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:
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).
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:
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:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. 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:
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:
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).
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: