RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PUBLIC WORKS
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If
Different
COMMENTS
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CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life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 1
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
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PUBLIC WORKS
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If
Different
COMMENTS
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CODES: AR = Annual Review A = Audit CL= Closed/Completed CU = Current Date of Document E = Expiration P = Permanent S = Superseded T = Termination L = Life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 9 Sidewalk
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
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
PUBLIC WORKS
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE STORAGE TOTAL
2022
Proposed,
If
Different
COMMENTS
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
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