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:
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 - Non-
Infrastructure 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:
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 CLERKCity 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:
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:
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:
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 CLERKCity 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: