Exhibit A 2024 Citywide RR Schedules.pdf — Chino City Council, September 17, 2024

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive ), all electronic and paper records should be destroyed (or deleted / erased ) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The City -wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and t herefore responsible for maintaining the official (original) record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Depart ment. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:

• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

Records Description: The record series (a group of like records).

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-001
Accident / Incident Reports - MEMBERS OF

THE PUBLIC
Employees are sent to Human Resources
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
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)
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(Class Instructors / Equipment /
Maintenance / Performers / Special Events)
(Insurance Certificates, RFP - Request for
Proposal or Successful Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Errors & Omissions is not
applicable; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Insurance Certificates, Project Schedules, RFP
- Request for Proposal or Successful Proposal,
etc.)
Send All Original Agreements or Contracts to
the City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CITY-WIDE (Used by All Departments)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Insurance Certificates, Project Schedules, RFP
- Request for Proposal or Successful Proposal,
etc.)
Send All Original Agreements or Contracts to
the City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
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; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-005
Boards, Commissions, & Committees:

External Organizations / Regional Boards &
Commissions - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
City Clerk CW-006
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Send Original Minutes to the City Clerk
Copies -
When No
Longer
Required

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AUDIO RECORDINGS
30 days, or
After Minutes
have been
Approved,
whichever is
Longer.

Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

VIDEO RECORDINGS
2 years Mag
Department preference; Video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to the
conduct of the public's business)
(e.g. e-mail, Letters, Memorandums, Administrative,
Chronological, General Files, Reading File, Working
Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the
conduct of the public's business
2 years Mag,
Ppr
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social
media posting, employee directories, flyers,
invitations, instant messaging, inventories,
logs, mailing lists, meeting room registrations,
PowerPoint presentations, speaker cards,
speech notes, staff videoconference chats,
notes and recordings, supply inventories,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes / returned
mail, visitors logs, voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the Content
relates in a substantive way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are saved by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose vs. Superior Court, 5 Cal. 5th 608
(2017).

Lead Dept. CW-016 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Lead Dept. CW-017 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a
draft. GC §§34090, 7927.500, 7928.705
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-018 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source
data) prior to replacing the data, if they
require the data or output for historical
purposes; Department Preference
(Preliminary documents); GC §34090 et
seq.

Lead Dept. CW-019 Grant Applications funded by the City's General Fund 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-021
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-022 Newspaper Clippings
When No
Longer
Required

Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Human
Resources CW-023 Personnel Files (Department Copies)
Send all originals to Human Resources
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-025 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-027 Public Relations / Press Releases 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC
§§34090, 7928.705
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Not accessible to the public until
purchase has been completed; meets
grant auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b); 29 CFR 97.42, GC §34090
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, Plans
/ Strategic Plans, etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Manuals,
Newsletters, Plans / Strategic Plans, etc.:

Produced by YOUR Department
Send all Administrative Policies to the City
Manager
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, Plans / Strategic Plans,
etc.: Produced by OTHER Departments
When
Superseded
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-035 Special Event Permits Expiration + 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-036 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-037 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-038
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the
survey forms are considered a draft or
transitory record, and can be destroyed as
drafts (When No Longer Required)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-039
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; includes Ethics,
Harassment, & Safety Training & Tailgates)
5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1627.3(b)(ii),
LC §6429(c); GC §§12946, 12960,
34090, 53235.2(b), 53237.2(b)
Lead Dept. CW-040
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr,
OD, Ppr
S Yes: 1
year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-041
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/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).

Admin. / City
Clerk CC-001
Agenda Packets: City Council, Planning
Commission
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin. / City
Clerk CC-002
Agreements & Contracts, Amendments - ALL
NON-INFRASTRUCTURE / NOT IMAGED in
Laserfiche: Professional Services
Agreements, Tenant / Lease Agreements -

NOT IMAGED
Agreement or Contract includes all
contractual obligations (e.g. Scope of Work,
all attachments and exhibits), Initial insurance
certificates
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 10 years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; 4 years for
all contracts; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)

ADMINISTRATION / CITY CLERK
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/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).

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-003
Agreements & Contracts, Amendments - ALL
INFRASTRUCTURE / IMAGED in
Laserfiche, JPAs, Liens, MOUs, Public
Agencies
Agreement or Contract includes all
contractual obligations (e.g. Scope of Work,
all attachments and exhibits), Initial insurance
certificates
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property
& property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, 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 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703(a)
Admin. / City
Clerk CC-004 Board & Commission / Committee
Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090
Admin. / City
Clerk CC-005 Board & Commission / Committee Maddy Act
Lists / Vacancy Notices 2 years Mag, Ppr Yes: After
QC & OD GC §34090
Admin. / City
Clerk CC-006
Bonds: Private Development Labor &
Materials, Performance Bonds, Letters of
Credit, Encroachment Permits, Monitoring
Bonds
Release of
Bond /
Letter of
Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Admin. / City
Clerk CC-007 City Articles of Incorporation P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin. / City
Clerk CC-008 Claim Forms
Copies -
When No
Longer
Required
Mag, Ppr Yes: After

QC & OD
Risk Management handles Claim Files; GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/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).

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /
DATABASE (Net File)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statements filed electronically are required
for 10 years; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)(g); GC §84615
Admin. / City
Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
City maintains original statements; GC
§81009(e)&(g)
Admin. / City
Clerk CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS (elected &
not elected. Includes City Council Members,
Planning Commission Members, City
Manager, City Treasurer & City Attorney)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
Admin. / City
Clerk CC-012
FPPC Economic Interest Filings (FPPC Form
635 / 602) - Lobbyist Authorization /
Reporting
5 years Mag,
Ppr 2 CCR 18615(f), GC §34090
Admin. / 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)
Admin. / 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)
Admin. / City
Clerk CC-015 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
Admin. / 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)
Admin. / City
Clerk CC-017
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/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).

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES - PRIOR TO ELECTRONIC
FILING
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Admin. / City
Clerk CC-019
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH or WITHOUT Committees
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
Admin. / City
Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
Admin. / City
Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
Admin. / City
Clerk CC-022
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
Admin. / City
Clerk CC-023
Candidate File: Nomination Papers,
Candidate Statement Forms, Ballot
Designation Forms, etc. - UNSUCCESSFUL

CANDIDATES
Election + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
Admin. / City
Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, 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,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/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).

ADMINISTRATION / CITY CLERKAdmin. / City
Clerk CC-025
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Admin. / City
Clerk CC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after
petition
examination
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
Admin. / City
Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months 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
Admin. / City
Clerk CC-028 Prop. 218 (Property-based fees) - Protest
Letters / Ballots, Tabulation 2 years Mag, Ppr GC §53753(e)(2) (End of Elections Section)
Admin. / City
Clerk CC-029 Ethics Training Certificates for City Council, Board and Commission Members 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
Admin. / City
Clerk CC-030
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I 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 Attorney CC-031 Lawsuits / Litigation
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Admin. / City
Clerk CC-032 Minutes: City Council, Planning Commission P Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION / CITY CLERK Page AD/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).

ADMINISTRATION / CITY CLERK
Admin. / City
Clerk CC-033 Oath of Office / Appointments: City Council, Board and Commission Members
Separation
+ 6 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
Admin. / City
Clerk CC-034 Ordinances P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Admin. / City
Clerk CC-035
Petitions (submitted to Council on any subject
- Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 Admin. / City
Clerk CC-036 Public Records Requests / Subpoenas Duces
Tecum / Next Request Database 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Admin. / City
Clerk CC-037
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Admin. / City
Clerk CC-038 Recordings: Audio or Video of City Council Meetings
Minimum 5
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
Admin. / City
Clerk CC-039 Records Destruction Authorization Forms &
Certifications (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Admin. / City
Clerk CC-040 Resolutions: City Council P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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 MANAGER
City Manager CM-001 Administrative Polices (Approved by the City Manager
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-002 Closed Session Memos 5 years Mag, Ppr Department preference; GC §34090 City Manager CM-003
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-004 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Manager CM-005 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et seq.

Finance CM-006 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7

ECONOMIC DEVELOPMENT
Economic
Development CM-007
Economic Development Projects (Records
related to Business Recruitment or
Retention)
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
CHINO, CA. ©1995 - 2024 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: ADMINISTRATION / INFORMATION TECHNOLOGY Page AD/IT-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).

Admin. /
Information
Technology
IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.

Admin. /
Information
Technology
IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Admin. /
Information
Technology
IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.

Admin. /
Information
Technology
IT-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r /
Blue Ray-R / Optical Disk) or other
unalterable media that does not permit
additions, deletions, or changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.

Admin. /
Information
Technology
IT-005
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations;
GC §34090.6 et seq,
Admin. /
Information
Technology
IT-006 Video Recordings - Public Areas / Public
Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

ADMINISTRATION / INFORMATION TECHNOLOGY
CHINO, CA. ©1995-2024 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: COMMUNITY SERVICES, PARKS & RECREATION Page CS-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).

COMMUNITY SERVICES, PARKS & RECREATION
Community
Services, Parks
& Recreation
CS-001 _Recreation Activity Registration Database
(ActiveNet)
Indefinite -
Minimum 2
years
Mag, Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-002 Activity Guide / Class Guide / Program Guide
(Final)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-004 Armed Forces Banner Program 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-005 Chino Liberty Courtyard Memorial Brick
Applications 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-006 Chino Liberty Courtyard Memorial Brick Location
Map P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-007
Community Services, Parks & Recreation
Commission

AGENDAS & STAFF REPORTS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services, Parks
& Recreation
CS-008
Community Services, Parks & Recreation
Commission
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Community
Services, Parks
& Recreation
CS-009
Community Services, Parks & Recreation
Commission

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
CHINO, CA. ©1995-2024 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: COMMUNITY SERVICES, PARKS & RECREATION Page CS-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).

Community
Services, Parks
& Recreation
CS-010 Evaluations / Surveys (Programmatic Evaluations
of Recreation programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Services, Parks
& Recreation
CS-011 Incident Reports / Disruptive Patrons Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-012 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-013
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (Includes
Insurance Certificates and ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Community
Services, Parks
& Recreation
CS-014
Program Files: Activity / Special Programs /
Event Files: After-School, Children's Programs,
Gardening, Health Programs, Sports Programs,
etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Services, Parks
& Recreation
CS-015 Rosters / Sign-in / Sign-Out Sheets for classes
and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services, Parks
& Recreation
CS-016 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Community
Services, Parks
& Recreation
CS-017 Teen Advisory Committee

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Services, Parks
& Recreation
CS-018 Teen Advisory Committee
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
CHINO, CA. ©1995-2024 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: COMMUNITY SERVICES, PARKS & RECREATION Page CS-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).

Community
Services, Parks
& Recreation
CS-019 Teen Advisory Committee

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Lead Dept. CS-020
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Lead Dept. CS-021
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Community
Services /
Recreation
Services
CS-022 Volunteer Awards and Certificates UNCLAIMED
(not picked up) 1 year
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content Not Substantive; GC §34090

COUNSELING PROGRAM
Community
Services, Parks
& Recreation /
Counseling
Program
CS-023 Counseling Client Database
Indefinite -
Minimum
Last Visit +
25 years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; Matches the
retention period for minors; Data is
interrelated; GC §34090
CHINO, CA. ©1995-2024 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: COMMUNITY SERVICES, PARKS & RECREATION Page CS-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).

Community
Services, Parks
& Recreation /
Counseling
Program
CS-024
Counseling Client Files - ADULTS AND
EMANCIPATED MINORS - Drug & Alcohol,
Health, Medical, Mental Health programs -
includes discontinued programs (e.g. AID) -
Confidential
Last Visit +
7 years
Yes: Until
Last Visit
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department Preference; Clinical
records must be preserved for a
minimum of seven (7) years following
discharge/termination of the client
from services, with the following
exceptions: 2.2.1 The records of un-
emancipated minors must be kept for
at least one (1) year after such minor
has reached age 18, and in any case,
not less than seven (7) years. 2.2.2
For psychologists: 2.2.2.1 Clinical
records must be kept for seven (7)
years from the client’s
discharge/termination date. 2.4
Records shall be retained beyond the
seven (7) year period if an audit
involving those records is pending,
until audit findings are resolved. H&S
§123145, 9 CCR 784.28(a), 9 CCR
9444, 22 CCR 70751(c) & 71551(c);
CMS Pub. 100-4, Chapter 1, Section
110.3; GC §34090
CHINO, CA. ©1995-2024 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: COMMUNITY SERVICES, PARKS & RECREATION Page CS-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).

Community
Services, Parks
& Recreation /
Counseling
Program
CS-025
Counseling Client Files- UNEMANCIPATED
MINORS (25 and Under) - Drug & Alcohol,
Health, Medical, Mental Health programs -
includes discontinued programs (e.g. AID) -
Confidential
Last Visit +
7 years
Yes: Until
Last Visit
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department Preference; Clinical
records must be preserved for a
minimum of seven (7) years following
discharge/termination of the client
from services, with the following
exceptions: 2.2.1 The records of un-
emancipated minors must be kept for
at least one (1) year after such minor
has reached age 18, and in any case,
not less than seven (7) years. 2.2.2
For psychologists: 2.2.2.1 Clinical
records must be kept for seven (7)
years from the client’s
discharge/termination date. 2.2.2.2 In
the case of a minor, (7) years after
the minor reaches age 18. 2.4
Records shall be retained beyond the
seven (7) year period if an audit
involving those records is pending,
until audit findings are resolved. H&S
§123145, 9 CCR 784.28(a), 9 CCR
9444, 22 CCR 70751(c) & 71551(c);
CMS Pub. 100-4, Chapter 1, Section
110.3; GC §34090

PARKS & FACILITIES
CHINO, CA. ©1995-2024 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: COMMUNITY SERVICES, PARKS & RECREATION Page CS-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).

Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-026
Capital Improvement Projects (CIP) - where
Community Services is the Lead:

MAINTENANCE-ONLY PROJECTS (Parks
Maintenance Painting, Re-Roof, etc. - No
change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders, Notice
of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-027
Capital Improvement Projects (CIP) - where
Community Services is the Lead:

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, 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; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-028
Capital Improvement Projects (CIP) - where
Community Services is the Lead: Permanent
File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative Declarations,
Categorical Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice of
Completion, Photos, Record Drawings Soils Reports,
Studies, Submittals, Surveys, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
CHINO, CA. ©1995-2024 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: COMMUNITY SERVICES, PARKS & RECREATION Page CS-7 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).

Community
Services, Parks
& Recreation /
Parks &
Facilities
CS-029
Drawings - where Community Services is the
Lead: Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Lead Dept. CS-030 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Division
Providing
Service / Work
CS-031
Work Orders / Service Requests / Service Orders -
CRM / CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
CS-032
Work Orders / Service Requests / Service Orders
- All Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
CS-033
Work Orders / Service Requests / Service Orders -
NOT entered in CRM / CMMS Database (or
partial information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-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).

ACCESSIBILITY
Development
Services /
Accessibility
DS-001
Accessibility Studies and Reports / ADA Studies
and Reports for City Buildings, Facilities, and
Programs
P Yes
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090

BUILDING & SAFETY
Lead Dept. DS-002 _Permit Database (Accella) Indefinite (Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Development
Services /
Building & Safety
DS-003 Activity Reports / Building
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Development
Services /
Building & Safety
DS-004 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090, H&S §19850
Development
Services /
Building & Safety
DS-005 Address Files / Building Permits - Expired
Applications
Upon
Expiration Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Content Not Substantive - Permit never
issued; GC §34090
Development
Services /
Building & Safety
DS-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Law requires for the life of the building
for commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Development
Services /
Building & Safety
DS-007 Building Plans - Cancelled or Withdrawn
Upon
Cancellation
or withdrawal

Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Development
Services /
Building & Safety
DS-008 Building Plans - Expired, construction started
(or unknown) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Development
Services /
Building & Safety
DS-009 Building Plans - Expired, never started
construction
Upon
Expiration
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-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).

Development
Services /
Building & Safety
DS-010 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Development
Services /
Building & Safety
DS-011 Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Development
Services /
Building & Safety
DS-012 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §50022.6
Development
Services /
Building & Safety
DS-013 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Building & Safety
DS-014
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Development
Services /
Building & Safety
& Inspections
DS-015 Correction Notices - Building After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building & Safety
DS-016 Energy Calculations After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-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).

Development
Services /
Building & Safety
DS-017 Geotechnical and Soils Reports / Structural
Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Building & Safety
DS-018 Plan Check Comments After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building & Safety
and Inspections
DS-019 Stop Work Notices After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Development
Services /
Building & Safety
DS-020 Structural Calculations P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Development
Services / Code
Enforcement
DS-021
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services / Code
Enforcement
DS-022 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
GC §34090
Development
Services / Code
Enforcement
DS-023 Liens P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(a)

HOUSING
Development
Services /
Housing
DS-024 Applications for Loans: Rejected (First Time
Home Buyers, Rehabilitation, etc.) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-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).

Development
Services /
Housing
DS-025 Construction Projects (Senior Housing, 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; 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 §§336(a), 337 et. seq., GC
§34090
Development
Services /
Housing
DS-026
Homeless Services / Homeless Outreach
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; statewide
guidelines propose 4 years; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Development
Services /
Housing
DS-027
Housing Files - Income Verification, racial, ethnic,
gender, disability status, HUD reports, Inspection
reports, Lead-based Paint, etc.
3 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department preference (consistent with
Section 8); 24 CFR 982.158(f); 29 CFR

97.42;
Development
Services /
Housing
DS-028
Housing Plans: Consolidated Annual
Performance and Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS) / Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans, etc.

Expiration +
5 years Mag, Ppr Required for 5 years; 24 CFR 91.105(h); GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-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).

Development
Services /
Housing
DS-029
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME /
CDBG Housing Projects
WITHOUT a Recapture / Resale Restriction
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.333;
24 CFR 92.508(a)(c), & 570.502,
982.158, 884.214; 29 CFR 97.42; GC
§34090
Development
Services /
Housing
DS-030
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME,
Affordable Covenants and Restrictions / CDBG
Housing Projects
WITH a Recapture / Resale Restriction
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer

Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.333; 24
CFR 92.508(a)(c)(2) & 570.502(b),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Development
Services /
Housing
DS-031 Mobilehome Rent Control Hearing Determinations P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Housing
DS-032 Mobilehome Rent Control Owner Registration
Expiration /
Change in
Ownership +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Housing
DS-033
Mobilehome Rent Control Owner Registration,
Fair Return and Capital Improvement
Applications, Etc.

P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Housing
DS-034 Mobilehome Rent Control Tenant Petitions, etc. 10 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-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).

Development
Services /
Housing
DS-035 Property Management: Tenant / Leases, etc.

Completion
of Lease + 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090

INSPECTIONS
Development
Services /
Inspections
DS-036 Building Permit Inspections - Correction Notices or Stop Work Notices
After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090

PLANNING
Lead Dept. DS-037 Permit Database (Accella) Indefinite (Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-7
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).

Development
Services /
Planning
DS-038
Planning Projects - Discretionary &
Ministerial - Approved Permanent
Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
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
Development
Services /
Planning
DS-039 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Planning
DS-040 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-8
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).

Census Bureau DS-041 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(Non-Records - Census Bureau is OFR)
Development
Services /
Planning
DS-042 Developer Trust Accounts Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Development
Services /
Planning
DS-043
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
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
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
Development
Services /
Planning
DS-044
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I
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
Development
Services /
Planning
DS-045
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans
and Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Planning
DS-046 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
CHINO, CA. ©1995-2024 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: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-9
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).

Development
Services /
Planning
DS-047 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Services /
Recreation
Services
DS-048 Mobilehome Park Rent Stabilization Commission

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Services /
Recreation
Services
DS-049 Mobilehome Park Rent Stabilization Commission
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Community
Services /
Recreation
Services
DS-050 Mobilehome Park Rent Stabilization Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
City Clerk DS-051
Planning Commission

AGENDAS & STAFF REPORTS
Send all final originals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Development
Services /
Planning
DS-052 Planning Commission
AUDIO or VIDEO RECORDINGS
Minimum 4
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
City Clerk DS-053
Planning Commission

MINUTES & RESOLUTIONS
Send all final originals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Accessibility, Building, Code Enforcement, Housing, Inspections, Planning) Page DS-10
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).

Development
Services /
Planning
DS-054
Preliminary Application Form (required for a
housing development project that includes
residential units; form is provided by California
Department of Housing & Community
Development
5 years Mag, Ppr
Various benchmarks are placed using
the number of residential dwelling units
on the project site within the last five
years; GC §§34090, 66300.

Development
Services /
Planning
DS-055
Temporary Permits (Approved & Unapproved)
Banner Permits, Special Event Permits, Tree
Removal Permit, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Development
Services /
Planning
DS-056 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Planning
DS-057 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Development
Services /
Planning
DS-058 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Bonds &
Develop.

FIN-002
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): GC §43900 et
seq.

FINANCE / BUDGET
Finance /
Budget &
Revenue
FIN-003 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Budget &
Revenue
FIN-004 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-005 Business License Database / ERP Database
(Tyler Munis)
Indefinite -
Minimum 7
years
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-006 Business License Applications 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-007 Business License Registrations and
Renewals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-008 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-009
Accounts Payable / Invoices and Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
Finance /
General
Accounting
FIN-010
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-011
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Street Lighting Districts / Special Districts
Engineers Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
General
Accounting
FIN-012
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
General
Accounting
FIN-013 Audit Work Papers
Drafts -
When No
Longer
Required
Mag, Ppr Department Preference; (preliminary
drafts); GC §34090
Finance /
General
Accounting
FIN-014 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (exceeds
municipal government auditing
standards to ensure FEMA or OES
does not recoup money); GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FIN-015
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-016 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-017 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-018 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1
Finance /
General
Accounting
FIN-019 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-020 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-021 Investment Reports 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Finance /
General
Accounting
FIN-022
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 43900
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
General
Accounting
FIN-023 Journal Entries / Journal Vouchers / Budget
Adjustments 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
Finance /
General
Accounting
FIN-024
Reports, Financial Reports Created by the
Finance Database, General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Ppr
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-025
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-026 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Finance /
Lead Div. FIN-027 Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Payroll FIN-028
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-029 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-030 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll FIN-031
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-032 Employee Payroll File (Original W-4s, copies of deductions, etc.

Separation +
5 years Mag, Ppr
Department preference; W-4s are
required four years after the due date
of such tax for the return period to
which the records relate, or the date
such tax is paid, whichever is the later
GC §34090; 26 CFR 31.6001-1
Finance /
Payroll FIN-033 Garnishments, Child Support, Court Orders regarding Employee Wages
Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Payroll FIN-034 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-035 PERS Statements (Books) 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-036 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Payroll FIN-037 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-038 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1

FINANCE / PURCHASING
Finance /
Lead Div. FIN-039 Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Purchasing FIN-040
Bid Packets / Pre-Qualification Packets /
Solicitations / Planet Bids Database
Unsuccessful Proposals, Notices, etc.

Lead Department determines successful
proposer
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to meet
possible grant audits; GC §34090
Finance /
Purchasing FIN-041 Bonds: Bid Bonds
After
issuance of
Notice to
Proceed
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §34090
Finance /
Purchasing FIN-042 Bonds: Performance Bonds, Payment Bonds 45 days
After Filing
of Notice of
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Purchasing FIN-043 Purchase Orders & Requisitions 7 years Yes: Before Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to match
Database retention; (Professional
Services always have a contract,
therefore Errors & Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors & Omissions;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090
Finance /
Purchasing FIN-043.5 Fleet - Vehicle Titles ("Pink Slips") Sale or Disposal Ppr Given to Auction House / New Owner;
GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / UTILITY BILLING
Finance /
Utility
Billing
FIN-044 Utility Billing Database (Tyler Munis)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Utility
Billing
FIN-045 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
Utility
Billing
FIN-046 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
(Bank) FIN-047
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions Mag, Ppr These are bank instruments, and not City records; per bank agreement.

Finance /
Utility
Billing
FIN-048 Collection Agency Assignments / Unpaid
Accounts 7 years Mag, Ppr
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Utility
Billing
FIN-049 Order to Begin Service Forms 2 years Mag, Ppr Data is entered into database; GC §34090 et seq.

Finance /
Utility
Billing
FIN-050 Payment Stubs / Water Receipts / Utility
Receipts (when payment is submitted)
When No
Longer
Required
Mag, Ppr
Preliminary Documents - payments can
be made without including the stub; GC
§34090 et seq.

Finance /
Utility
Billing
FIN-051 Prop. 218 (Property-based fees) Notices, Mailing List 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53753(e)(2)
Finance /
Utility
Billing
FIN-052 Variance Adjustments 5 years Mag, Ppr Department preference to meet auditing standards; GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Utility
Billing
FIN-053 Water Billing: Appeals - Payment Delinquency
& Impending Discontinuation
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-054
Water Billing: Non-payment Notices / Notice of
Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-055 Water Billing: NSF Checks / Adjustments to
Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility
Billing
FIN-056 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Finance /
Utility
Billing
FIN-057 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Utility
Billing
FIN-058 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
Finance /
Utility
Billing
FIN-059
Work Orders / Service Requests Water On &
Offs, Water Maintenance for Less than 2
inch diameter - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag
Data is interrelated; Meets Health
Department regulations for Potable
Water; GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) &
Transmittal Form)
5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-002 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of
the Contract +
6 years
Yes: For
Duration of
Contract
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after action; 29 CFR 1627.3(b)(2); 29
USC 1027; 28 CCR 1300.85.1; GC
§34090
Human
Resources HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final
disposition of formal complaint; State
requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Human
Resources HR-004
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-005 Compensation Surveys & Studies Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-006 Contracts for Investigators (Employees Only) Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-007 DE-34 (California EDD Report of New
Employees) 5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-008 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1
Human
Resources HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Human
Resources HR-010
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims, Claims for Paid Family Leave /
FMLA, Disability Insurance Claims &
Additional Information)
Close + 5
years Mag, Ppr
Department Preference; meets municipal
government auditing standards; GC
§34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-011 Employee Investigations Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-012 Employment Verifications (From lenders or other outside companies)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-013 Grievances Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-014 I-9s Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 4 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-015 Job Descriptions / Job Classification / Job Specifications
Minimum
Superseded +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Human
Resources HR-016 Livescan Applications for Employees
Minimum
Separation +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources HR-017 Livescan Applications for Volunteers
Minimum
Separation +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources HR-018
Long Term Disability Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
(Workers Compensation is retained by
Legal & Risk Management)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
Human
Resources HR-019
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Policy Acknowledgements,
Employee's Oath of Office / Oath for
Disaster Worker, Harassment Prevention
Training Certificates, PAF / Personnel
Action Forms, copies of W-4s, etc.)
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; 29
CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 53237.2(b),
LC 1198.5
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-020
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respiratory
Fit Tests, etc.

Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-021
Recruitment and Testing File / NeoGov
Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-022 Retiree Medical Enrollment / Retiree Billing / COBRA Billing 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources HR-023
Volunteer / Unpaid Intern LiveScan
Responses / CORIs (Criminal Offender
Record Information) - Successful
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources HR-024
Volunteer / Unpaid Intern LiveScan
Responses / CORIs (Criminal Offender
Record Information) - Unsuccessful
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1 year
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk Manage.

HR-025 Claim for Damages / Claims Against the City
Final
Resolution +
2 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; municipal
government auditing standards is 5 years -
Finance retains records of payments;
Statute of Limitations is 4 years; CCP
§§337 et seq., 343; GC §34090,
Human
Resources /
Risk Manage.

HR-026
Insurance Policies -
General Liability, Workers Compensation
Excess Liability
P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP §337
et seq.; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i); GC §§ 911.2, 34090
Human
Resources /
Risk Manage.

HR-027 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et
seq.; GC §34090
Human
Resources /
Risk Manage.

HR-028 OSHA Citations and Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
Human
Resources /
Risk Manage.

HR-029 OSHA Logs - 200, 300, 301, 301A 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR 14300.33(a), 8
CCR §3203(b)(1), GC §34090.7; LC
§6429c
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.1 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES / RISK MANAGEMENT Page HR-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources /
Risk Manage.

HR-030 Safety Committee / Safety Steering
Committee 5 years Mag, Ppr Department preference; GC §34090 et seq.

Human
Resources /
Risk Manage.

HR-031 Safety Investigations 5 years Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Risk Manage.

HR-032 Site Inspection Forms / Self Inspections /
Job Site Inspections / Facility Inspections 5 years Mag, OD, Ppr S Yes: After

QC & OD
Department preference; GC §34090 et
seq.

Human
Resources /
Risk Manage.

HR-033
Subrogation Claims:/ Property Damage
Claims / Restitution / Recovery of Damages
to City Property / City's Invoices to
Insurance Companies
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources /
Risk Manage.

HR-034
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE ADMINISTRATION / POLICE CHIEF
Fire / Admin.
and Police /
Admin. / Chief
PD-001
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire / Admin.
and Police /
Admin. / Chief
PD-002
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Admin.
and Police /
Admin. / Chief
PD-003 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire / Admin.
and Police /
Admin. / Chief
PD-004 Reports and Studies - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Admin.
and Police /
Admin. / Chief
PD-005 Ride-A-Long Waiver Form 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

OPERATIONS / COMMUNICATIONS / CAD / DISPATCH / AUDIO AND VIDEO RECORDINGS Police / Ops /
Communi-
cations
PD-006
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings, Manual Dispatch Cards
366 days Mag
Department Preference; legally mandated for
100 days; (civil suits may be filed up to 365
days); GC §§34090, 34090.6
Police / Ops /
Communi-
cations
PD-007
Recordings: Video - Jail / Temporary
Holding / Building Security / Department
Activity (Employees Performing Work,
Cashiering, Building Security, etc.)
366 days Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police / Ops /
Communi-
cations
PD-008 Recordings: Video - Public Areas / Public
Activity / Pod Cameras
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Communi-
cations
PD-009 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

OPERATIONS / EXPLORERS PROGRAM
Police /
Operations /
Explorers
Program
PD-010 Background Files - Successful Explorers Separation + 3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Operations /
Explorers
Program
PD-011 Background Files - Unsuccessful
Explorers 3 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

OPERATIONS / FIELD OPERATIONS / PATROL & TRAFFIC UNIT
Police / Ops /
Patrol & Traffic PD-012 Canine (Police Service Dogs) Program Files: Animal Files
Separation +
2 years Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-013 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police / Ops /
Patrol & Traffic PD-014 Ops Plans (CIB Search Warrant Operations Plans, Fourth of July, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-015 PAS Device Calibration Logs 4 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-016 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police / Ops /
Patrol & Traffic PD-017 Recordings: Automated License Plate Readers (ALPR)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Patrol & Traffic PD-018 Recordings: Drone (Unmanned Aerial Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police / Ops /
Patrol & Traffic PD-019 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-020 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol & Traffic PD-021 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

SUPPORT SERVICES / CRIME PREVENTION & COMMUNITY RELATIONS State of
California PD-022 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications
When No
Longer
Required
Mag, Ppr Not a City record
Police /
Support
Services /
Crime
Prevention
PD-023 Crime Prevention & Community Relations
Programs
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Crime
Prevention
PD-024
Regulatory Permits & Licenses: Dance,
Entertainment, Firearms Dealers, Pawn,
Secondhand Dealer, Massage, Security
Guard,, Solicitors Permits, etc.

Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

SUPPORT SERVICES / INVESTIGATIONS
Police /
Support
Services /
Investigations
PD-025 Criminal Intelligence Files Last Entry +
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained
longer than 5 years; 28 CFR 23.20(h); GC
§34090
Police /
Support
Services /
Investigations
PD-026 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Support
Services /
Investigations
PD-027 Informant Files / Gang Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Support
Services /
Investigations
PD-028 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); GC §34090
Police /
Support
Services /
Investigations
PD-029 Registrants: Gang Juveniles Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Court or
District
Attorney
PD-030 Subpoenas (Personal Appearance of Police
Employees)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Court or District Attorney records; GC §34090
et seq.

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

SUPPORT SERVICES / PROFESSIONAL STANDARDS & TRAINING
Police /
Support
Services /
Professional
Standards
PD-031
Background Files - Successful, Sworn,
Non-Sworn and Volunteer Applicants
(Cadets, CERT, Chaplains, Interns, etc.)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Courts may treat
volunteers as employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
Police /
Support
Services /
Professional
Standards
PD-032
Background Files - Unsuccessful
Volunteer Applicants (Cadets, CERT,
Chaplains, Interns, etc.)
3 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Support
Services /
Professional
Standards
PD-033
Background Files - Unsuccessful
Employee Sworn and Non-Sworn
Applicants (Employees only)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Support
Services /
Professional
Standards
PD-034
Complaints from Employees / Internal
Complaints - WITH or WITHOUT
Sustained Finding of Misconduct (no
Employment Action - no demotion or
termination)
If there are any employment actions, the
record is retained in the personnel file
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Professional
Standards
PD-035
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct -
Pursuant to Penal Code 832.5(b)
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
PC §§832.5, 832.7; GC §§12946, 12960,
34090;
Police /
Support
Services /
Professional
Standards
PD-036
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct - NOT
Pursuant to Penal Code 832.5(b)
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§12946, 12960, 34090;
Police /
Support
Services /
Professional
Standards
PD-037
Complaints from Members of the Public -
Internal Affairs Investigations WITHOUT
Sustained Finding of Misconduct -
SWORN Employees
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Support
Services /
Professional
Standards
PD-038
Reviews: On-Duty Traffic Accidents, Use of
Force, Vehicle Pursuits - Not as a result of
a complaint from a member of the public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§12946, 12960,
34090
Police /
Support
Services /
Professional
Standards
PD-039 Recordings: Body-Worn Cameras – LOGS
of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Professional
Standards
PD-040
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Support
Services /
Professional
Standards
PD-041 Recordings: Body-Worn Cameras - that
are NOT evidence
Minimum 90
days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Support
Services /
Professional
Standards
PD-042
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Support
Services /
Professional
Standards
PD-043
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; Includes Use of
Force training, safety training, etc.

Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Support
Services /
Professional
Standards
PD-044
Training - Department Training Records -

EMPLOYEE FILE
Training Certificates / Training Records
Separation 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Rosters are sent to
POST; OSHA requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 8
CCR §3203 et seq., 29 CFR 1602.31 , LC
§6429(c); GC §§12946,12960, 34090,
53235.2(b)
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Professional
Standards
PD-045
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P Mag, Department preference; GC §34090

SUPPORT SERVICES / PROPERTY AND EVIDENCE
Police /
Support
Services /
Property &
Evidence
PD-046 Property & Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag Department Preference (data is interrelated);
GC §34090
Police /
Support
Services /
Property &
Evidence
PD-047 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-048 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-049 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Property &
Evidence
PD-050 Recordings: Video - Evidence Room Minimum 18
months Mag Pursuant to Evidence Auditor's
recommendation; GC §34090.6 et seq,
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Property &
Evidence
PD-051 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT SERVICES / RECORDS
Police /
Support
Services /
Records
PD-052 RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag Data Fields / Records are interrelated; GC
§34090
Police /
Support
Services /
Records
PD-053 Bicycle Licenses Expiration +
2 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-054
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-055
Citations or Notice of Violations (Parking,
Traffic, Marijuana / Cannabis). Includes
requests for dismissals, cancellations, and
appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

State of
California PD-056
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support
Services /
Records
PD-057 Department of Justice Validation Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Records
PD-058 Holding Cell Logs / Temporary Holding
Facility Logs (Juveniles & Adults) 2 years Mag, Ppr Department preference; Preliminary drafts; GC §34090 et seq.

Police /
Support
Services /
Records
PD-059 Local Criminal History Checks / Records
Background Checks
When No
Longer
Required
Mag, Ppr These are copies / printouts from the RMS
database; GC §34090 et seq.

Police /
Support
Services /
Records
PD-060 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-061 Parking Permits / Preferential Parking
Permits / Oversized Vehicle Parking Permits
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-062
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-063
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-064
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD W&I §§389(a), 781(d), GC §34090;
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Records
PD-065
POLICE REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Support
Services /
Records
PD-066
POLICE REPORTS:

ALL Capital Crimes, Homicide, Juvenile
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Support
Services /
Records
PD-067
POLICE REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
Police /
Support
Services /
Records
PD-068
POLICE REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies and Misdemeanors) Includes
Traffic Collisions / Fatals, Miscellaneous
non-criminal reports, etc.
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Support
Services /
Records
PD-069
POLICE REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Records
PD-070
POLICE REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Support
Services /
Records
PD-071
POLICE REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Records
PD-072
POLICE REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
Police /
Support
Services /
Records
PD-073
POLICE REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-074
POLICE REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
CHINO, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Support
Services /
Records
PD-075 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-076 Records Destruction Certificates - Police
Only (CLETS, etc.) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-077 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Support
Services /
Records
PD-078
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC
§34090.7
Police /
Support
Services /
Records
PD-079 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-080 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Police /
Support
Services /
Records
PD-081 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Court PD-082
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing,
Proof of Service (When Not filed with the
case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Not a City record
Police /
Support
Services /
Records
PD-083 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§34090
Court or
District
Attorney
PD-084 Subpoenas Duces Tecum
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Court or District Attorney records; GC §34090
et seq.

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / ENGINEERING
Lead Dept. PW-001 Permit Database (Accella) Indefinite (Perm) Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
City Clerk PW-002
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:

Engineers Reports
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Retained in City Council Agenda Packets;
GC §34090.7
Public Works /
Engineering PW-003
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:

Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-005
Bonds: Labor & Materials, Performance Bonds,
Letters of Credit, Encroachment Permits,
Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCE-
ONLY PROJECTS (Painting, Re-Roof, etc. -
No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-007
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
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; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-008
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; 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 PW-009
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering PW-010
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-012
Encroachment Permits / License Agreements:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-013
Encroachment Permits: Temporary (Banner
Permit, Block Park, Excavation, Street Closure
Permits, Street Cuts, Street & Sidewalk Repair,
Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Minimum
Expiration +
3 years
Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. PW-014
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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 (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Engineering PW-015 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-016
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-017
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-018 Sewer Master Plan P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-019 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-020 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-021 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or Sheriff PW-022 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies or Not City Records; GC
§34090.7
Public Works /
Engineering PW-023 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-024 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-025 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-026 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc.

Expiration +
2 years
Yes: Until
Expiration Mag, Ppr S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-027 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / ENVIRONMENTAL
Public Works /
Environmental PW-028 FOG (Fats, Oil & Grease) Inspections / Pretreatment Annual & Quarterly Reports 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; 40 CFR 403.12
Public Works /
Environmental PW-028.5
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Public Works /
Environmental PW-029
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report / Measure D annual report /
Form 303 report (HHW report) Household
Hazardous Waste Reports / CalREcycle Used
Oil report / CalREcycle Bottles & Cans report /
Construction Waste Management Forms, State
Waste Reduction Reports, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for 10
years, and are eligible for an extension;
14 CCR 18812.4, 14 CCR § 18995.2;
H&S §39730.7; GC §34090
Public Works /
Environmental PW-030 Solid Waste Tonnage Reports / Statistics 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Environmental PW-031 Solid Waste: Construction Waste Management 10 years Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Environmental PW-032 Storm Drain Inspections / Catch Basin Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Environmental PW-033 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Environmental PW-034
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-035 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-036 Stormwater: NPDES Permits (Co-Permittee) Superseded + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-037 Street Sweeping Tonnage Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental PW-038 Water Conservation Programs (Shower Heads, Turf Replacement, Washer Replacement, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; (meets auditing
standards); GC §34090

PUBLIC WORKS / SERVICES
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Lead Div. PW-039 AQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Services PW-040
Confined Space Entries / Hot Work Permits /
Lock Out / Tag Out / Energy Control Procedures
(ECP) / Air Monitoring Calibrations
5 years Ppr
Department preference; 8 CCR
5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6); GC §34090
Public Works /
Lead Div. PW-041 Fleet - Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Services PW-042
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Services PW-043 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Services PW-044 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Services PW-045
Fleet - Vehicle & Equipment History Files /
Database
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Services PW-046
Maintenance Only Projects / Goods And
Services (Slip lining, turf replacement, etc. - No
change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Services PW-047 Herbicide or Pesticide Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Lead Div. PW-048 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Services PW-049 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Services PW-050
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 / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / 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 /
Services PW-051 Sewer - CCTV Videos of Sewer Lines Minimum 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Services PW-052 Sewer - Sanitary Spills and Overflows (SSOs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Services PW-053 Street Light Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Services PW-054 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Services PW-055 Tree DATABASE (West Coast Arborists)
Indefinite -
Minimum 3
years
Mag Data is interrelated; GC §34090
Public Works /
Services PW-056 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-057 Underground Service Alerts (USA's) / Dig Alerts 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Regional Notification Center has the
obligation to retain the notice for 3 years;
GC §§4216.2(f) & 4216.3(e), 34090
Division
Providing
Service / Work
PW-058
Work Orders / Service Requests / Daily Work
Reports - Excludes Infrastructure & Water -
CRM / CMMS DATABASE (Computerized
Maintenance Management System)
When ALL information is entered into the
database
Indefinite -
Minimum 2
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-059
Work Orders / Service Requests / Daily Work
Reports - All Information Entered in CRM /
CMMS Database - Excludes Infrastructure &
Water
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service / Work
PW-060
Work Orders / Service Requests / Daily Work
Reports - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database) Excludes Infrastructure &
Water
(Division providing service retains originals;
Division requesting service is considered a
copy)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / WATER
Public Works /
Water PW-061 SCADA Database (Water)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Public Works /
Water PW-062 Backflow Test Results / Backflow Assembly Test Reports 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; 17 CCR 7605(f);
GC §34090
Public Works /
Water PW-063
Capital Improvement Projects (CIP) - where
Water is the Lead: MAINTENANCE-ONLY
PROJECTS (Slip Lining, etc. - No change in
Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Water PW-064
Capital Improvement Projects (CIP) - where
Water is the Lead: Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
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; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Water PW-065
Capital Improvement Projects (CIP) - where
Water is the Lead: Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Water PW-066 Consumer Confidence Report - Annual Water
Quality Report P Mag,
OD, Ppr S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
Public Works /
Water PW-067
Drawings - where Water is the Lead: Record
Drawings, Maps, Large-Format Drawings,
Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Water PW-068 Fire Hydrant Flow Tests / Flushing, Valve
Exercises, Maintenance
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water PW-069 Lab Reports & Chains of Custody: Potable
Water Bacteriological and Organics
Minimum 5
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Water PW-070 Lab Reports & Chains of Custody: Potable
Water Chemical (Includes Chlorine Residuals)
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Public Works /
Water PW-071 Lab Reports & Chains of Custody: Potable
Water Lead & Copper
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
Public Works /
Water PW-072
Lab Reports & Chains of Custody: ALL Potable
Water (Bacteriological and Organics,
Chemical, Lead & Copper)
Minimum 12
years
Mag,
OD, Ppr S / I Yes - After

QC & OD
Department Preference; Only Lead &
Copper is Required for 12 years or 2
compliance cycles; Chemical is 10 years,
B 22 CCR 64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91;
Public Works /
Water PW-073 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
Public Works /
Water PW-074 Reservoirs: Inspection Reports, Maintenance Records P
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD Department preference; GC §34090
Public Works /
Water PW-075 Water Leaks 5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference for meet DPH
regulations; GC §34090
Public Works /
Water PW-076 Water Rights P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water PW-077
Water Supply Assessments, Studies, Reports /
Stream Studies and Flow / Water Planning
Studies
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
Public Works /
Water PW-078 Water System Variances P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §60201
CHINO, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental, Services, Water)
Page PW-13
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Water PW-079 Wells / Well History (including abandoned or destroyed wells) P
Mag,
Mfr, OD,
Ppr
S Yes - After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
PW-080
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-081
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-082
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S Yes - After

Chino City CouncilSeptember 17, 2024

Chino City Council
September 17, 2024