Agenda packet, study session — Cathedral City City Council, October 12, 2022

CITY COUNCIL
AGENDA
Study Session
Wednesday, October 12, 2022
2:30 PM
City Council Chambers
68-700 Avenida Lalo Guerrero
Cathedral City, CA 92234
MAYOR
Ernesto Gutierrez

CITY COUNCIL MEMBERS
Mayor Pro Tem
Rita Lamb
Councilmember
Mark Carnevale
Councilmember
Nancy Ross
Councilmember
Raymond Gregory
• CALL TO ORDER
• ROLL CALL
• AGENDA FINALIZATION
At this time the City Council may announce any items being pulled from the agenda or continued to another date.

1. PUBLIC COMMENT
This is the opportunity for members of the public to comment on any items not appearing on the regular agenda. Because of restrictions contained in California Law, the City Council may not discuss or act on any item not on the agenda but may briefly respond to statements made or ask a question for clarification. The Mayor may also request a brief response from staff to questions raised during public comment or may request a matter be agendized for a future meeting. Public Comment will be limited to three (3) minutes.

2. CLOSED SESSION
A. Threat to Public Services and Facilities Pursuant to Government Code Section 54957(a).

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Conference with: Director of Emergency Services, Fire Chief, Police Chief and City Attorney.

B. Conference with Labor Negotiator Pursuant to Government Code Section 54956.6
Agency Negotiator: Charles McClendon, City Manager
Represented Employees:

CCPMA - Cathedral City Police Management Association

3. STUDY SESSION
Normally no action is taken on Study Session items, however, the City Council reserves the right to give specific policy direction and take specific action as necessary. Presentation will be limited to 10 minutes unless other provisions are made in advance.

A. Presentation Updated Records Retention Schedules
Recommendation: This is a presentation only. There is no formal action required.

B. SCAG ATP Grant Update Presentation
Recommendation: This item is presented to the City Council for an update on the SCAG ATP Grant for discussion, information and
comment.

C. Development Impact Fee (DIF) Study October 12, 2022 Study Session Update
Recommendation: Harris & Associates Engineering Firm will provide the City Council an overview of the DIF Fee Study process, to-date progress, remaining steps, and an estimated timeline for implementation.

ADJOURN
NOTES TO THE PUBLIC:

The City of Cathedral City complies with the Americans with Disabilities Act of 1990. If you require special assistance to participate in this meeting, please call the City Clerk’s Office at (760) 770-0322 at least 48 hours prior to the meeting.

If you desire to address the City Council during the meeting, please complete a Request to Speak Form available at the entrance and present it to the City Clerk. Speakers will be called upon at the appropriate time.

Any documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection in the City Clerk’s office at City Hall located at 68-700 Avenida Lalo Guerrero during normal business hours. In addition, such documents will be posted on the City’s website at www.cathedralcity.gov.

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Staff Report
City Council
Meeting Date: October 12, 2022
From: Charles McClendon, City Manager
Title: Threat to Public Services and Facilities Pursuant to Government Code Section 54957(a).

Conference with: Director of Emergency Services, Fire Chief, Police Chief and City Attorney.

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Staff Report
City Council
Meeting Date: October 12, 2022
From: Charles McClendon, City Manager
Title: Conference with Labor Negotiator Pursuant to Government Code Section 54956.6
Agency Negotiator: Charles McClendon, City Manager
Represented Employees:

CCPMA - Cathedral City Police Management Association

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Staff Report
City Council
Item No. 3.A
Meeting Date: October 12, 2022
From: Tracey Hermosillo, City Clerk
Title: Presentation Updated Records Retention Schedules RECOMMENDATION:

This is a presentation only. There is no formal action required.

BACKGROUND:

Cathedral City selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program, including the Record’s Retention Schedule. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law. The last time the City’s Record’s Retention Schedule was updated was in 2015.

DISCUSSION:

The upgrade of the current records management system is driven by many factors, including:
• Limited space in City facilities
• Many departments are filing and storing copies of the same records • Cathedral City produces and manages many permanent records • Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The proposed retention periods are in compliance with all laws and are standard business practice for California cities and were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. Upon approval of the proposed Records Retention Schedule, the City will begin to move forward with an electronic filing system to further increase efficiency. By identifying which department is responsible for maintaining the original record, establishing clear retention periods for different categories of records,

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and implementing an electronic filing system, the City will realize savings in labor costs, free-up filing cabinet space and realize operational efficiencies.

Staff is proposing that the City Council adopt a Resolution adopting a Records Retention Schedule. The Resolution also authorizes the routine destruction of records that have exceeded their adopted retention period upon the request of the Department Head and the consent in writing of the Department Head, City Clerk, and City Attorney, which is standard business practice for California cities, and authorizes updates to the schedule without further action of the City Council, which is also standard business practice for California cities. Staff is also proposing that the City Council, serving as the Board for the Successor Agency to the Redevelopment Agency of the City of Cathedral City, adopt a Resolution rescinding Resolution SA-2015-02, which adopted a Records Retention Schedule for those documents retained by the Successor Agency; those documents have been incorporated into the updated schedule and are included in the proposed Resolution.

The proposed Resolutions and Records Retention Schedules are attached for Council’s review. These Resolutions will be brought back to Council for consideration at the October 26, 2022, Council Meeting. Also attached is an analysis of the proposed changes to the existing schedules.

FISCAL IMPACT:

There is no fiscal impact with this item.

ATTACHMENTS:
__How to Use Retention Schedules FY 21-22
__Retention Legend - FY 21-22
_CITY WIDE
Building and Safety
City Clerk
City Manager
Code Compliance
Communications and Events
Economic Development
Engineering
Facility Maintenance
Finance
Fire
Human Resources
Information Technology
Managment Information Systems (MIS)
Parks and Park Maintenance
Planning
Police
Public Works
Risk Management
Building - changes from 2015 to 2022 Proposed
City Clerk - changes from 2015 to 2022 Proposed

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City Manager - changes from 2015 to 2022 Proposed
Code Compliance - changes from 2015 to 2022 Proposed
Engineering - changes from 2015 to 2022 Proposed
Finance - changes from 2015 to 2022 Proposed
Fire - changes from 2015 to 2022 Proposed
Planning - changes from 2015 to 2022 Proposed
Police - changes from 2015 to 2022 Proposed
Public Works - changes from 2015 to 2022 Proposed
Successor Agency - changes from 2015 to 2022 Proposed
Resolution Records Retention Schedule 2022
Resolution 2022-Records Retention SA

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HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

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

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

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

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

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

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

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Attachment: __How to Use Retention Schedules FY 21-22 (3326 : Presentation on the Revised Records Retention Schedule)

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intraagency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

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Attachment: __Retention Legend - FY 21-22 (3326 : Presentation on the Revised Records Retention Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

Lead Dept. CW-001 Accident Reports / Incident Reports (Members of the Public - No Claim Filed) 2 years Mag, Ppr GC §34090 Lead Dept. CW-002
Agreements & Contracts: ADMINISTRATIVE
FILES (No Grant Funding) (Correspondence,
Insurance Certificates, Project Administration,
Project Schedules, Certified Payrolls, Invoice
copies, Logs, etc.)
City Clerk maintains originals (except for
Recreation Instructors)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
City preference; 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
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATIVE
FILES (With Grant Funding)
(Correspondence, Insurance Certificates,
Project Administration, Project Schedules,
Certified Payrolls, Invoice copies, Logs, etc.)
City Clerk maintains originals (except for
Recreation Instructors)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
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., 2 CFR 200.334; 24
CFR 91.105(h), 92.505, & 570.502(b), 29
CFR 97.42; OMB Circular A-133GC §34090
Lead Dept. CW-004
Bid Opening Packets: Bids or Proposals in
response to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications),
Notices, Specifications, Unsuccessful
Proposals
2 years Mag,
Ppr
Yes: After
QC & OD GC §34090
CITY-WIDE (Used by All Departments)
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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Attachment: _CITY WIDE (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
CW-005
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
City Clerk CW-006
Boards, Committees, Commissions, Task
Forces: Citizen Advisory Created by the City
Council, - AGENDAS & STAFF REPORTS
Copies -
When No
Longer
Required

Mag,
Ppr
Send all originals to the City Clerk; GC
§34090.7
City Clerk CW-007
Boards, Committees, Commissions, Task
Forces: Citizen Advisory Created by the City
Council, - MINUTES
Copies -
When No
Longer
Required

Mag,
Ppr
Send all originals to the City Clerk; GC
§34090.7
Staffing Dept. CW-008 Committees: City Council Subcommittees AGENDAS and MINUTES 2 years
Mag,
Ppr
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. CW-009
Committees: Employee Committees, Employee
Staff Meetings / Department Staff Meetings
AGENDAS and MINUTES
2 years
Mag,
Ppr
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Lead
(Responding)
Dept.

CW-010 Complaints / Concerns from Citizens Minimum 2
years

Mag,
Ppr
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-011 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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Attachment: _CITY WIDE (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Dept. that CITY-WIDE (Used by All Departments)
Authors
Document
or
Receives the
City's Original
Document
CW-012
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Ppr GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-013
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or that
ARE made or retained for the purpose
of preserving the informational content
for future reference are saved by printing
them out and placing in a file folder, or
saving them electronically in a folder
outside the e-mail system; If not mentioned
here, consult the City Attorney to determine
if a record is considered transitory /
preliminary drafts. GC §34090, GC §6252;
64 Ops. Cal. Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court (Smith).

S218066. Supreme Court of California,
2017
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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Attachment: _CITY WIDE (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-014 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 6252, 6254(a)
Lead Dept. CW-015 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept. CW-016 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Ppr GC §34090
Lead Dept. CW-017
Grants / CDBG (Community Development Block
Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
(SUCCESSFUL Reports, other records required
to pass the funding agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag,
Ppr
Meets auditing standards; Grants covered
by a Consolidated Action Plan are required
for 5 years; Uniform Admin. Requirements
for Grants to Local Governments is 3 years
from expenditure report or final payment of
grantee or subgrantee; statewide
guidelines propose 4 years; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Lead Dept. CW-018 Newspaper Clippings
When No
Longer
Required
Ppr
Used by City Manager's staff; Non-records -
may be obtained from the newspaper
company; GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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Attachment: _CITY WIDE (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Human
Resources CW-019 Personnel Files (Department-level Files) Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag,
Ppr
Ensure records kept in Department files
comply with City policy (all originals are
sent to Human Resources); GC §34090.7
Lead Dept. CW-020 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate folder to be
incorporated into performance evaluation,
or to document progressive discipline; GC
§34090 et seq.

Lead Dept. CW-021 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090, 6252, 6254(a)
Lead Dept. CW-022 Public Relations / Press Releases 2 years Mag, Ppr GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-023 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years Mag,
Ppr
Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-024 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC &OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
CW-025
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

Mag,
Ppr Non-Records
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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Attachment: _CITY WIDE (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-026
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Minimum 2
years

Mag,
Ppr
Statewide guidelines propose superseded
+ 2 or 5 years; GC §34090
Lead Dept. CW-027
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
OTHER Departments
When
Superseded
Mag,
Ppr Copies; GC §34090.7
Lead Dept. CW-028 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-029 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Ppr
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently;
GC §34090
Lead Dept. CW-030
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; 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
Lead Dept. CW-031 Safety Meetings (all) 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.c
Packet Pg. 15
Attachment: _CITY WIDE (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-032 Special Event Permits Minimum 2
years
Yes: Before
Completion
Mag,
Ppr
Department Preference; GC §34090 et.
seq.

Lead Dept. CW-033 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Ppr Department Preference; GC §34090 et seq.

Lead Dept. CW-034
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Ppr GC §34090
Lead Dept. CW-035
Training Presented by City Staff - ALL COURSE

RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
Certificates are retained in Personnel File
5 years
Mag,
Mfr, OD,
Ppr
S
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, 12960, 34090, 53235.2(b)
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.c
Packet Pg. 16
Attachment: _CITY WIDE (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BLD-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

BUILDING and SAFETY
Building &
Safety BL-001 Address Files / Building Permits P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Building &
Safety BL-002 Building Permit Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Building &
Safety BL-003
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

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

QC & OD
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
Building &
Safety BL-005
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES -
Large Format documents / E-sized documents
Energy Calculations, Structural Calculations, Soil
Reports, Geotechnical Reports
Completion +
180 days Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.d
Packet Pg. 17
Attachment: Building and Safety (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BLD-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Building &
Safety BL-006
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES -
Letter-sized documents
Energy Calculations, Structural Calculations, Soil
Reports, Geotechnical Reports
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Building &
Safety BL-007 Building Plans - Not Paid (Fees Unpaid)
Minimum
Cancelled or
Withdrawn

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Building &
Safety BL-008 Building Plans - Paid (Fees Paid) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Building &
Safety BL-009 California Building Codes / Uniform Building Codes Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD GC §50022.6
Building &
Safety BL-010 Certificate of Occupancy (CofO) P Yes (all) Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department Preference; GC §34090
Building &
Safety BL-011
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years Mag, Ppr Department Preference (kept with the
Building Permit file); GC §34090
Building &
Safety BL-012 Job Cards / Inspections / Correction Notices When Permit is Finalled Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.d
Packet Pg. 18
Attachment: Building and Safety (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BLD-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Building &
Safety BL-013 Plan Check Comments When Permit is Finalled Mag, Ppr Department Preference (Preliminary Drafts); GC §34090 Building &
Safety BL-014 Stop Work Notices When Permit is Finalled Mag, Ppr Department Preference (Preliminary Drafts); GC §34090 CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.d
Packet Pg. 19
Attachment: Building and Safety (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

City Clerk CC-001
Audio or Video Recordings: City Council,
Architectural Review Committee, Finance
Advisory Committee, Historic Preservation
Committee, Mobile Home Fair Practices
Commission, Oversight Board, Parks &
Community Events Commission, Planning
Commission, Public Arts Commission,
Redevelopment Agency, Successor Agency,
Transportation Commission, Task Forces
(Cannabis Task Force, Short Term Vacation
Rentals Task Force, etc.)
Minimum 2
years
Mag, OD
Department preference; Audio Required for
30 days; GC §54953.5(b); video tapes of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-002
Affidavits of Publications / Affidavits of
Posting Notices / Legal Advertising /
Notices / Proofs of Publications / Public
Hearing Notices
2 years Mag, Ppr
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations
on Municipal Government actions is 3 - 6
months; GC §§34090, 54960.1(c)(1)
City Clerk CC-003
Agenda Packets (includes Appeals): City
Council, Architectural Review Committee,
Finance Advisory Committee, Historic
Preservation Committee, Mobile Home Fair
Practices Commission, Oversight Board,
Parks & Community Events Commission,
Planning Commission, Public Arts
Commission, Redevelopment Agency,
Successor Agency, Transportation
Commission, Task Forces (Cannabis Task
Force, Short Term Vacation Rentals Task
Force, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

CITY CLERK
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.e
Packet Pg. 20
Attachment: City Clerk (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-004
Agreements & Contracts - ALL - NonInfrastructure that are NOT Imaged includes all contractual obligations (e.g.

Amendments, Insurance Certificates, Scope
of Work or Successful Proposal)
Examples of NON-Infrastructure: Consulting,
disposal, City Manager employment contracts,
leases, loans, mutual aid, professional services,
services, etc.

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

QC & OD
Department preference; 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
City Clerk CC-005
Agreements & Contracts - ALL - If Imaged,
Infrastructure, CIPs, MOUs, MOAs,
Settlement Agreements
includes all contractual obligations (e.g.

Amendments, Insurance Certificates, Scope
of Work or Successful Proposal)
Examples of Infrastructure: Architects, CalPERS,
CIPs (Capital Improvement Projects,) franchise
agreements, settlement agreements, subdivision
improvement agreements, development, Joint
Powers, MOUs, settlement, water rights, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency response; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§337 et. seq., GC §34090
City Clerk CC-006 Assessment Districts (Formation) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007
Board & Commission / Committee
Applications, Recruitment (Successful and
Unsuccessful)
2 years Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-008 Board & Commission / Committee Maddy
Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-009 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.e
Packet Pg. 21
Attachment: City Clerk (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-010 City Council, Mayor, Board & Commission Historical List of Members / Rosters P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-011 Filing System / Subject Files / Function Filing System
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-013 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-014 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-015 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e) City Clerk CC-016 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk CC-017 FPPC Lobbyist Authorization / Reporting - FPPC Form 635 / 602 5 years Mag, Ppr Yes: After 2 years 2 CCR 18615(d); GC §34090 City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S
Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms
& Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P
Mag, Mfr,
OD, Ppr S
Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
4 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-021
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.e
Packet Pg. 22
Attachment: City Clerk (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-022
Candidate File: Nomination Papers,
Candidate Statement Forms, etc. -

SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Ppr Yes: After

QC & OD
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-023
Candidate File: Nomination Papers,
Candidate Statement Forms, etc. -

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Ppr Yes: After

QC & OD
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-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be
printed in the Sample Ballot, Polling
Locations and Precinct Board Members,
Notices, Postings, etc.)
Minimum 2
years
Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months, or
Final
Examination
+ 1 year
after petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
City Clerk CC-026
Harassment Prevention Training Certificates
/ Ethics Training Certificates (City Council,
all Boards & Commissions)
5 years Mag, Mfr,
OD, Ppr S
Yes: After
QC'd & OD GC §§34090, 53235.2(b), 53237.2(b)
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.e
Packet Pg. 23
Attachment: City Clerk (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-027
Historical Records, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of
significant historical interest, Grand
Openings, etc.)
P
Mag, Mfr,
OD, Ppr S
Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects
and media. Some media (e.g. audio and
video tape) may be limited because of the
media's life expectancy; GC §34090
City Clerk CC-028
Minutes: City Council, Architectural Review
Committee, Finance Advisory Committee,
Historic Preservation Committee, Mobile
Home Fair Practices Commission, Oversight
Board, Parks & Community Events
Commission, Planning Commission, Public
Arts Commission, Redevelopment Agency,
Successor Agency, Transportation
Commission, Task Forces (Cannabis Task
Force, Short Term Vacation Rentals Task
Force, etc.)
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-029 Oath of Office / Appointments: City Council, Boards and Commissions
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC
§§36507, 34090; PC §§801.5, 803(c); 29
USC 1113
City Clerk CC-030 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-031 Proclamations / Commendations /
Memoriums / Recognitions, etc. 2 years Mag, Ppr GC §34090 City Clerk CC-032 Public Records Requests / Subpoenas
Duces Tecum - Except Police and Fire 2 years Mag, Ppr GC §34090 City Clerk CC-033
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases / Pendencies
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(a)
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.e
Packet Pg. 24
Attachment: City Clerk (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-034 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-035
Resolutions: City Council, Planning
Commission, Redevelopment Agency,
Successor Agency
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-036 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090 CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.e
Packet Pg. 25
Attachment: City Clerk (3326 : Presentation on the Revised Records Retention Schedule) Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY MANAGER
City
Manager CM-001 Legislation - Support or Oppose State or Federal Legislation 2 years Mag, Ppr GC §34090 City
Manager CM-002
Projects, Programs, Subject & Issues
(Issues and/or projects will vary over time -
e.g. Sister City, Goals & Objectives, etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Department Preference; GC §34090
CATHEDRAL CITY, CA. ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.f
Packet Pg. 26
Attachment: City Manager (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: CODE COMPLIANCE Page CODE-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

CODE COMPLIANCE
Code
Compliance CODE-001
Code Enforcement / Abatement Case Files
(Includes Notice of Violations ./ Code
Enforcement Citations, Appeals and Code
Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
Code
Compliance CODE-002 Code Enforcement Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Code
Compliance CODE-003 Garage Sale Permits 2 years Mag, Ppr GC §34090 CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.g
Packet Pg. 27
Attachment: Code Compliance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: COMMUNICATIONS & EVENTS Page COMM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

COMMUNICATION AND EVENTS
Lead Dept. C&E-001 Graphics Files
When No
Longer
Required
Mag, Ppr
Preliminary draft (the final record is
retained by the requesting department);
GC§ 34090 et seq.

Commun.&
Events C&E-002
Park Facility Use Requests - More than 50 /
Amphitheater / Field Rentals / Facility Use
Applications and Permits (includes ABC Permits,
where required)
2 years Mag, Ppr GC §34090 et. seq.

Commun.&
Events C&E-003 Press Releases 2 years Mag, Ppr GC §34090 Commun.&
Events C&E-004 Special Events, Trade Shows, etc. Minimum 2 years Mag, Ppr Department preference; GC §34090
Commun.&
Events C&E-005 Special Use Permits 2 years Mag, Ppr GC §34090 et. seq.

3.A.h
Packet Pg. 28
Attachment: Communications and Events (3326 : Presentation on the Revised Records Retention Ver. 2.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

ECONOMIC DEVELOPMENT
Economic
Develop. ED-001 Economic Development Projects
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
Lead Dept. ED-002 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Ppr GC §34090
Lead Dept. ED-003
Grants / CDBG (Community Development
Block Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
(SUCCESSFUL Reports, other records
required to pass the funding agency's audit,
if required)
Applications (successful), grant agreement,
copies of invoices, program rules,
regulations & procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Ppr
Meets auditing standards; Grants covered by
a Consolidated Action Plan are required for
5 years; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; statewide guidelines
propose 4 years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, & 570.502(a&b),
29 CFR 97.42; OMB Circular A-110 & A-133;
GC §34090
CATHEDRAL CITY, CA. ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.i
Packet Pg. 29
Attachment: Economic Development (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

ENGINEERING
Engineering ENG-001 Bonds: CIP Labor & Materials, Performance Bonds, Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr Yes: After
QC & OD Security; GC §34090
Engineering ENG-002 Bridge Inspections P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD Department preference; GC §34090
Engineering ENG-003
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Engineering ENG-004
Capital Improvement Projects (CIP): Permanent
File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.j
Packet Pg. 30
Attachment: Engineering (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

City Clerk ENG-005
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien Releases
Send finals / originals to City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(a)
Engineering ENG-006
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Engineering ENG-007
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of Way,
Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
Engineering ENG-008
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts, etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
Engineering ENG-009
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.j
Packet Pg. 31
Attachment: Engineering (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Engineering ENG-010
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Correspondence & Staff Notes (regarding Nonexempt CEQA projects) Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Engineering ENG-011 Grading Permits and Grading Plans P Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Engineering ENG-012 Stormwater: NPDES / MS-4 Monitoring Reports Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 5
years
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
Engineering ENG-013 Stormwater: NPDES / MS-4 Permits
Minimum
Permit
Superseded
+ 3 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

ENGINEERING - PRIVATE DEVELOPMENT
Engineering /
Private
Development
ENG-014 Encroachment Permits Expiration +
2 years Mag, Ppr GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.j
Packet Pg. 32
Attachment: Engineering (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Engineering /
Private
Development
ENG-015
Final Maps / LLA (Lot Line Adjustment) / Lot
Divisions / Lot Mergers / Street Plans /
Subdivision Plans, etc.

P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Engineering /
Private
Development
ENG-016 Improvement Plans (for Tracts / Subdivisions) P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Drafts should be destroyed; Some maps
are also retained by Planning; Selected
maps are retained in Public Works for
administrative purposes; GC §34090,
34090.7
Engineering /
Private
Development
ENG-017
Private Development Projects / Job Files:

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

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

QC & OD
Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Engineering /
Private
Development
ENG-018
Private Development Projects / Job Files:

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

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

QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
City Clerk ENG-019 Subdivision Agreements
Send finals / originals to City Clerk P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(a)
Engineering ENG-020 Subdivision Bonds / Bonds for Private Development
Release of
Bond / Letter
of Credit
Mag, Ppr Yes: After
QC & OD Security; GC §34090

ENGINEERING - TRANSPORTATION
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.j
Packet Pg. 33
Attachment: Engineering (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-5 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Engineering /
Transportation ENG-021 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) 10 years Mag Ppr Department preference; GC §34090 Police ENG-022 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Engineering /
Transportation ENG-023 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Engineering /
Transportation ENG-024 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090
City Clerk ENG-025 Transportation Commission (was sunset)

AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
City Clerk ENG-026 Transportation Commission (was sunset)

AUDIO OR VIDEO RECORDINGS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
City Clerk ENG-027 Transportation Commission (was sunset)

MINUTES, BYLAWS, RESOLUTIONS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.j
Packet Pg. 34
Attachment: Engineering (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: FACILITY MAINTENANCE Page FAC-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

FACILITY MAINTENANCE
Facility
Maintenance FAC-001 AQMD Permits (Air Quality Management Districts) - for Generators, etc.

Issue Date +
5 years Mag, Ppr 40 CFR 70.6; GC §34090
Facility
Maintenance FAC-002 Fire Sprinkler Testing & Backflow (City Buildings) 5 years Mag, OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Facility
Maintenance FAC-003 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Lead Dept. FAC-004 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC §34090 et.
seq.

3.A.k
Packet Pg. 35
Attachment: Facility Maintenance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

FINANCE / ACCOUNTS PAYABLE & PURCHASING
Finance /
Accounts
Payable &
Purchasing
FIN-001 1099's / 1096's 5 years Mag, Ppr
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; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable / Invoices and Backup /
Warrants / Refunds / Credit Card
Statements / P-Card Statements
(Includes Invoices, Travel Expense
Reimbursements, etc.)
Excludes Grant Drawdowns with attached
proof of expenses (see Accounts
Receivable)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; Purchasing preference for PCard Invoices (48 CFR 4.805 requires Federal Agencies to retain their
contracts, unsuccessful & successful
proposals 6 years after final payment);
CCP §337 et. seq.; GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-003 W-9s
Vendor
Inactive + 3
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-004 Vehicle Titles / Pink Slips Upon Sale of
Vehicle Ppr Provided to new owner upon sale; GC §34090

FINANCE / ACCOUNTS RECEIVABLE
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.l
Packet Pg. 36
Attachment: Finance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Accounts
Receivable
FIN-005
Accounts Receivable / Revenue / Our
Invoices to Outside Entities: Insurance
Companies, Franchise Fees, DUI Billing,
Transient Occupancy Tax (TOT),
Auctions of Surplus Property, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-006 Business Licenses - ALL (Applications &
Renewals) 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-007
Cash Receipts / Daily Cash Summaries /
Cashiers Reports / Cash Reports / Petty
Cash, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-008 Grant Drawdowns with attached proof of
expenses
10 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to ensure audits
by Grant Funders are met; Meets
auditing standards; GC §34090 et seq.

FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-009
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; 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.

FINANCE / GENERAL LEDGER
Finance /
General
Ledger
FIN-010 _Financial Services Database (Tyler
Munis) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.l
Packet Pg. 37
Attachment: Finance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-011 Audit Work Papers
When No
Longer
Required
Mag, Ppr Preliminary drafts / content not
substantive; GC §34090
Finance /
General
Ledger
FIN-012 Audits - Annual Financial Reports / Annual
Consolidated Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-013
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
SEFA (Schedule of Expenditures of
Federal Awards), etc.
5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-014
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Investment
Account Statements, Bank Reconciliations
5 years Mag, Ppr
Department Preference; meets auditing
standards; GC §34090, 26 CFR

31.6001-1
Finance /
General
Ledger
FIN-015 Budgets - Finals and Amendments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
General
Ledger
FIN-016 Budgets Work Papers
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-017 Checks / Warrants (Cashed) - EFTs
(Electronic Funds Transfers) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-018 Checks / Warrants (VOIDED)
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.l
Packet Pg. 38
Attachment: Finance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-019 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
Finance /
General
Ledger
FIN-020 Investment Reports & Backup 5 years Mag, Ppr Department Preference; GC §34090 Finance /
General
Ledger
FIN-021
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets / LAIF (Local Agency Investment
Fund))
5 years Mag, Ppr
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
Finance /
General
Ledger
FIN-022 Journal Entries / Journal Vouchers 5 years Mag, Ppr Department Preference; meets auditing
standards; GC §34090, 26 CFR

31.6001-1
Finance /
General
Ledger
FIN-023
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Ppr
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
Finance /
General
Ledger
FIN-024
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-025
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.l
Packet Pg. 39
Attachment: Finance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-026 Tax - Sales Tax Reports (HdL)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FIN-027 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Payroll FIN-028
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-029 Employee Benefit Enrollments / Payroll Files Separation +
5 years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-030 Garnishments
Satisfied + 2
years, or
Separation of
Employee
Mag, Ppr Department Preference; GC §34090
Finance /
Payroll FIN-031 Payroll Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Finance /
Payroll FIN-032 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.l
Packet Pg. 40
Attachment: Finance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-033 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-034 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-035 W-4s
Superseded
or Separated
+ 5 years
Mag, Ppr
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
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.l
Packet Pg. 41
Attachment: Finance (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

FIRE ADMINISTRATION
Fire /
Admin. FR-001 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: When
Superseded
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-002 Public Records Requests / Subpoenas Duces Tecum - FIRE only 2 years Mag, Ppr Yes: After
QC'd & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-003 Annual Reports / Fire Incident Statistics P Mag,
Mfr, OD,
Ppr
S/I No Retained for historical and administrative value; GC §34090
Fire /
Admin. FR-004
FEMA Reimbursements / OES
Reimbursements / Strike Team
Reimbursements
Reimbursed
+ 10 years
Mag,
Ppr
Department Preference; Meets auditing
standards; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of grantee or
subgrantee; 2 CFR 200.333; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090; GC
§8546.7
Human
Resources FR-005 Respiratory Fit Tests for Breathing Apparatus (all departments) Send to
Human
Resources
Mag,
Ppr
Human Resources maintains all in the employee
medical file; GC §34090.7
Fire /
Admin. FR-006 Emergency Plans / Disaster Preparedness Manuals, etc.

Superseded -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Superseded Department Preference; GC §34090
Fire /
Admin. FR-007
HIPAA Policies and Procedures (Health
Insurance Portability and Accountability Act)
/ Lexipol
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes: After 1
year
24 CFR 164.530(j)

EMERGENCY MEDICAL SERVICES
Fire / EMS FR-008 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Yes Mag, Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.m
Packet Pg. 42
Attachment: Fire (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Fire / EMS FR-009
Emergency Medical Database / e-PCR
Database / Electronic Patient Care Report
Database (Fire House)
Minimum 20
years
Yes Mag
Department preference when e-PCRs are stored
in the database (20 years for retention of
Juveniles and Pregnant Adults); GC §34090,
34090 et seq. 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
Fire / EMS FR-010 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3 years Mag, Ppr
Statute of Limitations for health providers is 3
years; 13 CCR 1100.7, CCP §340.5, GC §34090,
34090 et seq.

Fire / EMS FR-011 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC & OD 24 CFR 164.530(j)
Fire / EMS FR-012 Paramedic Continuing Education Rosters and Certificates 4 years
Mag,
Mfr, OD,
Ppr
S
Yes: After QC
& OD
Department preference; Paramedic Continuing
Education is required for 4 years by DPH; 8 CCR
§3204(d)(1) et seq., 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090
Fire / EMS FR-013
Patient Care Reports / PCRs / Paramedic
Release Forms (EMS transportation) /
Consent Form with Assignment of Benefits:

ADULTS
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; 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
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

3.A.m
Packet Pg. 43
Attachment: Fire (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Fire / EMS FR-014
Patient Care Reports / PCRs / Paramedic
Release Forms (EMS transportation) /
Consent Form with Assignment of Benefits:

JUVENILES or PREGNANT ADULTS
Juvenile 19
years old -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; 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
Fire / EMS FR-015 Subpoenas (Personal Appearance - EMS
Personnel)
When No
Longer
Required
Mag,
Ppr
Court or District Attorney's record (not a City
record)

FIRE PREVENTION
Fire / Fire
Prevention FR-016
Annual Fire Inspections / Business
Inspection Files / Citations / Notice of
Violations - Approvals, Inspections, Fires,
Modification / Alternative Methods or
Materials
Life of
Structure -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference for Citations / Notice of
Violations; other records are required for the Life
of the Structure or Activity, or Minimum 5 years
for Approvals, Inspections, Fires, Modification /
Alternative Methods or Materials; CFC §§ 104.6
– 104.6.4; GC §34090
Fire / Fire
Prevention FR-017
Development Review / Plan Review / Fire
Sprinkerl Plans (Final Approved Plans) -
Commercial, Industrial, MutliFamily
Dwellings, Places of Public
Accommodation
Life of
Structure
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Develop.

Services /
Building
FR-018
Development Review / Plan Review / Fire
Sprinkerl Plans - Single Family Residential
and Appurtenances
When No
Longer
Required
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-019
Fire Code Permits / Special Event Permits
(assembly permits, candle permits, tent
permits, fire hydrant use, open flame, etc.)
Expiration +
2 years
Yes:

Before
Event
Mag,
Ppr GC §34090 et seq.

3.A.m
Packet Pg. 44
Attachment: Fire (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Fire / Fire
Prevention FR-020 Fire Prevention Programs (Fire Prevention Week, etc.) Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-021 Pre-Fire Plans When Superseded
Mag,
Ppr GC §34090 et seq.

OPERATIONS / SUPPRESSION
Fire /
Operations FR-022 Apparatus & Equipment Checks / Daily Equipment Checks 2 years Yes Mag GC §34090 et seq.

Fire /
Operations FR-023 Apparatus & Equipment Testing (Ladders, Hoses, etc.) Life of
Equipment Yes Mag
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 /
Operations FR-024 Image Trend Incident RMS Database / Fire Investigation Database Indefinite Yes Mag Data is interrelated; GC §34090 et seq.

Fire /
Operations FR-025
Training Database / TargetSolutions / Vector
Solutions / Apparatus & Equipment Records
& Testing / Daily Safety Checks / Daily Work
Reports / Vehicle Inspections / Daily
Equipment Checks
Indefinite -
Minimum 5
years
Yes Mag Data is interrelated; GC §34090 et seq.

3.A.m
Packet Pg. 45
Attachment: Fire (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage & Transmittal
Form)
5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-002 Benefit Plan Documents (Optical, Dental, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.n
Packet Pg. 46
Attachment: Human Resources (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-005 Contracts for Investigators Completion + 5 years Yes: Before
Completion Mag, Ppr
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-006 COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human
Resources HR-007
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
34090
Human
Resources HR-008 DMV Pull Notices (ALL)
When
Superseded or
Upon
Separation
Mag, Ppr Department Preference; GC §34090
Human
Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years Mag Ppr 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 2 years; 29 CFR 1627.3(b)(1)(v),
GC §§12946, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49 CFR
653.71
Human
Resources HR-010 EDD Claims (Employment Development Department Claims) Final
Disposition + 2
years
Mag, Ppr
All State and Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after
action is taken; GC §§12946, 12960,
34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.n
Packet Pg. 47
Attachment: Human Resources (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-011
EEO-4 Reports and records required to
generate EEO-4 report (Self-Identification
Form, etc.)
3 years Mag, Ppr 29 CFR 1602.30, 29 CFR 1602.32; GC
§34090
Human
Resources HR-012 Employee Investigations
Minimum
Separation + 3
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 34090;
Human
Resources HR-013
Employee Verifications (responses to
outside banks, mortgage brokers, and others
about an employee's employment status)
When No
Longer
Required
Mag, Ppr
Non-records / Content Not Substantive,
therefore there is no obligation to retain
responses; GC §34090 et seq.

Human
Resources HR-014 Harassment Prevention Training Certificates / Ethics Training Certificates (Employees) 5 years Mag, Mfr, OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53235.2(b), 53237.2(b)
Human
Resources HR-015 I-9s Separation + 6 years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
Human
Resources HR-016 Incident Reports - Employees 2 years Mag, Ppr GC §§12946, 34090 CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.n
Packet Pg. 48
Attachment: Human Resources (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-017 Job Descriptions / Classification Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Human
Resources HR-018 Labor Relations / Negotiations / Side Letters 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Human
Resources HR-019 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33, 8 CCR
§3203(b)(1), GC §34090; LC §6429c
Human
Resources HR-020
Personnel Files - Employee File / Benefit
File (Main File)
Includes Application, Benefit Enrollments,
Evaluations, Oaths of Office, Oath for
Disaster Worker, Policy Acknowledgements,
Personnel Action Forms, etc,
Separation + 6
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(ii), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.n
Packet Pg. 49
Attachment: Human Resources (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-021
Personnel Files - Medical File (all
employees)
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respirator Fit
Tests, etc.

Separation +
30 years or
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-022
Recruitment and Testing File / NeoGov
Database
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Expiration of
Eligibility List +
4 years
Mag, Ppr
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090
Human
Resources HR-023 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.) When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary drafts
not retained in the ordinary course of
business; GC §34090
Human
Resources HR-024
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years or
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.n
Packet Pg. 50
Attachment: Human Resources (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Information
Technology IT-001 Backups (Computer Backups for Disaster Recovery) When No
Longer
Required
Yes Mag.

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

Information
Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line) When
Superseded Yes Mag. GC §34090 et seq.

Information
Technology IT-003
UNALTERABLE MEDIA (WORM / DVD-r /
CD-r / Blue Ray-R) or other unalterable
media that does not permit additions,
deletions, or changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); GC
34090, 12168.7, EVC 1550, CCR 22620 et
seq.

Information
Technology IT-004
Video Recordings - Department Activity /
Building Security
See City Clerk's schedule for City Council
Video Recordings
1 year Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Records regular ongoing operations of the
City; GC §34090.6 et seq.

Information
Technology IT-005
Video Recordings - Public Activity (Parks,
Streets, Public Areas, etc.)
See City Clerk's schedule for City Council
Video Recordings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Does not record regular ongoing
operations of the City; GC §34090.6 et
seq.

INFORMATION TECHNOLOGY
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.o
Packet Pg. 51
Attachment: Information Technology (3326 : Presentation on the Revised Records Retention Schedule) Ver. 1.0 RECORDS RETENTION SCHEDULE: MANAGEMENT INFORMATION SYSTEMS Page MIS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

MIS MIS-001 Backups (Computer Backups for Disaster
Recovery)
When No
Longer
Required
Yes Mag.

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

MIS MIS-002
UNALTERABLE MEDIA (WORM / DVD-r /
CD-r / Blue Ray-R) or other unalterable
media that does not permit additions,
deletions, or changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); GC
34090, 12168.7, EVC 1550, CCR 22620 et
seq.

MIS MIS-003
Video Recordings - Department Activity /
Building Security
See City Clerk's schedule for City Council
Video Recordings
1 year Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Records regular ongoing operations of the
City; GC §34090.6 et seq.

MIS MIS-004
Video Recordings - Public Activity (Parks,
Streets, Public Areas, etc.)
See City Clerk's schedule for City Council
Video Recordings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Does not record regular ongoing
operations of the City; GC §34090.6 et
seq.

MANAGEMENT INFORMATION SYSTEMS
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.p
Packet Pg. 52
Attachment: Managment Information Systems (MIS) (3326 : Presentation on the Revised Records Ver. 3.1 RECORDS RETENTION SCHEDULE: PARKS & PARK MAINTENANCE Page PRK-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PARKS & PARK MAINTENANCE
Parks & Park
Maintenance PRK-001
Logs of Drain Maintenance, Sidewalk Repair &
Grinding, Tree Trimming / Work Orders / Service
Requests
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
Parks & Park
Maintenance PRK-002
Park Facility Use Requests - Less than 50 / Field
Rentals / Facility Use Applications and Permits
(includes ABC Permits, where required)
2 years Mag, Ppr GC §34090 et. seq.

City Clerk PRK-003 Parks & Community Events Commission

AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
City Clerk PRK-004 Parks & Community Events Commission

AUDIO OR VIDEO RECORDINGS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
City Clerk PRK-005 Parks & Community Events Commission

MINUTES, BYLAWS, RESOLUTIONS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
Parks & Park
Maintenance PRK-006 Parks & Community Events Commission NOTICES / PUBLICATIONS / AFFIDAVITS 2 years Mag, Ppr GC §34090 Lead Dept. PRK-007
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(3)
City Clerk PRK-008 Public Arts Commission

MINUTES, BYLAWS, RESOLUTIONS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
Parks & Park
Maintenance PRK-009 Public Arts Commission NOTICES / PUBLICATIONS / AFFIDAVITS 2 years Mag, Ppr GC §34090 CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.q
Packet Pg. 53
Attachment: Parks and Park Maintenance (3326 : Presentation on the Revised Records Retention Ver. 3.1 RECORDS RETENTION SCHEDULE: PARKS & PARK MAINTENANCE Page PRK-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

City Clerk PRK-010
Public Arts Commission

AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
City Clerk PRK-011 Public Arts Commission

AUDIO OR VIDEO RECORDINGS
Copies -
When No
Longer
Required
Mag, Ppr Send all originals to the City Clerk; GC
§34090.7
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.q
Packet Pg. 54
Attachment: Parks and Park Maintenance (3326 : Presentation on the Revised Records Retention Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PLANNING
Planning PL-001
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Annexation, CUP - Conditional Use Permit,
General Plan Amendment, Lot Line Adjustment,
Lot Merger, Site Plan Review, Tentative Parcel
Map, Tentative Tract Map, Variance
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Planning PL-002 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
City Clerk PL-003
Architectural Review Committee

AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required

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

QC & OD
Send all originals to the City Clerk; GC
§34090.7
City Clerk PL-004 Architectural Review Committee

AUDIO OR VIDEO RECORDINGS
Copies -
When No
Longer
Required
Mag, OD Send all originals to the City Clerk; GC
§34090.7
City Clerk PL-005 Architectural Review Committee

3.A.r
Packet Pg. 55
Attachment: Planning (3326 : Presentation on the Revised Records Retention Schedule) Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Planning PL-006 Architectural Review Committee
NOTICES / PUBLICATIONS / AFFIDAVITS 2 years Mag, Ppr GC §34090 Planning PL-007 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
Planning PL-008
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries
P
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Planning PL-009
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Outside City boundaries
When No
Longer
Required
Mag, Ppr Non-records
Planning PL-010 General Plan, Elements and Amendments P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk PL-011 Historic Preservation Committee

AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required

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

QC & OD
Send all originals to the City Clerk; GC
§34090.7
City Clerk PL-012 Historic Preservation Committee

AUDIO OR VIDEO RECORDINGS
Copies -
When No
Longer
Required
Mag, OD Send all originals to the City Clerk; GC
§34090.7
City Clerk PL-013 Historic Preservation Committee

3.A.r
Packet Pg. 56
Attachment: Planning (3326 : Presentation on the Revised Records Retention Schedule) Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Planning PL-014 Historic Preservation Committee
NOTICES / PUBLICATIONS / AFFIDAVITS 2 years Mag, Ppr GC §34090 Planning PL-015 Long Range Planning / Planning Studies P Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Planning PL-016 Master Plans, Specific Plans, Land Use Plans and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Planning PL-017 Materials Boards
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
Planning PL-018 Permit Database (Tyler EnerGov) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
City Clerk PL-019 Planning Commission

AGENDAS & AGENDA PACKETS
Copies -
When No
Longer
Required

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

QC & OD
Send all originals to the City Clerk; GC
§34090.7
City Clerk PL-020 Planning Commission

AUDIO OR VIDEO RECORDINGS
Copies -
When No
Longer
Required
Mag, OD Send all originals to the City Clerk; GC
§34090.7
City Clerk PL-021 Planning Commission

3.A.r
Packet Pg. 57
Attachment: Planning (3326 : Presentation on the Revised Records Retention Schedule) Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Planning PL-022 Planning Commission
NOTICES / PUBLICATIONS / AFFIDAVITS 2 years Mag, Ppr Filed with the project file; GC §34090 Planning PL-023
Special Use Permits (SUP) / Temporary Signs /
Banner Permits, Film Permits, etc. (Approved &
Unapproved)
Christmas Tree Lots, Pumpkin Lots, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Ppr Department preference; GC§§34090
Planning PL-024 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC §34090
Planning PL-025 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090

FORMER REDEVELOPMENT AGENCY
Planning PL-026 Redevelopment Projects and Plans Completion + 10 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090
Planning PL-027 Redevelopment Projects - Real Property, Deeds, Easements, Environmental Documents P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.r
Packet Pg. 58
Attachment: Planning (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

ADMINISTRATION / PROFESSIONAL STANDARDS BUREAU (PSB)
Police /
Admin /
Profess.

Standards
Bureau
PD-001 Background Files - Successful Applicants
(includes volunteers)
Separation +
5 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960, 34090; 29
USC 1113
Police /
Admin /
Profess.

Standards
Bureau
PD-002 Background Files - Unsuccessful
Applicants (includes volunteers) 4 years Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
State requires 4 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1672.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin /
Profess.

Standards
Bureau
PD-003 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees Qualifications
Expiration + 2
years
Mag, Ppr Department preference; GC §34090
Police /
Admin /
Profess.

Standards
Bureau
PD-004 Contracts for Investigators / Backgrounds
(Police only)
Completion +
5 years
Yes:

Before
Completion
Mag, Ppr
Department preference; Statute of Limitations
for contractual obligations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
Police /
Admin /
Profess.

Standards
Bureau
PD-005
Internal Affairs Investigations / Complaints
Internally-Generated or Observation of
Misconduct
Final
Disposition +
4 years
Mag, Ppr
Department Preference (MOU requirement);
Exceeds Lexipol Policy; Not a civilian
complaint; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after action is
taken; EVC §1045, GC §§12946,12960, 34090
CATHEDRAL CITY, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.s
Packet Pg. 59
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin /
Profess.

Standards
Bureau
PD-006
Internal Affairs Investigations / Complaints
by Members of the Public - WITHOUT
Sustained Finding of Misconduct
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy; State requires
for at least 5 years for civilian complaints; other
State & Federal laws require retention until final
disposition of formal complaint; State requires
2 years after action is taken; Statute of
Limitations is 4 years for misconduct after the
discovery of the offense for misconduct in
office; EVC §1045, GC §§12946,12960, 34090,
PC §§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Admin /
Profess.

Standards
Bureau
PD-007
Internal Affairs Investigations / Complaints:
by Members of the Public - WITH
Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090
Police /
Admin /
Profess.

Standards
Bureau
PD-008 Officer Recordings: Body-Worn Cameras
– LOGS of Access or Deletion of Data P Mag PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Admin /
Profess.

Standards
Bureau
PD-009
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Ops /
Patrol
PD-010 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 90 days Mag
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

3.A.s
Packet Pg. 60
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin /
Profess.

Standards
Bureau
PD-011 Personnel Files - Employees Separation +
5 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference to be consistent with
training records; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., 29
USC 1113; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090
Police /
Admin /
Profess.

Standards
Bureau
PD-012
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After superseded Department Preference; GC § 34090 et seq.

Police /
Admin /
Profess.

Standards
Bureau
PD-013 Press Releases - Police Only 2 years Mag, Ppr GC §34090 Police /
Admin /
Profess.

Standards
Bureau
PD-014
Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Ppr GC §34090
Police /
Admin /
Profess.

Standards
Bureau
PD-015
Report to the State Commission on Peace
Officer Standards and Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, or judgement
pursuant to §PC 13510.9
2 years Mag, Ppr GC §34090
Police /
Admin /
Profess.

Standards
Bureau
PD-016 Reports and Studies - Historical (Officer
Killed in the Line of Duty, etc.) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

3.A.s
Packet Pg. 61
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin /
Profess.

Standards
Bureau
PD-017
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years
Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Admin /
Profess.

Standards
Bureau
PD-018 Use of Force Reviews WITH Sustained
Finding of Misconduct
Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090
Police /
Admin /
Profess.

Standards
Bureau
PD-019 Use of Force Reviews WITHOUT
Sustained Finding of Misconduct 5 years Mag, Ppr
Department Preference; GC §§12946, 12960,
34090, PC §§801.5, 803(c), 832.5, 832.7, VC
§2547

ADMINISTRATION / TRAINING
Police /
Admin. /
Training
PD-020
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST
printouts)
Includes Range Qualifications, etc.

Separation +
5 years Mag, Ppr
Department Preference; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., 29
USC 1113; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090
Police /
Admin. /
Training
PD-021
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, Outlines and
Materials; includes Use of Force training,
safety training, etc.)
Minimum 5
years
Mag, Ppr
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)

INVESTIGATIONS
Police /
Investig. PD-022 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 CATHEDRAL CITY, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.s
Packet Pg. 62
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Investig. PD-023
Business Permits Background Files
(Regulatory) - BUSINESS OWNERS:

Cannabis, Massage Establishments, Pawn
Shops, etc.

Termination of
Business + 2
years
Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Investig. PD-024
Business Permits Background Files
(Regulatory) - EMPLOYEES /
TECHNICIANS: Cannabis, Massage
Technicians etc.

Separation +
2 years Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Investig. PD-025 Detectives Investigation Files and Arrest Files (Notes) When No
Longer
Required
Ppr, Mag GC §34090 et seq.

Police /
Investig. PD-026 Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into Record's
Crime Report
Files
Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files.

Police /
Investig. PD-027 Guns: Dealers Record of Sale (DROS) 2 years Mag, Ppr GC §34090 Police /
Investig. PD-028 Informant Files
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090

OPERATIONS / PATROL
Police /
Ops /
Patrol
PD-029 Hearing Officer Determinations (Tow
Hearings, etc.) 2 years Mag, Ppr GC §34090
Police /
Ops /
Patrol
PD-030 Logs (Watch Commander Logs, etc.)
When No
Longer
Required
Mag, Ppr Preliminary draft / content not substantive (Log - final records are in RMS); GC§ 34090 et seq.

Police /
Ops /
Patrol
PD-031 Patrol Schedules
When No
Longer
Required
Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

3.A.s
Packet Pg. 63
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Ops /
Patrol
PD-032 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police /
Ops /
Patrol
PD-033 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq.

Police /
Ops /
Patrol
PD-034 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Ppr GC §34090 et seq.

Police /
Ops /
Patrol
PD-035 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

SERVICES / CAD / DISPATCH
Police /
Commun. PD-036
Audio Recordings - (Mark 43 CAD /
Computer Aided Dispatch) Recordings of
Telephone & Radio Communications
Dispatch Tapes (CAD) / ERICA - Eastern
Riverside County Interoperable
Communications Authority
Minimum 100
days Mag
Department Preference; legally mandated for
100 days (may be discoverable or made public
in some circumstances), GC §§34090, 34090.6
Police /
Commun. PD-037
Audio Recordings - (Siren CAD / Computer
Aided Dispatch) Recordings of Telephone
& Radio Communications Dispatch Tapes
(CAD) / ERICA - Eastern Riverside County
Interoperable Communications Authority
2 years Mag
Department Preference; legally mandated for
100 days (may be discoverable or made public
in some circumstances), GC §§34090, 34090.6

SERVICES / PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-038 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-039 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
CATHEDRAL CITY, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.s
Packet Pg. 64
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Property &
Evidence
PD-040 Lost & Found Property (Documents related
to) 2 years Mag, Ppr GC §34090
Police /
Property &
Evidence
PD-041 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
Police /
Property &
Evidence
PD-042 Property & Evidence Logs
When No
Longer
Required
Mag, Ppr Preliminary draft / content not substantive (Log - final records are in RMS); GC§ 34090 et seq.

SERVICES / RECORDS
Police /
Records PD-041 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-042
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for
dismissals, cancellations, and appeals.
2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-043
CRIME REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found or
Recovered Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Records PD-044
CRIME REPORTS:

ALL - Except those specifically
mentioned in the schedule (ALL Others)
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.

Police /
Records PD-045
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder
Abuse (substantiated), & Sexual Assault
(Rape), Arson (Suspected or
Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
CATHEDRAL CITY, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.s
Packet Pg. 65
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-046
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-047
CRIME REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction or
Arrest (If No
Conviction) +
2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Police /
Records PD-048
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-049 CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Records PD-050
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of Arrest
+ 3 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
CATHEDRAL CITY, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.s
Packet Pg. 66
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Support
Services /
Records
PD-051
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim
of Human Trafficking, or Victim of
Intimate Partner Violence or Sexual
Violence (Nonviolent Crimes)
Court Order +
1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Police /
Records PD-052
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is 18
Years Old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Records PD-053
CRIME REPORTS:

Sealed Juvenile and Ward Cases - Except
those with Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen
property, including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Statute of Limitations runs up to age of majority
+ 8 years; sealed records for juveniles and
wards of the Court must be destroyed 5 years
after sealing date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Police /
Records PD-054 Public Records Requests / Subpoenas Duces Tecum - POLICE only 2 years Mag, Ppr Yes: After QC'd & OD GC §34090 Police /
Records PD-055 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-056
Registrants: Arson Registrations:

Juveniles released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-057 Registrants: Narcotic Registrants 5 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department Preference; Registration is
required for 5 years; GC §34090, H&S §11590
et seq., H&S §11594(a)
CATHEDRAL CITY, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.s
Packet Pg. 67
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-058 Registrants: Sex Offender Registrations: Adults P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-059 Registrants: Sex Offender Registrations: Juveniles P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-060 RMS Database (Mark 43, Siren) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 Police /
Records PD-061 STOP Source Data / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; GC §34090 Police /
Records PD-062 Subpoenas
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Court or District Attorney records accessed
through their portals; GC §34090
CATHEDRAL CITY, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.s
Packet Pg. 68
Attachment: Police (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

ENVIRONMENTAL CONSERVATION
Public Works /
Environmental
Conservation
PW-001 Air Quality / AQMD Trip Reduction / Emission
Reductions / Rideshare 3 years Mag, Ppr AQMD rule 2201(j)(7); GC §34090 Public Works /
Environmental
Conservation
PW-002 Climate Permits
Permit
Expiration +
3 years
Mag, Ppr Department preference; GC §34090
Public Works /
Environmental
Conservation
PW-003 CNG or EV Charging Permits
Permit
Expiration +
3 years
Mag, Ppr AQMD rule 2201(j)(7); GC §34090
Public Works /
Environmental
Conservation
PW-004 Community Service Projects / Shredding Events,
etc. 3 years Mag, Ppr Department preference; GC §34090
Public Works /
Environmental
Conservation
PW-005 Household Hazardous Waste (HHW) / Recycling /
Disposal / Solid Waste Disposal 2 years Mag, Ppr 14 CCR 18813.4 OR 14 CCR 18812.4; GC §34090 Public Works /
Environmental
Conservation
PW-006
Solid Waste Reduction / Recycling / AB 939
Compliance / Recycling / SB 1383 Compliance
(Organic Waste Collection and Recycling)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SB 1383
compliance is required for 5 years; 14
CCR § 18995.2; GC §34090

FLEET MAINTENANCE
Public Works /
Fleet Maint. PW-007 Inspections or Audits by the DMV & CHP 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Lead Dept. PW-008
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(3)
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.t
Packet Pg. 69
Attachment: Public Works (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Lead Dept. PW-009
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S
Yes -
After QC
& OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
Fleet Maint. PW-010 Tire Disposal / Waste Manifests 3 years Mag, Ppr 14 CCR 18459.3; GC §34090 Public Works /
Fleet Maint. PW-011 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Fleet Maint. PW-012
Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.t
Packet Pg. 70
Attachment: Public Works (3326 : Presentation on the Revised Records Retention Schedule) Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

STREETS
Public Works /
Streets PW-013
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures (SPCC),
Inspections, Integrity Testing, Maintenance, Repairs
20 years
Mag
(comput
er), Ppr
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §60201
Lead Dept. PW-014 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC §34090 et.
seq.

Lead Dept. PW-015 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department preference; GC §34090 et.
seq.

Lead Dept. PW-016
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S
Yes -
After QC
& OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; 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
Division
Providing
Service / Work
PW-017
Logs of Drain Maintenance, Sidewalk Repair &
Grinding, Tree Trimming / Work Orders / Service
Requests
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.t
Packet Pg. 71
Attachment: Public Works (3326 : Presentation on the Revised Records Retention Schedule) Ver. 3.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

RISK MANAGEMENT
Risk Manage. RM-001
Billing for Damage to City Property / ThirdParty Claims to Insurance Companies or Private Parties to Reimburse City (Public
Works sends invoice, City Clerk processes
payments)
5 years Yes (all) Mag, Mfr,
OD, Ppr S
Yes: After 2
years
Department preference (meets municipal
government auditing standards); GC
§34090
Risk Manage. RM-002 Claims Against the City Resolution + 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC §832.5
Risk Manage. RM-003 Litigation / Lawsuits
Minimum
Resolution + 5
years
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department preference to match the
Personnel File retention ; CCP §§ 337 et
seq.; GC §§ 911.2, 34090, 34090.6; PC
§832.5
Risk Manage. RM-004 OSHA Inspections & Citations 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
CATHEDRAL CITY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

3.A.u
Packet Pg. 72
Attachment: Risk Management (3326 : Presentation on the Revised Records Retention Schedule) RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

BUILDING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

BUILDING INSPECTION AND PLAN CHECKS
1 Backup files CL+2 - CL+2 n/a copies
2 Building Calculations L - L P Filed with Permit and/or Plan 3 Building Code
Review, Compliance S+2 - S+2
Minimum
While
Ordinance
is in Force
4 Building Inspection Reports
City Projects
Other Inspections
CL+2 -
CL+2
n/a Part of Permit
5 Field Books - Surveys P - P n/a Building does not do surveys 6 Miscellaneous Drawings, Maps, Mylars, Blueprints,
and Specifications
CL+2 - CL+2 P
Guessing this is was intended to be Building
Plans
7 Permits P - P P
8 Plans L - L P
9 Plan Check
Commercial/Industrial
Single Family
P - P
n/a These are drafts; retain the final
10 Photographs S+2 - S+2 When No
Longer
Required
Preliminary Drafts; destroy unnecessary
photograph
11 Receipt Books CL+4 - CL+4 n/a

3.A.v
Packet Pg. 73
Attachment: Building - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

BUILDING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

CL+2 - CL+2 10 years On City-wide

LEGAL RECORDS
13 Appeals (Copies) CL+3 - CL+3 n/a
14 City Attorney memoranda and legal opinions S+2 - S+2 n/a 15 Citizen Complaints (See Correspondence under

ADMINISTRATIVE
2 years Correspondence – On City-Wide (may become
a Work Order / Service Request)
16 California State CU+2 - CU+2 n/a
ADMINISTRATIVE and MISCELLANEOUS RECORDS
17 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints;
Subject Files
Reproduction/printing requests; and
Correspondence not attached to
agreement or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
18 Departmental Policies and Procedures S + 2 - S + 2 Min, 2 years On City-Wide (some may not be superseded) 19 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+2 - CU+2 Min, 2 years On City-Wide

3.A.v
Packet Pg. 74
Attachment: Building - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

BUILDING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 3 20 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the
records series (e.g. a Harassment compliant
would be sent to HR, and kept for the retention
period of a Harassment Complaint.

If Content NOT Substantive, When No Longer
Required
On City-Wide, Correspondence
21 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs;
Purchase Information
T+2 - T+2
Disposal of
Vehicle or
Equipment
+ 2 years
22 Federal Agencies CU+2 - CU+2 n/a
23 Local Government Agencies CU+2 - CU+2 n/a
24 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2 n/a
25 Riverside County CU+2 - CU+2 n/a
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Building Records Retention Schedule (06.17.15).doc

3.A.v
Packet Pg. 75
Attachment: Building - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

RECORDS
1 Advertising (Legal) CU+4 - CU+4 2 years
2 City Council Meetings - Notices:

Notices of adjournment;
Notices of special meetings;
Notices of rescheduled meetings;
Notices of continuation;
Declarations of posting
CU+2 - CU+2 2 years
3 City Council Meetings - Original Agenda Packets P - P P 4 City Commissions & Committees - Original
Agendas
CU +2 - CU+2 P
5 City Council and City Commission Minutes P - P P
6 City Council Meetings - Audio and Video Tapes P - P Minimum 2 years
7 City Commissions & Committees - Applications
Applications including unsuccessful
applicants
T+5 - T+5 2 years
8 Public Hearings Notices:

Proof of publication
Mailing lists
Certified mail receipts
CU+2 - CU+2 2 years

LEGISLATIVE RECORDS

3.A.w
Packet Pg. 76
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 2 9 City Council Resolutions and Proclamations P - P P
10 Municipal Code P - P n/a Compilation of Ordinances; publish 11 Ordinances - Adopted
Not adopted
P
CU+2
-
-
P
CU+2
P
BIDS and AGREEMENTS
12 Agreements, Contracts & Leases
Executed documents
Amendments
Attached exhibits
CL+1 9 CL+10 Completio
n + 10
years
City-Wide, CW-002 & CW-003 (Lead Department is OFR)
13 Bids/Proposals Files (Successful Bidders)
Requests for bids/proposals
Specifications & backup data
Bids/proposals received
CL+1 9 CL+10 Completio
n + 10
years
Kept with Agreement / Contract
14 Bids/Proposals Files (Unsuccessful Bidders)
Unaccepted bids/proposals received on
any building, structure, or other public
work
CL+2 - CL+2 2 years City-Wide, CW-004 (Lead Department is OFR)

FPPC FILINGS
15 Candidate Statements and other Mandated
Filings
For offices per GC87200: Mayor, City
Council members, and of Committees
-

3.A.w
Packet Pg. 77
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 3 supporting such candidates, Committees
of statewide measures
If elected
If not elected
Not Candidate Controlled
P
EL + 5
EL + 7
P
EL + 5
EL + 7
P
5 years
7 years
16 Statements of Economic Interest -
Assuming/Initial, Annual, Leaving Office, and
Other Mandated Filings and Amendments
(Copies)
Elected officials per GC87200: Mayor,
City Council members, Committees
CU+4 - CU+4
7 years
17 Statements of Economic Interest for Persons
Appointed/Nominated per GC87200 (Copies):

City Manager
City Attorney
City Treasurer
Planning Commissioners
Official Managing Public Investments
CU+4 - CU+4
7 years
18 Statements of Economic Interest-
(Form 700) For Designated City
Employees/Conflict of Interest Code Filers
(Original)
CU+7 - CU+7
7 years
19 Gift to Agency Report (Form 801) CU + 5 CU + 5 7 years 20 Tickets Provided by Agency (Form 802) CU + 5 CU + 5 7 years

3.A.w
Packet Pg. 78
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

ELECTIONS RECORDS
21 Affidavits of Registration - Canceled Originals
and Copies of Index to Affidavits of Registration
EL+5 - EL+5 n/a County ROV
22 Canvass P - P n/a County ROV
23 Census - Federal, State, Special CU+2 - CU+2 n/a County ROV 24 Certificates of Election T+4 - T+4 n/a County ROV
25 Election – History P - P P
26 Election Records - Packages and Identification
Envelopes (Not Federal Elections as per Elections
Code 17301(a))
Voted polling place ballots
Voted absent voter ballots
Spoiled ballots
Canceled ballots
Unused ballots surrendered by the voter
per Elections Code Section 3015
Ballot receipts
Applications for absent voter ballots
EL+6mos. - EL+6mos. n/a County ROV
27 Election Records and Supplies - Contested
Elections
See
Descriptor
- See
Descriptor
n/a County ROV
28 Federal Office Elections Where Candidates are:

President, VP, US Senator, and US
Representative
Ballot packages of:

Voted poling places
Voted absent voters
Spoiled ballots
EL+22
mos.
- EL+22
mos
n/a County ROV

3.A.w
Packet Pg. 79
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential Page 5 Canceled ballots
Unused absentee ballots surrendered by
voter per Elections Code 3105
Ballot receipts
29 Initiative and Referendum Petitions CL+8mos. - Results + 8 months,
30 Nomination papers & signatures T+4 - Term of
Office + 4
years
31 Notifications and Publications re: Elections EL+2
-
2 years
32 Oaths of Office T+6 - Separatio
n + 4
years
33 Rosters of Voters or Combined Rosters & Indexes EL+5 - n/a County ROV 34 Tally Sheets and Ballot Cards - Federal Elections
(President, VP, US Senator, US Representative)
Packages contain:

Two tally sheets, copy of index used as
voting record, challenge lists, assisted
voter lists
Ballots Cards
EL+22
mos.
- n/a County ROV
35 Tally Sheets and Ballot Cards- State/Local and
NOT Federal Offices as per Elections Code
17303(a)
Packages contain:

Two tally sheets, copy of index used as
voting record, challenge lists, assisted
voter lists
Ballot Cards
EL+6 mos. - n/a County ROV

REAL PROPERTY RECORDS

3.A.w
Packet Pg. 80
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Notices of exemption;
Notices of completion;
Notices of preparation;
Notices of determination;
Environmental Impact Report;
Mitigation monitoring;
Negative declaration;
Comments; and
Statements of overriding considerations
P - P n/a Planning keeps originals
38 Real Property - Certificates of Compliance (Lot
Line Adjustments):

Certificates & supporting data
P - P P City Clerk only retains recorded documents
39 Real Property - Dedications Files:

Offers of dedication & exhibits;
Resolutions (file copies); and
Correspondence & supporting data
P - P P City Clerk only retains recorded documents
40 Real Property - Detachments/Withdrawals Files:

Maps & drawings;
Studies & reports;
Agreements; and
Correspondence & supporting data
P - P P City Clerk only retains recorded documents
41 Real Property Files:

Deeds & supporting data;
Quitclaims & supporting data; and
Easements & supporting data
P - P P City Clerk only retains recorded documents
42 Subdivision Tracts
Lot Splits - Mergers
P - P P City Clerk only retains recorded documents

LEGAL RECORDS

3.A.w
Packet Pg. 81
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

CL+2 CL+2 n/a
45 City Attorney (Copy)
General
Opinions
AR+2
S+2
-
-
AR+2
S+2
n/a
46 Claims Against City (Copies) CL+5 - CL+5 n/a
47 Litigation Files (Copies) CL+5 - CL+5 n/a
48 Petitions to City CU+2 - CU+2 Results +
8 months

3.A.w
Packet Pg. 82
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

RECORDS
49 City Clerk and City Council Correspondence
Files:

Incoming correspondence;
Outgoing correspondence
CU+2 - CU+2 2 years On City-wide, Correspondence
50 City Clerk Memos
Includes Conventions, Seminars, etc.

CU+2 - CU+2 2 years On City-wide, Correspondence
51 City History Files:

Selected historical records, including:

Maps & drawings;
Photographs;
Reports & studies;
Articles & news-clippings;
City publications;
City newsletters; and
Press releases
P P P P CC-027
52 City Incorporation Documents P - P P CC-027
53 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence

3.A.w
Packet Pg. 83
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Owners manuals;
Service/ maintenance information;
Purchase information; and
Correspondence & backup data
T+2 - T+2 n/a
55 Insurance
Liability/Property
P - P n/a
56 Licenses CU+2 - CU+2 n/a
57 Organizations Files - Civic Organizations:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a
58 Organizations Files - Federal, State, County,
Local Government Agencies and Indian Tribes:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a
59 Organizations Files - Professional Organizations:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a n/a
60 Permits CU+2 - CU+2
61 Records Management - City Retention Schedules S+2 - S+2 P 62 Records Management - Destroyed Records Lists
& Approvals
P - P 10 years
63 Riverside County
Board of Supervisors
S+2 - S+2 n/a

3.A.w
Packet Pg. 84
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED DEPARTMENT:

CITY CLERK
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

3.A.w
Packet Pg. 85
Attachment: City Clerk - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

CITY MANAGER
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination A/F = Destroy after microfilming CU +# = Current Year plus years as indicated L = Life VHC CODES: V = Vital H = Historical C = Confidential

Page 1 ends

LEGAL RECORDS
1 City Attorney memoranda and legal opinions S+2 - S+2 n/a copies 2 Appeals (Copies) CL+3 - CL+3 n/a copies
3 Litigation Files (Copies) CL+2 - CL+2 n/a copies
ADMINISTRATIVE and MISCELLANEOUS RECORDS
4 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Subject Files
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide

3.A.x
Packet Pg. 86
Attachment: City Manager - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

CITY MANAGER
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 2 ends

5 Departmental Policies and Procedures S + 5 - S + 5
Min, 2 years On City-Wide (some may not be superseded)
6 Department Projects, Programs, Events, Issues,
Activities
CU+2 - CU+2
Min, 2 years On City-Wide
7 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence
8 Equipment Files
Owners Manuals;
Service/Maintenance;
Purchase Information; and
Correspondence/Back-up Data
T+2 - T+2
n/a Copies or not City records
9 California State
Governor's Office/Planning and Research
Other State Agencies
CU+2 - CU+2
n/a Copies or not City records

3.A.x
Packet Pg. 87
Attachment: City Manager - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

CITY MANAGER
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 3 ends

10 Riverside County CU+2 - CU+2 n/a
11 Local Government Agencies including Indian Tribes CU+2 - CU+2 n/a 12 Federal Agencies CU+2 - CU+2 n/a
13 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2
n/a
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - City Manager Records Retention Schedule (06.17.15).doc

3.A.x
Packet Pg. 88
Attachment: City Manager - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year/Date of document * = See Note for Descriptor VHC CODES: V = Vital H = Historical C = Confidential

Page 1 ends

ADMINISTRATIVE AND MISCELLANEOUS RECORDS
1 Community Pride Property Evaluation CU+2 - CU+2
n/a
2 Complaint Form CU+2 - CU+2 Minimum 2
years
3 Correspondence
Chron Files;
General/Public;
Reports;
Citizen Complaints;
Subject Files;
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2
Minimum 2
years
4 Daily Progress Journals CU+2 - CU+2
When No
Longer
Required
City-wide, CW-013
5 Electronic Mail 10 days - 10 days
(Depends
upon Content
of e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to
HR, and kept for the retention period of a Harassment
Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence

3.A.y
Packet Pg. 89
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 2 ends

3.A.y
Packet Pg. 90
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 3 ends

6 Equipment/vehicle Files:

Owners manuals;
Service/ maintenance information;
Purchase information; and
Correspondence & backup data
* -
*
n/a
7 Events CU+2 - CU+2 n/a
8 Fire Code; All Uniform/Adopted Codes P -
P
n/a
Reference
9 Garage Sale Permits CL+2 - CL+2 2 years
10 Inventory, Equipment & Supplies CU+2 - CU+2 When No
Longer
Required
City-wide, CW-013
11 Licenses CU+2 - CU+2 n/a
12 Log of Investigation and Enforcement Actions CU+2 CU+2 When No Longer
Required
City-wide, CW-013

3.A.y
Packet Pg. 91
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 4 ends

13 Organizations Files - Civic Organizations:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a Not City Records
14 Organizations Files - Federal, State, County, Local
Government Agencies and Indian Tribes:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a Not City Records
15 Organizations Files - Professional Organizations:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2 n/a Not City Records
16 Petty Cash Receipts/Requisitions CU+2 - CU+2 n/a Finance keeps originals

3.A.y
Packet Pg. 92
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 5 ends

17 Records Management - Destroyed Records Lists &
Approvals (Duplicate)
When no
longer
required
- When no
longer
required
n/a copies
18 Records Management - Retention Schedules
(Duplicate)
S+2 - S+2 n/a copies
19 Revenue Collection
Receipt books
CU+2 - CU+2 n/a copies
20 Smoke Detector Inspection Forms CL+3 - CL+3
Minimum 2
years
Part of Code Enforcement Case Files

LEGAL RECORDS
21 Appeals (Copies) CL+2 - CL+2 n/a
22 Claims (Copies) CL+2 - CL+2 n/a

3.A.y
Packet Pg. 93
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 6 ends

23 General Orders, Policies/Procedures S+2 - S+2 Minimum 2 years
City Wide, CW-026
24 Legal/City Attorney (Copies)
General
Opinions
P -
-
P
n/a copies
25 Legislation When no
longer
required
- When no
longer
required
n/a Not city records
26 Litigation Files (Copies) P -
P
n/a copies
27 Petitions CU+2 - CU+2 n/a copies
28 Small Claims (Includes Complaint, Proofs of Service, Notices, Other Pleadings, Judgments)
P - P
Minimum 2
years
Part of Code Enforcement Case Files

3.A.y
Packet Pg. 94
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 7 ends

TITLE 13 RECORDS
29 Abatement Cost Report (Open cases) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
30 Advertising (Legal) (Open cases) CL+2 - CL+2
2 years On City Wide
31 Administrative Citation (Open cases) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
32 Administrative Hearing Packet (Open cases) CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files
33 Administration Inspection Warrant CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
34 Appeal of Administrative Citation (Open cases) CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files

3.A.y
Packet Pg. 95
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 8 ends

35 Notice of Public Nuisance and Order to Abate
Other related Code Compliance-issued
notices to real property owners
Non-real property related
P
CU+2
-
-
P
CU+2
Minimum 2
years
Part of Code Enforcement Case Files
36 Building Permits; Conditional Use Permits – not
issued by Code Compliance (Copies)
CL+2
-
CL+2
n/a
copies
37 Certificate of Occupancy P - P n/a
copies
38 Compliance Order P - P
Minimum 2
years
Part of Code Enforcement Case Files
39 Criminal Misdemeanor Complaint (Copies) P - P
Minimum 2
years
Part of Code Enforcement Case Files
40 Declarations (Open cases) P - P
Minimum 2
years
Part of Code Enforcement Case Files

3.A.y
Packet Pg. 96
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 9 ends

41 Demand for Payment Cl+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
42 Field Citations (Open cases) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
43 Inspection Warrant (copies) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
44 Licenses (Copies) CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
45 Notice of Action Recommended CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
46 Notice of Compliance CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
47 Notice of Decision (Appeals Officer)
CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files

3.A.y
Packet Pg. 97
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 10 ends

48 Notice of Hearing (All Types of Hearings; includes
Notice of Administrative Appeals Hearing) (Open
cases)
CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
49 Notice of Violation CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
50 Order to Abate CL+2 - CL+2
Minimum 2
years
Part of Code Enforcement Case Files
51 Proof of Service CL+2 - CL+2
Minimum 2
years Part of Code Enforcement Case Files

3.A.y
Packet Pg. 98
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 11 ends

52 Property/case files and attachments therein CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files
53 Permits, Conditional Use Permit - issued by Code
Compliance and affecting title to real property P P
Minimum 2
years
Part of Code Enforcement Case Files
54 Weed Abatement CL+2 - CL+2 Minimum 2
years
Part of Code Enforcement Case Files

PERSONNEL RELATED
55 Exposure
Background data
Material safety data sheets

T+30
CU+1
*
-
-
-
T+30
CU+1
*
n/a
n/a
30 years
HR keeps originals
HR keeps originals
On City-Wide, CW-030

3.A.y
Packet Pg. 99
Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED CODE COMPLIANCE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 12 ends

Biological monitoring results
Analyses using exposure or medical records
*
T+30
-
-
*
T+30
n/a
n/a
HR keeps originals
HR keeps originals
56 Staff Meeting Minutes
Action items
CU+2 - CU+2 2 years City0-wide, CW-009
57 Timesheets CU+3 - CU+3 n/a copies
58 Training Conference Minutes CU+2 - CU+2 n/a
59 Training Folders
Certifications
Designations
Continuing Education
CU+2 - CU+2 n/a HR keeps originals
60 Travel Reimbursement CU+2 - CU+2 n/a Finance keeps originals \\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Code Compliance Records Retention Schedule (06.17.15).doc

3.A.y
Packet Pg. 100 Attachment: Code Compliance - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

ENGINEERING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

PERMITS AND PLANS
1 Certificates of Insurance P - P
Completion
+ 10 years Filed and Retained with Agreement or Contract 2 Construction (Approved) P - P
Perm or
Completion
+ 10 years
See ENG-003 & ENG-004
3 Field Books - Surveys P - P P
ENG-009
4 Miscellaneous Drawings, Blueprints, and
Specifications
CL+2 - CL+2
P
Drawings, Maps, Plans and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
5 Permits P - P P
ENG-011
6 Plans (General/Building) L - L
n/a Building is OFR
7 Plans, Capital Improvement, Projects
Includes: Street and Drainage Plans

P - P P
8 Grading Plans

Permit (only)
P
CL+2
-
-
P
CL+2
P

STREETS/ALLEYS
9 Traffic Engineering/Street Improvements Related
Includes:

Abandonment/Vacations/Lot-line
P

3.A.z
Packet Pg. 101 Attachment: Engineering - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

ENGINEERING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 2 adjustments
Closures/Mergers
Easements, Dedications, Rights-of-Way
Field Books/Survey/Subdivision Map
Naming and Numbering (Block/House)
Intersection Records
Development Conditions
Record Map Checking
Improvement Plan Checking and Review
Inventory, Traffic Control Device
P
P
P
P
P
P
CU+2*
P
P
P
S+2*
-
-
-
-
-
-
-
-
-
-
-
P
P
P
P
P
P
CU+2*
P
P
P
S+2*
10 Parking (Traffic Engineering Related)
Lots
Regulations/Zones
CU+2
S+2
-
-
CU+2
S+2
n/a
11 Photographs S+2 - S+2 When No
Longer
Required
Preliminary Drafts; destroy unnecessary photographs – On City-Wide
12 Reports/Studies
Includes Traffic Safety Survey Related
CL+2 - CL+2 10 years On City-wide
13 Routes, School Bus & Truck, Bike Paths (Traffic
Engineering Related)
S+2 - S+2 n/a
14 Signage L+2 - L+2 n/a
15 Traffic Signals
Includes: Traffic Control Plan
L+2 - L+2 n/a

3.A.z
Packet Pg. 102 Attachment: Engineering - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

ENGINEERING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

LEGAL RECORDS
17 Appeals (Copies) CL+3 - CL+3 n/a
18 City Attorney memoranda and legal opinions S+2 - S+2 n/a 19 Citizen Complaints (See Correspondence under

ADMINISTRATIVE
2 years Correspondence
20 California State CU+2 - CU+2 n/a
TRANSPORTATION COMMISSION and RELATED COMMITTEES
21 Commission and Committees Notices of Meetings CU+2 - CU+2 2 years
22 Certificate of Posting and other Legal Advertising CU+4 - CU+4 2 years 23 Agendas and Staff Reports CU+2 - CU+2 P City Clerk keeps originals 24 Minutes P - P P City Clerk keeps originals
25 Transportation Commission Meetings - Video
Tapes
90 days - 90 days Min. 2 years City Clerk keeps originals 26 Transportation Commission - Commissioner and T+2 - T+2 2 years City Clerk keeps original applications & Oaths

3.A.z
Packet Pg. 103 Attachment: Engineering - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

ENGINEERING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 4 Other Committee Members Files
Applications;
Letters of Appointment;
Letters of Resignation;
Certificates; and
Oaths
Separation
+ 4 years
ADMINISTRATIVE and MISCELLANEOUS RECORDS
27 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints;
Subject Files
Reproduction/printing requests; and
Correspondence not attached to
agreement or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
28 Departmental Policies and Procedures S + 5 - S + 5 Min, 2 years On City-Wide (some may not be superseded) 29 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+5 - CU+5
Min, 2 years On City-Wide
30 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence

3.A.z
Packet Pg. 104 Attachment: Engineering - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

ENGINEERING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 5 31 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs;
Purchase Information
T+2 - T+2
n/a
32 Federal Agencies CU+2 - CU+2 n/a
33 Local Government Agencies CU+2 - CU+2 n/a
34 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2
n/a
35 Riverside County CU+2 - CU+2 n/a
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Engineering Records Retention Schedule (06.17.15).doc

3.A.z
Packet Pg. 105 Attachment: Engineering - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded CU=Current Year EL = Election Date *= See Notes for Descriptor
VHC CODES: V = Vital H = Historical C = Confidential

Page 1 ends

FINANCIAL
1 Agreements, Contracts & Leases
Executed documents, amendments &
exhibits
Non-infrastructure
Infrastructure (DDA, OPA, MOU, MOA)
CL
CL
10 P
CL+10
P
Completion +
10 years
City-wide, CW-002 & CW-003
2 Assessment District P - P
5 years FIN-025 Tax - Annual Tax Roll and Special Assessments:

Landscape and Lighting Districts, etc.
3 Audit & Tax Reports to State Agencies:

Final reports;
Source materials and backup data;
Procedures for preparation;
CU+10 - CU+10 5 years
4 Bids/Proposals Files (Successful Bidders)
Requests for bids/proposals;
Specifications & backup data;
Agreements/contracts; and
Bids/proposals received
CL+1 9 CL+10 Completion +
10 years
Kept with Agreement / Contract
5 Bonds CL 10 CL+10 Fully
Defeased +
10 years

3.A.aa
Packet Pg. 106 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 2 ends

6 Budgets
Final budget documents
Operating
P
S+2
P
-
P
S+2
5 years FIN-015
7 Franchise Files
Agreements;
Bonds/Certificates of insurance;
Statements & reports; and
FCC forms
CL P P
Completion +
10 years
City-wide, CW-002 & CW-003 (another type of
Agreement / Contract)
8 Property Taxes Records
Assessed values total statements;
Reports & studies;
P - P
When No
Longer
Required
FIN-026; Tax - Sales Tax Reports (HdL); Compilation of
Non-Records / Preliminary drafts used to project revenue 9 Revenues Files:

Revenues reports & studies;
Correspondence & backup data
P P P
5 years FIN-005 (Accounts Receivable / Revenue)
10 Sales Tax Records
Sales tax revenue reports
P P P
When No
Longer
Required
FIN-026; Tax - Sales Tax Reports (HdL); Compilation of
Non-Records / Preliminary drafts used to project revenue

3.A.aa
Packet Pg. 107 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 3 ends

11 Special Assessment Districts Files:

Includes the Public hearings documentation
P - P
5 years FIN-025, Tax - Annual Tax Roll and Special Assessments:

Landscape and Lighting Districts, etc.

RISK MANAGEMENT (NOW SEPARATE FROM FINANCE)
12 Certificates of Insurance P - P
Completion +
10 years
Filed with Agreement / Contract
13 Certificates of Liability E+1 P P
Completion +
10 years
Filed with Agreement / Contract
14 Claims (Against the City) Files CU+2 - CU+2 Resolution + 5 years
15 Claims Loss Runs (Fiscal Year End) CU+5 - CU+5 n/a From their Portal 16 Claims Loss Runs (Monthly) CU+2 - CU+2 n/a From their Portal 17 Insurance Certificates (Businesses Operating in the
City)
E+2 - E+2 Completion +
10 years
Filed with Agreement / Contract
18 Insurance - Other
Liability/Property
Workers Compensation
P
P
P
-
-
-
P
P
P
Completion +
10 years
Filed with Agreement / Contract
19 Letters of Credit T+5 - T+5 n/a Engineering keeps originals, ENG-001 20 Reports/Studies CL+2 - CL+2 10 years City-wide, CW-029 21 Tort Claim Administrative Files CU+5 - CU+5

3.A.aa
Packet Pg. 108 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 4 ends

Budgets and financial statements;
Reports & studies;
Bulletins & publications; and
Meetings agendas
22 Workers Compensation Insurance Policies S P P
Completion +
10 years
Filed with Agreement / Contract
23 Workers Compensation Insurance Administration
Records:

Loss analysis; and
Statements
CU+5 - CU+5 n/a From their Portal

PERSONNEL
24 Action Requests/ Grievances CU+2 - CU+2 Separation + 6 years
25 Applications and Referral Records
Background (non-hired employees)
Psychological and polygraph examination reports on
candidates not hired by Police Department
CU+2*
CL+2
CU+2
-
-
-
CU+2*
CL+2
CU+2
Separation +
6 years
26 Awards, Commendations, Superior Accomplishments CU+3 - CU+3 Separation + 6 years
27 Compliance Requirements S+2 - S+2 Separation +
6 years
28 Duty Statements S+2 - S+2 Separation +
6 years

3.A.aa
Packet Pg. 109 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 5 ends

29 Employee Benefits Administration Records
Plan documents; and
Enrollment forms
P P P
Completion +
10 years
Filed with Agreement / Contract

3.A.aa
Packet Pg. 110 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 6 ends

30 Employee Records CL+2* - CL+2*
Separation +
6 years
31 Human Resources Policies S+7 - S+7 Minimum 2
years
On City-wide, CW-026
32 MOU Agreements
Includes certificates, agreements, plans,
notices, memoranda summarizing terms of
oral agreements
CL+3 - CL+3 Completion +
10 years
City-wide, CW-002 (another type of Agreement / Contract) 33 Organization Charts S+2 - S+2 n/a Usually in budget
34 Procedures (Including Emergency Preparedness) S+2 - S+2 Minimum 2 years
On City-wide, CW-026

3.A.aa
Packet Pg. 111 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 7 ends

35 Toxic Exposure Reports S+2 - S+2 Separation +
30 years
36 Training CU+3 - CU+3 5 years City-wide, CW-035

PURCHASING
37 Checks/Registers/Ledgers CU+7 - CU+7 5 years
38 Fees/Receipts CU+7 - CU+7 5 years
39 Grants S+2 - S+2 After Funding
Agency Audit,
if required -
Minimum 5
years
City-wide, CW-017 (Lead Department is OFR)
40 Invoices CU+7 - CU+7 5 years
41 Purchasing - Other
General
Purchase Orders
Requisitions
Vendor Register
AR+2
A+4
A+2
P
-
-
-
-
AR+2
A+4
A+2
P
5 years

LICENSE
42 Business T+4 - T+4 5 years

PAYROLL
43 Adjustments A+4 - A+4 5 years

3.A.aa
Packet Pg. 112 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 8 ends

44 Earnings Records
Includes PERS Employee Deduction Reports,
Wage Rate Tables, Earning Cards or Sheets,
and Additions to and Deductions from
Wages Paid
CL+4* - CL+4*
5 years
45 Register P - P
5 years
46 Salary Records T+3 - T+3 n/a These are Resolutions

LEGAL RECORDS
47 Appeals (Copies) CU+3 - CU+3 n/a
48 Claims Against City CL+2 - CL+2 n/a
49 City Attorney memoranda and legal opinions S+2 - S+2 n/a 50 Citizen Complaints (See Correspondence under

ADMINISTRATIVE)
2 years
51 Legislation (affecting municipalities) S - S
n/a
52 Litigation Files (Copies) S+2 - S+2 n/a
ADMINISTRATIVE and MISCELLANEOUS RECORDS
53 California State CU+2 - CU+2 n/a

3.A.aa
Packet Pg. 113 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 9 ends

54 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints [against non-safety
personnel; refer to Police Department Record
Retention Schedule for record retention of
complaints /reports against peace officers]
Subject Files
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2 2 years On City-Wide
55 Departmental Policies and Procedures S + 5 - S + 5 Minimum 2 years
On City-Wide
56 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+5 - CU+5
Minimum 2
years
On City-Wide
57 Electronic Mail 10 days - 10 days
(Depends
upon Content
of e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment
Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence

3.A.aa
Packet Pg. 114 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FINANCE: ADMINISTRATIVE SERVICES,
ACCOUNTING SERVICES, and

HUMAN RESOURCES
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 10 ends

58 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs;
Purchase Information
T+2 - T+2
Disposal of
Vehicle or
Equipment + 2
years
59 Federal Agencies CU+2 - CU+2 n/a
60 Local Government Agencies CU+2 - CU+2 n/a
61 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2
n/a
62 Riverside County CU+2 - CU+2 n/a
63 Service Requests:

White & pink copies of service requests
CU+2 - CU+2 n/a
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Finance Records Retention Schedule (06.17.15).doc

3.A.aa
Packet Pg. 115 Attachment: Finance - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year * = See Note for Descriptor
VHC CODES: V = Vital H = Historical C = Confidential

Page 1 ends

ADMINISTRATIVE AND MISCELLANEOUS RECORDS

1. Correspondence
Chron Files;
General/Public;
Reports;
Citizen Complaints;
Subject Files;
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2 2 years On City Wide, Correspondence

2. Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment
Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence

3. Emergency Medical Services Reports CL+6 - CL+6
Minimum
7 years
Adults – assuming this was PCRs

4. Equipment/vehicle Files:

Owners manuals;
Service/ maintenance information;
Purchase information; and
Correspondence & backup data
CU+3 - CU+3
n/a Copies or Not City Records

5. Events CU+2 - CU+2 n/a

6. Field reports, non-fire, non-arson CU+2 - CU+2 n/a Goes into database

7. Fire Code (Uniform) S + 2 - S+2 n/a Adopted by Resolution

3.A.ab
Packet Pg. 116 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 2 ends

8. HIPPA Forms CU+6 - CU+6 Minimum
7 years
Adults – included in PCRs

9. History Files (Departmental):

Selected historical records, including:

Maps & drawings;
Photographs;
Reports & studies;
Articles & news-clippings;
Publications;
Newsletters; and
Press releases
CU+2 - CU+2
P On City-wide CW-028 (If historically significant)

10. Homicide Investigations - Evidence Arson P - P
Indefinite FR-024

11. Hydrant System P - P
n/a Copies

12. Incident Report CL + 3 - CL+3 Indefinite FR-024

13. Inspections; Fire Prevention CL+3 - CL+3 Minimum
5 years
FR-016

14. Insurance
Liability/Property
P - P
n/a

15. Inventory, Equipment & Supplies CU+2 - CU+2 When No Longer
Required
City-wide, CW-013

16. Investigations, Evidence (Crimes punishable by
death, life with or without parole, embezzlement of
public money)
Other Crimes
P
CL+6
-
-
P
CL+6
Indefinite FR-024

3.A.ab
Packet Pg. 117 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 3 ends

17. Journals, Fire Station CU + 2 - CU + 2 When No
Longer
Required
City-wide, CW-013

19. Logs (Field, non-fire, non-arson) CU+2 - CU+2 When No Longer
Required
City-wide, CW-013

20. Logs, Fire Equipment/Gear CU+2 - CU+2 When No
Longer
Required
City-wide, CW-013

21. Organizations Files - Civic Organizations:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2
n/a Copies or Not City Records

22. Organizations Files - Federal, State, County, Local Government Agencies and Indian Tribes:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2
n/a Copies or Not City Records

23. Organizations Files - Professional Organizations:

Reports & studies;
Publications; and
Backup data
CU+2 - CU+2
n/a Copies or Not City Records

24. Permits CU+2 - CU+2 Expiration
+ 2 years
FR=019

25. Permits, Uniform Fire Code CL+2 - CL+2 Expiration
+ 2 years
FR=019

26. Petty Cash Receipts/Requisitions CU+2 - CU+2 n/a Finance keeps originals

27. Plan Checks CU+2 - CU+2 n/a Goes to Building

28. Plans (Technical) P - P
Life of
Structure
Development Review / Plan Review / Fire Sprinkler Plans (Final Approved Plans) - Commercial, Industrial,

3.A.ab
Packet Pg. 118 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 4 ends

Multifamily Dwellings, Places of Public Accommodation

29. Records Management - Destroyed Records Lists &
Approvals
P - P
n/a copies

30. Records Management - Retention Schedules S+2 - S+2 n/a copies

31. Request for Proposals CU+2 - CU+2 2 years On City-wide, CW-004

32. Revenue Collection
Receipt books
CU+2 - CU+2 n/a copies

3.A.ab
Packet Pg. 119 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 5 ends

33. Riverside County
Board of Supervisors
Flood Control
Health Department/AQMD
Planning
S+2 - S+2 n/a

34. Underground Storage Tanks P - P
n/a Fire is not the lead agency regulating USTs

BIDS AND AGREEMENTS

35. Agreements, Contracts & Leases
Executed documents
Amendments
Attached exhibits
CL+1 9 CL+10 Completion
+ 10 years City-Wide, CW-002 & CW-003

36. Bids/Proposals Files (Unsuccessful Bidders)
Unaccepted bids/proposals received on any
building, structure, or other public work
CL+2 - CL+2 2 years
City-wide, CW-004

3.A.ab
Packet Pg. 120 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 6 ends

LEGAL RECORDS

37. Appeals CU+3 - CU+3 n/a

38. Claims (Copies) CL+6 - CL+6 n/a

39. General Orders, Policies/Procedures S+2 - S+2 n/a

40. Legal/City Attorney (Copy)
General
Opinions
P
P
-
-
P
P
n/a

41. Legislation CU+2 - CU+2 n/a

3.A.ab
Packet Pg. 121 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 7 ends

42. Litigation Files (Copies) P -
P
n/a

43. Petitions CU+2 - CU+2 n/a

NOTICE RECORDS

44. Advertising (Legal) CU+2 - CU+2 2 years City Wide

45. Public Hearings and Notices:

Proof of publication;
Mailing lists;
Certified mail receipts
CU+2 - CU+2 2 years City Wide

3.A.ab
Packet Pg. 122 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 8 ends

PERSONNEL RELATED

46. Exposure
Background data
Material safety data sheets
Biological monitoring results
Analyses using exposure or medical records.

T+30
CU+1
*
T+30
-
-
-
-
T+30
CU+1
*
T+30
n/a
n/a
30 years
n/a
HR keeps originals
HR keeps originals
City-Wide, CW-030
HR keeps originals

47. Staff Meeting Minutes
Action items
CU+2 - CU+2 2 years City Wide, CW-009

48. Timesheets A+3 - A+3
n/a Payroll keeps originals

3.A.ab
Packet Pg. 123 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED FIRE DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Page 9 ends

49. Training Conference Minutes CU+2 - CU+2 n/a

50. Training Folders
Certifications
Designations
Continuing Education
CU+2 - CU+2 Indefinite
-
Minimum
5 years
FR-025

51. Travel Reimbursement CU+2 - CU+2 n/a Finance keeps originals \\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Fire Department Records Retention Schedule (06.17.15).doc

3.A.ab
Packet Pg. 124 Attachment: Fire - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PLANNING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 1 ends

LAND USE and PLANNING RECORDS
1 Annexations (LAFCO) 2 P P P
2 Case Files, Planning and Zoning
Pertains to real property. May include:
blueprints, drawings, maps, plans, reports,
evaluations, uses, compliance certificates,
lot line adjustments, or other planningrelated matters brought before legislative body
P - P
P
3 CEQA Documents
Exemptions;
Environmental Impact Report;
Mitigation monitoring;
Negative Declaration;
Notices of Completion and Determination;
Comments; and
Statements of Overriding Considerations
P - P
P
Plus Golden Door Decision (Staff Note &
Correspondence)
4 Flood Records CU + 2 - CU + 2 n/a
5 Interpretations CU + 2 - CU + 2 n/a
6 Lot Split Cases P - P P
7 Maps - City Boundaries P - P P
8 Original Zoning Maps P - P P
9 Plans
General Plan and Elements P - P
P

3.A.ac
Packet Pg. 125 Attachment: Planning - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PLANNING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 2 ends

10 General Plan Amendments
Approved
Denied
CL+2
CU+3
-
-
CL+2
CU+3
P
11 Street Name Changes P - P
P
12 Studies, Fees Studies, Special Projects and Areas CL+2 - CL+2 13 Variances P - P
P
14 Zoning P - P
P
15 Conditional Use Permits CU+2 - CU+2 P
16 Permits, Other C+2 - C+2
17 Photographs P - P
When No
Longer
Required
Preliminary Drafts; destroy unnecessary photographs –
On City-Wide
PLANNING COMMISSION and RELATED COMMITTEES
18 Planning Commission and Committees Notices of
Meetings
CU+2 - CU+2 2 years
19 Certificate of Posting and other Legal Advertising
Proof of Publications
CU+4 - CU+4 2 years
20 Agendas and Staff Reports CU+2 - CU+2 n/a City Clerk keeps originals 21 Minutes P - P n/a City Clerk keeps originals

3.A.ac
Packet Pg. 126 Attachment: Planning - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PLANNING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 3 ends

22 Meetings - Audio and Video Tapes 6 months - 6 months Min. 2 years City Clerk keeps originals

3.A.ac
Packet Pg. 127 Attachment: Planning - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PLANNING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 4 ends

23 Planning Commissioner and Other Committee
Members Files
Applications;
Letters of Appointment;
Letters of Resignation;
Certificates; and
Oaths
T+2 - T+2
2 years
Separation +
4 years
City Clerk keeps original applications & Oaths

LEGAL RECORDS
24 City Attorney memoranda and legal opinions S+2 - S+2 n/a 25 Appeals (Copies) CL+3 - CL+3 P Goes in Entitlement Project Folder 26 Litigation Files (Copies) CL+2 - CL+2 n/a

3.A.ac
Packet Pg. 128 Attachment: Planning - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PLANNING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 5 ends

ADMINISTRATIVE and MISCELLANEOUS RECORDS
27 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Subject Files
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
28 Departmental Policies and Procedures S + 5 - S + 5 Min, 2 years On City-Wide (some may not be superseded) 29 Department Projects, Programs, Events, Issues,
Activities
CU+5 - CU+5
Min, 2 years On City-Wide
30 Electronic Mail 10 days - 10 days
(Depends
upon Content
of e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment
Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence
31 Equipment Files
Owners Manuals;
Service/Maintenance;
Purchase Information; and
Correspondence/Back-up Data
T+2 - T+2
n/a

3.A.ac
Packet Pg. 129 Attachment: Planning - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PLANNING
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS

RETENTION
2022
Proposed,
If Different

COMMENTS

Page 6 ends

32 California State
Governor's Office/Planning and Research
Other State Agencies
CU+2 - CU+2
n/a
33 Riverside County CU+2 - CU+2 n/a
34 Local Government Agencies including Indian Tribes CU+2 - CU+2 n/a 35 Federal Agencies CU+2 - CU+2 n/a
36 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2 n/a
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Planning Records Retention Schedule (06.17.15).doc

3.A.ac
Packet Pg. 130 Attachment: Planning - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

DESTROY
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + =
Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential

Page 1 ends

INVESTIGATIONS & REPORTS (Investigations is a separate section from Records in the new schedule) 1 Accident Reports
Traffic Collision Fatalities Reports
CL+2
P
-
-
CL+2
P
Minimum 10
years
PD -044 (Crime Reports)
2 Actions - Disciplinary/Investigatory
Records Relating to Department
Personnel
CL+2 - CL+2 Depends
upon
Situation
PD-005 through PD-007 (new mandates)
3 Arrest/Conviction (Marijuana)
H&S Section 11357(b), (c), (d),
(e) or H&S Section 11360(b)
Violations Occurring after
January 1, 1976
CL+2 - CL+2
2 years Various depending upon situation
4 Arrest/Conviction (Marijuana)
H&S Section 11357(b), (c), (d),
(e) or H&S Section 11360(b)
Violations Occurring before
January 1, 1976
Mandatory
destruction upon
notice from DOJ
- Mandatory
destruction upon
notice from DOJ n/a
5 Asset Forfeiture
Investigation/Proceedings
Case File
CL+2 - CL+2 5 years
Per Federal DOJ requirements (Equitable
Sharing Guide);

3.A.ad
Packet Pg. 131 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 2 ends

6 Case Books, Investigative CL+2 - CL+2 All Final
Reports
Transferred
to Records
7 Case Files
Homicide; Investigator=s File
P - P
All Final
Reports
Transferred
to Records
8 Claim Files
Relating to Citizen Complaint
Against Police Officer
Not relating to Citizen
Complaint
against Police Officer
CL+5
CL+2
-
-
CL+5
CL+2
Depends
upon
Situation
PD-005 through PD-007 (new mandates)

3.A.ad
Packet Pg. 132 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 3 ends

9 Crime Reports - Felony With or Without
Arrest
See Descriptor - * Depends
Upon
Felony
Permanent: ALL Capital Crimes, Homicide,
Juvenile, Child Abuse (substantiated), Elder
Abuse (substantiated), & Sexual Assault
(Rape), Arson (Suspected or Undetermined)
10 Crime Reports -
Misdemeanor/infractions
CL+2 - CL+2 Minimum
10 years Unless mandatory purge or retention
11 Destruction of Crime Property
Guns
Narcotics
P
P
-
-
P
P
Minimum 2
years
PD-039
12 Fingerprints
Suspect, Adult/Juvenile
Certain license applicants
Records Latent
CL
T+2
*
-
-
-
CL
T+2
*
n/a
13 Juvenile Mandatory
Destruction Upon
Mandatory
Destruction Upon
Sealing Date
+ 5 years (or
PD-053

3.A.ad
Packet Pg. 133 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 4 ends

and Pursuant to
Court Order
and Pursuant to
Court Order
Court Order)
14 Licenses
Bicycle
Bingo, Mace, etc.

Business License
Review Board
Administrative File
Duplicate (pink), Second Hand
Dealer, Pawn Brokers
CU+2
CU+2
T+2
CU+2
-
-
-
-
CU+2
CU+2
T+2
CU+2
Termination
of Business +
2 years
Or
Separation +
2 years
PD-023
Or
PD-024
15 Logs
Daily Activity (Jail)
Juvenile Detention
Investigative (Pre-arrest)
Property Control Logs
Rap Sheet Logs
Subpoena Logs
CU+2
CU+2
CU+2
CU+2
CL+2
CU+2
-
-
-
-
-
-
CU+2
CU+2
CU+2
CU+2
CL+2
CU+2
When No
Longer
Required
PD-030
16 Narcotics - No Arrest Case Files CL+2 - CL+2 10 years PD-044 17 Officer Involved Shootings - Case Files CL+25 - CL+25 Depends upon
PD-005 through PD-007 (new mandates)

3.A.ad
Packet Pg. 134 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 5 ends

Situation
18 Pawn Slips/Tickets CU+2 - CU+2 n/a On-line now
19 Permits
include ABC License
Concealed Weapons Permits
L+2 - L+2 Expiration +
2 years
PD-003

3.A.ad
Packet Pg. 135 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 6 ends

20 Photo Lab
Card -sign out
Chemical/Film Inventories
Operations Files
T+2
S+2
T+2
-
-
-
T+2
S+2
T+2
n/a
21 Property Files CU+2 - CU+2 n/a
22 Property - Original Until case is
adjudicated or
disposition
determined
- Until case is
adjudicated/or
disposition
determined
Follows the
Retention of
the
Evidence
23 Property, Pawn Brokers/Secondhand CU+2 - CU+2 n/a On-line 24 Registration Files, Arson, Sex and
Narcotics
Life of Registrant
Within Jurisdiction
- Life of Registrant
Within Jurisdiction
Varies PD-055 through PD-059 (new mandates)
25 Restraining orders
Includes: Emergency
protective orders, temporary
retraining orders, legal
stipulations, orders after
hearing
* See descriptor - *
Part of Crime Report Case File
26 Sealed
Adult Found Factually Innocent
Mandatory
Destruction Upon
- Mandatory
Destruction Upon
Date of
Arrest + 3
PD-050

3.A.ad
Packet Pg. 136 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 7 ends

and Pursuant to
Court Order
and Pursuant to
Court Order
years
27 Statistical (CR), Uniform Crime Reports
Mandatory to DOJ (LEIC); FBI Include
Return A/Supplement; Supplementary
Homicide Report; Law Enforcement
Officers Killed or Assaulted; Monthly
Return of Arson Offenses Known to
Law Enforcement; Number of Violent
Crimes Committed Against Senior
Citizens; Monthly Report of Domestic
Violence Related Calls for Assistance;
Monthly Arrest and Citation Register;
Monthly Hate Crimes Incidents; Death
in Custody Reporting
CU+2 - CU+2 Varies
28 Statistical (Crime Analysis) CU+2 - CU+2 n/a
29 Supplemental, Felony Capital Crimes,
Crimes Punishable by Death, Life
Imprisonment
P - P
Perm
30 Tapes
Audio, Telephone, and Radio
Communications Recordings
CU+180 days - CU+180 days Minimum
100 days PD-036

3.A.ad
Packet Pg. 137 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 8 ends

Surveillance/Security Routine
Video Monitoring (Includes
Videos of Jail)
Video Recording Media
(videotapes, films, and
recordings of Aroutine video
monitoring@ pursuant to GC
34090.6 - duplicates)
CU+13 mo.
90 days after
occurrence of event
-
-
CU+13 mo.
90 days after
occurrence of event
31 Warrants
Felony
Misdemeanor - Criminal
Recall after 10 yrs
except for
Murder/Escape
Recall after 5 yrs
-
-
Recall after 10 yrs
except for
Murder/Escape
Recall after 5 yrs
Filed with Crime Report

3.A.ad
Packet Pg. 138 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 9 ends

Served
Unserved
849(b) and Any Arrest
Resulting in Detention only
Parking
Traffic
CU
Until served, recalled
or purged
CU+2
Recall after 1 yr
Recall after 5 yrs
-
-
-
-
-
CU
Until served, recalled
or purged
CU+2
Recall after 1 yr
Recall after 5 yrs

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Packet Pg. 139 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 10 ends

PATROL
32 Citations
Cards - Dispatch & Field
Interview
Citations:

HS11357(e), Juvenile
HS11357(b),(c)(d); 11360(b)
violations
Cite & Release
CA Vehicle Code Infractions -
(Duplicates)
Parking/Traffic (Duplicates)
CU+2
Until offender = 18 yr
CL+2
CL+2
CU+90 days
CU+2
-
-
-
-
-
-
-
CU+2
Until offender = 18 yr
CL+2
CL+2
CU+90 days
CU+2
2 years PD-042

3.A.ad
Packet Pg. 140 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 11 ends

Transmittals CU+2 CU+2

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Packet Pg. 141 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 12 ends

33 Communication
Equipment - Radio Logs
(Communication)
Radar Calibration Reports
CU+2
T+2
-
-
CU+2
T+2
Life of the
Equipment
JAIL
34 Daily Activity Logs CU+6 - CU+6
No Jail
35 Inked/Palm Cards AC+20 - AC+20
36 Inmates - Negatives of Photographs CU+20 - CU+20
37 Inmate Records * - *
38 Jail-Surveys CL+2 - CL+2

LEGAL RECORDS
39 Appeals (Served Copies) CU+3 - CU+3
n/a
40 City Attorney memoranda and legal
opinions
S+2 - S+2 n/a
41 Citizen Complaints (See Investigations
under ADMINISTRATIVE Row 52)
See new mandates

3.A.ad
Packet Pg. 142 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 13 ends

42 Litigation Files (Copies) CL+2 - CL+2 n/a

3.A.ad
Packet Pg. 143 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 14 ends

43 Subpoenas (Duplicate) CU+2 - CU+2 n/a
ADMINISTRATIVE and MISCELLANEOUS
44 California State
Other State Agencies
CU+2 - CU+2 n/a
45 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the
records series (e.g. a Harassment compliant would
be sent to HR, and kept for the retention period of a
Harassment Complaint.

If Content NOT Substantive, When No Longer
Required
On City-Wide, Correspondence

3.A.ad
Packet Pg. 144 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 15 ends

46 Correspondence
Chron Files;
Printed (on paper) Electronic
Mail Messages and
Attachments;
General/Public;
Controlled;
Reports;
Subject Files
Reproduction/printing
requests; and
Correspondence not attached
to agreement or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
47 Department Manual S+2 - S+2 Min, 2
years
On City-Wide
48 Equipment Files
Owners Manuals;
Service/Maintenance;
Purchase Information; and
Correspondence/Back-up Data
T+2 - T+2
n/a
49 Federal Agencies CU+2 - CU+2 n/a

3.A.ad
Packet Pg. 145 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 16 ends

50 Fingerprint - Employment T+2 - T+2 n/a
51 Grievance Files (Copies) CL+2* - CL+2* n/a
52 Investigations - Employment
Background (Hired employees)
Internal investigations
pertaining to disciplinary
matters, citizen complaints
CU + 7
CL+5
-
-
CU + 7
CL+5
Separation
+ 5 years PD-001
53 Local Government Agencies including
Indian Tribes
CU+2 - CU+2 n/a Correspondence
54 Organization Files
Civic Organizations,
Homeowners Associations
Professional Organizations
CU+2 - CU+2
n/a
55 Photographs of personnel
Negative log
Negatives, Miscellaneous
CU+2*
CU+2*
-
-
CU+2*
CU+2*
n/a

3.A.ad
Packet Pg. 146 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 17 ends

56 Policies and Procedures S+2 - S+2 Minimum 2
years
On City-wide
57 Projects, Programs, Events, Issues,
Activities
CU+5 - CU+5
n/a

3.A.ad
Packet Pg. 147 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 18 ends

58 Range Inventory S+2 - S+2 n/a
59 Riverside County CU+2 - CU+2 n/a
60 Training
Event files

Lesson plans, range
Personnel by name
Schedules, Range
CU+2
CU+2
T+7
CU+2
-
-
-
-
CU+2
CU+2
T+7
CU+2
Separation
+ 5 years
Minimum 5
years
PD-020
PD-021

3.A.ad
Packet Pg. 148 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

POLICE DEPARTMENT
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE RECORDS
CENTER

Page 19 ends

61 Use of Force Supervisory Review Files CU+2 - CU+2
62 Volunteer Files T+2 - T+2
63 Watch assignment/timekeeping records CU+2 - CU+2
64 Weapons
Department-owned database,
personal weapons, alternate,
secondary, handguns,
inventory repairs, inactive
concealed
P - P
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Police Department Records Retention Schedule (06.17.15).doc

3.A.ad
Packet Pg. 149 Attachment: Police - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised Records RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PUBLIC WORKS
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

MAINTENANCE PUBLIC STREETS, SIDEWALKS, THOROUGHFARES
1 Field Books P - P
2 Flooding/Traffic Safety CU+2 - CU+2 10 years
5 years
For Transportation Engineering
For Logs of Maintenance Sidewalk Repair & Grinding,
Tree Trimming / Work Orders / Service Requests
3 General Maintenance/ Operations
Work Orders
Inspection
Repairs
Cleaning
Signals
Striping
CU+2 - CU+2
5 years Work Orders / Service Requests
4 Irrigation CU+2 - CU+2 Not
required
5 Landscape Maintenance CU+2 - CU+2 5 years Work Orders / Service Requests 6 Miscellaneous Drawings, Maps, Mylars, Blueprints,
and Specifications
CL+2 - CL+2 Copies – Engineering keeps originals – On City-Wide 7 Photographs CU+2 - CU+2 When No
Longer
Required
Preliminary Drafts; destroy unnecessary photographs – On City-Wide
8 Reports/Studies

CL+2 - CL+2
10 years On City-wide

3.A.ae
Packet Pg. 150 Attachment: Public Works - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PUBLIC WORKS
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

L+2 - L+2
5 years Work Orders / Service Requests
10 Signage L+2 - L+2 5 years Work Orders / Service Requests 11 Storm Drains
Retention Basins (Cleaning)
CU+2 - CU+2 5 years Work Orders / Service Requests

LEGAL RECORDS
12 Appeals (Copies) CL+3 - CL+3
n/a
13 City Attorney memoranda and legal opinions S+2 - S+2 n/a 14 Citizen Complaints (See Correspondence under
ADMINISTRATIVE) 2 years Correspondence – On City-Wide (may become a Work Order / Service Request)
15 California State CU+2 - CU+2 n/a
ADMINISTRATIVE and MISCELLANEOUS RECORDS
16 Correspondence
Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints;
Subject Files
Reproduction/printing requests; and
Correspondence not attached to
agreement or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
17 Departmental Policies and Procedures S + 5 - S + 5 Min, 2 years
On City-Wide (some may not be superseded)
18 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+5 - CU+5 Min, 2
years
On City-Wide

3.A.ae
Packet Pg. 151 Attachment: Public Works - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

PUBLIC WORKS
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If
Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life
VHC CODES: V = VitalH = Historical C = Confidential Page 3 19 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence
20 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs;
Purchase Information
T+2 - T+2
Disposal of
Vehicle or
Equipment
+ 2 years
21 Federal Agencies CU+2 - CU+2 n/a
22 Local Government Agencies CU+2 - CU+2 n/a
23 Organization Files
Civic Organizations, Homeowners
Associations
Professional Organizations
CU+2 - CU+2 n/a
24 Riverside County CU+2 - CU+2 n/a
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Public Works Records Retention Schedule (06.16.15).doc

3.A.ae
Packet Pg. 152 Attachment: Public Works - changes from 2015 to 2022 Proposed (3326 : Presentation on the Revised RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 1 RDA MEETINGS, MINUTES, and NOTICE RECORDS
1 Successor Agency Meetings - Audio and Video Tapes CL+2- CL+2 Minimum 2
years
City Clerk keeps Originals
2 Meetings - Minutes P - P
P City Clerk keeps Originals
3 Meetings - Notices:

Notices of adjournment;
Notices of special meetings;
Notices of rescheduled meetings;
Notices of continuation; and
Declarations of posting
CU+2 - CU+2 2 years City Clerk keeps Originals
4 Meetings - Original Agenda Packets CU+2 - CU+2 P City Clerk keeps Originals 5 Public Hearings Notices:

Proof of publication;
Mailing lists; and
Certified mail receipts
CU+2 - CU+2 2 years City Clerk keeps Originals

REAL PROPERTY
6 Assessment District P - P
n/a
7 CEQA Legal Notices:

3.A.af
Packet Pg. 153 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

Certificates & supporting data
P - P
n/a
14 Real Property - Dedications Files:

Offers of dedication & exhibits;
Resolutions (file copies); and
Correspondence & supporting data
P - P
n/a City Clerk keeps all recorded documents
15 Real Property - Detachments/Withdrawals Files:

Maps & drawings;
Studies & reports;
Agreements; and
Correspondence & supporting data
P - P
n/a City Clerk keeps all recorded documents
16 Real Property Files:

Deeds & supporting data;
Quitclaims & supporting data; and
Easements & supporting data
P - P
n/a City Clerk keeps all recorded documents
17 Signage L+2 - L+2 n/a
18 Subdivision Tracts P - P
n/a

3.A.af
Packet Pg. 154 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

PROJECTS
21 Photographs S+2 - S+2 When No
Longer
Required
On City-wide
22 Plans, Capital Improvement, Projects P - P
n/a Engineering keeps originals
23 Project Area Committee
Notice of meetings
Minutes
Membership selection
Correspondence (for email - see Row 46)
Candidate statements
FPPC Filings
Ballots
Tally sheets
CU+2
P
CU+2
CU+2
See Row
52 See Rows
52-53
See Row
62 See Row
-
-
-
-
-
-
-
-
CU+2
P
CU+2
CU+2
See Row
52 See Rows
52-53
See Row
62 See Row
n/a City Clerk retains these

3.A.af
Packet Pg. 155 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 4 62 62
24 Reports/Studies CL+2 - CL+2 10 years City-wide

3.A.af
Packet Pg. 156 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 5 25 Specific Plans CL+2 - CL+2 n/a
BIDS and AGREEMENTS
26 Agreements, Contracts & Leases
Executed documents;
Amendments; and
Attached exhibits
CL+1 9 CL+10 Completion
+ 10 years
City-Wide – CW-002 & CW-003
27 Bids/Proposals Files (Successful Bidders)
Requests for bids/proposals;
Specifications & backup data; and
Bids/proposals received
CL+1 9 CL+10 Completion
+ 10 years
City-Wide – Kept with Agreement or Contract
28 Bids/Proposals Files (Unsuccessful Bidders)
Unaccepted bids/proposals received on any
building, structure, or other public work
CL+2 - CL+2 2 years City-wide, CW-004

COMMISSIONS AND COMMITTEES
29 Agendas and Staff Reports CU+2 - CU+2 P City Clerk keeps originals 30 Audio and Video Tapes (Recordings of Committee
Meetings)
CL+2 - CL+2 Min. 2 years City Clerk keeps originals
31 Certificate of Posting and other Legal Advertising
Proof of Publications
CU+2 - CU+2 2 years City Clerk keeps originals
32 Commission and Committees Notices CU+2 - CU+2 2 years City Clerk keeps originals 33 Commissioner/Committee Member Files
Applications;
Letters of Appointment;
T+2 - T+2 2 years City Clerk keeps originals

3.A.af
Packet Pg. 157 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

LEGISLATIVE RECORDS
35 Municipal Code 5 P P
n/a
36 Ordinances - Adopted
Not adopted
P
2 -
-
P
2 n/a
37 Redevelopment Resolutions and Proclamations P - P
P City Clerk keeps originals

LEGAL RECORDS
38 Appeals (Copies) CU+3 - CU+3 n/a
39 Citizen Complaints (Not Legal Pleadings; see
Correspondence under ADMINISTRATIVE and
MISCELLANEOUS records)
2 years
40 General Counsel memoranda and legal opinions S+2 - S+2 n/a 41 Litigation Files (Copies) S+2 - S+2 n/a
ADMINISTRATIVE and MISCELLANEOUS RECORDS
42 California State CU+2 - CU+2 n/a
43 Correspondence to Successor Agency, Executive
Director
CU+2 - CU+2 2 years City-wide

3.A.af
Packet Pg. 158 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 7 Chron Files;
General/Public;
Controlled;
Reports;
Citizen Complaints;
Subject Files;
Reproduction/printing requests; and
Correspondence not attached to agreement
or project file
44 Departmental Policies and Procedures S+5 - S+5 Min, 2 years On City-Wide (some may not be superseded) 45 Department Projects, Programs, Events, Issues,
Activities
Publications
CU+5 - CU+5
Min, 2 years
On City-Wide
46 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the records series (e.g. a Harassment compliant would be sent to HR, and kept for the retention period of a Harassment Complaint.

If Content NOT Substantive, When No Longer Required
On City-Wide, Correspondence
47 Equipment Files (Including Vehicles)
Owners Manuals;
Service/Maintenance/Gas Logs;
Vendors;
Catalogs; and
Purchase Information
T+2 - T+2
Disposal of
Vehicle or
Equipment
+ 2 years
48 Federal Agencies CU+2 - CU+2 n/a
n/a

3.A.af
Packet Pg. 159 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

FPPC FILINGS
52 Statements of Economic Interest - Assuming/Initial,
Annual, Leaving Office, and Other Mandated Filings
and Amendments (Copies)
CU+4 - CU+4 n/a City Clerk keeps originals
53 Statements of Economic Interest-
(Form 700) For Designated City Employees/Conflict of
Interest Code Filers (Original)
CU+2 5 CU+7 n/a City Clerk keeps originals

ELECTIONS RECORDS
54 Affidavits of Registration - Canceled Originals and
Copies of Index to Affidavits of Registration
EL+5 - EL+5 n/a
55 Canvass P - P
n/a
56 Certificates of Election T+4 - T+4
n/a
57 Election - History 4 P P
n/a
Election Records - Packages and Identification

3.A.af
Packet Pg. 160 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED

SUCCESSOR AGENCY
DATE: July, 2015
Item
No. RECORD SERIES TITLE

AND CONTENTS
RETENTION 2022
Proposed,
If Different

COMMENTS

OFFICE STORAGE TOTAL
RETENTION CODES: AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination CU = Current Year EL=Election Date * = See Note for Descriptor L = Life VHC CODES: V = Vital H = Historical C = Confidential Page 9 58 Envelopes (Not Federal Elections as per Elections
Code 17301(a))
Voted polling place ballots
Voted absent voter ballots
Spoiled ballots
Canceled ballots
Unused ballots surrendered by the voter per
Elections Code Section 3015
Ballot receipts
Applications for absent voter ballots
6 mos. - 6 mos.
n/a
59 Nomination papers & signatures T+4 - T+4 n/a
60 Notifications and Publications re: Elections EL+2 - EL+2 n/a 61 Oaths of Office P - P
n/a
62 Tally Sheets and Ballot Cards- State/Local and NOT
Federal Offices as per Elections Code 17303(a)
Packages contain:

Two tally sheets, copy of index used as
voting record, challenge lists, assisted voter
lists
Ballot Cards
EL+6 mos. - EL+6 mos. n/a
63 Voter Qualification Form
Voter eligibility statement
EL+2 - EL+2 n/a

P:\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2009 - RDA RECORDS RETENTIONS SCHEDULE.doc

3.A.af
Packet Pg. 161 Attachment: Successor Agency - changes from 2015 to 2022 Proposed (3326 : Presentation on the RESOLUTION NO. 2022-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CATHEDRAL

CITY, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE,

AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Cathedral City; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Cathedral City previously adopted Resolution No. 2015- 44, approving Records Retention Schedules;

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CATHEDRAL CITY DOES RESOLVE AS FOLLOWS:

Section 1. Resolution No. 2015-44 is hereby repealed.

Section 2. The records of the City of Cathedral City, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Cathedral City.

Section 3. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

Section 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 6. This resolution shall become effective immediately upon its passage and adoption.

PSSED, APPROVED AND ADOPTED this 26th day of October 2022.

3.A.ag
Packet Pg. 162 Attachment: Resolution Records Retention Schedule 2022 (3326 : Presentation on the Revised Records Retention Schedule) Ernesto Gutierrez, Mayor
Cathedral City
ATTEST: APPROVED AS TO FORM:

Tracey R. Hermosillo, City Clerk Eric S. Vail, City Attorney Cathedral City
I, TRACEY R. HERMOSILLO, CITY CLERK of the City of Cathedral City, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Cathedral City held on the 26th day of October 2022 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Tracey R. Hermosillo, City Clerk

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Packet Pg. 163 Attachment: Resolution Records Retention Schedule 2022 (3326 : Presentation on the Revised Records Retention Schedule) Exhibit A
Records Retention Schedule

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Packet Pg. 164 Attachment: Resolution Records Retention Schedule 2022 (3326 : Presentation on the Revised Records Retention Schedule) RESOLUTION NO. SA-2022-

RESOLUTION OF THE CITY COUNCIL SERVING AS THE BOARD FOR

THE SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY OF

THE CITY OF CATHEDRAL CITY, CALIFORNIA, ADOPTING A
RESOLUTION RESCINDING RESOLUTION SA-2015-02 IN ITS

ENTIRETY
WHEREAS, on July 22, 2015, the City Council serving as the Board for the Successor Agency to the Redevelopment Agency of the City of Cathedral City adopted Resolution SA-2015-02, which adopted a Records Retention Schedule and authorized the destruction of documents in accordance with the provisions of said schedule upon authorization; and
WHEREAS, on August 10, 2022, the City Council of the City of Cathedral City adopted Resolution 2022-__, adopting a Records Retention Schedule, which incorporates all City documents including those that are retained by the Successor Agency, to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Cathedral City.

NOW, THEREFORE, THE CITY COUNCIL SERVING AS THE BOARD FOR

THE SUCCESSOR AGENCY TO THE REDEVELOPMENT AGENCY OF THE CITY OF CATHEDRAL CITY DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Rescind Resolution SA-2015-02 in its entirety.

SECTION 2. The Secretary shall certify as to the adoption of this resolution and shall cause the same to be processed in the manner required by law.

PASSED, APPROVED, AND ADOPTED this 26th day of October 2022. ___________________________
Ernesto Gutierrez, Chairman
ATTEST: APPROVED AS TO FORM:
____________________________
Tracey R. Hermosillo, Secretary Eric S. Vail, City Attorney

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Packet Pg. 165 Attachment: Resolution 2022-Records Retention SA (3326 : Presentation on the Revised Records Retention Schedule) I, TRACEY R. HERMOSILLO, CITY CLERK of the City of Cathedral City, do hereby certify that the foregoing Resolution was introduced and adopted at a regular meeting of the City Council of the City of Cathedral City held on the 26th day of October 2022 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

Tracey R. Hermosillo, City Clerk

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Packet Pg. 166 Attachment: Resolution 2022-Records Retention SA (3326 : Presentation on the Revised Records Retention Schedule) Cathedral City Page 1 of 3 Printed on 10/7/2022
Staff Report
City Council
Item No. 3.B
Meeting Date: October 12, 2022
From: Andrew Lee,
Title: SCAG ATP Grant Update Presentation
City Council
RECOMMENDATION:

This item is presented to the City Council for an update on the SCAG ATP Grant for discussion, information and comment.

BACKGROUND:

In April of 2019, the City of Cathedral City (City) received the Southern California Association of Governments (SCAG) Active Transportation Plan (ATP) Grant under the 2018 call for applications under the Sustainable Communities Program (SCP). The Grant consists of preparing an ATP that will establish a community-wide pedestrian and bike network and target infrastructure improvements for pedestrians and bicyclists.

The City has limited active transportation infrastructure and is currently working in earnest to develop this type of infrastructure. Development that occurred prior to the City’s incorporation in 1981 includes areas where sidewalks are non-existent or discontinuous, limiting their usefulness as safe alternatives to vehicle travel.

To resolve challenges related to active transportation, the City actively pursues grants that improve pedestrian/bike safety. The City has used Safe Routes to School (SRTS) grants to help eliminate safety hazards for students walking to school; however, there are still areas that need curb and gutter and improved drainage to stop puddling and mud in the streets that make it difficult for students to walk to school.

The City uses Community Development Block Grant (CDBG) funds to improve sidewalks, curb ramps, and curb and gutter, in low-to-moderate income neighborhoods.

The City recently completed the Gerald Ford Bicycle Lane Project funded by SB-821.

Additionally, the City is currently designing a Downtown Gap Connectors Project through Coachella Valley Association of Government’s (CVAG) Active Transportation Program and constructing the Project with SB-821 and ATP Cycle 5 funding. This Project will improve pedestrian and bicycle safety on East Palm Canyon Drive, Cathedral Canyon Drive, and Date Palm Drive by improving sidewalk and bike

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infrastructure.

The goal for this SCAG ATP is to improve the safety and comfort of the active transportation network, identify gaps and opportunities for improvement, acknowledge unique challenges in Cathedral City, and aim to implement innovative strategies for the mobility needs of Cathedral City. This project includes:
• Inventory of existing conditions of sidewalks, bicycle and pedestrian infrastructure, and wayfinding signage
• In-person and virtual public engagement activities
• Creation of the Discover Cathedral City ATP Webpage
• Strategies and priority projects to be completed over a 20-year time horizon DISCUSSION:

IBI Group, a California Partnership (IBI), was awarded an Agreement on September 9, 2021, with SCAG to provide the City with the ATP as outlined in the request for proposal (RFP).

IBI have been working with City Staff on the necessary components of the ATP. To date, the team:
• Finalized the Existing Conditions Plan
• Held Walking and Bicycle Audits
• Conducted Extensive Public Engagement
o 8 Outreach Events
▪ Active Transportation Survey in October 2021
▪ Wayfinding Survey in January 2022
▪ Taste of Jalisco on February 12, 2022
• Activity Boards/ Surveys
▪ Butterfly Festival on March 12, 2022
• Activity Boards/ Surveys
• Traffic Calming Activity
• Safety Demonstration
▪ Earth Day on April 30, 2022
• Activity Boards/ Surveys
• Traffic Calming Activity
▪ 3 Stakeholder Meetings held via Zoom
• 1
st Meeting: December 9, 2021
• 2
nd Meeting: April 6, 2022
• 3
rd Meeting: September 14, 2022
• Progress of Draft ATP
o Project Lists/ Maps
o Signage and Wayfinding
To discuss the results of our public and passive engagement and to provide an update on Cathedral City’s Active Transportation Plan, IBI has prepared a PowerPoint presentation that outlines the data gathered from stakeholder meetings, engagement

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events, and online surveys. The update presentation will also provide City Council an opportunity to provide input on the proposed project list and maps, which are attached to this Staff Report. IBI Group and City Staff will present options for wayfinding signage.

The team is on schedule to complete the final draft by January 2023. The final Active Transportation Plan will be presented at a future City Council meeting.

This presentation by IBI to the City Council is for an update on the steps and community participation that will be performed by IBI to complete the SCAG ATP Grant for the Council’s discussion, information and comment.

FISCAL IMPACT:

No current fiscal impact for the City, as this is a 100% SCAG SCP (Sustainable Communities Program) funded Grant.

ATTACHMENTS:

Cathedral City Proposed ATP Project List
Cathedral City Proposed Pedstrian Improvements Map
Cathedral City Proposed Bicycle Improvements Map
Cathedral City Proposed ATP Loops Map
Cathedral City Proposed Wayfinding Map

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Region Location Pathway Type Spot or Corridor Improvement Project Icon Project Type Cross Streets/ Limits Implementation Term Project Origins Corridor New and Improved Sidewalk New: between Perez Road and E Palm Canyon Drive northboundSpot New and Improved Crosswalk New: Perez Road west leg; Improved: Gerald Ford south legSpot New and Improved Crosswalk New: Canyon Plaza Dr (east connection) south leg; Canyon Plaza Dr (west connection) west leg Corridor New and Improved Sidewalk New: West of Canyon Plaza Dr (west connection)Spot Leading Pedestrian Interval Canyon Plaza Dr (west connection) all le g
s
Perez Road Collector Corridor New and Improved Sidewalk New: Cathedral Canyon Drive to Date Palm Drive Corridor New and Improved Sidewalk Improved: E Palm Canyon Drive to Terrace RoadSpot New and Improved Crosswalk New: Commercial RoadCorridor Traffic Calming (medians, mid block chokers) E Palm Canyon Drive to Kieley Rd Corridor New and Improved Sidewalk New: West of Date Palm DriveCorridor Traffic Calming (medians, mid block chokers, s peed cushions) Date Palm Drive to Da Vall Drive
Buddy Rogers
Avenue Local Corridor New and Improved Sidewalk New: E Palm Canyon Drive to B Street Corridor New and Improved Sidewalk New: E Palm Canyon Drive to H StreetCorridor New Lighting E Palm Canyon Drive to H StreetCorridor New Shade E Palm Canyon Drive to H StreetCorridor New Public Art E Plam Canyon Drive to H StreetSpot New and Improved Crosswalk New: E Palm Canyon Drive, B/C/D/E/F/H Streets, San Jacinto RoadSpot Traffic Calming (bulb-outs) B/C/D/E/F/H Streets, San Jacinto RoadCorridor New and Improved Sidewalk New: All locations north of Dave Kelley Road to Ramon RoadSpot New and Improved Crosswalk New: Victoria Drive east leg; Dave Kelley Road all legs; Ramon Road all legs; Improved: Converse Road south leg Pedestrian Projects
Date Palm Drive Arterial
Gerald Ford Drive & South ve Chuparosa Lane Promenade Off-Street Path Cathedral Canyon Drive Arterial Gerald Ford Drive Arterial E Palm Canyon Drive Arterial Date Palm Drive Arterial

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Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Spot Leading Pedestrian Interval Dinah Shore Drive all legs; Dave Kelley Road all legs; Ramon Road all legs Corridor New and Improved Sidewalk New: Crossley Road to Landau BoulevardSpot New and Improved Crosswalk New: at CV Link, Avendia JuarezCorridor Traffic Calming (medians, mid block chokers) Landau Boulevard to Da Vall DriveSpot Improved Bus Shelter At Da Vall Drive and Via Campanile Walden Way westbound; Desert Shadows Drive eastbound; Spot Leading Pedestrian Interval
Landau Boulevard all legs; Whispering Palms Trail all legs; Cathedral Canyon Drive all legs; Desert Vista Road, Date Palm Drive all legs Corridor New and Improved Sidewalk New: Dinah Shore Drive to Kieley RoadSpot New and Improved Crosswalk Improved: Dinah Shore Drive all legsCorridor Traffic Calming (medians, mid block chokers) Kieley Rd to Ramon RoadSpot New and Improved Crosswalk New: Sky Blue Water Trail; Improved: Cathedral Can yon Drive all le
g
s
Corridor New and Improved Sidewalk New: Plumley Road to Da Vall Drive Da Vall Drive Arterial Corridor New and Improved Sidewalk New: North of Dinah Shore Drive Corridor New and Improved Sidewalk New: Dave Kelley Road to Dinah ShoreCorridor Traffic Calming (mid block chokers, s peed cushions) Dave Kelley Road to Gerald Ford Drive
Corridor New and Improved Sidewalk New: All locations north of Ramon Rd to Vista ChinoSpot New and Improved Crosswalk Improved: Vista Chino east and south le g
s
Spot Improved Bus Shelter North of Ramon RdSpot Leading Pedestrian Interval Baristo Road all legs; Mccallum Way all le g
s
Spot New and Improved Crosswalk
New: Mccallum Way north and south legs; Improved: Mccallum Way east and west legs; 30th Avenue all legs Corridor New and Improved Sidewalk
New: between Corta Road and Vega Road northound; south of Vista Chino northbound Corridor Traffic Calming (medians, mid block choker, speed cushion) Between 30th Avenue and Mccallum Way mon Road Landau Boulevard Arterial
Date Palm Drive Arterial
Local
Dinah Shore Drive ArterialRamon Road ArterialCathedral Canyon Drive Arterial Ramon Road to Gerald Ford Driv
Plumley Road

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Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Spot New and Improved Crosswalk New: Date Palm Drive east and south legs; Avenida Maravilla east leg Corridor New and Improved Sidewalk New: East of Date Palm DriveCorridor New and Improved Sidewalk New: Mccallum Way to Ramon RoadSpot New and Improved Crosswalk New: Mccallum Way 30th Avenue Local Spot New and Improved Crosswalk New: Avenida Maravilla all legs; Improved: Landau Boulevard all legs Spot New and Improved Crosswalk
New: Vista Chino east leg; 30th Avenue all legs; Improved: Techevah Drive all legs New and Improved Sidewalk New: Panorama Park southeast and northeast corners Spot New and Improved Crosswalk Improved: Avenida Maravilla all legsCorridor New and Improved Sidewalk New: East of Avenida Maravilla at Panorama Park Mccallum Way Local Spot New and Improved Crosswalk New: San Eljay Avenue west legAvenida Quintana Local Spot New and Improved Crosswalk New: to Rio Vista Circle ParkCentury Park Drive Local Corridor New and Improved Sidewalk New: Foxborough Drive to Da Vall Drive Varner Road to Ram
Avenida Maravilla LocalTechevah Drive LocalVista Chino ArterialDa Vall Drive Arterial

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Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Region Location Pathway Type Spot or Corridor Improvement Project Icon Project Type Cross Streets/ Limits Implementation Term Project Origins Corridor Class IV Protected Lane E Palm Canyon Drive to Gerald Ford DriveSpot Bicycle Parking E Palm Canyon Drive, Gerald Ford DriveSpot Bicycle-friendly Intersection E Palm Canyon DriveCorridor Class II Striped Lane Cree Rd to Officer Jermaine Gibson Avenue Spot Bicycle Parking Canyon Plaza, Perez Road, Cathedral Canyon Drive, Date Palm Drive Spot Bicycle-friendly Intersection Cathedral Canyon Drive, Date Palm DriveCorridor Class IV Protected Lane E Palm Canyon Drive to Date Palm Drive Bicycle Parking E Palm Canyon Drive
Corridor Class II Striped Lane
E Palm Canyon Drive to Gerald Ford Drive; SE Corner Intersections at Grove Street, B-F Street, San Jacinto Road Spot Bicycle-friendly Intersection E Palm Canyon Drive, Terrace RoadSpot Bicycle Parking E Palm Canyon Drive Gerald Ford Drive Arterial Spot Bicycle Parking Date Palm DriveCV Link Off-Street Path Corridor Class I Off-Street Bike Path Gerald Ford Drive to southern boundary Spot Bicycle Parking Date Palm DriveCorridor Class III Bike Boulevard Plumley Road to Shifting Sands TrailCorridor Class III Bike Boulevard Paradise Way to Chuperosa LaneSpot Bicycle-friendly Intersection Cathedral Canyon Road Vista Drive Local Corridor Class III Bike Boulevard Miller Lane to Terrace RoadElna Way Local Corridor Class III Bike Boulevard Foothill Rd to Grandview AvenueBel Air Dr Local Corridor Class III Bike Boulevard Marietta Cir to Terrace RoadGrandview Avenue Local Corridor Class III Bike Boulevard Elna Way to Dorn Drive Bicyclist Projects
Dave Kelley Road/ Ortega Road CollectorE Palm Canyon Drive ArterialPerez Road ArterialCathedral Canyon Drive ArterialTerrace Road Local Gerald Ford Drive& South
Date Palm Drive Arterial

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Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Dorn Drive Local Corridor Class III Bike Boulevard Terrace Road to Grandview Avenue Off-Street Path Corridor Class I Off-Street Bike Path E Palm Canyon Drive to H StreetLocal Corridor Class III Bike Boulevard H Street to Terrace Road Corridor Class IV Protected Lane Gerald Ford Drive to Ramon RoadSpot Bicycle Parking Dinah Shore Drive, Dave Kelley Road, Ramon RoadSpot Bicycle-friendly Intersection Dinah Shore Drive, Ramon Road, 35th Avenue, Paseo Real, 33rd Avenue, Corral Road Corridor Class IV Protected Lane San Luis Rey Drive to Da Vall DriveSpot Bicycle Parking Date Palm Drive, Cathedral Canyon, San Luis Re y Drive
Corridor Class II Striped Lane SE Corner Intersections at Grove Street, B-F Street, San Jacinto RoadSpot Bicycle-friendly Intersection Paseo RealSpot Bicycle Parking Ramon RoadSpot Bicycle Parking Date Palm DriveSpot Bicycle-friendly Intersection Date Palm Drive, Plumley Road, Vaquero Road CV Link Off-Street Path Corridor Class I Off-Street Bike Path Ramon Road to Gerald Ford Drive Da Vall Drive Arterial Corridor Class II Striped Lane Ramon Road to Dinah Shore Drive Spot Bicycle Parking Date Palm DriveCorridor Class III Bike Boulevard Plumley Road to Shifting Sands TrailSpot Bicycle-friendly Intersection Date Palm DriveCorridor Class II Striped Lane Dave Kelley Road to Gerald Ford DriveCorridor Class III Bike Boulevard Date Palm Dr to Plumley RoadSpot Bicycle-friendly Intersection Date Palm DriveCorridor Class III Bike Boulevard Cathedral Canyon Drive to Date Palm DrSpot Bicycle-friendly Intersection Cathedral Canyon Drive, Date Palm DriveCorridor Class III Bike Boulevard Dinah Shore Drive to 35th AvenueSpot Bicycle-friendly Intersection Dinah Shore Drive Paseo Real LocalVaquero Road Local35th Avenue LocalCathedral Canyon Drive ArterialDinah Shore Drive ArterialDave Kelley Road/ Ortega Road CollectorPlumley Road CollectorRamon Road ArterialDate Palm Drive ArterialChuparosa Lane Pomenade Ramon Road to Gerald Ford Drive

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Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Corridor Class III Bike Boulevard Shifting Sands Trail to Date Palm Drive Spot Bicycle-friendly Intersection Date Palm DriveCorridor Class III Bike Boulevard Navajo Trail to Date Palm DriveSpot Bicycle-friendly Intersection Date Palm Drive Converse Road Local Corridor Class III Bike Boulevard Date Palm Drive to Plumley RoadWhispering Palms Trail Local Corridor Class III Bike Boulevard Ramon Road to Dinah Shore DriveTechevah Drive Local Corridor Class III Bike Boulevard Landau Boulevard to Date Palm DriveDate Palm Drive Arterial Corridor Class IV Protected Lane Ramon Road to Varner Road Spot Bicycle-friendly Intersection Mccallum Way, 30th Avenue, Baristo RoadSpot Bicycle Parking Mccallum Way, 30th Avenue Da Vall Drive Arterial Corridor Class II Striped Lane 30th Avenue to Ramon RoadVerona Road Local Corridor Class III Bike Boulevard Ventura Drive to Avenida Quintana Corridor Class III Bike Boulevard Landau Blvd to Avenida Del PadreSpot Bicycle-friendly Intersection Landau Boulevard Whispering Palms Trail Local Corridor Class III Bike Boulevard 30th Avenue to Ramon RoadAvenida Maravilla Local Corridor Class III Bike Boulevard Ramon Road to north of Vista ChinoTechevah Drive Local Corridor Class III Bike Boulevard Landau Boulevard to Date Palm DriveCorral Road Local Varner Road to Ramon
Road
Baristo Road LocalLandau Boulevard Arterial33rd Avenue Local

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Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Region Location Pathway
Type
Spot or
Corridor
Improvement
Project
Icon Project Type
Spot New Gateway Sign
Spot New Ped/Bike Directional Sign
Spot New Kiosk
Date Palm Drive Arterial Spot New Ped/Bike Directional Sign Cathedral Canyon
Drive Arterial Spot New Ped/Bike Directional Sign
Gerald Ford Drive Arterial Spot New Ped/Bike Directional Sign Buddy Rogers
Avenue Arterial Spot New Ped/Bike Directional Sign
Spot New Ped/Bike Directional Sign
Spot New Kiosk
Spot New Gateway Sign
Spot New Ped/Bike Directional Sign
Date Palm Drive Arterial Spot New Ped/Bike Directional Sign Cathedral Canyon
Drive Arterial Spot New Ped/Bike Directional Sign
Dinah Shore Drive Arterial Spot New Ped/Bike Directional Sign Ocotillo Park Park Spot New Kiosk
Cathedral City High School Spot New Kiosk
Nellie N Coffman
Midde School Spot New Kiosk
Cathedral City
Elementary School Spot New Kiosk
Mt San Jacinto
High School Spot New Kiosk
Landau Elementary School Spot New Kiosk
Rio Vista
Elementary School Spot New Kiosk
Agua Caliente
Elementary School Spot New Kiosk
Ramon Road to Gerald Ford Drive Gerald Ford Drive
& South
Wayfinding Projects
Ramon Road Arterial
Chuparosa Lane
Promenade
Off-Street
Path
E Palm Canyon
Drive Arterial

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Packet Pg. 176 Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) CV Link Off-Street
Path Spot New Ped/Bike Directional Sign
Date Palm Drive Arterial Spot New Gateway Sign
Panorama Park Park Spot New Kiosk
Century Park Park Spot New Kiosk
James Workman
Middle School Spot New Kiosk
Mt San Jacinto
High School Spot New Kiosk
Landau Elementary School Spot New Kiosk
Rio Vista
Elementary School Spot New Kiosk
Agua Caliente
Elementary School Spot New Kiosk
Varner Road to Ramon
Road

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Packet Pg. 177 Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Cross Streets/ Limits Implementation
Term Project Origins
Cree Road; Officer Jermaine Gibson
Avenue
Canyon Plaza, Date Palm Drive,
Cathedral Canyon Drive
Buddy Rogers Avenue, Monty Hall Drive,
Chuparosa Lane Promenade
Gerald Ford Drive, E Palm Canyon Drive
E Palm Canyon Drive
Date Palm Drive
B Street
B Street, D Street, F Street, H Street
E Palm Canyon Drive
Da Vall Drive
Date Palm Drive, CV Link
Dinah Shore Drive, Ramon Road
Dinah Shore Drive
Date Palm Drive, Cathedral Canyon
Drive
Ocotillo Road
Plumley Road
Plumley Road
Converse Road
Landau Boulevard
Landau Boulevard
Verona Road
San Luis Rey Drive

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Packet Pg. 178 Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation) Ramon Road
North of Vista Chino southbound
Tachevah Drive
Foxborough Drive
30th Ave
Landau Boulevard
Landau Boulevard
Verona Road
San Luis Rey Drive

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Packet Pg. 179 Attachment: Cathedral City Proposed ATP Project List (3415 : SCAG ATP Grant Update Presentation)

PROPOSED

PROJECTS
New Sidewalk
New & Improved Crosswalk
Improved Bus Shelter
Leading Pedestrian Interval
Traffic Calming
New Lighting
New Shade
New Public Art
All Pedestrian Projects

PEDESTRIAN PROJECTS
New Gateway Sign
New Ped/Bike Directional Sign
New Kiosk
All Wayfinding Projects

WAYFINDING PROJECTS
Run Loop
Bike Loop

BIKE/RUN EVENT LOOPS
Class I Off-Street Bike Path
Class II Striped Lane
Class III Bike Boulevard
Class IV Protected Lane
Bicycle Parking
Bicycle-Friendly Intersection
All Bicycle Projects

BICYCLE PROJECTS
City Boundary
Tachevah Dr
Vista Chino Vista Chino
30th Ave 30th Ave
Verona Rd
Date Palm Dr Date Palm Dr
Avenida Maravilla
Avenida Maravilla
Cathedral Canyon Dr Cathedral Canyon Dr Cathedral Canyon Dr Landau Blvd Landau Blvd
Whispering Palms Trail Whispering Palms Trail
Date Palm Dr
Baristo Rd Baristo Rd
Ramon Rd Ramon Rd Ramon Rd
33rd Ave
Ortega Rd
Dinah Shore Dr Dinah Shore Dr
Dave Kelley Rd
Date Palm Dr
Vaquero Rd
Plumley Rd Plumley Rd
35th Ave
Converse Rd
Paseo Real
Gerald Ford Dr
Date Palm Dr
E Palm Canyon Dr
Perez Rd
E Palm Canyon Dr
Terrace Rd
Grandview Ave
Buddy Rogers Ave
Dorn Dr
Bel Air Dr
Vista Dr
Elna Way
Da Vall Dr Da Vall Dr
Ramon Rd

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Packet Pg. 180 Attachment: Cathedral City Proposed Pedstrian Improvements Map (3415 : SCAG ATP Grant Update Presentation)

PROPOSED

PROJECTS
New Sidewalk
New & Improved Crosswalk
Improved Bus Shelter
Leading Pedestrian Interval
Traffic Calming
New Lighting
New Shade
New Public Art
All Pedestrian Projects

PEDESTRIAN PROJECTS
New Gateway Sign
New Ped/Bike Directional Sign
New Kiosk
All Wayfinding Projects

WAYFINDING PROJECTS
Run Loop
Bike Loop

BIKE/RUN EVENT LOOPS
Class I Off-Street Bike Path
Class II Striped Lane
Class III Bike Boulevard
Class IV Protected Lane
Bicycle Parking
Bicycle-Friendly Intersection
All Bicycle Projects

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Packet Pg. 181 Attachment: Cathedral City Proposed Bicycle Improvements Map (3415 : SCAG ATP Grant Update Presentation)

PROPOSED

PROJECTS
New Sidewalk
New & Improved Crosswalk
Improved Bus Shelter
Leading Pedestrian Interval
Traffic Calming
New Lighting
New Shade
New Public Art
All Pedestrian Projects

PEDESTRIAN PROJECTS
New Gateway Sign
New Ped/Bike Directional Sign
New Kiosk
All Wayfinding Projects

WAYFINDING PROJECTS
Run Loop
Bike Loop

BIKE/RUN EVENT LOOPS
Class I Off-Street Bike Path
Class II Striped Lane
Class III Bike Boulevard
Class IV Protected Lane
Bicycle Parking
Bicycle-Friendly Intersection
All Bicycle Projects

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Packet Pg. 182 Attachment: Cathedral City Proposed ATP Loops Map (3415 : SCAG ATP Grant Update Presentation)

PROPOSED

PROJECTS
New Sidewalk
New & Improved Crosswalk
Improved Bus Shelter
Leading Pedestrian Interval
Traffic Calming
New Lighting
New Shade
New Public Art
All Pedestrian Projects

PEDESTRIAN PROJECTS
New Gateway Sign
New Ped/Bike Directional Sign
New Kiosk
All Wayfinding Projects

WAYFINDING PROJECTS
Run Loop
Bike Loop

BIKE/RUN EVENT LOOPS
Class I Off-Street Bike Path
Class II Striped Lane
Class III Bike Boulevard
Class IV Protected Lane
Bicycle Parking
Bicycle-Friendly Intersection
All Bicycle Projects

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Staff Report
City Council
Item No. 3.C
Meeting Date: October 12, 2022
From: Stone James, Economic Development Director
Title: Development Impact Fee (DIF) Study October 12, 2022 Study Session Update
RECOMMENDATION:

Harris & Associates Engineering Firm will provide the City Council an overview of the DIF Fee Study process, to-date progress, remaining steps, and an estimated timeline for implementation.

BACKGROUND
In January 2020, City Council identified reevaluating all City fees as a 2020 and 2021 strategic Council goal. This agenda item is a vital step towards achieving this goal.

In 1987, following the California State Supreme Court Nollan vs. California Coastal Commission decision, the California Mitigation Fee Act was passed. These actions set the stage for Assembly Bill 1600, and Government Code sections 66000-66011. Later, Ehlrich vs. City of Culver City (1993), Doland vs. City of Tigard (1994), and Proposition 218 (1997) (among others) occurred, enabling public agencies to impose a user fee for government services when (1) the individual’s decision to use the governmental service is voluntary, and (2) the fee charged is reasonably related to both the level and cost of the service to be provided.

In addition to public agencies charging for the cost of processing development and related applications, Government Code Sections 66000 and 66001 allow for additional fees or, “monetary exactions other than a tax or special assessment” be charged “in connection with approval of a development project for the purpose of defraying all or a portion of the cost of public facilities related to the development project”. Local agencies must determine “how there is a reasonable relationship between the need for the public facility and the type of development project on which the fee is imposed” and “how there is a reasonable relationship between the amount of the fee and the cost of the public facility or portion of the public facility attributable to the development on which the fee is imposed”. (660014 & 4(b)) These additional fees are commonly referred to as Development Impact Fees.

DISCUSSION:

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A Development Impact Fee (DIF) study is, in part, based on the estimates in a Cost Allocation Plan (CAP) and User Fee Study (UFS). Accordingly, DIF fees must be analyzed and updated separately from and subsequent to CAPs and UFSs. In Q3 2021, the City successfully updated and implemented a CAP and UFS. As the CAP and UFS was being wrapped up, the City issued a request for proposal, received four qualified responses, and selected the Clearsource Financial/Harris and Associates team. The CF/HA team was engaged and began work in early Q2 2022.

Since DIF studies are necessarily detailed and time-consuming, Harris and Associates will provide the Council an overview of their process, progress to date, and an estimate on the time remaining until a completed DIF study has been finalized, vetted by the development community, and ready for final review and adoption by City Council.

Even in a non-COVID environment, a DIF Study can generally take one year to complete. After completing the DIF analysis, City Staff and the consultant will present their findings to the Council. Upon Council’s final approval of the updated DIF schedule, staff will implement the new DIF schedule following the mandatory sixty-day waiting period.

FISCAL IMPACT:

The Clearsource Financial DIF engagement has already been approved and is being paid for out of both the FY21-22 and FY22-23 budgets. City Council approved a budget amount not-to-exceed $65,090.

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Cathedral City City CouncilOctober 12, 2022

Cathedral City City Council
October 12, 2022