Ver. 3.1 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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).
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
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
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. 3.1 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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).
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-of-
Way) - 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
Engineering ENG-010
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Correspondence & Staff Notes (regarding Non-
exempt 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: After
QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; 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. 3.1 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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).
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
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
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. 3.1 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-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 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
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: