § 1045(b)(1), GC
§§12946, 34090; VC §2547

PC § 832.5(b), GC § 34090
Police / PSSB PD-131 Internal Affairs Investigations - Individual Officers / Complaints Against Officers – Sustained

(May include criminal acts, moral turpitude,
complaints generated from a citizen preventable
traffic collisions)
Final Disposition
+15 years
SB 16 - Section 832.5 (b); EVC § 1045(b)(1), GC
§§12946, 34090; VC §2547

PC § 832.5(b), GC § 34090
Police / PSU PD-135 Internal Affairs Investigations – Generated Internally
-Internal Pursuit Critiques
-Preventable Traffic Collisions (involving PD)
Incident
+ 2 years
Department preference; GC §34090 et seq.

Police / PSSB PD-140 Personnel Files - Police Department Employees (By Employee)
Including Evaluations, PAFS, Oath of Office,
Policies, etc.

Separation
+ 5 years
City preference; 29 CFR 1602.31 & 1627.3(b)(ii), GC
§§ 3105, 12946, 34090

Vital – Before separation
Police / PSSB PD-145 Pitchess Motions Notifications 2 years GC §34090 Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-6 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Police / PSSB PD-150 Press Releases (Police) Minimum 2 years GC §34090 If associated case meets requirements for permanent
retention, retain indefinitely with case.

Police / PSSB PD-155 Range Qualifications 2 years GC §34090 Police / PSSB PD-160 Use of Force Review Incident + 2 years
Department preference; GC §§12946, 34090
Property &
Evidence

Police / Property
& Evidence
PD-165 Crime Report Photos Follows the
Retention of the
Evidence
Yes: After 1
year
Department preference; GC §34090
Police / Property
& Evidence
PD-170 Forfeiture Notification 2 years GC §34090
Police / Property
& Evidence
PD-175 Gun and Narcotics Destruction Log (Documents
related to)
Minimum 2
years
Department preference; GC §34090
Police / Property
& Evidence
PD-180 Lost & Found Property (Documents related to) 2 years GC §34090 Police / Property
& Evidence
PD-185 Property & Evidence Database Follows the
Retention of the
Evidence
Department preference; GC §34090
Police / Property
& Evidence
PD-190 Property Auctions 2 years GC §34090

Sept. 15, 2026
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OƯice of
Record
(OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper
after
Imaged
and QC
Comments / References

PD-7 | P a g e
Version 2026

RECORD RETENTION SCHEDULE - POLICE
Records
Police /Records PD-195 ALPR Photos (Automated License Plate Reader)
1 year GC §34090.6(a)
Police / Records PD-200 Citations & Notice to Appear - Parking, Marijuana, & Moving
Minimum 2
years
Department preference; GC §34090 et seq.

Police / Records PD-205 CRIME REPORTS / INCIDENT REPORTS:

Vital
Police / Records PD-210 CRIME REPORTS / INCIDENT REPORTS:

Vital – Before disposition
Police / Records PD-215 CRIME REPORTS / INCIDENT REPORTS:

Firearms entered into CLETS (if not
Permanent Retention) - Found / Recovered
Firearms
Firearm Found
or Recovered – 7
Years
Yes: 6
months
PC§ 11108(b); GC§ 34090

Vital

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-1 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Construction Management and
Inspections & Land
Development Capital Project

Public Works/
Construction
Management &
Inspection
PW-000
Capital Improvement Projects (CIP) & Land
Development Projects (LDE) – where
Construction Management & Inspection is
the Lead: Completion – See Clean Up Check List
 Pre-Construction Minutes, Agenda,
meeting recordings, Meetings Sign-In
Sheets
 Notes
Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Department preference; Preliminary drafts not retained
in the ordinary course of business; GC §§34090, 60201

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-005 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead: Completion + 10 years - See Clean
Up Check List
 Project Administration, Community
Outreach / Notifications, Materials
Quantities / Tickets, Receipts of
materials delivered to job site, Project
Schedules, Progress meeting Agendas
& Minutes, Request For Information
(RFIs) & Responses, Temporary
Easements / Rights of Way, Photos,
etc. Project Correspondence, Memos
given to Contractor, Punch Lists,
Progress Payment Applications,
Preliminary Notices, Stop Payment
Notices, Stop Notices, Requests for
Quote, Certified Payrolls, Pad
certifications, Monumentation certification
letter, BMP/Green Infrastructure
certification
Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer

Vital – Until completed
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-2 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Construction
Management &
Inspection
PW-010 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead: Completion + 10 years - See Clean
Up Check List
• Daily Logs & Inspections
Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer

Department preference; Some grant funding agencies
require audits; Statue of Limitations does not apply to these records; GC §§34090, 60201

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-015 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead: Completion + 3 years - See Clean
Up Check List
 NPDES Permits, Monitoring and
Inspection Reports, Storm Water
Enforcement Actions, Incident Reports,
Violation Notices
 NPDES Reports
 Storm Water Pollution Prevention Plan
 Water Pollution Control Plan

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-020 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is the
Lead: PERMANENT - See Clean Up Check
List
 Specifications & Addenda, Agreement
/ Contract (copy), Successful
Proposal, Change Orders, Potential
Change Orders, Geotechnical Studies &
Reports, Materials Testing Reports,
Grading Permits, Right-of-Way
Permits, Haul Route Permits, Permits
Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§§34090, 60201

Vital – Until completed
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-3 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
from other agencies (Caltrans, the
State of California, etc), Hazardous
Materials Plans, Notice of Completion,
Lab Reports, Permits & Agreements,
Soil Reports / Soil Compaction
Reports, Studies, Submittals, Surveys,
(including cut sheets and survey
reports), Right of Ways, Water
Connection Permits, Water Lab
Certifications, Utility Company
Approvals, etc. Grading & Erosion
Control/Subdivision Improvement
Agreement Final Checklist, Job Site
Interviews for wages and Federal
Requirements, as-built drawings
Public Works/
Construction
Management &
Inspection
PW-025 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Construction Management & Inspection is
the Lead: Securities - See Clean Up Check
List

Securities / Bonds / Letter of Credit / Security
Release/Reduction Authorizations
Upon Release
of Security
Financial Instruments released after all obligations of the contractor have been met; GC §§34090, 60201

City Clerk’s office retains file for release of bonds

Vital – Until completed
Public Works/
Construction
Management &
Inspection
PW-0030 Construction Inspection Databases Indefinite Data Fields / Records are interrelated; GC §34090

Vital
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-4 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Construction
Management &
Inspection
PW-035 Geotechnical and Soil Reports (Authored on
behalf of the City)
Permanent Yes: After
Upload and
QC
Department preference; GC §34090
Public Works/
Construction
Management &
Inspection
PW-040 Preliminary Studies / Project Assessments P ermanent Yes: After Upload and
QC
Department preference; GC §34090
Environmental
Sustainability

Public Works/
Environmental
Sustainability
PW-045 California Integrated Waste Management Act (AB
939) Annual Report Compliance SB1383
Implementation Record

10 years Department preference; GC §34090 et seq.
14 CCR section 18995.2
Public Works/
Environmental
Sustainability
PW-050 Climate Action Plan / Annual Reports Permanent Yes: After Upload and
QC
Department preference; GC §34090
Lead
Department
PW-055 Environmental Agencies / Regulatory Agencies
(EPA, DHS, etc.)
Minimum
2 years
Department preference; GC §34090
City Clerk PW-057 Environmental Sustainability Commission  AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required
Yes: After
Upload and
QC
GC §34090.7

City Clerk PW-059 Environmental Sustainability Commission  MINUTES, BYLAWS & RESOLUTIONS
Copies -
When No
Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage; GC §34090.7

Vital
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-5 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Environmental
Sustainability
PW-060 Habitat Management Plan / Annual Reports Permanent Yes: After Upload and
QC
Department preference; GC §34090
Public Works/
Environmental
Sustainability
PW-065 Household Hazardous Waste (HHW) / Manifests for
Annual Event
3 years 14 CCR 18812.4; GC §34090
Recommend deletion as we no longer have these
records. City of Encinitas and RSWA now hold this
information as they manage this contract.

Public Works/
Environmental
Sustainability
PW-070 Jurisdictional Runoff Management Plan Superseded + 5 years
Department preference; Monitoring records required for
3 years; 40 CFR §§122.21, 122.41, 122.44; CCP §337
et seq.

Public Works/
Environmental
Sustainability
PW-075 Stormwater Code Cases and Investigations (Illicit Discharges)
5 years Required for a minimum of 5 years; 40 CFR
122.41(j)(2); 40 CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works/
Environmental
Sustainability
PW-080 Stormwater Existing Development Inspections
(Industrial, Inspections Commercial, Municipal,
Residential)
5 years Required for a minimum of 5 years; 40 CFR
122.41(j)(2); SDRWQCB Order No. R9-2013-0001 As
amended by Order No. R9-2015-0001 and Order No.

SWRCB Order 2006-03; 40 CFR §§122.21, 122.41,
122.44; GC §34090
Public Works/
Environmental
Sustainability
PW-085 Stormwater Monitoring / NPDES Monitoring
and Inspection
5 years Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works/
Environmental
Sustainability
PW-090 Stormwater: Commercial / Residential Patrol
Inspections
5 years Required for a minimum of 5 years; 40 CFR
122.41(j)(2); Order No. R9-2013-0001 As amended by
Order No. R9-2015-0001 and Order No. R9-2015-0100
SWRCB Order 2006-03; 40 CFR §§ 122.21, 122.44;
GC §34090
Public Works/
Environmental
Sustainability
PW-095 Stormwater: NPDES Annual Reports 5 years Yes: After Upload and
QC
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-6 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Environmental
Sustainability
PW-100 Stormwater: NPDES Permits Superseded
+ 5 years
Department preference; Monitoring records
required for 3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et seq.

Vital – Until expiration

Public Works/
Environmental
Sustainability
PW-105 Stormwater: TMDL Plan (Total Maximum Daily
Load) Plan
5 years Yes: After
Upload and
QC
Department preference; plans must be
updated every 5 years, audits are required
every 2 years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
Public Works/
Environmental
Sustainability
PW-110 Water Quality Improvement Plans (Commercial,
Private Development)
Superseded
+ 5 years
Department preference; GC §34090 et seq.

Facilities &
Fleet

Lead
Department

PW-115 AQMD Permits (Generators, etc.) 5 years 40 CFR 70.6; GC §34090 Public Works/
Facilities and
Fleet
PW-117 CARB Compliance Report 5 years Department preference; Title 17, CCR, sections 95100-95163; GC §34090
Public Works/
Facilities and
Fleet
PW-120 Facility Inspections 2 years GC §34090
Public Works/
Facilities and
Fleet
PW-125 Generator Operation Logs & Inspections -
Fixed / Stationary Generators
3 years AQMD Rule 1470; GC §34090
Public Works/
Facilities and
Fleet
PW-130 Generator Operation Logs & Inspections -
Portable / Emergency Generators
5 years AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works/
Facilities and
PW-135 GIS / Sidewalk Maintenance Database Indefinite Data is interrelated; GC §34090 Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-7 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Fleet
Public Works/
Facilities and
Fleet OR Fire
PW-140 Hazardous Waste Manifests / Certificates of
Disposal
Permanent Yes: After
Upload and
QC
Department preference (City has "cradle to grave"
liability); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
Lead
Department
PW-145 Operations & Maintenance Manuals (O&M
Manuals)
Life of Facility
or Equipment
Department preference; GC §34090 et. seq.

Lead
Department
PW-150 Pesticide Use Permits & Applications 2 years Department preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40
CFR 171.11 et seq.

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-8 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Facilities and
Fleet
PW-185 Used Oil Disposal 3 years 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works/
Facilities and
Fleet
PW-190 Vehicle & Equipment History Files
AQMD Certifications, Maintenance, Safety
Certifications, Odometer Reading; etc.

Disposal of
Vehicle or
Equipment + 2 5
years
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
Division
Providing
Service / Work
PW-195 Work Orders / Service Requests CMMS
DATABASE(Computerized Maintenance
Management System)
Indefinite Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-200 Work Orders / Service Requests - All Information Entered in CMMS Database (Paper drafts)
When No Longer
Required
Preliminary drafts (the database is the original); GC
§34090
Division
Providing
Service / Work
PW-205 Work Orders / Service Requests – NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years City Preference; CCP §§338 et seq., 340 et seq., 342, GC §, GC §34090
Traffic &
Mobility

Public Works /
Traffic Safety &
Mobility
PW-210 Master Plans: Traffic & Mobility 10 years Yes: After Upload and
QC
Department preference; GC §34090
Public Works /
Traffic Safety &
Mobility
PW-215 Signal Maintenance Logs 10 years Department preference; GC §34090 Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-9 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Police PW-220 Traffic Collision Reports Copies - When
No Longer
Required

Copies; GC §34090.7
Public Works /
Traffic Safety &
Mobility
PW-225 Traffic Congestion Management Plans /
Transportation Plans
10 years Department preference; GC §34090
Public Works /
Traffic Safety &
Mobility
PW-230 Traffic Counts 10 years Department preference; GC §34090 Public Works /
Traffic Safety &
Mobility
PW-235 Traffic Investigation Reports 5 years GC §34090 City Clerk PW-240 Traffic Safety and Mobility Commission  AGENDAS & AGENDA PACKETS
P Copies –
When No
Longer
Required
Yes: After
Upload and
QC
Department preference; Original Staff Reports are filed in the project file; GC §34090
Public Works /
Traffic &
Mobility
PW-245 Traffic Safety Commission
AUDIO RECORDINGS of Meetings / Audio
Tapes
2 years Department preference; State law only requires for 30 days; GC §54953.5(b)
City Clerk PW-250 Traffic Safety and Mobility Commission  MINUTES, BYLAWS &

RESOLUTIONS
P Copies –
When No
Longer
Required
No Original signed Minutes sent to City Clerk for
permanent storage GC §34090.7

Vital
Public Works /
Traffic Safety &
Mobility
PW-255 Traffic Speed Surveys 10 years Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-10 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works /
Traffic Safety &
Mobility
PW-260 Transportation Studies / Warrants: Signals, Stop Signs, Crossing Guards, etc.
10 years Department preference; GC §34090
Transportation Engineering &
Capital Improvement
Programs Administration

Public Works/
Transportation
Engineering &
CIP Admin.

PW-265 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Transportation Engineering is the Lead:

Completion + 10 years - See Clean Up Check
List

Project Administration, Community Outreach /
Notifications, Invoice Copies if Grant-Funded,
Project Schedules, Progress meetings, Real
Estate Appraisals, etc.

Completion
+ 10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Department preference; 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; Statewide
guidelines propose termination + 5 years; CCP §337
et. seq., GC §§34090, 60201

Vital – Until completed
Public Works/
Transportation
Engineering &
CIP Admin.

PW-270 Capital Improvement Projects (CIP) & Land
Development Projects (LDE) - where
Transportation Engineering is the Lead:

PERMANENT - See Clean Up Check List

Specifications & Addenda, Easements -
Permanent, Environmental Permits / CEQA
Permits, Permits & Agreements, Soil Reports,
Studies, Surveys, Right of Ways, etc.

Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§§34090, 60201

Vital – Until completed
Public Works/
Transportation
Engineering &
CIP Admin.

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-11 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Vital – While active issues
Public Works/
Transportation
Engineering
PW-280 Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Capital Improvement
Project "As-Built", Base Maps
Permanent Yes: After
Upload and
QC
Drafts should be destroyed; Some maps are also
retained by Planning; Selected maps are retained in
Public Works for administrative purposes; GC
§34090, 34090.7

Includes Insurance Certificates
Final /
Completion + 2
years
GC § 34090

Vital
Public Works/
Transportation
Engineering
PW-300 Master Plans: Bikeway, Pedestrian,
Pavement, Transportation, etc.

Permanent Yes: After
Upload and
QC
Department preference; Drafts should be destroyed;
GC §34090
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-12 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
City Clerk PW-305 Recorded Documents: ALL - Deeds, Easements, Liens & Releases, Rights of Way, Notices of
Completion, Recorded Agreements/ Contracts,
Certificate of Compliance, etc.

Send all originals to City Clerk, even if they are
re-recorded
P
Copies – When
No Longer
Required

No Even if documents are e-recorded, send all finals to the City Clerk; GC §34090 et seq.

Vital
Public Works/
Transportation
Engineering
PW-307 Title VI Related Documents

(Complaint, Investigation, Training, Program
Participation)
3 years Admin Order 110; 34 CFR 100.6

Contracts & Spec's=4 years; Statewide guidelines
propose termination + 5 years; CCP §337 et. seq.,
GC §34090

Vital – Until completed
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-13 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities/Asset
Management
PW-325 Permits: Regulatory Agency Permits / DWR
Permit (Department of Water Resources), etc.

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-14 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Utilities /
Engineering

Public Works/
Utilities /
Engineering OR
Construction
Management &
Inspection
PW-350 Capital Improvement Projects (CIP) - where
Utilities Engineering is the Lead:

Permanent File / Scanned Records

Specifications & Addenda, Agreement/Contract,
Successful Proposal, change orders,
Geotechnical Studies & Reports, Soil Reports,
Notice of Completion, Submittals and Surveys,
Photos, etc.

Permanent Yes:

Completion
+ 10 years
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§§34090, 60201

Vital – Until completed
Public Works/
Utilities /
Engineering
PW-355 Master Plans - Utilities: Recycled Water Master
Plan, SCATDA Master Plan, Sewer Master Plan,
Water Master Plan, etc.

Vital
Utilities / Wastewater Collection &
Operations
Public Works/
Utilities/
Wastewater
PW-365 CCTV Collection Line Inspection Tapes / Video
Inspections / Video Tapes or Digital Recordings
(Maintenance, where Wastewater Management
is the Lead)
When No
Longer Required
- Minimum 5
years
Department preference; GC §34090 et seq.

Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-15 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities/
Wastewater
PW-370 Complaints - Wastewater (when Not placed in
Hansen)
2 years Department preference; GC §34090
Lead
Department
PW-375 Confined Space Entries / Hot Work Permits 3 years Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2)
Public Works/
Utilities/
Wastewater
PW-380 FOG (Fats, Oil & Grease) / Source Control /
Pretreatment Annual / Semi-Annual Reports
Permanent Yes: After
Upload and
QC
Department preference; Monitoring records required
for 3 years; 40 CFR §§122.21, 122.41;40 CFR 403.12
Public Works/
Utilities/
Wastewater
PW-385 Lift Station - Inspections, Maintenance, Repairs, Service Requests, Alarm Recording, Logs,
Charts, Flow Monitoring, Voltage Readings,
Permits
Minimum 10
years
Department Policy; WC §13263.2(b) et seq.; 40 CFR
122.41(j)(2)GC §34090
Public Works/
Utilities/
Wastewater
PW-390 Log Book (Lift Stations) 7 years Department preference; GC §34090 Public Works/
Utilities/
Wastewater
PW-395 Maintenance, Cleaning, Repairs, Stoppage Calls,
Line Replacement
10 years Department Policy; WC §13263.2(b) et seq.; 40 CFR 122.41(j)(2)GC §34090
Public Works/
Utilities/
Wastewater
PW-400 Operations & Maintenance Manuals / O & M
Manuals
Disposal of
Equipment
Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-405 Permits: Encroachment Permits, Operating
Permits, etc.

Permanent Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-410 Permits: Pressure Vessels, Boilers, etc. When
Superseded
Department preference; GC §34090
Sept. 15, 2026
Item #4 Page 228 of 235
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-16 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities/
Wastewater
PW-415 Sanitary Spills and Overflows (SSOs) 5 years Yes: After 3 months
If treating water, required for 5 years; 40 CFR
122.41(j)(2)
Public Works/
Utilities/
Wastewater
PW-420 Sanitary Spills and Overflows (SSOs) (Above
ground lift stations, etc.)
5 years Yes: After
Upload and
QC
Required for a minimum of 5 years; 40 CFR
122.41(j)(2); 40 CFR 122.41(j)(2); GC §34090

Lead
Department
PW-425 SCADA Database (Supervisory Control and Data
Acquisition)
Indefinite Data is interrelated; system qualifies as a "trusted system"; GC §§34090, 12168.7

Vital

Lead
Department
PW-430 Self-contained Breathing Apparatus (SCBA) When
Superseded /
Expiration of
Certificate
Certificates are issued for 3-5 years; GC §34090 et.
seq.

Public Works/
Utilities/
Wastewater
PW-435 Sewer Lateral Grant Program Permanent Yes: After Upload and
QC
Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-440 Sewer Lift Station Inspections Minimum 5
years
Yes: After
Upload and
QC
Department preference; GC §34090
Public Works/
Utilities/
Wastewater
PW-445 Sewer System Management Plan (SSMP) 5 years Department preference; plans must be updated every 5 years, audits are required every 2 years; 40 CFR
122.41(j)(2); GC §34090
Lead
Department
PW-450 Standard Operating Procedures / SOPs Superseded
+ 2 years
No Department preference; GC §34090
Lead
Department
PW-455 Underground Service Alerts (USA's) 3 years Required for 3 years; GC §§4216.2(d) & 4216.3(d); GC §34090
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-17 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Division
Providing
Service / Work

PW-460
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite
Data is interrelated; GC §34090
Division
Providing
Service / Work

Public Works/
Utilities / Water
& Recycled
Water
PW-475 Backflow / Recycled Water Database Indefinite Department preference - Data is interrelated; GC §34090, H&S §19850
Public Works/
Utilities / Water
& Recycled
Water
PW-480 Backflow Test Results / Backflow Assembly Test
Reports
5 years Department preference; 17 CCR 7605(f); GC
§60201
Lead
Department
PW-485 Confined Space Entries / Hot Work Permits 2 years 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1919.146(e)(6); GC §60201
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-18 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-490 Conservation Programs 5 years Department preference (meets auditing standards); GC §34090
Public Works/
Utilities / Water
& Recycled
Water
PW-495 Cross Connection Circular Charts / Pressure
Charts
5 years Department preference for Department of Public Health (System Pressure); GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-500 Customer Concerns / Customer Complaints:

Vital - Unti Superseded
Public Works/
Utilities / Water
& Recycled
Water
PW-510 Emergency Response Plan When No
Longer Required
Yes: After 3
months
Department preference; GC §60201

Vital - Unti Superseded
Public Works/
Utilities / Water
& Recycled
Water
PW-515 Fire Hydrant Flow Tests (Upon Request) (for
Carlsbad Municipal Water District’s boundary)
Minimum 10
years
Department preference; GC §60201
Sept. 15, 2026
Item #4 Page 231 of 235
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-19 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-520 Fire Hydrant Maintenance (for Carlsbad
Municipal Water District’s boundary)
10 years Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-525 Lab Reports & Chains of Custody: Bacteriological and Organics / Recycled Water (for Carlsbad
Municipal Water District’s boundary)
5 years Yes - After
Upload and
QC
Department preference; 40 CFR 141.33(a) and (b)(1);
22 CCR §64470
Public Works/
Utilities / Water
& Recycled
Water
PW-530 Lab Reports & Chains of Custody: Chemical
(Includes Chlorine Residuals) (for Carlsbad
Municipal Water District’s boundary)
10 years Yes - After
Upload and
QC
Department preference; State law requires 12 years,
Federal 10 years; 40 CFR 141.33(a); 22 CCR §64470
Public Works/
Utilities / Water
& Recycled
Water
PW-535 Lab Reports & Chains of Custody: Lead &
Copper (for Carlsbad Municipal Water District’s
boundary)
12 years Yes - After
Upload and
QC
Required for 12 years or 2 compliance cycles; 40 CFR
141.91
Public Works/
Utilities / Water
& Recycled
Water
PW-540 Log Book (Pump Stations) (for Carlsbad
Municipal Water District’s boundary
7 years Department preference; GC §60201
Lead
Department
PW-545 Operations & Maintenance Manuals / O & M
Manuals
Disposal of
Equipment
No Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-550 Reservoirs, Reservoir Maintenance Permanent Yes: After 3 months
Department preference; GC §60201
Sept. 15, 2026
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-20 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-555 Sanitary Surveys 10 years Yes: After
QC & 30
days
22 CCR §64470; 40 CFR 141.33(c)
Public Works/
Utilities / Water
& Recycled
Water
PW-560 SCADA Database (Water) (Supervisory Control
and Data Acquisition)
Indefinite Data is interrelated; system qualifies as a "trusted system"; GC §§60201, 12168.7

Vital
Lead
Department
PW-565 Self-contained Breathing Apparatus (SCBA) When
Superseded /
Expiration of
Certificate
Certificates are issued for 3-5 years; GC §60201 et.
seq.

When
Superseded -
Minimum 2
years
Department preference; GC §60201
Public Works/
Utilities / Water
& Recycled
Water
PW-585 Vulnerability Assessment When
Superseded -
Minimum 2
years
Confidential; GC §60201
Sept. 15, 2026
Item #4 Page 233 of 235
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OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-21 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Public Works/
Utilities / Water
& Recycled
Water
PW-590 Water Production Reads / Reports (to State DPH
& DWR) Usage (for Carlsbad Municipal Water
District’s boundary)
5 years Department preference; Meets California Department of Health requirements (3 years); GC
§60201
Public Works/
Utilities / Water
& Recycled
Water

Vital - Unti Superseded
Public Works/
Utilities / Water
& Recycled
Water
PW-610 Wells / Well Logs (includes abandoned or
destroyed wells)
Permanent Yes: After 3
months
Department preference; GC §60201
Division
Providing
Service / Work
PW-615 Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Data is interrelated; GC §60201
Division
Providing
Service / Work
PW-620 Work Orders / Service Requests - All Information Entered in CMMS Database
When No
Longer Required
Preliminary drafts (the database is the original); GC
§60201
Sept. 15, 2026
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Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OƯice of
Record (OFR)
Retention
No.

Records Description Total
Retention
Destroy
Paper after
Imaged
and QC
Comments / References

PW-22 | P a g e
Version 2026
RECORD RETENTION SCHEDULE – PUBLIC WORKS
Division
Providing
Service / Work
PW-625 Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years District Preference; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §60201

Sept. 15, 2026
Item #4 Page 235 of 235
Docusign Envelope ID: 296E3140-3D96-879D-81D3-DC44026A1E4A

Carlsbad City CouncilSeptember 15, 2026

Carlsbad City Council
September 15, 2026