Exhibit 1 - Citywide Retention Schedules — Corona City Council, August 21, 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 therefore 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 Department. 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) terms used in State law: 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, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable 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. 8.0 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 INFORMAL (Not
Approved by the City Council)
NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
City Clerk retains originals if they were
approved by the City Council
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

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

QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors
& Omissions; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703(a)
CITY-WIDE (Used by All Departments)
CORONA, CA. ©1995-2023 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: 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 INFORMAL (Not
Approved by the City Council)
INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
City Clerk retains originals if they were
approved by the City Council
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 preparedness; Statute of
Limitations is 4 years; 10 years for Errors
& Omissions; land records are permanent
by law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in
48 CFR 4.703
Lead Dept. CW-005
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
Completion +
4 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
CORONA, CA. ©1995-2023 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: 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)
Lead Dept. CW-006
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
Completion +
4 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-007
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-008
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
Lead Dept. CW-009
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
Lead Dept. CW-010
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)
CORONA, CA. ©1995-2023 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: 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)
Lead Dept. CW-011
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
Lead Dept. CW-012
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.

Lead Dept. CW-013
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-014 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-015 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-016
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; GC §34090; City of
San Jose v. Superior Court (Smith).

S218066. Supreme Court of
California, 2017
CORONA, CA. ©1995-2023 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: 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)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
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 or stop work notices for
construction projects, undeliverable envelopes,
visitors logs, voice mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or
that ARE made or retained for the
purpose of preserving the informational
content for future reference are saved
by printing them out and placing in a file
folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC §34090,
GC §7927.500; Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-018 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
CORONA, CA. ©1995-2023 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: 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)
Lead Dept. CW-019 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-020 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-021 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-022
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-023 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
Human
Resources CW-024 Personnel Files (Department Copies)
Send all originals to Human Resources
Separation or
Transfer + 3
years
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
CORONA, CA. ©1995-2023 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: 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. CW-025 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-026 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-027
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-028 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-029 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
Lead Dept.
(Who Ordered
the Appraisal)
CW-030 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-031
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
CORONA, CA. ©1995-2023 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: 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-032
Reference Materials: Procedures, Brochures,
Flyers, Manuals, Newsletters, Plans / Strategic
Plans, etc.: Produced by YOUR Department
Send all Policies / Administrative Policies to the
City Clerk
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-033
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-034 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-035 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
Lead Dept. CW-036 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-037 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.

City Clerk or
Police CW-038 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Ver. 8.0 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-039
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-040
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters, 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)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.)

CITY ATTORNEY
City Attorney CA-001 Administrative Hearings (Dangerous Animals, etc.)
Final
Decision + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-002 Amicus Briefs Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-003 City Attorney Opinions 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-004
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals, Settlement Agreements, Court
Decisions, etc.

Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney CA-005 Legal Advice Files Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-006 Legal Case Management Software
Database Indefinite Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CORONA, CA. ©1995 - 2023 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: CITY CLERK Page 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).

City Clerk CC-001
Agenda Packets - City Council, Housing
Authority, Public Financing Authority,
Redevelopment Agency, Successor
Agency, Oversight Board, Committee of the
Whole (dissolved 4/2023), Corona Utility
Authority (CUA)
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements & Contracts, Amendments -
FORMAL (Approved by the City Council)
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED into the
Records Management Software) Excludes
Recreation
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), Initial insurance
certificates
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion
+ 4 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
4 years for all contracts; CCP §§337. 337.1(a),
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)

CITY CLERK
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-003
Agreements & Contracts, Amendments -
FORMAL (Approved by the City Council)
(INFRASTRUCTURE, OR IF IMAGED into the
Records Management Software, JPAs,
Liens, MOUs, Public Agencies)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work), 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)
City Clerk CC-004 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090 City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 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
City Clerk CC-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-008 Claim Forms 5 years Mag, Ppr Yes: After

QC & OD
Department preference; Risk Management
handles Claim Files; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-009
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED / DATABASE
(NetFile)
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
City Clerk CC-010
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)
City Clerk CC-011
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)
City Clerk CC-012 Economic Interest Filings (FPPC Form 635 / 602) - Lobbyist Authorization / Reporting 5 years Mag, Ppr 2 CCR 18615(f), GC §34090 City Clerk CC-013
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-014 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-015 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-016 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)
City Clerk CC-017 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-018 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)
City Clerk CC-019
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 CC-020
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)
City Clerk CC-021
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
City Clerk CC-022
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)
City Clerk CC-023
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)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)
City Clerk CC-024
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
City Clerk CC-025
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

CITY CLERK ELECTIONS (CONSOLIDATED)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-026
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
City Clerk CC-027
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 City Clerk CC-028 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
City Clerk CC-029 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
(End of Elections Section)
City Clerk CC-030 Ethics Training Certificates for City Council, Board and Commission Members, Employees 5 years Mag, Mfr, OD, Ppr S Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City Clerk CC-031
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
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page 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).

CITY CLERK
City Clerk CC-035 Judgements (Money Judgments in Favor of City) 20 years Mag, Mfr, OD, Ppr S / I No Department preference; GC §34090 City Attorney CC-032 Lawsuits / Litigation
Final
Resolution +
2 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,
City Clerk CC-033
Minutes: City Council, Housing Authority,
Public Financing Authority, Redevelopment
Agency, Successor Agency, Oversight
Board, Corona Utility Authority (CUA)
All Boards & Commissions: Committee of the
Whole (dissolved 4/2023), Library Board of
Trustees, Parks & Recreation Commission,
Planning & Housing Commission,
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-034 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
City Clerk CC-035 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-036
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 City Clerk CC-037
Preliminary Notices / Stop Work Notices (for
the City's construction projects - all are cleared
prior to a Notice of Completion)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-038 Public Records Requests / Subpoenas Duces Tecum / GovQA Database 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-039
Recorded Documents: Abstract of Judgment,
Agreements for Parking, Certificate of
Compliance, Deeds, Easements, Final Order
of Condemnation, Full Reconveyance, Liens,
Notice of Completion, Notice of Manufactured
Home, Rights of Way
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-040 Recordings: Audio or Video of City Council Meetings
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 CC-041 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-042
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Planning & Housing Commission,
Corona Utility Authority (CUA)
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk or
Police CC-043 Subpoenas (appearance or duces tecum) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Ver. 2.0 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 Closed Session Memos 5 years Mag, Ppr Department preference; GC §34090 City Manager CM-002
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-003 Proclamations & Certificates 2 years Mag, Ppr GC §34090 City Manager CM-004 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-005 Travel Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7
CORONA, CA. ©1995 - 2023 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: COMMUNICATIONS Page COMM-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).

COMMUNICATIONS
Communic. COMM-001 Articles 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Lead Dept. COMM-002
City Publications & Completed Graphic
Design Projects - WITH SIGNIFICANT

HISTORICAL VALUE
P Mag, Ppr
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
Lead Dept. COMM-003 City Publications & Graphic Design Projects When No
Longer
Required
Mag, Ppr
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
Lead Dept. COMM-004 Newspaper Clippings / Media 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
Lead Dept. COMM-005 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
Communic. COMM-006 Press Releases (excludes Police and Fire, which can issue their own) 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
GC §34090
Lead Dept. COMM-007 Videos - Educational, Promotional
When No
Longer
Required
Mag, Ppr
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
CORONA, CA. ©1995 - 2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) 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 ASSISTANCE
Community
Services /
Community
Assistance
CS-001
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 Community
Services /
Community
Assistance
CS-002
Housing Programs: Affordable Housing Projects, Rehabilitation, First Time Home Buyers, HOME / CDBG Housing ProjectsWITHOUT 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 Community
Services /
Community
Assistance
CS-003
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME, Affordable Covenants and Restrictions / CDBG Housing ProjectsWITH 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 Community
Services /
Community
Assistance
CS-004 Property Management: Tenant / Leases, etc.

Completion
of Lease + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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).

Community
Services /
Community
Assistance
CS-005
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental Documents, Engineering has all CIP Projects, and City Clerk has all Real Property records for Permanent retention) Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering CS-006
Redevelopment Projects & Project Areas CIP Projects built by Redevelopment Agency, if any Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Community
Development /
Planning
CS-007
Redevelopment Projects & Project Areas Environmental Documents / CEQA Permits, EIRs, Categorical Exemptions, Negative Declarations, etc.

Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CS-008
Redevelopment Projects & Project Areas Real Property: Deeds, Easements, Rights of Way Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Community
Services /
Community
Assistance
CS-009 Transit Ridership, Reports (contracted) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090

LIBRARY
Community
Services /
Library
CS-010 _Library Information / Library Management System Database Indefinite - Minimum 2 years Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090 Community
Services /
Library
CS-011 Comment Cards / Statements from Patrons
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Community
Services /
Library
CS-012 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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).

Community
Services /
Library
CS-013 Contest Winners (Awards or Certificates for Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.

Community
Services /
Library
CS-014 Contracts for Digital Services / Subscription for On-Line Services, Presenters, Collections Completion + 2 years Mag, Ppr GC §34090 et. seq.

Community
Services /
Library
CS-015 Facility Rental Applications (Room Reservations, etc. - also see Insurance on City-wide) 2 years Yes: Before Event Mag, Ppr GC §34090 Community
Services /
Library
CS-016
Grants: LSCA (Library Services and
Construction), LSTA (Library Services and
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act, IMLS (Institute of Museum & Library
Services), and PLF (Public Library
Foundation) ONLY. For all others, follow Citywide Schedule. (SUCCESSFUL Reports, and Financial Information) Send copy of application and award to Administrative Services Final
Expenditure
+ 5 years
Mag,
Mfr,
OD,
Ppr
S/ I
Yes:

After QC
& OD
Per California State Library Records Management Program Requirements (April 27, 1998); GC §34090 Community
Services /
Library
CS-017
History Collection Releases / Grant Deeds / Copyright Usage Permission / Photo or Video Release Agreement / Use Items from Library Collection, etc.

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

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

Community
Services /
Library
CS-018 Incident Reports / Disruptive Patrons Minimum 2 years Mag, Ppr Department Preference; GC §34090 CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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).

Community
Services /
Library
CS-019 Library Board of Trustees AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Services /
Library
CS-020 Library Board of Trustees AUDIO or VIDEO RECORDINGS Minimum 2 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 CS-021
Library Board of Trustees MINUTESSend all final originals 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 Community
Services /
Library
CS-022
Library Programs - Education, Youth & Families, Lifelong Learning, etc. (Program Manager's Records) When No
Longer
Required
Mag,
Ppr
Preliminary drafts / Content Not Substantive; GC §34090 Community
Services /
Library
CS-023 Library Statistics / Circulation Reports
When No
Longer
Required
Mag, Ppr Copies (placed in Library Board's Agenda Packet); GC §34090.7 Community
Services /
Library
CS-024 Passport Transmittals 24 months
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD US Passport requirement to destroy forms monthly; GC §34090 Community
Services /
Library
CS-025 Patron Applications / Internet User Agreements 2 years Yes Mag, Ppr GC §34090 Community
Services /
Library
CS-026 Program Sign Ups (e.g. Summer Reading)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary Drafts; GC §34090 Community
Services /
Library
CS-027
Registrations / Sign-ins / Waivers (Homework Center - Signed by participants, or their parent or guardian) 2 years Mag, Ppr GC §34090 et. seq.

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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).

Community
Services /
Library
CS-027.5 Waivers / Release Forms (Artists / Exhibitor's work in Display Cases) 2 years Mag, Ppr GC §34090 et. seq.

RECREATION SERVICES
Community
Services /
Recreation
Services
CS-028 _Recreation Activity Registration Database (CivicRec) Indefinite - Minimum 2 years Mag, Department preference; GC §34090 Community
Services /
Recreation
Services
CS-029
Activity / Special Programs / Event FilesChildren's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Community
Services /
Recreation
Services
CS-030 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 /
Recreation
Services
CS-031
Agreements & Contracts - Class Instructors, Performers, Special Events, Sponsorships, Others where Errors & Omissions don't apply Completion +
2 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Statute of Limitations for Errors & Omissions is not applicable; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Community
Services /
Recreation
Services
CS-032
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
CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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 /
Engineering
OR
Community
Services
CS-033
Capital Improvement Projects (CIP) - where Community Services is the Lead: MAINTENANCE-ONLY PROJECTS (Painting, Pavement Resurfacing, Potholing, Signal Synchronization, Slip Lining, Slurry Seal, ReRoof, 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 /
Engineering
OR
Community
Services
CS-034
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 Public Works /
Engineering
OR
Community
Services
CS-035
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 CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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 /
Engineering
OR
Community
Services
CS-036
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 Community
Services /
Recreation
Services
CS-037 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 /
Recreation
Services
CS-038 Incident Reports / Disruptive Patrons 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services /
Recreation
Services
CS-039 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Services /
Recreation
Services
CS-040
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 /
Library
CS-041 Parks & Recreation Commission AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Services /
Library
CS-042 Parks & Recreation Commission AUDIO or VIDEO RECORDINGS Minimum 2 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 CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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).

City Clerk CS-043
Parks & Recreation CommissionMINUTESSend all final originals 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 Community
Services /
Recreation
Services
CS-044 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 /
Recreation
Services
CS-045 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 Lead Dept. CS-046
Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Lead Dept. CS-047
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
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 Community
Services /
Recreation
Services
CS-048 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 Division
Providing
Service / Work
CS-049
Work Orders / Service Requests / Service Orders -
CRM / CMMS DATABASE (Computerized Maintenance Management System) Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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).

Division
Providing
Service / Work
CS-050
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-051
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 Community
Services /
Transport.

CS-052 Applications for Service (Commuter Shuttles, Dial- a-Ride, etc.) Expiration + 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC § 34090 Community
Services /
Transport.

CS-053 Bus / Vehicle Procurement
Disposal of
Vehicle + 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(c); CCP §337 et. Seq., GC §34090 Community
Services /
Transport.

CS-054 Daily Safety Checks / Pre-Starts / Commercial Vehicle Prestarts (Transportation Only) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; If a motor carrier, required for 3 and 14 months; 49 CFR 396.11(c)(2); 49 CFR 396.21(b)(1); GC §§ 34090 Community
Services /
Transport.

CS-055 Dispatch System / Route Match / Dial-a-Ride / Mini-Bus / Door-to-Door Database (Route Match) Indefinite - Minimum 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§ 34090 Community
Services /
Transport.

CS-056 Licenses & Permits (to Operate Public Transportation) Expiration + 2 years Yes (until expiration) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 34090

COMMUNITY SERVICES / TRANSPORTATION
CORONA, CA. ©1995-2023 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: COMMUNITY SERVICES (Community Assistance, Library, Recreation Services, Transportation) Page CS-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).

Community
Services /
Transport.

CS-057 Manifests / Passenger Manifests / Passenger Counts / Trip Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Consistent with accounts receivable; GC §§ 34090 Community
Services /
Transport.

CS-058 Reports from Drivers / Driver's Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; Consistent with other safety requirements; GC §§ 34090 Community
Services /
Transport.

CS-059 Schedules - Transportation
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts / content not substantive (the Time Sheet is the final record); GC § 34090 et seq.

Community
Services /
Transport.

CS-060 Video Recordings: Exterior and Interior of Vehicles When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD No forward-facing videos; Records public activities; GC §34090 .6 CORONA, CA. ©1995-2023 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: ECONOMIC DEVELOPMENT Page ED-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).

ECONOMIC DEVELOPMENT
Economic
Development ED-001 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
Economic
Development ED-002 Downtown Revitalization / Downtown Business Improvement District Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
CORONA, CA. ©1995-2023 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: FINANCE Page FIN-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).

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 Financial Services Database / ERP
Database (One Solution)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Admin. FIN-002 Pension Stabilization Trust Board of Trustees

AGENDAS & STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Admin. FIN-003
Pension Stabilization Trust Board of Trustees
AUDIO or VIDEO RECORDINGS 2 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
Finance /
Admin. FIN-004 Pension Stabilization Trust Board of Trustees

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)

FINANCE / BONDS & DEVELOPMENT
Finance /
Bonds &
Develop.

FIN-005
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 /
Bonds &
Develop.

FIN-006 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

FINANCE / BUDGET & REVENUE
Finance /
Budget &
Revenue
FIN-007
Billable Hourly Rates (salaries/benefits plus an
overhead rates, used when City staff is billing
their time spent on a project, grant, etc.)
5 years Ppr Department preference; Meets
auditing standards; GC §34090 et seq.

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).

Finance /
Budget &
Revenue
FIN-008 Budget Transfers 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Budget &
Revenue
FIN-009 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-010 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Department Preference; GC §34090
Finance /
Budget &
Revenue
FIN-010.1 Business License Applications, Registrations
and Renewals 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Budget &
Revenue
FIN-010.2 Business License Database
Indefinite
(Minimum 5
years)
Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Budget &
Revenue
FIN-010.3 Cost Allocation Plans 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Budget &
Revenue
FIN-010.4 Property Tax Receipts 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Budget &
Revenue
FIN-010.5 User Fee Study 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-011 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
CORONA, CA. ©1995 - 2023 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: FINANCE Page FIN-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).

Finance /
General
Accounting
FIN-012
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-013
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-014
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-015 Audit Reports / Annual Consolidated 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-016 Audit Work Papers 5 years Mag, Ppr Department Preference; (preliminary drafts); GC §34090
Finance /
General
Accounting
FIN-017 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 10 years
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
Finance /
General
Accounting
FIN-018
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-019 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
CORONA, CA. ©1995 - 2023 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: FINANCE Page FIN-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).

Finance /
General
Accounting
FIN-020 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Finance /
General
Accounting
FIN-021 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-022 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-023
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 /
General
Accounting
FIN-024 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 /
General
Accounting
FIN-025
Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports,
Transaction Central Credit Card Refunds
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-026 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-027 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
CORONA, CA. ©1995 - 2023 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: FINANCE Page FIN-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).

Finance /
General
Accounting
FIN-028
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
Finance /
General
Accounting
FIN-029 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-030 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 /
General
Accounting
FIN-031
Reports, Financial Reports generated from
Database, General Ledgers Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.
(Springbrook)
5 years Mag, Ppr
Department Preference; Meets
auditing standards; Uncertain if
Financial system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-032
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-033
Treasurer's Reports signed or approved by the
City Treasurer / Financial Reports, Warrant
Reports, etc.
5 years Mag, Ppr Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-034 Vehicle Titles ("Pink Slips") Sale or
Disposal Ppr Given to Auction House / New Owner; GC §34090 Finance /
General
Accounting
FIN-035 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
CORONA, CA. ©1995 - 2023 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: FINANCE Page FIN-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).

Finance /
Lead Div. FIN-036 Financial Services Database / ERP Database (One Solution)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Human
Resources FIN-037
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
Finance /
Payroll FIN-038
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-039 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-040 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1 Finance /
Payroll FIN-041
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-042 Deferred Compensation (City Statements) 5 years Mag, Ppr Produced by Deferred Comp.

Provider; GC §304090, 26 CFR

31.6001.1
Finance /
Payroll FIN-043
Employee Payroll File (all Copies - Human
Recourses retains W-4s and other original
records
Upon
Separation Mag, Ppr Copies; GC §34090.7
Finance /
Payroll FIN-044 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
CORONA, CA. ©1995 - 2023 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: FINANCE Page FIN-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).

Finance /
Payroll FIN-045 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Ppr Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-046 PERS Statements (Books) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-047 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
Finance /
Payroll FIN-048 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);
Finance /
Payroll FIN-049 W-2's 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 / PURCHASING
Finance /
Lead Div. FIN-050 Financial Services Database / ERP
Database (One Solution)
Indefinite -
Minimum 7
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Purchasing FIN-051
Bid Packets / Pre-Qualification Packets /
Solicitations / Planet Bids Database
Unsuccessful Proposals, Notices, etc.

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

QC & OD
Department preference to meet
possible grant audits; GC §34090
CORONA, CA. ©1995 - 2023 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: FINANCE Page FIN-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).

Finance /
Purchasing FIN-052 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-053 Bonds: Performance Bonds, Payment Bonds After Filing
of Notice of
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Finance /
Purchasing FIN-054 Exigis Insurance Certificate Management Database (Certificate of Insurances) Indefinite -
Minimum 10
years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
Department preference; Longest
Statute of Limitations is 10 years;
Conforms with Agreement Retention
(usually filed with agreement); CCP
§337 et seq.; GC §34090
Finance /
Purchasing FIN-055 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
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

FIRE ADMINISTRATION
Fire /
Admin. FR-001 Fire Incident Database (ImageTrend)
Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; retention is required for Fire
Inspections / Business Inspection Files /
Occupancy Inspections / Approvals, Modification
/ Alternative Methods or Materials; CFC §104.6.2;
GC §34090 et seq.

Fire /
Admin. FR-002 Awards and Certificates that are NOT sent to Human Resources 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-003 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
Mag Does not record regular and ongoing operations;
GC §34090.6 et seq,
Fire /
Admin. FR-004 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-005 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Considered a preliminary draft / copy (the Fire
database is the original, and can accurately recreate the reports); GC §34090 et seq.

City Clerk FR-006 Mutual Aid Agreements, Joint Power
Authorities (Local and State)
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk is OFR; GC §34090.7
Fire /
Admin. FR-007
Public Affair Events (Certificates of
entitlement for fund-raisers and events, tours
and presentations, and public event
information - Fire Service Day, Press
Release, Press contacts and department
newsletters)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire /
Admin. FR-008
Legal Affairs (includes Public record
requests, Environmental Review requests,
Subpoena requests, injury/damage waivers,
Ride-a-long and parking requests, and use
of off-site facilities hold harmless waivers)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-009 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire /
Emergency
Manage.

FR-010 Emergency Operations Plan When
Superseded Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / EMS FR-011 Fire Incident ePCR Database (ImageTrend) Indefinite -
Minimum 20
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated (e-PCRs for minors are
required until 1 year after age 18, but not less
than 7 years - see Patient Care Reports); GC
§34090 et seq.

Fire / EMS FR-012 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag, Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / EMS FR-012.5 Employee Vaccinations, TB Test, etc.

Separation +
30 years OR
Deceased +
5 years
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, 34090
Fire / EMS FR-013 EMS Complaints 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years; 13
CCR 1100.7, CCP §340.5, GC §34090
Fire / EMS FR-014 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 24 CFR 164.530(j)

FIRE / EMERGENCY MEDICAL SERVICES
FIRE / EMERGENCY MANAGEMENT (See City-Wide for Grants)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire / EMS FR-015
Patient Care Reports / PCRs / e-PCRs (EMS
transportation) Reports: ALL (medical and
non-medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database (ImageTrend)
Patient Information Worksheets are drafts
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; minors are required until
1 year after age 18, but not less than 7 years; 10
years is recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, GC §34090;
H&S §§1797.98e 123145; 42 CFR 482.24(b); 9
CCR 9444, 22 CCR 70751(c) & 71551(c); 22
CCR 70751(c), 71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1, Section 110.3

FIRE PREVENTION
Fire / Fire
Prevention FR-016 Fire Inspection Database (ImageTrend) Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Fire / Fire
Prevention FR-017
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Modification / Alternative
Methods or Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Required for the Life of
the Structure or Activity, or Minimum 5 years
whichever is longer for Approvals, Inspections,
Fires, Modification / Alternative Methods or
Materials; CFC §§ 104.6 – 104.6.4; GC §34090
County
CUPA FR-018 Hazardous Materials Business Plans, Inventories, Permits, etc.

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

QC & OD
Not City Records, County CUPA is the Office of
Record (CUPA = Certified Unified Program
Agencies)
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire / Fire
Prevention FR-019 Permits: Construction Fire Permits: High Piled Storage, Sprinkler Systems, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CFC §§ 104.6 – 104.6.4;
GC § 34090 et seq.

Fire / Fire
Prevention FR-020
Permits: Operational Fire Code Permits /
Special Event Permits (assembly permits,
burn permits, candle permits, tent permits,
open flame, etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Fire
Prevention FR-021
Plan Review / Fire Sprinkler, Fire Safety
Plans (Final, Approved by the Fire
Department Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; CFC §§ 104.6 – 104.6.4,
105.2; GC § 34090 et seq.

Fire / Fire
Prevention FR-022 Public Information / Education (when produced internally) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / Fire
Prevention FR-023 Weed Abatement / Vegetation Abatement Minimum 2 years Mag,
Ppr Department Preference; GC §34090

OPERATIONS / SUPPRESSION
Fire / Ops FR-024 Fire Operations Database (ERS / ESO)
Indefinite -
Minimum
Life of the
Structure or
Activity or
Minimum 5
years,
Whichever is
Longer
Mag Data is interrelated; CFC §104.6.2; GC §34090
et seq.

Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire / Ops FR-025 Apparatus, Equipment & Vehicle
Maintenance & Testing
Closed + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Closed = Surplus / Disposal of Apparatus,
Equipment, Vehicle; Department Preference to
be in compliance with NFPA Standards for inservice automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090
State of
California FR-026
California Fire Incident Reporting System
(CFIRS) / CalStats, CAIRS / California
Incident Data and Statistics Program, etc.

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

QC & OD
Not City Records, The Cal Fire and/or the State
Fire Marshal is the Office of Record
Fire / Ops FR-027 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag, Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / Ops FR-028 Fire Investigations - Arson & Capital Crimes Only P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Capital Crimes have no
statute of limitations); GC §34090 et seq.

Fire / Ops FR-029 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / Ops FR-030 Fire Station Inspection Reports 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-031 Incident Logs / Station Log Books / Red Books 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / Ops FR-032 PPE Checklists (Personal Protective
Equipment Checklists) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-033 Pre-Fire Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

TRAINING
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 12.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-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).

Fire /
Training FR-034
Training Database / Training File by
Employee (APS)
Certificates, MERT/DL546, EMT/Paramedic
license, etc.

Indefinite -
Separation +
5 years
Mag Data is interrelated; GC §34090 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

HUMAN RESOURCES
Human
Resources HR-001 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 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 28 CCR 1300.85.1; GC §34090
Human
Resources HR-002
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-003
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
Human
Resources HR-004 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-005 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
CORONA, CA. ©1995-2023 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: HUMAN RESOURCES Page HR-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).

Human
Resources HR-006 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), 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
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
Human
Resources HR-009 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-010 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-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).

Human
Resources HR-011 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-012 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 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Human
Resources HR-013 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-014 Livescan Applications (Forms and Logs) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 CORONA, CA. ©1995-2023 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: HUMAN RESOURCES Page HR-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).

Human
Resources HR-015
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-016
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, 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; 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. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090, ; 53237.2(b),
LC 1198.5
Human
Resources HR-017
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, 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
CORONA, CA. ©1995-2023 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: HUMAN RESOURCES Page HR-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).

Human
Resources HR-018
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
Lead Dept. HR-019
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years Mag, Mfr,
OD, Ppr S Yes: 1 year
Department Preference; EEOC / FLSA /
ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection,
or discharge; ; 29 CFR 1627.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960,
34090; 29 USC 1113
Lead Dept. HR-020
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
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
Lead Dept. HR-021 Workplace Violence Incident Logs,/
Workplace Violence Plans 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f); GC §34090

HUMAN RESOURCES / SAFETY
Human
Resources /
Safety
HR-022 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
CORONA, CA. ©1995-2023 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: HUMAN RESOURCES Page HR-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).

Human
Resources /
Safety
HR-023
Emergency Action Plans & Audits - CalARP
(California Accidental Release Prevention) /
Emergency Response Plan / Hazardous
Material Business Plans / Hazard Mitigation
Plan / Risk Management Program (RMPs) /
Risk & Resiliency Assessment / Process
Safety Managements (PSMs) - Facilities with
chemicals (Chlorine, ammonia, etc.)
Superseded +
3 years Mag, Ppr
Department Preference (CalARP training
and audits should be done every 3 years);
GC §34090
Human
Resources /
Safety
HR-024
Emergency Exercises / Drills / After Action
Reports - CalARP (California Accidental
Release Prevention)
3 years Mag, Ppr
Department Preference (CalARP training
and audits should be done every 3 years);
GC §34090
Human
Resources /
Safety
HR-025 Emergency Exercises / Drills / After Action
Reports - Other Than CalARP 1 year Mag, Ppr Department Preference; GC §34090 Human
Resources /
Safety
HR-026 Noise Exposure Measurements: Areas /
Facilities / Equipment (jackhammers, etc.) P
Mag, OD,
Ppr S
Yes: After

QC & OD
Department preference (only 2 years is
required); 8 CCR 5100(d)(1); GC §34090
et seq.

Human
Resources /
Safety
HR-027 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 /
Safety
HR-028 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
CORONA, CA. ©1995-2023 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: HUMAN RESOURCES Page HR-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).

Human
Resources HR-029 Respiratory Fit Tests
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 /
Safety
HR-030 Safety Committee / Safety Steering
Committee 5 years Mag, Ppr Department preference; GC §34090 et seq.

Human
Resources /
Safety
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 /
Safety
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.

Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page 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).

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.

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

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.

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.

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,
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,

INFORMATION TECHNOLOGY
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: LEGAL & RISK MANAGEMENT Page LRM-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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

LEGAL & RISK MANAGEMENT
Legal & Risk
Manage. LRM-001 Administrative Hearings 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
GC §34090
Legal & Risk
Manage. LRM-002
Claim for Damages / Claims Against the
City (Litigated - Destroy at the same time
as the Litigation files)
5 years Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Municipal government auditing standards is 5
years - Finance retains records of payments; GC
§34090, 911 et seq.

Legal & Risk
Manage. LRM-003 Claim for Damages / Claims Against the City (Non Litigated) 5 years Yes: Until Resolution Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Municipal government auditing standards is 5
years - Finance retains records of payments; GC
§34090, 911 et seq.

Legal & Risk
Manage. LRM-004 Closed Session Memos P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Legal & Risk
Manage. LRM-005
Code Violation Prosecution Files
(pleadings, police reports, and back up
documents
2 years Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Statute of Limitations is up to 1 year after
commission of offense; GC §34090, PC § 802 et
seq.

Legal & Risk
Manage. LRM-006
Disability and Industrial Disability
Retirement (Applications and
determinations of disability for retirement
purposes)
2 years Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Final determination is retained in the employee's
Workers Compensation files; GC §34090.7
Legal & Risk
Manage. LRM-007 FTB Intercept Collection Program Applications, Notices & Reports 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
GC §34090
Legal & Risk
Manage. LRM-008
FTB Intercept Collection Program Disc
Containing Participants Account
Information
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Legal & Risk
Manage. LRM-009 Insurance - Special Event Insurance 3 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: LEGAL & RISK MANAGEMENT Page LRM-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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Legal & Risk
Manage. LRM-010
Insurance Policies -
General Liability, Workers Compensation
Excess Liability
P
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
Legal & Risk
Manage. LRM-011 Insurance Policies - Property, Fire, Theft, etc. P Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Covers statute of limitations for contracts; CCP
§337 et seq.; GC §34090
Legal & Risk
Manage. LRM-012 Insurance Requirement Exception Approvals 2 years Mag, Mfr, OD, Ppr S / I Yes:

After QC
& OD
GC §34090
Legal & Risk
Manage. LRM-013
Interactive Meeting Minutes (Original
meeting minutes of interactive discussions
with employee in compliance with

ADA/FEHA)
Separation
+ 4 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
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)(ii), GC §§12946, 12960, 34090
Legal & Risk
Manage. LRM-014
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals, Court Decisions, etc.

Send Final Settlement Agreements to the
City Clerk
2 years Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Municipal government auditing standards is 5
years - Finance retains records of payments; GC
§34090
Legal & Risk
Manage. LRM-015 Legal Opinions Minimum 10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Retain longer if appropriate, as warranted by the
issue / subject / matter; GC §34090
Legal & Risk
Manage. LRM-016 Potential Liability Documents (Attorney Client Privilege – Confidential) 3 years Yes: Until Resolution Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
Department preference; GC §34090
Legal & Risk
Manage. LRM-017
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
Meets municipal government auditing standards;
GC §34090
CORONA, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: LEGAL & RISK MANAGEMENT Page LRM-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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Legal & Risk
Manage. LRM-018
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
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
CORONA, CA. ©1995 - 2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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).

BUILDING & SAFETY
Lead Dept. P&DS-001 _Permit Database (TrackIT) Indefinite (Perm) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Community
Develop./
Building & Safety
P&DS-002 Activity Reports
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
Community
Develop./
Building & Safety
P&DS-003 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090, H&S §19850
Community
Develop./
Building & Safety
P&DS-004
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
Community
Develop./
Building & Safety
P&DS-005 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
Community
Develop./
Building & Safety
P&DS-006 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
Community
Develop./
Building & Safety
P&DS-007 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
Community
Develop./
Building & Safety
P&DS-008 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
CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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
Develop./
Building & Safety
P&DS-009 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
Community
Develop./
Building & Safety
P&DS-010 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
Community
Develop./
Building & Safety
P&DS-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop./
Building & Safety
P&DS-012
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
Community
Develop./
Building & Safety
P&DS-013 Correction Notices - Building P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop./
Building & Safety
P&DS-014 Energy Calculations P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop./
Building & Safety
P&DS-015 Geotechnical and Soils Reports / Structural
Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop./
Building & Safety
P&DS-016 Plan Check Comments P
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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
Develop./
Building & Safety
P&DS-017 Stop Work Notices P
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop./
Building & Safety
P&DS-018 Structural Calculations - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

CODE COMPLIANCE
Community
Develop./ Code
Enforcement
P&DS-019
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
Community
Develop./ Code
Enforcement
P&DS-020 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 (LAND DEVELOPMENT / PRIVATE DEVELOPMENT ENGINEERING) Community
Develop./
Engineering
P&DS-021 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop./
Engineering
P&DS-022
Bonds: Private Development Labor & Materials,
Performance Bonds, Letters of Credit,
Encroachment Permits
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Security; GC §34090
Community
Develop./
Engineering
P&DS-023
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Land Development / Private Development "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Drafts should be destroyed; GC §34090
Community
Develop./
Engineering
P&DS-024
Encroachment Permits: Temporary (Excavation,
Street Permits, Temporary Construction,
Sidewalk Repairs, Street Cuts, Traffic Control,
Transportation Permits, Utility Cuts (Installation &
Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I
Yes:

After QC
& OD
GC § 34090
CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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
Develop./
Engineering
P&DS-025
Encroachment Permits: 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
Services /
Engineering or
Community
Develop./
Engineering
P&DS-026
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
Services /
Engineering or
Community
Develop./
Engineering
P&DS-027 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop./
Engineering
P&DS-028
Private Development: Administrative /
Inspection 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
CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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
Develop./
Engineering
P&DS-029
Private 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
Community
Develop./
Engineering
P&DS-030 Subdivision Maps / Parcel Maps P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference; GC §34090

PLANNING
Lead Dept. P&DS-031 _Permit Database (TrackIT) Indefinite (Perm) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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
Develop./
Planning
P&DS-032
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
Development Land Review
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
Community
Develop./
Planning
P&DS-033 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
Community
Develop./
Planning
P&DS-034 Aerial Photographs (Historical) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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
Develop./
Planning
P&DS-035 Annexations / Boundaries / Consolidations /

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

After QC
& OD
Department preference; GC §34090
Census Bureau P&DS-036 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(Non-Records - Census Bureau is OFR)
Community
Develop./
Planning
P&DS-037
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
Community
Develop./
Planning
P&DS-038
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
Community
Develop./
Planning
P&DS-039 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
Community
Develop./
Planning
P&DS-040
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
CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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).

Community
Develop./
Planning
P&DS-041 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop./
Planning
P&DS-042 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
Develop./
Planning
P&DS-043 Planning & Housing Commission

AGENDAS & STAFF REPORTS
Minimum 2
years

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

After QC
& OD
Department Preference; GC §34090
Community
Develop./
Planning
P&DS-044 Planning & Housing Commission
AUDIO or VIDEO RECORDINGS 2 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 P&DS-045
Planning & Housing Commission

MINUTES & RESOLUTIONS
Send all final originals 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
Community
Develop./
Planning
P&DS-046
Regulatory Business Permits (Approved &
Unapproved)
Cannabis Permits, Solicitors Permits
No Longer In
Business + 2
years
Yes:

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

After QC
& OD
Department preference; GC §34090
Community
Develop./
Planning
P&DS-047
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
Community
Develop./
Planning
P&DS-048 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop./
Planning
P&DS-049 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CORONA, CA. ©1995-2023 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: PLANNING & DEVELOPMENT (Building, Code Compliance, Development Services, Planning) Page P&D-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).

Community
Develop./
Planning
P&DS-050 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
CORONA, CA. ©1995-2023 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: POLICE Page PD-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).

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. / Chief PD-001
Background Files - Successful Employee
and Volunteer Applicants (Employees,
Cadets, Canines, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law requires 4
years; EEOC / FLSA / ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; ; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Police /
Admin. / Chief PD-002
Background Files - Unsuccessful
Employee and Volunteer Applicants
(Employees, Cadets, Canines, Explorers,
CERT, Chaplains, Reserves, etc.)
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 /
Admin. PD-003
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - UNSUCCESSFUL / DENIED
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-004
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-005 Complaints from Employees - WITH or WITHOUT Sustained Finding of Misconduct
Final
Disposition
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-006
Complaints from Members of the Public -
Internal Investigations WITH Sustained
Finding of Misconduct
Final
Disposition
+ 15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 CORONA, CA. ©1995 - 2023 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: POLICE Page PD-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).

Police /
Admin. / Chief PD-007
Complaints from Members of the Public -
Internal Investigations WITHOUT
Sustained Finding of Misconduct
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
Fire / Admin.
and Police /
Admin. / Chief
PD-008
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 Police /
Admin. / Chief PD-009 Monthly Reports (internal activities report) When No
Longer
Required
Mag,
Reports can be re-created from RMS
database (copies or preliminary drafts); GC
§34090 et seq.

Police /
Admin. / Chief PD-010 On-Duty Traffic Accident Reviews (for Employee) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946,
12960, 34090
Police /
Admin. / Chief PD-011
Personnel Training File - BY EMPLOYEE
(Includes POST printouts) Peace Officer
or Dispatcher, Monthly Evaluations,
Request for Position Consideration
Separation
+ 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to be consistent with
Human Resources; 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 /
Admin. / Chief PD-012
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.

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. / Chief PD-013 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-014 Reports and Studies - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-015
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 /
Admin. / Chief PD-016 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. / Chief PD-017 Services Comments / Citizen Inquiries 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946,
12960, 34090
Police /
Admin. / Chief PD-018 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
Police /
Admin. / Chief PD-019
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, 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 /
Admin. / Chief PD-020 Use of Force Reviews - 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 /
Admin. / Chief PD-021
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns,
P Mag, Department preference; GC §34090
CORONA, CA. ©1995 - 2023 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: POLICE Page PD-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).

ANIMAL CONTROL
Police /
Animal
Control
PD-022 Adoption Receipts / Ownership 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Animal
Control
PD-023
Animal Address Files: Bite Reports,
Complaints, Cruelty Investigations and
Administrative Hearing Officer Findings,
Dangerous Dog Reports, Impound Notices,
Investigations, Barking Dogs, Loose Dogs,
Lost Animals, etc.

When
Animal
Deceased,
Minimum 3
years
Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Control
PD-024 Animal Licenses Expiration +
2 years Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Records PD-025 Animal Licensing Database
Indefinite -
Minimum
Expiation +
2 years
Yes Mag Data Fields / Records are interrelated; GC
§34090
Police /
Records PD-026 Animal Shelter Manager Software Database Indefinite -
Minimum 3
years
Yes Mag May include Animal Treatment records; Data
Fields / Records are interrelated; GC §34090
Police /
Animal
Control
PD-027 Animal Treatment / Medical 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
3 years is required for animal treatment
records; FA §32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq.,
Police /
Animal
Control
PD-028 Complaints - Regarding Animals (Barking,
etc.) 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Control
PD-029 Impound Notices / Contact Requests
End of
Impound +
3 years
Mag, Ppr
Department preference; 3 years is required
for animal treatment records; FA §32003(e),
PC §597.1(d); CCP §§336(a), 337 et. seq.,
GC §34090
CORONA, CA. ©1995 - 2023 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: POLICE Page PD-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).

Police /
Animal
Control
PD-030
Investigations / Problem Files (barking,
loose dogs, dangerous dog reports, vicious
animals, etc.)
Minimum 3
years
Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Control
PD-031 Notices to Comply, Warning Letters /
Notices / Citation Books (Off leash, etc.)
Minimum 3
years
Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Control
PD-032 Rabies Vaccination Clinics 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
3 years is required for animal treatment
records; FA §32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq.,
Police /
Animal
Control
PD-033 Record of All Efforts to Contact Owner
and/or Microchip’s Primary Registrant 2 years Mag, Ppr o FA 31108.3 and 31752.1 Police /
Animal
Control
PD-034 Work Release Program: Time Logs & Signin Sheets 2 years Mag, Ppr GC §34090 et seq.

COMMUNICATIONS / CAD / DISPATCH / AUDIO AND VIDEO RECORDINGS Police /
CommunicationsPD-035
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings
366 days Mag
Department Preference; legally mandated for
100 days; (may be discoverable or made
public in some circumstances), GC §§34090,
34090.6
Police /
CommunicationsPD-036 Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
CommunicationsPD-037
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 /
CommunicationsPD-038 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.

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
CommunicationsPD-039
Recordings: Mobile Audio Video (MAV) that
are not evidence, Automated License Plate
Readers (ALPR) and Drone Recordings /
Patrol Unit Video (WatchGuard)
1 year Mag S / I Yes: After

QC & OD
Department preference (consistent with
Lexipol retention); Recordings that become
evidence are stored with evidence - these
are preliminary documents / transitory
recordings; GC §34090.6 et seq.

Police /
CommunicationsPD-040
Recordings: Video - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
366 days Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police /
CommunicationsPD-041
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 /
CommunicationsPD-042 Recordings: Video - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
CommunicationsPD-043 Vacation Checks / Patrol Requests When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

FIELD OPERATIONS / PATROL
Police / Field
Ops / Patrol PD-044 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police / Field
Ops / Patrol PD-044.5 Jail Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Field
Ops / Patrol PD-045 Ops Plans (Fourth of July, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police / Field
Ops / Patrol PD-046 Parking Permits / Preferential Parking Permits / Oversized Vehicle Parking Permits Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police / Field
Ops / Patrol PD-047 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police / Field
Ops / Patrol PD-048 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.

Police / Field
Ops / Patrol PD-049
Regulatory Permits & Licenses: Dance,
Entertainment, Firearms Dealers, Pawn,
Secondhand Dealer, Massage, Security
Guard, etc.

Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police / Field
Ops / Patrol PD-050 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police / Field
Ops / Patrol PD-051 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 / Field
Ops / Patrol PD-052 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

INVESTIGATIVE SERVICES DIVISION (ISD)
State of
California PD-053 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No
Longer
Required
Mag, Ppr Not a City record
Police /
Investig.

Services
Division
PD-054 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
CORONA, CA. ©1995 - 2023 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: POLICE Page PD-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).

Police /
Investig.

Services
Division
PD-055
Cross Reports (reports received from other
agencies to check on welfare of
children/adults. CPS, DPSS, APS)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Investig.

Services
Division
PD-056 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 /
Investig.

Services
Division
PD-057 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Investig.

Services
Division
PD-058 Guns: Dealers Record of Sale 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Investig.

Services
Division
PD-059 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 /
Investig.

Services
Division
PD-060 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Investig.

Services
Division
PD-061 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 CYA, records are destroyed
after age 25 or sealing pursuant to W&I
§781; GC §34090.7
CORONA, CA. ©1995 - 2023 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: POLICE Page PD-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).

Police /
Investig.

Services
Division
PD-062
Registrants: Arson Registrations:

Juveniles released from California Youth
Authority
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 /
Investig.

Services
Division
PD-063 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 /
Investig.

Services
Division
PD-064 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
Police /
Investig.

Services
Division
PD-065 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 /
Investig.

Services
Division
PD-066 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.

Court or Dist.

Attny PD-067 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.

PROPERTY AND EVIDENCE
CORONA, CA. ©1995 - 2023 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: POLICE Page PD-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).

Police /
Property &
Evidence
PD-068 _Property & Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag Department Preference (data is interrelated);
GC §34090
Police /
Property &
Evidence
PD-069 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-070 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 /
Property &
Evidence
PD-071 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Property &
Evidence
PD-072 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

RECORDS
Police /
Records PD-073 _RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag Data Fields / Records are interrelated; GC
§34090
Police /
Records PD-074 CHP Forms: Pursuit Report (CHP 187A), Vehicle Report (CHP 180), etc. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 Police /
Records PD-075
Citations (Parking, Traffic, Marijuana /
Cannabis, Misdemeanors). Includes
requests for dismissals, cancellations, and
appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11
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).

Police /
Records PD-076
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood Sexual
Assault
Age of
Majority +
22 years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090 Police /
Records PD-077
CRIME 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
CCP §§340.1, GC §34090; GC §68152(g)(1),
W&I §781(d)
Police /
Records PD-078
CRIME 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 /
Records PD-079
CRIME 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 /
Records PD-080
CRIME 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) CORONA, CA. ©1995 - 2023 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: POLICE Page PD-12
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).

Police /
Records PD-081
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others)
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 /
Records PD-082
CRIME 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
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Police /
Records PD-083
CRIME 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 /
Records PD-084
CRIME 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 CORONA, CA. ©1995 - 2023 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: POLICE Page PD-13
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).

Police /
Records PD-085
CRIME 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 /
Records PD-086
CRIME 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 /
Records PD-087
CRIME 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)
State of
California PD-088
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 /
Records PD-089 Daily Briefing Logs 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-090 Department of Justice Validation Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-091 Permits - Amplified Sound, Dance, etc.. Expiration + 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Records PD-092
Permits: Cannabis, Firearms Dealers,
Secondhand Dealers, Pawn Brokers
Licenses
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
CORONA, CA. ©1995 - 2023 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: POLICE Page PD-14
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).

State of
California PD-093
Private Party Tow/Repossession Reports
(called in by tow company so PD knows the
vehicle wasn't stolen)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record (a State record) Court PD-094
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(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

SUPPORT SERVICES
Police /
Support
Services
PD-095 Administrative Citations (Loud Party,
Fireworks) 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services
PD-096
Alarms: False Alarm Violation Notices,
False Alarm Notices, False Alarm Reports,
Permit Applications,
2 years Mag GC §34090 et seq.

Police /
Investig.

Services
Division
PD-097 Asset Forfeiture Notification 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Per Federal DOJ requirements (Equitable
Sharing Guide); GC §34090
Police /
Support
Services
PD-098 Cell Phone Trace Authorization Form 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services
PD-099 DUI Billings (whether paid or not) 2 years Mag, Ppr GC §34090 et seq.

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

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

PUBLIC WORKS / CAPITAL IMPROVEMENT PROJECT ENGINEERING
Public Works /
CIP Engineering PW-001
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS (Painting,
Potholing, Signal Synchronization, Slurry
Seal, 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
Public Works /
CIP Engineering PW-002
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, 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 /
CIP Engineering PW-002.5
Capital Improvement Projects (CIP): Pending
Notice of Completion File
Preliminary Notices, Stop Work Notices, etc.

Upon
Issuance of
Notice of
Completion
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Content does not
have a Substantive impact on the
Conduct of the Public's business because
all subcontractors and materials suppliers
are paid prior to the issuance of the
Notice of Completion; GC §34090
CORONA, CA. ©1995-2023 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
(CIP Engineering, Environmental Services, Maintenance (Fleet, Streets), Traffic Engineering) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
CIP Engineering PW-003
Capital Improvement Projects (CIP):

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 /
CIP Engineering PW-004
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 /
CIP Engineering PW-005
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
City Clerk PW-006
Easements, Deeds, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

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

Public Works /
CIP Engineering PW-007
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 /
CIP Engineering PW-008 Fire Hydrant Modeling (pressure, flows for Master Plans) Minimum 5
years
Mag, Ppr Department Preference (valves are
exercised every year); GC §34090
CORONA, CA. ©1995-2023 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
(CIP Engineering, Environmental Services, Maintenance (Fleet, Streets), Traffic Engineering) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
CIP Engineering PW-009
IRWMP (Integrated Regional Water
Management Plan) , UWMP (Urban Water
Management Plan) - Plans, Reports, Monitoring
Reports
P
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Public Works /
CIP Engineering PW-010 Master Plans, Long Range Facility Plans, Watershed Plans P Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Public Works /
CIP Engineering PW-011 Sewer Capacity Studies and Reports P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
CIP Engineering PW-012 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
CIP Engineering PW-013
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 §34090

PUBLIC WORKS / ENVIRONMENTAL SERVICES
Public Works /
Environmental
Services
PW-014 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 /
Environmental
Services
PW-015 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
Lead Dept. PW-016 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 /
Environmental
Services
PW-017 Storm Drain System Maintenance (Slip Lining,
etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
CORONA, CA. ©1995-2023 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
(CIP Engineering, Environmental Services, Maintenance (Fleet, Streets), Traffic Engineering) Page PW-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).

Public Works /
Environmental
Services
PW-018 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
Services
PW-019
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
Services
PW-020 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
Services
PW-021 Stormwater: NPDES Permits / MS-4 Permits Expiration + 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 / MAINTENANCE SERVICES / FLEET
Public Works /
Maintenance /
Fleet
PW-022
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 /
Maintenance /
Fleet
PW-023 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 /
Maintenance /
Fleet
PW-024 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.

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(CIP Engineering, Environmental Services, Maintenance (Fleet, Streets), Traffic Engineering) Page PW-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).

Public Works /
Maintenance /
Fleet
PW-025
Fleet - Vehicle & Equipment History Files
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
Public Works /
Maintenance /
Fleet
PW-026 Fleet Management Database
Indefinite -
Disposal of
Vehicle or
Equipment +
2 years
Mag Data is interrelated; GC §34090
Lead Dept. PW-027 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 /
Maintenance /
Fleet
PW-028
Regulatory Certifications, Inspections, Permits,
and Reports (Healy Vapor Recovery, Leak Rate
& Cracking Pressure Test Permit, Monitoring
System Certification, Overfill Prevention
Equipment Inspection Report, Secondary
Containment Testing Report, etc.)
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-029
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

PUBLIC WORKS / MAINTENANCE SERVICES / STREETS
CORONA, CA. ©1995-2023 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
(CIP Engineering, Environmental Services, Maintenance (Fleet, Streets), Traffic Engineering) Page PW-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).

Lead Dept. PW-030 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
Lead Dept. PW-031 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.

Lead Dept. PW-032
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 /
Maintenance /
Streets
PW-033 Street Light Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance /
Streets
PW-034 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 /
Maintenance /
Streets
PW-035 Streets - Sidewalk Maintenance, Grinding,
Asphalt Ramping (Logs and Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-036 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
CORONA, CA. ©1995-2023 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
(CIP Engineering, Environmental Services, Maintenance (Fleet, Streets), Traffic Engineering) Page PW-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).

Division
Providing
Service / Work
PW-037
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-038
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
PW-039
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

PUBLIC WORKS / TRAFFIC ENGINEERING
Public Works /
Traffic
Engineering
PW-040 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
State or Police
Dept. PW-041 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Traffic
Engineering
PW-042 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk PW-043 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Presented to the City Council in the
Council Agenda Packet; GC §34090.7
CORONA, CA. ©1995-2023 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
(CIP Engineering, Environmental Services, Maintenance (Fleet, Streets), Traffic Engineering) Page PW-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).

Public Works /
Traffic
Engineering
PW-044 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Traffic
Engineering
PW-045 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

UTILITIES / ELECTRIC UTILITY
Utilities / Lead
Div. UT-001 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 Utilities / Electric
Utility UT-002 Drawings / As-Builts / Record Drawings - (Electricity) P Yes Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; 18 CFR 125.2 &
125.3; GC §34090
City Clerk UT-003 Easements / Utility Easements P Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After
QC
Department Preference (copies); GC
§34090.7
Utilities / Electric
Utility UT-004
Electric Utility Regulatory Agency Audits: CEC,

CFTC, CPUC, DOE, EPA, FERC, NERC,
NPDES, WECC, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Electric
Utility UT-005
Electric Utility Regulatory Agency Compliance
Reports & Confirmations: , CEC, CFTC,

CPUC, DOE, EPA, FERC, NERC, NPDES,
WECC, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Electric
Utility UT-006
Electric Utility Regulatory Agency
Correspondence:

CEC, CFTC, CPUC, DOE, EPA, FERC, NERC,
NPDES, WECC, etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Electric
Utility UT-007
Electric Utility Regulatory Agency Inspections:
,

CEC, CFTC, CPUC, DOE, EPA, FERC, NERC,
NPDES, WECC, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC) Department Preference; GC §34090
Utilities / Lead
Div. UT-008 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Utilities / Lead
Div. UT-009 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Lead Dept. UT-010 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Yes Mag, Ppr Department Preference; GC §34090 et.
seq.

Ver. 7.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. UT-011 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Utilities / Lead
Div. UT-012 Underground Service Alerts (USAs) / Dig Alerts 3 years Mag, Ppr Department Preference (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
UT-013
Work Orders / Service Requests / Asset
Management / Service Orders - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
UT-014
Work Orders / Service Requests / Asset
Management / 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
UT-015
Work Orders / Service Requests / Asset
Management / 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
UTILITIES / MAINTENANCE / ABOVE-GROUND UTILITIES (Maintenance Planning) Utilities / AboveGround Utilities
(Maintenance
Planning)
UT-016
Aboveground Diesel Fuel Storage Tanks
(Agency Owned)
Spill Prevention Control and Countermeasures
(SPCC), Inspections, Integrity Testing, Maintenance,
Repairs
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); EPA recommends that formal test
records or reports be retained for the life
of the container; GC §34090
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Utilities / AboveGround Utilities
(Maintenance
Planning)
UT-017 Maintenance Planning Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (becomes
budgets, CIP projects, other records); GC
§34090
UTILITIES / MAINTENANCE / ABOVE-GROUND UTILITIES (Sewer) Utilities / Lead
Div. UT-018 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 Utilities / Lead
Div. UT-019 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Lead Dept. UT-020 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Yes Mag, Ppr Department Preference; GC §34090 et.
seq.

Division
Providing
Service / Work
UT-021
Work Orders / Service Requests / Asset
Management / Service Orders - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
UT-022
Work Orders / Service Requests / Asset
Management / 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
UT-023
Work Orders / Service Requests / Asset
Management / 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
UTILITIES / MAINTENANCE / ABOVE-GROUND UTILITIES (Water) Utilities / Lead
Div. UT-024 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Utilities / Lead
Div. UT-025 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Lead Dept. UT-026 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Yes Mag, Ppr Department Preference; GC §34090 et.
seq.

Division
Providing
Service / Work
UT-027
Work Orders / Service Requests / Asset
Management / Service Orders - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
UT-028
Work Orders / Service Requests / Asset
Management / 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
UT-029
Work Orders / Service Requests / Asset
Management / 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

UTILITIES / MAINTENANCE / ELECTRIC
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Utilities /
Maintenance /
Electric Utility
UT-030
Capital Improvement Projects (CIP):

ADMINISTRATION File (Where Utilities is the
Lead - Electric Distribution Facilities)
Project Administration, Certified Payrolls,
Community Outreach / Notifications, Project
Schedules, Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs & Responses,
Temporary Easements, Construction Manager's
Logs, Daily Inspections, Daily Logs,
Stormwater compliance, 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
Department preference; 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
Utilities /
Maintenance /
Electric Utility
UT-031
Capital Improvement Projects (CIP):

PERMANENT File / Scanned Records (Where
Utilities is the Lead - Electric Distribution
Facilities)
Specifications / RFP & Addenda, Agreement /
Contract, Successful Proposal, Change Orders,
Geotechnical Studies & Reports, Operations &
Maintenance Manuals (O&M Manuals,)
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, Photos, Soil 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; GC
§34090
Utilities /
Maintenance /
Projects
UT-032 Drawings / As-Builts / Record Drawings -
(Electric Distribution Facilities) P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; 18 CFR 125.2 &
125.3; GC §34090

UTILITIES / MAINTENANCE / PROJECTS
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Utilities /
Maintenance /
Projects
OR
Construction
UT-033
Capital Improvement Projects (CIP):

ADMINISTRATION File (Where Utilities is the
Lead - Water or Wastewater Facilities)
Project Administration, Certified Payrolls,
Community Outreach / Notifications, Project
Schedules, Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs & Responses,
Temporary Easements, Construction Manager's
Logs, Daily Inspections, Daily Logs,
Stormwater compliance, 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
Department preference; 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
Utilities /
Maintenance /
Projects
UT-034
Capital Improvement Projects (CIP):

PERMANENT File / Scanned Records
(Where Utilities is the Lead - Water or
Wastewater Facilities)
Specifications / RFP & Addenda, Agreement /
Contract, Successful Proposal, Change Orders,
Geotechnical Studies & Reports, Operations &
Maintenance Manuals (O&M Manuals,)
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, Photos, Soil 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; GC
§34090
Utilities /
Maintenance /
Projects
UT-035 Drawings / As-Builts / Record Drawings -
(Water or Wastewater Facilities) P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; 18 CFR 125.2 &
125.3; GC §34090
UTILITIES / MAINTENANCE / UNDERGROUND UTILITY (Construction) CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Utilities /
Maintenance /
Underground
Utilities
UT-036
Capital Improvement Projects (CIP):

ADMINISTRATION File (Where Utilities is the
Lead - Underground Projects)
Project Administration, Certified Payrolls,
Community Outreach / Notifications, Project
Schedules, Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs & Responses,
Temporary Easements, Construction Manager's
Logs, Daily Inspections, Daily Logs,
Stormwater compliance, 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
Department preference; 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
Utilities /
Maintenance /
Underground
Utilities
UT-037
Capital Improvement Projects (CIP):

PERMANENT File / Scanned Records
(Where Utilities is the Lead - Underground
Projects)
Specifications / RFP & Addenda, Agreement /
Contract, Successful Proposal, Change Orders,
Geotechnical Studies & Reports, Operations &
Maintenance Manuals (O&M Manuals,)
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, Photos, Soil 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; GC
§34090
Utilities / Lead
Div. UT-038 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 Utilities /
Maintenance /
Underground
Utilities
UT-039 Drawings / As-Builts / Record Drawings -
(Underground Utilities) P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; 18 CFR 125.2 &
125.3; GC §34090
Utilities / Lead
Div. UT-040 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Lead Dept. UT-041 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC §34090 et.
seq.

Utilities / Lead
Div. UT-042 Underground Service Alerts (USAs) / Dig Alerts 3 years Mag, Ppr Department Preference (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
UT-043
Work Orders / Service Requests / Asset
Management / Service Orders - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
UT-044
Work Orders / Service Requests / Asset
Management / 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
UT-045
Work Orders / Service Requests / Asset
Management / 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
UTILITIES / MAINTENANCE / UNDERGROUND UTILITY (Sewer)
Utilities /
Maintenance /
Underground
Utility / Sewer
UT-046 CCTV Videos of Sewer Lines Minimum 4
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City is on a 4 year cycle; GC §34090
Utilities / Lead
Div. UT-047 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Utilities / Lead
Div. UT-048 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Lead Dept. UT-049 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Yes Mag, Ppr Department Preference; GC §34090 et.
seq.

Utilities /
Maintenance /
Underground
Utility / Sewer
UT-050 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
Utilities / Lead
Div. UT-051 Underground Service Alerts (USAs) / Dig Alerts 3 years Mag, Ppr Department Preference (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
UT-053
Work Orders / Service Requests / Asset
Management / Service Orders - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
UT-054
Work Orders / Service Requests / Asset
Management / 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
UT-055
Work Orders / Service Requests / Asset
Management / 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
UTILITIES / MAINTENANCE / UNDERGROUND UTILITY (Water)
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-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).

Utilities / Lead
Div. UT-056 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 Utilities / Lead
Div. UT-057 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Lead Dept. UT-058 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC §34090 et.
seq.

Utilities / Lead
Div. UT-059 Underground Service Alerts (USAs) / Dig Alerts 3 years Mag, Ppr Department Preference (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
UT-061
Work Orders / Service Requests / Asset
Management / Service Orders - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
UT-062
Work Orders / Service Requests / Asset
Management / 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
UT-063
Work Orders / Service Requests / Asset
Management / 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

UTILITIES / OPERATIONS / REGULATORY COMPLIANCE
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-11
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).

Utilities /
Operations /
Regulatory
Compliance
UT-065 Consumer Confidence Report - Annual Water
Quality Report (Potable Water) P
Mag,
Mfr, 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
Utilities /
Operations /
Regulatory
Compliance
UT-066
Customer Concerns / Customer Complaints:

Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
Utilities /
Operations /
Regulatory
Compliance
UT-067
Electric Utility Regulatory Agency Licenses or
Permits: , CEC, CFTC, CPUC, DOE, EPA,
FERC, NERC, NPDES, WECC, etc.

P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC) Department Preference; GC §34090
Utilities /
Operations /
Regulatory
Compliance
UT-068 Lab Reports & Chains of Custody:

Groundwater, Surface Water
Minimum 10
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference; 40 CFR
141.405(b); GC §34090
Utilities /
Operations /
Regulatory
Compliance
UT-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
Utilities /
Operations /
Regulatory
Compliance
UT-070
Lab Reports & Chains of Custody: Potable
Water Chemical (Includes Chlorine Residuals,
Disinfectant Residuals, Disinfection Byproducts,
and Disinfection Byproduct Precursors)
Minimum 10
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department preference (10 years is
required); 40 CFR 141.33(a); 22 CCR
§§64470, 64537 64692
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-12
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).

Utilities /
Operations /
Regulatory
Compliance
UT-071 Lab Reports & Chains of Custody: Potable
Water Lead & Copper
Minimum 12
years
OR 2
Compliance
Cycles,
whichever is
longer
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
Utilities /
Operations /
Regulatory
Compliance
UT-072 Lab Reports & Chains of Custody:

Wastewater, Pretreatment
Minimum 5
years
Mag,
OD, Ppr S / I Yes - After QC & OD
Department Preference; Consistent with
Bacteriological and Organics for Potable
Water; GC §34090
Utilities /
Operations /
Regulatory
Compliance
UT-073 NPDES Permits Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Utilities /
Operations /
Regulatory
Compliance
UT-074 NPDES Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Utilities /
Operations /
Regulatory
Compliance
UT-075 Operating Permits - Water, Wastewater P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities /
Operations /
Regulatory
Compliance
UT-076
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
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-13
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).

Utilities /
Operations /
Regulatory
Compliance
UT-078
Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience Assessment
/ Hazard Mitigation Plan
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d); GC
§34090

UTILITIES / OPERATIONS / SCADA
Utilities / SCADA UT-079 SCADA Database (Electricity, Water, Wastewater)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090

UTILITIES / OPERATIONS / WATER OPERATIONS
Utilities /
Operations /
Water
Operations
UT-080
Capital Improvement Projects (CIP):

ADMINISTRATION File - (Where Utilities is
the Lead - Water Projects)
Project Administration, Certified Payrolls, Community
Outreach / Notifications, Project Schedules, Progress
meetings, Punch Lists, Real Estate Appraisals, RFIs
& Responses, Temporary Easements, Construction
Manager's Logs, Daily Inspections, Daily Logs, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Department preference; 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
Utilities /
Operations /
Water
Operations
UT-081
Capital Improvement Projects (CIP):

PERMANENT File / Scanned Records -
(Where Utilities is the Lead - Water Projects)
Specifications / RFP & Addenda, Agreement /
Contract, Successful Proposal, Change Orders,
Geotechnical Studies & Reports, Operations &
Maintenance Manuals (O&M Manuals,) Materials
Testing Reports, Hazardous Materials Plans, Notice of
Completion, Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes (after
QC)
Department preference; retained for
disaster preparedness purposes; CCP
§337 et. seq., GC §34090
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-14
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).

Utilities / Lead
Div. UT-082 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090 Utilities /
Operations /
Water
Operations
UT-083 Drawings / As-Builts / Record Drawings -
(Water Projects P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; 18 CFR 125.2 &
125.3; GC §34090
Utilities /
Operations /
Water
Operations
UT-084 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
Utilities / Lead
Div. UT-085 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Utilities / Lead
Div. UT-086 Lockout/Blockout - Lockout/Tagout 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Lead Dept. UT-087 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Yes Mag, Ppr Department Preference; GC §34090 et.
seq.

Lead Dept. UT-088 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Utilities /
Operations /
Water
Operations,
Operations
UT-089 Public Notices - Potable Water (Tier 1, 2, or 3) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (5 years is
required); GC §34090, 22 CCR §64470
Utilities /
Operations /
Water
Operations,
Operations
UT-090 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-15
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).

Utilities /
Operations /
Water
Operations,
Operations
UT-091 Reservoirs: Flushing, Disinfection and
Cleaning 3 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Flushing, Disinfection, Inspection and
Cleaning is required for 3 years; 22 CCR
§64604(c); GC §34090
Utilities /
Operations /
Water
Operations,
Operations
UT-092 Reservoirs: Inspection Reports, Maintenance
Records P
Mag,
Mfr, OD,
Ppr
S
Yes - After
QC & OD Department preference; GC §34090
Utilities /
Operations /
Water
Operations,
Operations
UT-093 Sanitary Surveys of Drinking Water Systems 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Utilities /
Operations /
Water
Reclamation
UT-094 Sewer Odor Complaints / Gas Detection Results
/ Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities /
Operations /
Water
Reclamation
UT-095
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
Utilities / Lead
Div. UT-096 Underground Service Alerts (USAs) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(f) & 4216.3(e), 34090
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-16
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).

Utilities /
Operations /
Water
Operations,
Operations
UT-097 Water Production Reads / Reports (to State
DHS & DWR) 5 years Mag, Ppr
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
City Clerk UT-098 Water Supply Agreements
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S No Send originals to City Clerk; GC §34090.7
Utilities /
Operations /
Water
Operations
UT-099 Well Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities /
Operations /
Water
Operations
UT-100 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
UT-101
Work Orders / Service Requests / Asset
Management / Service Orders - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
UT-102
Work Orders / Service Requests / Asset
Management / 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
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-17
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).

Division
Providing
Service / Work
UT-103
Work Orders / Service Requests / Asset
Management / 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
UTILITIES / UTILITIES BILLING / ADMINISTRATION (see City-Wide) Utilities / Utility
Billing /
Administration
UT-103.5
Rate Study documentation (data request,
financial reports, customer and consumption
reports) and Rate model
After
Approval of
New Rate
Study
Mag, Ppr
Department preference; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
UTILITIES / UTILITIES BILLING / CUSTOMER CARE (Billing) Utilities / Utility
Billing /
Customer Care
(Billing)
UT-104 Utility Billing Database (CIS)
Includes EMS Subscriptions
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-105 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-106 Bankruptcies - Where a claim is filed 7 years Mag, Ppr Department Preference (negative
information remains on credit ratings for 7
years); GC §34090
(Bank) UT-107
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.

Ver. 7.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-18
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).

Utilities / Utility
Billing /
Customer Care
(Billing)
UT-108 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
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-109 Lifeline Program / Reduced Rates (Application
only) 5 years Mag, Ppr Department preference to meet auditing standards; GC §34090 Utilities / Utility
Billing /
Customer Care
(Billing)
UT-110 Meter Change Orders / On & Off Orders
When No
Longer
Required
Mag, Ppr Department preference (Copies); GC
§34090.7
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-111 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.

Utilities / Utility
Billing /
Customer Care
(Billing)
UT-112 Variance Adjustments 5 years Mag, Ppr Department preference to meet auditing standards; GC §34090
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-113 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
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-114
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
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-19
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).

Utilities / Utility
Billing /
Customer Care
(Billing)
UT-115 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
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-116 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
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-117 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
Utilities / Utility
Billing /
Customer Care
(Billing)
UT-118 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
UTILITIES / UTILITIES BILLING / CUSTOMER CARE (Electric / New Development) Community
Development /
Planning
UT-116 New Development Analysis and Planning Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Planning retains Final / Official Record;
GC §34090 et seq.

UTILITIES / UTILITIES BILLING / CUSTOMER CARE (Water Resources) Utilities / Utility
Billing /
Customer Care
(Water
Resources)
UT-117 Water Conservation Programs (Toilet Rebates,
etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (meets auditing standards); GC §34090

UTILITIES / REFUSE & RECYCLING
CORONA, CA. ©1995-2023 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: UTILITIES
(Electricity, Sewer, Solid Waste, Water, Utility Billing) Page UT-20
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).

Utilities / Refuse
& Recycling UT-118
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Report
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 § 18995.2; H&S §39730.7; GC
§34090
Utilities / Refuse
& Recycling UT-119
Solid Waste Tonnage Reports (County
Landfills, El Sobrante Landfill, Waste
Management, etc.)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference;; GC §34090
CORONA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Corona City CouncilAugust 21, 2024

Corona City Council
August 21, 2024