Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-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).
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
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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-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).
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
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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-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).
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
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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-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).
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: