CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
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A B C DE F G H I J K L
Record Category
Code
Record Series
Name
Applicable
Dept(s)
Business
Process Status Record Category Description Retention Also Known As Legal Citations Comments Cheryl's Comment ALL011 Audits (Internal,
External)
All Departments Audit Records and information related
to auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit.
CY+10Y Logs
Activity tracking reports Completed Checklists
CA - GOV 34090 - (2Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501e - (6Y)US - 26 USC 6531 - (TAX+6Y) ALL012 Maintenance,
Repairs
All Departments Buildings/Parks Records and information regarding the ongoing maintenance and upkeep of City equipment, facilities parks and infrastructure. 5Y Horticulture
HVAC Manuals, Repair RecordsMaintenance and Repair Work OrdersMaintenance ReportsIrrigationLandscapingTreesBenches CA - CCP 337 - (5Y)CA - GOV 34090 - (2Y)
ADM013 Code Compliance
and Enforcement
ADMINistrative Services: Police and Community Development Code Enforcement s/b Community Development
Vital Records and information
documenting compliance with City codes, including violations.
CL+3Y Code Citations
Code EnforcementCode ViolationsCompliance with Conditions of ApprovalInspections / Enforcement (Business, Residential) InvestigationsNotices of ViolationPhotographsResolutionVehicle Abatement (abandoned vehicles) - PDViolations CA - GOV 34090 - (2Y)US - 40 CFR 122.21 - (3Y)US - 40 CFR 122.41 - (3Y) AR = Annual Review CL* = Closed / Completion / Final Resolution CY = Current Year FR = Final Report
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
6789
A B C DE F G H I J K L
ALL014 Community
Outreach, Media and Public Relations
All Departments Communication
s, Outreach
External-facing communications, advertising and press relations materials, including documentation of outreach activities/events held in cooperation or for the benefit of the local community. 2Y Biographies of Public Officials, Agency Heads
BrochuresFAQsMailersMedia Packets, Releases, KitsNewspaper ClippingsNews, Press ReleasesPress KitsPublic / Media InquiriesPublic Information / Outreach / EducationPublications Produced by the CityPublicity FilesPublicity PhotographsSocial Media DocumentationSpecial Events CA - GOV 34090 - (2Y)
ALL015 Permissions,
Releases
All Departments Communication
s, Outreach
Records of permissions and releases for publications and logos. 2Y Publication Permissions/Releases
Logo Permissions/Releases
CA - GOV 34090 - (2Y)
ALL016 Compliance
Reporting
All Departments Compliance Official governmental reports issued by City to comply with regulatory requirements.
5Y EEOC Reports
Labor ReportsPERS Report
CA - GOV 34090 - (2Y)US - 29 CFR 405.9 - (5Y)US - 29 CFR 1602.14 - (FR+1Y)US - 29 CFR 1602.30 - (3Y)US - 40 CFR 141.155 - (3Y) ALL017 Economic
Development Programs and Services
All Departments Economic
Development
Records and information documenting the City's economic development programs. 10Y Appraisals
Business Promotion ProgramsBusiness Recruitment ProgramsCommunity ActivitiesCommunity DataEconomic Development ProgramsEconomic Development Project FilesEconomic Development Strategic Planning CA - CCP 337.15 - (LA10)CA - GOV 34090 - (2Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
1011
A B C DE F G H I J K L
ALL018 Business and
Personal Licenses and Permits
All Departments Fees, Licensing,
Permitting
Documentation of licenses, nonbuilding permits and other authorizations issued in the City.
CL+4Y Alarms
Annual LicensesBusiness LicensesDog LicensesEncroachment PermitsFlood Zone DeterminationsHandgun PermitsHome Business LicensesHome Occupation Permits (HOP)Massage EstablishmentsMassage TechniciansMedical Marijuana Dispensary LicensesMobile Vendors, PeddlersTaxis (cabs, drivers)Transportation Permits (oversize, overweight) CA - CCP 337 (4Y)CA - GOV 34090 - (2Y)
ALL019 Fees Collection and
Fee Maintenance
All Departments Fees, Licensing,
Permitting
Vital Records and information
documenting general administration and maintenance of City fee payments, collection, and receipts.
CY+4Y Assessment District Fees
Building Permit FeesBusiness License FeesCopying FeesCandidate Filing FeesEncroachment FeesFacility Use FeesFee Schedules, ReportingFilm PermitsGrading FeesImpact FeesInspection FeesLicensing/Permitting Penalties, FinesMobile Home Rent Stabilization Fee Exemption AnalysisOversize/Overweight Permit FeesPenalty FeesPlan Review Processing FeesRecreation Program FeesTraffic FeesWater Systems (including irrigation) Fees CA - GOV 34090 - (2Y)US - 26 CFR 31.6001 - (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
1213
A B C DE F G H I J K L
ALL020 Grants and Funding
Sources
All Departments Finance Vital Documents the application, evaluation, awarding, administration, monitoring, and status of grants and other funding sources in which a local government entity is the recipient, grantor, allocator, or administrator.
CL*+5Y Applications (including project proposals)
AuditsAwardsAward NotificationBudget Tracking ReportsCommunity Development Block Grants (CDBG)Enterprise Funds (water, waste, housing )FEMA / OES ReimbursementsFederal, State, Local GrantsFunding Source RecordsGas TaxGrant AdministrationGrant FundingGrant EvaluationsProgram Rules, Regulations, ProceduresProperty Taxes FundingReports to Funding AgenciesSpecial Revenue FundsTransportation Funding CA - GOV 34090 - (2)US - 7 CFR 3016.42 - (3Y)US - 24 CFR 85.42 - (3Y)US - 28 CFR 66.42 - (3Y)US - 29 CFR 97.42 - (3Y)US - 40 CFR 31.42 - (3Y)US - 44 CFR 13.42 - (3Y)US - 45 CFR 92.42 - (3Y) US - 24 CFR Part 91 - (5Y) * CL = Close of Grant, Plus All Final Audit Report Completed; if grant is in perpetuity, it never closes; or, retain per contract stipulation, whichever is longer.
ALL021 Payroll All Departments Finance Vital, PII Records and information related to the accounting of City payroll, including garnishment records and information to satisfy debts. This also includes records and information reflecting all remuneration paid to each employee, including: - Name, address, SSN - Total amount and date of payments - Period of service covered for each - Withholding - Tax collected CY+4Y 1099
1099RAttendance Records, CorrectionsBenefit PaymentsCalPERS ReportingDeduction Registers, ReportsDeferred CompensationEmployee BenefitsEmployee Deduction Authorizations, Check Information, Extra Help ReportsEmployee Master Lists, AddressesFederal TaxGarnishmentsGarnishment Orders, ReceiptsLongevity PayPayroll Checks, Copies, Stub ReportsPayroll Certifications, ControlsPayroll Deduction Authorizations, History, Liens, ClaimsPayroll Earnings RegistersPayroll Tax ReturnsPersonnel Action FormsProcessing Reports, Reports to Government AgenciesSocial Security TaxState TaxTime Sheets - ReportsTimekeeping Records (Timecards, Time Sheets, Basic Time and Earnings Cards) CA - CCR 1085-2 (c) - (4Y)CA - GOV 12946 - (2Y)CA - LAB 226a (3)CA - LAB 1174 - (3Y)CA - LAB 1197.5 - (LA2Y)CA - UIC 1132 - (LA3Y)US - 26 USC 3301-3311 - (4Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 31.6001-1 (4Y)US - 26 CFR 301.6501 - (CY+3Y)US - 29 CFR 516.5 - (3Y)US - 29 CFR 516.6 - (2Y)US - 29 CFR 1620.32 - (2Y)US - 29 CFR 1627.3 - (3Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
1415161718
A B C DE F G H I J K L
ALL021 Procurement,
Purchasing and Requisitioning
All Departments Finance Vital Records and information created or retained in the purchasing or acquisition of goods and services. Documentation that includes the terms and conditions under which vendors will provide goods or services. After preparation and purchase pertinent information becomes part of contract file or project file and other information is considered to be draft.
CY+4Y Request for Proposal, Request for Quote, Request for Offer CA - GOV 34090 - (2Y) CA - CCP 337 - (4Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y)US - 29 CFR 516.5 - (3Y) ALL022 Strategic Planning,
Budget Planning and Workpapers
All Departments Finance Records and information
regarding the strategic planning and development of City, council, commission or departmental budgets. 2Y Strategic Planning Documents
Budget Planning DocumentsBudget Working FilesBudget Workpapers, Worksheets CA - GOV 34090 (2Y)
ALL023 Vendor, Supplier
Files
All Departments Finance Records and information of
suppliers and vendors to all City organizations created or retained in the purchasing or acquisition of goods and services. 2Y Contractors - Vendor List
Supplier CatalogsVendor PacketsVendor Applications, Profiles CA - GOV 34090 - (2Y)
ALL024 Fleet Management,
Maintenance
All Departments Fleet
Management
Records related to the purchase, management and maintenance of City vehicles.
LI*+2Y Auction Vehicles
California Bureau of Automotive Repair (BAR) Smog RecordsCalifornia Highway Patrol Biennial Inspection Terminal (BIT) RecordsMotor Vehicle Records and ReportsPool Tickets, Vehicle Logs, Usage LogsRegistrations, Operating PermitsRental Work OrdersService CallsTax Exemption CertificatesVehicle Certificates of InsuranceVehicle InspectionsVehicle License Plate RecordsVehicle Maintenance Records, Repair Orders CA - GOV 34090 - (2Y)US - 26 CFR 31.6501 - (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) Legal consideration is life of the asset plus 2 years
ALL025 Fuel Management All Departments Fleet
Management
PII Records related to the purchase,
tracking and management of fuel for City vehicles and travel by City employees. Does not include reimbursements to City employees for use of their vehicles. 4Y (aboveground storage tank - AST)
California Air Resources Board CertificateFuel Card AuthorizationsFuel Pump, Fuel Tank MaintenanceFuel Reports, Billing Reports, Journals, Fuel TicketsMileage Reports CA - 18 CCR 4901 - (4Y)CA - GOV 34090 - (2Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
192021
A B C DE F G H I J K L
ALL026 Business Continuity
Plans
All Departments General Vital All documentation of City plans for dealing with disasters and/or system failures. Legal recommendation is keep prior plan to answer questions about decisions made in that time period.
S+4Y Business Continuity Plans
Disaster PreparednessDisaster Recovery PlanDrill RecordsEmergency Contact Lists, Employee Lists, Roster of WorkersEmergency Evacuation ProceduresEmergency Operations CenterEmergency PreparednessEmergency ResponseEmergency ServicesHazardous Materials Response PlanningSchool ViolenceSearch and RescueTelephone TreesTerrorism CA - CCP 337.1 - (LA4Y)CA - GOV 34090 - (2Y)
ALL027 Convenience
Information
All Departments General Non-record documents and
materials retained for immediate personal use purposes and then discarded.
AR Articles (newspaper, magazine, journal)
Census DataClassification StudiesData Processing Subject Files (Correspondence, Reference Publications, Reports)Extracted Data SummariesGeneral Plan Reference FilesRecords Inventory Considered non-record research material. Note: emails, texts, meeting transcripts, that contain have content that is a record, need to be retained for the period of the record type.
ALL028 Department
Administration
All Departments General General internal administrative records of City departments.
2Y Chronological Files
Department CommitteesDepartment Goals, ObjectivesDepartment PlansEmployee Desk FilesGeneral FilesIn-House Committees / Employee CommitteesNotesOffice Files, Office Manager FilesOrganization ChartsStaff MeetingsTraffic Accident Reports (No Claim)Volunteer Recognition Events CA - GOV 34090 - (2Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
222324
A B C DE F G H I J K L
ALL029 Historical Artifacts,
Documents, Events, Memorabilia and Collections
All Departments General Historic
potential
Records and information documenting the history and significant milestones of the City including dedications, ribboncuttings, grand openings, and groundbreaking ceremonies.
PR Annual Budgets
City Generated Historical Studies / ReportsCity Manager Press ReleasesCity PublicationsExecutive, City Official Communications, Speeches, VideosHistory of the OrganizationHistorical Events, Artifacts, Architecture, Designations, ProjectsHistorical Parks, FacilitiesList of Historic PropertiesMemorial ProgramsPicture CollectionsSignificant News Clippings, Releases CA - GOV 34090 - (2Y)
ALL030 Lists, Logs and
General Reporting
All Departments General General routine reports
generated by the City, as well as records and information captured on a log or a list for tracking of certain information.
CL+2Y Calendars
City Generated Routine Studies / ReportsContact ListsDiaries, NotepadsFiles Index, IndicesInactive Records Storage InformationTelephone Answer Pads, Book, MessagesTelephone Directory Lists CA - GOV 34090 - (2Y)
ALL031 Policies, Procedures
and Plans
All Departments General All documentation of City,
agency, council, commission, special district or department policy and procedures.
CL+10Y Directives
GuidelinesHandbooksMaster PlansPoliciesProcedure ManualsProceduresProgram / Initiative PlansRecords Retention ScheduleRules / RegulationsStandards CA - GOV 34090 - (2Y)US - 26 CFR 31.6501 - (CY+3Y)US - 29 CFR 1602.14 - (FR+1Y)US - 29 CFR 1627.3 - (TE+1Y)US - 29 USC 1059 - (TE+1Y) Operational retention is 10 years after completion.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
25262728
A B C DE F G H I J K L
ALL032 Project and Subject
Working Files
All Departments General Records documenting specific
activities related to a particular project or subject.
CL+2Y Auditing, Accounting Matter Complaint Logs
City Owned EquipmentCity ProgramsConsultantsEconomicsGrowth ManagementJoint Planning Projects City / CountyPositive FeedbackProject FilesProject ReportingProject/Program PlanRisk ManagementStudiesSubject FilesSurveys / QuestionnairesWorking Files CA - GOV 34090 - (2Y)
ALL033 Service Issues,
Complaints
All Departments General Documentation regarding
department complaints and related requests for service.
CL+2Y Help Desk Data, Tickets
Issues LogTrouble Reports
CA - GOV 34090 - (2Y)
ALL034 Shipping and
Receiving
All Departments General Records related to the shipping and receiving of products.
2Y Bills of Lading
Freight BillsManifests, Transfer LogsWaybills
CA - GOV 34090 - (2Y)
CM035 Collective Bargaining City Manager Labor Relations Documentation related to the negotiations between labor unions for collective bargaining purposes.
CL+10Y Contract Negotiations
Labor RelationsUnion CommunicationsUnion Petitions
CA - GOV 12946 - (2Y)CA - LAB 5410 - (LA5Y)US - 26 CFR 31.6001-1 - (CY+4Y) City Manager and Police Depts.
Only.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
2930
A B C DE F G H I J K L
CM036 Collective Bargaining
Grievances
City Manager Labor Relations Documentation related to labor grievances filed under current collective bargaining agreements.
CL+10Y Grievance Files/Commission Hearing
Grievance/Hearing LogsUnion Grievances
CA - CCP 312 - (LA4Y)CA - CCP 315 - (LA10Y)CA - CCP 337 - (4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 12946 - (2Y)US - 26 CFR 31.6001-1 - (CY+4Y)US - 26 CFR 301.6501 - (CY+3Y)US - 40 CFR 70.6 - (AC+5Y)US - 40 CFR 122.21(p) - (3Y)US - 40 CFR 122.41(j) - (3Y)US - 49 CFR 107.504 - (AC+2Y) ALL037 Agreements,
Contracts and Leases
All Departments Legal Vital Executed agreements between the City and other parties.
CL+10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (4Y)CA - CCP 337.15 - (LA10Y)CA - CCP 343 - (4Y)CA - GOV 34090 - (2Y)US - 26 CFR 31.6001-1 - (CY+4Y)US - 26 CFR 301.6501 - (CY+3Y)US - 40 CFR 70.6 - (CL+5Y)US - 40 CFR 122.21(p) - (3Y)US - 40 CFR 122.41(j) - (3Y)US - 49 CFR 107.504 - (CL+2Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
3132
A B C DE F G H I J K L
CM038 Case Files, Claims,
Litigation, Arbitration and Resolution
All Departments Legal Records and information created
or collected to support the City's position in actual or potential litigation or to otherwise evaluate actual or potential litigation relating to the organization, including claims, constituent complaints, grievances, worker compensation. Litigation includes third party litigation, government investigations, mediations, arbitrations, and other judicial or quasi-judicial proceedings.
CL+10Y ADA Case Files Arbitration
Case CorrespondenceCease & Desist LettersClaims, including Mobile Home Rent ControlClaims Against City, Special DistrictComplaintsContract DisputesCourt OrdersConstituent ClaimsDemand LettersEEOC Charges, CasesInjury ReportsMeet and ConferPleadings (Affidavits, Depositions, Exhibits, Court Filings)Settlement CopiesSubpoenasUnemployment Compensation ClaimsUnemployment Compensation Data, Weekly Earnings DataWorker Compensation Benefits (Awards, Claims, Orders, Reports) CA - 2 CCR 11013 - (CL+2Y)CA - 8 CCR 10102 - (5Y; AC+1Y)CA - 8 CCR 10103.1 - (5Y)CA - 22 CCR 1085-2 - (4)CA - LAB 5410 - (LA5Y)CA - RTC 7154 - (LA5Y)CA - RTC 19384 - (LA4Y)CA - RTC 19704 - (LA6Y)CA - UIC 1132 - (LA3Y)CA - CCP 315 - (LA10Y)CA - CCP 337.15 - (LA10Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (3Y)US - 26 CFR 301.6532-1 - (LA2Y)US - 26 CFR 301.6532-2 - (LA5Y)US - 26 CFR 301.6532-3 (a) - (LA9M)US - 26 USC 6531 - (LA6Y)US - 26 USC 6532 - (LA2Y)US - 29 USC 255 - (LA2Y)US - 29 USC 626 (d) - (LA300D)US - 35 USC 286 - (6Y)US - 42 USC 2000e-5 (e ) - (LA180D)US - 42 USC 2000e-5 (f) - (LA180D) * CL = Final resolution of all claims, appeals.
ALL039 Audio/Visual
recordings
All Departments Meetings,
Minutes
Review for historic status
CY+2 CA - GOV 34090 - (2Y) Boards, Commissions including (but not limited to):Planning Commission
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
333435
A B C DE F G H I J K L
ALL040 Official Meetings,
Legislative Actions
All Departments Meetings,
Minutes
Historic potential
Legislative and non-legislative actions that document policy development, including Council and Committee and Appointed Advisory body meeting minutes and Ordinances.
PR Agenda Packets and Face sheets
Boards and Commissions Meetings, MinutesCity CodesCity-wide Plans/Programs AdoptedMeeting Minutes, Notices, Recordings, TranscriptsMinute Books & IndexMunicipal CodeOrdinancesProclamationsResolutionsSummary of Actions, Statement of Actions (SOAs) CA - CCP 315 - (LA10Y)CA - CCP 321 - (5Y)CA - CCP 336 - (5Y)CA - CCP 336a - (6Y)CA - CCP 337 - (4Y)CA - CCP 337.5 - (LA10Y)CA - GOV 34090 - (2Y)CA - GOV 60201 - (PR)CA - GOV 60201 - (SU+5Y)**US - 48 CFR 4.703 - (AC+3Y)US - 48 CFR 52.249 - (AC+3Y) ** Ordinances, once repealed or overridden, may be destroyed 5 years after being superseded.Boards, Commissions, Council, Advisory Board ALL041 Public Notices All Departments Meetings,
Minutes
Records documenting compliance with laws requiring public notice of government activities. Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others. 4Y Affidavits of Posting
Affidavits of Publication/Legal NoticesPublic Hearing Notices CA - CCP 343 - (4Y)CA - GOV 34090 - (2Y)
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months ALL042 Administration All Departments Office Services Records and information regarding mail, printing and general office services operations. 2Y Certified Mail Reports
Cost Recovery ReportsExpress Mail Tracking (FedEx, UPS, etc.)Forms (Masters)Inventory TrackingOrder FormsPostage TrackingPostal RecordsPrinting OrdersProduction FilesSupplies Management
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
36373839
A B C DE F G H I J K L
ALL043 Public Works Project
Files (CIP)
All Departments Projects Records and information related to the analysis, design, development, planning, construction and maintenance of public works, capital improvement and engineering projects for City facilities and infrastructure.
PR As-Built Plans
AssessmentsBicycle / Pedestrian Trails / PathsBridges and CreeksCalculationsCapacity (water, wastewater) FeesCapital Improvement Project (CIP) FilesCertificates of Compliance/Notice of Non-ComplianceChange OrdersClosuresCurb & GutterDevelopment Fee BookDrainage PermitsE.I.R., Notice of Determination, Categorical ExemptionsEncroachment Permits, CertificatesEnvironmental Impact StatementsFinal Improvement PlansGeologic StudiesGrading PermitsInsurance CertificatesMaterials Testing ReportsMediansNotice of CompletionParkingParking (residential, non-residential)Pavement Markings / Traffic LegendsPhotos/Pictures CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - 14 CCR 15095c - (Reasonable)CA - GOV 34090 - (2Y)CA - HSC 19850 - (LI) Public Records Requests
All Departments Public Records
Act
Records requested by the public and related inquiries.
CL+2Y Collection Lists
Formal Public Records Requests
CA - GOV 34090 - (2Y)
ALL044 Recreation Programs
and Services
All Departments Recreation Records and information
documenting the City's recreational programs and services.
CL*+2Y Adult Services Programs / Classes
ApplicationsAquaticsCultural Activities Programs / ClassesFacility Rentals (use applications, permits, insurance)Liability WaiversPrograms, Classes, LeaguesRegistrations FormsSpecial EventsTeen Services Programs / ClassesYouth Services Programs / ClassesWithdrawal Forms CA - GOV 34090 - (2Y) * Repeat users of facilities
remain active
CM045 Background Checks City Manager and
Police Department
Staffing PII All documentation related to
background checks for both paid employees and unpaid volunteers.
T+2Y CA - GOV 12946 - (FR+2Y)
CA - GOV 34090 - (2Y)
City Manager and Police Departments only.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
4041
A B C DE F G H I J K L
ALL046 Personnel Files -
Volunteers
All Departments Staffing All documents related to unpaid volunteers and interns.
CL+3Y Applications, Applicant Reference Verifications
Attendance RecordsAwards, Rewards, Commendations, CertificatesChange in Status (CIS)ComplaintsData Protection Forms (Signed)Volunteer Acknowledgements, Executed Policy ReceiptsGoalsIndividual Education, Development, Training RecordsInvestigationsLiability Waiver (copies)RecognitionResignations, Exit Interview NotesRoles, Responsibilities No legal citations Operational retention is
completion of the service plus 3 years.
ALL046 Training Materials,
Courses, Scheduling
All Departments Staffing Documentation regarding the
courses and schedules for training offered to employees for training and development.
S+6Y Attendance Lists
Educational AssistanceEmployee DevelopmentPresentation MaterialsPowerPoint Slide DecksTesting CA - GOV 12946 - (2Y)CA - LAB 3076.3 - (5Y)US - 29 CFR 1602.14 - (CY+1Y)US - 45 CFR 164.530 (j) - (CY+6Y) Operational retention is superseded plus 6 years.
Break out hazardous and lab testing into separate record series.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
424344
A B C DE F G H I J K L
ADM010 Accounts
Payable/Receivable
Administrative Services
Accounting Vital Records and information related
to the accounting of monies paid or received by the City including payment for financial obligation, documenting bad debt, paying of unemployment expenses, employee expense reimbursement, money paid for fines or fees, services rendered, vendor credit cards, cash payments received, etc.
CY+10Y Allocations
Backflow Billing - PWCash DisbursementCash ReceiptsContract BalancesCredit Card Slips, StatementsDeveloper Billing - CD, PWEmployee Expense Reports, ReimbursementsFacilities FeesFixed / Capital Asset AccountingFlex SpendingForm 1099 RecordsForm W-9 RecordsFully Burden RatesInvoices and VouchersJournal VouchersOperating Invoices, Paid (General, Contract Vendors) Payables Package, ReceiptsPaymentsPetty Cash DataPublic Defender Billing - PDReceivables Package, ReceiptsUtility BillingVendor Invoices CA - GOV 34090 - (2Y)US - 26 CFR 31.6001 - (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) ADM011 Cost Accounting Administrative
Services
Accounting Records and information tracking
City costs.
CY+4Y Billing Rates, Journal
Month-End Cost Records
CA - GOV 34090 - (2Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) Operational retention is 4 years
ADM012 Credit, Collections Administrative
Services
Accounting PII, Vital Records and information
generated or collected in the tracking of debtor transactions and balances.
CY+10Y Accruals
Bad Check LogsBad Debt ReservesCredit, Collections and AgingCredit MemosCredit ReportsCredit ReviewsCustomer PaymentsRefund ClaimsUncollectable AccountsWrite-offs, Adjustments CA - GOV 34090 - (2Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) Operational retention is 10 years
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
45464748
A B C DE F G H I J K L
ADM013 General Ledger,
Journal Entries
Administrative Services
Accounting Records and information related
to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions.
CY+10Y Account Ledgers
Appropriations TransfersBalance SheetsBooks of AccountCash JournalsChart of AccountsDemand RegisterExpenditure ReportsGeneral LedgerJournal EntriesManual Accounting Ledger, Control LedgerPayroll JournalPurchases JournalReports-Due to Due FromReports-Transfer Ins-OutsSub-LedgersTrial BalanceYear End / Account Detail History Report CA - GOV 34090 - (2Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) Operational retention is 10 years
ADM014 Real Property, Fixed
Assets
Administrative Services
Accounting Vital Records and information related
to the ownership, purchase, sale, lease or improvement of real property and facilities owned by or used by the City.
LI*+10Y Acquisitions
Amortization SchedulesAsset Retirement RecordsAttachmentsBuildingsCapital Asset RecordsCapital ImprovementsDepreciation SchedulesFixed Asset LedgerMortgagesParklandPossessory InterestSalesValuation Information CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y)US - 26 CFR 31.6001 - (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) * LI = Life of Building, Asset
ADM015 Taxes Administrative
Services
Accounting Vital Records and information related
to taxes collected and paid by the City.
CY+4Y General Fund Taxes
Property TaxReal Property Tax / Tax RateSales/Use TaxTransient Occupancy Tax CA - GOV 34090 - (2Y) Operational retention is current
year plus 4 years
ADM016 Bank Account
Information
Administrative Services
Banking Vital Records and information related
to banking activities, transactions and correspondence. This category includes deposits and reconciliations.
CY+10Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) Legal consideration: 10 years
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
4950515253
A B C DE F G H I J K L
ADM017 Budget Management Administrative
Services
Budgets, Planning
Records and information relating to creating and implementing the final approved budget.
CY+10Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (CY+3Y) Legal consideration: 10 years
ADM018 Financial, Strategic
Planning
Administrative Services
Budgets, Planning
Records and information relating to financial planning.
CY+10Y Business Plans
Financial PlansForecastsInterim ResultsRevenue ForecastsStrategic Plans CA - GOV 34090 - (2Y) All Departments participate in
the City's annual Strategic Planning Process
ADM019 Financial Reporting -
Annual, Official
Administrative Services
Financial Reporting
Official City financial reports required by regulations.
CY+10Y Annual Report of Financial Transactions To State Annual State Controller FilingsAudited Financial StatementsEEOC ReportsPossessory Interest Report / Lease ReportsState Controllers Office Reports (Streets, Cities, Transactions) CA - GOV 34090 - (2Y)US - 26 CFR 1.1461-2 - (CY+1Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 - (3Y) Operational requirement is 10 years
ADM020 Financial Reporting -
Periodic (Daily, Weekly, Monthly, Quarterly)
Administrative Services
Financial Reporting
General financial reports generated to track financial transactions and achievements by the City.
CY+10Y 1099 Reports
Business License ReportsExpenditures ReportsMonthly Treasurer's ReportPayroll Reports (HRA, RMT, ICMA 457 accounts, Nationwide, deferred compensation)Pooled Cash Reports CA - GOV 34090 - (2Y) Operational requirement is 10
years
ADM021 Abandoned
Property, Escheat
Administrative Services
Treasurer Records and information
pertaining to unclaimed funds and warrants held in trust by the City. 10Y Cancelled Warrants (escheat)
Uncashed Checks
CA - CCP 1513 - (3Y)US - Uniform Unclaimed Property Act (1995), Section 3 - (10Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
545556
A B C DE F G H I J K L
ADM022 Investments Administrative
Services
Treasurer Vital Records and information relating
to analysis of City financing and investment activities.
LI+10Y Bonds
Bonded IndebtednessCash BondsCertificates of Deposit (CDs)Certificates of ParticipationCompensated AbsencesDirect InvestmentsDue DiligenceExempted SecuritiesFinancial Investment PlanningGASB 68Investment Performance ReportingInvestment ReportingLoansLocal Agency Investment Fund (LAIF)Long Term DebtMoney Manager StatementsOPEBPerformance Bonds, Letters of CreditPortfolio Management, Quarterly ReviewsRedevelopment Agency RecordsRevenue BondsReturns ManagementSEC DisclosuresSecurity InstrumentsStock / Equity / Debt Issuance, Repurchase RecordsTrustee Accounts CA - CCP 336 - (5Y)CA - CCP 337 - (4Y)CA - CCP 337.5 (10Y)US - 26 CFR 31.6001 (CY+3Y)US - 26 CFR 301.6501 (CY+3) * CL = Maturity of Investment
CM010 Franchise
Administration
City Manager General Records and information
pertaining to the administration of utility and service franchises within the City. 5Y Pacific Gas & Electric
Pacific Telephone & TelegraphCable TV SystemSolid WasteRecyclingTrash Services CA - CCP 337 - (4Y)CA - GOV 34090 - (2Y)
Operational retention is 5 years.
CM011 Benefit Plans City Manager Benefits Plans and systems established to provide employee benefits and associated administrative documents.
LI*+6Y MOU, Personnel Rules Health plans ( Kaiser, etc) US - 29 USC 1027 - (6Y) US - 29 USC 1059 - (TE+1Y)US - 29 USC 1113 - (LA6Y)US - 29 USC 1451 - (LA6Y)US - 29 CFR 4007.10 - (6Y)US - 29 CFR 4041.5 - (LI*+6Y) * LI = Life of Plan
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
575859
A B C DE F G H I J K L
CM012 Employee Benefits City Manager Benefits PII, PHI Employee election (selection), enrollment or termination forms and related correspondence, including transmissions to carriers of additions, changes, claims and deletions (includes employee medical records subject to HIPAA requirements).
CL+6Y Actuarial Analysis for Benefit Reserves and Accounting Appeals Benefits Files, Contract Copies, Enrollments, AppealsBeneficiary DesignationsDeath Claims, Life Event DocumentsEmployee Cost-Sharing AmountsEmployment Authorizations, Terminations, Confirmations, Status Changes, Coverage ChangesFamily & Medical Leave Tracking (Compensation, Complaints/Disputes, FMLA Requests, Parental Leave Forms, Paid/Unpaid Leave )Flexible Spending EnrollmentIndividual Retirement Accounts (IRAs), 401k HistoriesLife Insurance Notification Letters/EOILeave of Absence DocumentationMedical Billing StatementsPension Plan Applications, ClaimsPremium InformationRequired Benefits ReportingRetirement Loans / Retirement CA - 22 CCR 1085-2 - (4Y)CA - GOV 12946 - (2Y)US - 26 CFR 301.6501 - (CY+3Y)US - 29 CFR 516.6 - (2Y)US - 29 CFR 825.500 - (3Y)US - 29 USC 1027 - (6Y)US - 29 USC 1059 - (TE+1Y)US - 29 USC 1113 - (LA6Y)US - 29 USC 1451 - (LA6Y)US - 29 CFR 4007.10 - (6Y) CM013 Election Records -
Unsuccessful Candidates
City Manager Elections Records and information related
to the filing of campaign and election documentation by candidates not elected.
CL+5Y Campaign Disclosures, Nomination Papers CA - GOV 81009 - (5Y) CM014 Election Records -
Vital
City Manager Elections Records and information related
to the filing and performance of City elections, as well as to elected candidates.
PR Ballot Measures
Campaign Disclosures, Nomination PapersCampaign InformationCandidatesCertificates of Election, Sample BallotsCertification of Election ResultsFair Political Practices Commission Files CA - ELEC 17200 - (8M)CA - ELEC 17302 - (6M)CA - ELEC 17304 - (6M)CA - ELEC 17306 - (6M)CA - ELEC 17503 - (6M)CA - GOV 81009 (PR)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
6061626364
A B C DE F G H I J K L
CM015 Petitions City Manager Elections Documentation related to ballot initiatives, referenda, recalls, charter amendments and other community petitions for a vote of the people. 8 Months Petition/Ballot Initiatives
Charter AmendmentsRecall CampaignsReferendum Campaigns
CA - ELEC 17200 - (8M)CA - ELEC 17302 - (6M)CA - ELEC 17304 - (6M)CA - ELEC 17306 - (6M)CA - ELEC 17503 - (6M)CA - GOV 81009 (PR) CM016 Proposition 218 City Manager Elections Documentation related to Proposition 218 assessment elections records.
6 Months Assessment Ballot Proceeding
BallotsProperty Related FeesLighting and Landscape Asssessments? Mello Roos (CFD) AssessmentsProposition 218 CA - ELEC 17302 - (6M)
CM017 Proposition 218
Assessment Districts
City Manager Elections Records and information related
to ballots and protest letters for assessment districts. 2Y Ballots
Protest Letters
CA - ELEC 17302 - (6M)CA - GOV 34090 - (2Y)
Property owner elections only.
CM018 Appointments City Manager General Appointments made by authorized elected officials to councils, committees, boards, commissions, task forces, other advisory groups, or public offices, including those to fill vacancies for otherwise elected positions.
T+2Y CA - GOV 34090 - (2Y)
CM019 Statements of
Economic Interest and Ethics Training
City Manager General Forms mandated by state law
related to economic interests of certain employees, elected or appointed officials, or candidates for office and required training.
CL+7Y Form 460 (Campaign Statements)
Form 700 (Economic Interest Statements, SEI)
Form 801Form 802Form 806
CA - GOV 34090 - (2Y)CA - GOV 81009 (4Y, 7Y)CA - AB1234
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
656667
A B C DE F G H I J K L
CM020 Claims Management City Manager Insurance Vital Records detailing claims against insurance coverage by the City, including appraisals and reports.
CL+10Y Incident Reports
Annual Audit of Open ClaimsAppraisalsClaims By/Against the CityDamage Estimate ReportsSupporting DocumentationInsurance Claims, Appraisals, ReportsInvestigationsLiability Waivers CA - CCP 337 - (5Y)CA - GOV 34090 - (2Y)
Legal consideration: 10 years
CM021 Insurance Coverage City Manager Insurance Vital Records detailing the City's general coverage against property damage and liability, including renewal submission information, insurance quotes, & broker correspondence.
CL+6Y Binding Information
BindersBroker CorrespondenceCertificates of InsuranceCompleted ApplicationsDisability InsuranceFlood InsuranceInsurance PoliciesInsurance Procured by Others (Vendors)Insurance QuotesInsurance SubmissionsLiability InsuranceRenewal StrategyUnemployment Insurance CA - 22 CCR 3267-2 - (MAINT)CA - CCP 337 - (5Y)CA - GOV 34090 - (2Y) Operational retention is 6 years.
CM022 Advice and Opinions City Manager Legal Records documenting legal counsel and advice on various matters.
S+10Y CA - GOV 34090 - (2Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
6869
A B C DE F G H I J K L
CM023 Employee Medical
Records
City Manager Occupational
Health
PHI Documents pertaining to medical
records of City employees, including exposure to hazardous substances, drug screens, and workers' compensation (includes employee records subject to HIPAA requirements).
T+30Y Drug Screening
Employee Hazardous Chemical ExposureEmployee Medical RecordsExposure MonitoringFirearms and Field ExposureHazardous ExposureHIPAA Employee RecordsMaterial Data Safety Sheets (MSDS)Personnel Files - MedicalRadiation Exposure RecordsToxic Substance Exposure RecordsWorker Compensation CA - 8 CCR 14300.33 - (5Y)CA - 8 CCR 3204 - (TE+30Y)CA - 19 CCR 2760.9 - (5Y)CA - CCP 337.15 - (LA10Y)CA - CCP 338 - (LA3Y)CA - CCP 338.1 - (LA5Y)CA - GOV 12946 - (2Y)CA - GOV 34090 - (2Y)CA - 29 CFR 1904.33 - (CY+5Y)US - 29 CFR 1910.95 - (TE+2Y)US - 29 CFR 1910.1020 - (30Y)US - 40 CFR 68.81 - (5Y)US - 40 CFR 268.7 - (3Y) CM024 Recorded
Documents - Vital
City Manager Recording,
Filing
Vital Records and information
pertaining to those original key documents recorded on behalf of the City.
PR Abandonments
AnnexationsCity IncorporationConveyances from the City (Deeds, Easements, Abandonments)Conveyances to the City (Deeds, Easements, Dedications)DeedsDetachmentsEasementsEminent DomainGrant DeedsLiensParcel MapsRights-of-WayStreet / Alley Abandonments, ImprovementsVacations CA - GOV 34090 - (2Y) Operational retention is
permanent.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
7071
A B C DE F G H I J K L
CM025 Records, Information
Management
City Manager Recording,
Filing
Documentation of the compliance with Records and Information Management policy and procedures.
CL+10Y Certificates of Destruction
Document Hold Notices, UpdatesLists of Stored / Destroyed Records CA - CCP 315 - (LA10Y)CA - CCP 337 - (4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y)US - 26 CFR 31.6001-1 - (CY+4Y)US - 26 CFR 301.6501 - (CY+3Y)US - 40 CFR 70.6 - (CL+5Y)US - 40 CFR 122.21(p) - (3Y)US - 40 CFR 122.41(j) - (3Y)US - 49 CFR 107.504 - (CL+2Y) CM026 Employee Training -
General
City Manager Staffing All documents related to general
education and training taken by paid employees and unpaid volunteers, including: - FEMA/NIMS - Base Station Forms - Fire Extinguisher - First Aid/CPR - Safety 5Y Attendance
Certification RecordsCompliance TrainingCourses/Seminars (Taken by Employees - includes Safety Training)Ethics TrainingIndividual Education, Development CA - 8 CCR 3203 (CY+1)CA - GOV 53235.2b - (5Y)US - 29 CFR 1602.14 - (FR+1Y)US - 29 CFR 1602.31 - (CY+2Y)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
7273
A B C DE F G H I J K L
CM027 Personnel Files -
Employees
City Manager Staffing All documents related to paid
employees, including but not limited to: - hiring - promotion - demotion - transfer - layoff / recall / out-placement - termination / discharge / resignation - pay rates / other terms of compensation T+5Y Applications, Applicant Reference Verifications
Performance EvaluationsAttendance RecordsAwards, Rewards, Commendations, CertificatesChange in Status (CIS)Civil Service Examination Results and RankingsComplaintsData Protection Forms (Executed, Signed)Disciplinary Actions, TransfersDMV Pull Program (random testing )Employee Acknowledgements, Executed Policy ReceiptsEmployee Relations RecordsEmployee Training/Certification Records (FEMA/NIMS, Base Station Forms, Fire Extinguisher, First Aid/CPR) GoalsIndividual Employee Agreements, Contracts (copies)Individual Education, Development, Training RecordsInvestigationsJob Offer LettersLeave of Absence / LOAOaths of OfficeOut-Placement DataPerformance Evaluations, ReviewsPerformance Improvement Plans (PIPs), Counseling DocumentsPromotions, RecognitionResignations, Exit Interview NotesRoles, Responsibilities CA - 2 CCR 11013 (FR+2)CA - 8 CCR 14300.33 (CY+5)CA - CCP 312 - (LA4Y)CA - GOV 12946 - (TE+2Y)CA - LAB 3076.3 - (5Y)US - 26 CFR 301.6501 - (CY+3Y)US - 29 CFR 1602.14 - (FR+1Y)US - 29 CFR 1602.31 - (TE+2Y)US - 29 CFR 1627.3 - (TE+1Y)US - 29 USC 1059 - (TE+1Y)US - 41 CFR 60-1.12 (a) - (2Y)US - 41 CFR 60-250.80 - (2Y)US - 41 CFR 60-741.80 - (2Y) Operational retention is Termination plus 5 years.
CM028 Recruitment City Manager Staffing Records and information related to applications and related records of applicants
interviewed but not hired or accepted, including applications received but not acted upon.
CL+2Y Applications, CVs, Resumes (Rejected, Unsolicited) Applicant Tracking Records (Hired, Rejected)Background Checks, InvestigationsDrug Testing, Pre-Hire ScreeningInterview NotesJob DescriptionsJob Postings, AnnouncementsJob Requisition RequestsJob SpecificationsMiscellaneous Hiring Process NotesPosition InformationRecruitmentTemporary Intern StaffingTest Results (Non-hires)Unpaid Interns (Rejected)Volunteers (Rejected ) CA - GOV 12946 (FR+2)CA - GOV 34090 - (2Y)US - 29 CFR 1627.3b1 (1)US - 29 CFR 1602.31 (CY+2Y) Operational retention is 3 years.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
747576
A B C DE F G H I J K L
CM029 Salary,
Compensation
City Manager Staffing Documentation of position and
employee compensation.
S+3Y Classification Studies
Compensation Plans, Planning, AnalysisCost of LivingJob DescriptionsJob Evaluation DocumentationSalary Range HistorySalary Surveys CA - GOV 34090 - (2Y)US - 26 CFR 301.6501 - (CY+3Y)US - 29 CFR 1602.14 - (FR+1Y)US - 29 CFR 1627.3 - (TE+1Y)US - 29 USC 1001-1381 - (6Y)US - 29 USC 1059 - (TE+1Y)US - 48 CFR 4.703 - (AC+3Y)US - 48 CFR 52.249-2 & 3 - (AC+3Y) CM030 Work Authorizations
and Supporting Documentation
City Manager Staffing Employment eligibility verification forms collected for active employees and supporting documentation regarding immigration status.
T+1Y Employment Eligibility Forms
I-9 DocumentsImmigration Supporting Documentation
US - 20 CFR 655 Subpart H - (TE+1Y)US - 8 CFR 274a.2 - (3Y, or TE+1Y) CD010 Building Codes and
Permits
Community Development
Housing Vital Records and information
documenting the City's building services activities.
PR Americans with Disabilities Act (ADA) Documentation
Bay Area Air Quality Management District (BAAQMD) Permits Building CodesBuilding InspectionsBuilding Permits (issued, active, expired, history ) Building PlansCALGreen UpdatesCertificates of OccupancyStreet Address Files CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2)CA - HSC 19850 - (LI)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
7778
A B C DE F G H I J K L
CD011 Housing Authority
Administration
Community Development
Housing Records and information of
housing agency operations and programs.
CL+10Y Applications
Compliance MonitoringForeclosure Prevention, CounselingHUD Reports (50058)Inclusionary Monitoring, ProjectsPredevelopment LoansRental Assistance, Vouchers (Section 8)ResalesSet-Aside FundsSupportive Services for VeteransTenant Files CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y)US - 24 CFR 84.53 - (LA3Y)US - 24 CFR 85.42(b) - (LA3Y)US - 24 CFR 511.15 - (3Y)US - 24 CFR 511.73 - (LA3Y)US - 24 CFR 570.490 - (LA3Y)US - 24 CFR 570.502(a)(16) - (LA4Y)US - 24 CFR 582.301 - (LA5Y) Includes the following programs and funds:- Cal Home First Time Homebuyers- Comprehensive Housing Affordability Strategy (CHAS)- Family Self-Sufficiency- HELP First Time Homebuyers- HOME Funded First Time Homebuyers- HOME Program Rental Project- Homeless Prevention and Rapid Rehousing- Housing Assistance Plan (HAP)- Housing Choice Vouchers- Rehab Program Loan- Section 8 Management Assessment (SEMAP)- Section 8 SRO Moderate Rehabilitation- Shelter Plus Care & Supportive Housing CD012 Housing Authority
Financials
Community Development
Housing Records and information of
housing agency operations and programs financial management.
PR Development / Affordability Agreements
Restricted Units
CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y)US - 24 CFR 84.53 - (LA3Y)US - 24 CFR 85.42(b) - (LA3Y)US - 24 CFR 511.15 - (3Y)US - 24 CFR 511.73 - (LA3Y)US - 24 CFR 570.490 - (LA3Y)US - 24 CFR 570.502(a)(16) - (LA4Y)US - 24 CFR 582.301 - (LA5Y) Legal consideration is permanent retention.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
79808182838485
A B C DE F G H I J K L
CD013 Planning and Zoning
Services
Community Development
Planning and Zoning
Vital Records and information
pertaining to the activities of the planning division, including zoning.
PR Design Review
Environmental Reviews, DeterminationsGeneral Plan (Growth Management, LAFCO, Land Use Code) Land Use PermitsPlans, Project FilesPublic Use Redevelopment ResolutionsSphere of InfluenceState, Federal ReportingTribal ConsultationsWaterZoning Compliance Certificates CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y)CA - HSC 19850 - (LI)CA - WAT 10631 - (5Y) PD010 Missing Persons and
Runaways
Police Department Case Files PII Records, crime reports and evidence associated with missing persons and runaways.
CL+2Y National Missing and Unidentified Persons System (NaMUS) CA - GOV 34090 - (2Y) Case is only closed once solved ILEADS
Incident Report / Calls for Service
PD011 Officer Involved
Shootings
Police Department Case Files PII Records, crime reports and evidence associated with criminal cases dealing with officer involved shootings.
PR Case Files CA - GOV 34090 - (2Y) ILEADS. Misdemeanor Crime Reports
PD012 Sealing of Adult
Records
Police Department Case Files Records of court orders to seal the records of adults.
3Y* Court Order
Petition Letter
CA - PEN 851.8 - (SEAL+3Y)CA - PEN 851.90 - (MAINT)
* From the date the records were sealed.ILEADS
Felony Crime Reports If footage isn't evidence of a crime, retention is 180 days.
PD013 Crime Reports Police Department Case Files Records, crime reports and evidence associated with stolen property.
PR Case Files. CA - CCP 338 - (3Y) * Case is only closed once solvedILEADS. Operational requirement is permanent.
Informational / Found Property Reports
PD014 Traffic Collisions -
Fatal
Police Department Case Files Records, crime reports and evidence associated with traffic collisions involving fatalities.
PR Case Files CA - GOV 34090 - (2Y) Operational retention so permanent. ILEADS
Miscellaneous Records
PD015 Drugs, Gangs Police Department Criminal
Registrations
Records for those required to register as drug or gang violence offenders. 5Y Case Files CA - GOV 34090 - (2Y)
CA - HSC 11594(a) - (5Y)CA - PEN 186.32 - (5Y)
ILEADS Personnel Files
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
86878889
A B C DE F G H I J K L
PD016 Sex Offenders,
Arsonists
Police Department Criminal
Registrations
PII Records for those required to
register as sex offenders or arsonists.
LI* Case Files CA - GOV 34090 - (2Y)
CA - PEN 290(b) - (Life of Offender)CA - PEN 457.1(b)(2) - (Life of Arsonist) * LI = Life of the offender, arsonist
Background Files
PD017 Dispatch and
Communications Records
Police Department Dispatch and
Communications
PII Records of police emergency calls
and responses, to include time and date of call, contents of call, location of call, name of unit sent to scene, and other related information.
PR 911 Emergency Call Logs
Computer Aided Dispatch (CAD)Dispatch Activity LogRadio Dispatcher LogsTape Recordings CA - GOV 26202.6 - (100D)CA - GOV 34090.6 - (100D)
Operational Requirement is Permament * Exception: Recordings used as evidence in a criminal prosecution or claim filed or litigation or potential claims and litigation shall be preserved for 100 days after conclusion of the court action. Some records kept in ILEADS Internal Affairs Files
PD018 Administrative
Reporting: Police
Police Department General Reports received and/or
generated in the routine course of law enforcement activities.
CL+2Y Cost Recovery Reports CA - CCP 339 - (LA2Y)
CA - GOV 34090 - (2Y)
ILEADS Daily Observation
Reports
PD019 Complaints,
Investigations
Police Department Internal
Investigations
PII Documentation of complaints
received and investigations, including those by Internal Affairs, involving Police department employees (excludes officer involved shootings).
CL+5Y Citizen Complaints
Crime ReportsDepartmental Actions
CA - EVID 1045 - (AC+5Y)CA - GOV 12946 - (2Y)CA - PEN 801.5 - (4Y)CA - PEN 832.5(b) - (5Y)CA - VEH 2547 - (3Y) Confidential. Some records kept in ILEADS.
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
9091929394
A B C DE F G H I J K L
CM020 Security
Investigations
City Manager Security Confidential,
PII
Documentation regarding internal, non-police investigations related to the security of City facilities, assets, and information.
CL+10Y Internal Investigations
Investigation Logs, WorkpapersInvestigator Reports, Findings, Notes CA - GOV 34090 - (2Y)US - 26 USC 6531 - (LA6Y)
Operational retention is 10 years after completion.
Commendations
PD021 Certifications Police Department Compliance Documentation regarding certifications of equipment, training of personnel
Equipment Certifications (radar guns, lidar guns, personal alcohol screening devices, in-car video surveillance devices, mobile video devices) Training Records
PW010 Building, Property
Management
Public Works/Engineering
Buildings Vital Records and information
regarding the structure of City physical buildings and facilities.
LI*+10Y Alarm System Records
As-Built BlueprintsConstruction RecordsElectrical Wiring SchematicsFloor PlansKey ListsProperty Inventory CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - HSC 19850 - (LI) * LI = Life of Building, Asset Policy Manual
PW011 Maintenance
Inspection Reports
Public Works/Engineering
Buildings/Parks Reports of inspections of
maintenance performed on City facilities including buildings, parks, streets, and sidewalks. 5Y Inspections
LogsReports
CA - CCP 337 - (5Y)CA - GOV 34090 - (2Y)
CAD (Computer Aided Dispatch)
PW012 Land and Property
Maps, Drawings
Public Works/Engineering
General Engineering
Vital Maps and geographical
information pertaining to properties within the City.
PR Aerial Photos
Assessment DistrictsAssessor Parcel MapsBuilding Site DeterminationDrainageImprovement Plans, DrawingsLand Survey MapsLot Line AdjustmentsMajor Subdivisions (SD)Minor Subdivisions (MS)ParksPlatsRecord MapsRecord of Survey MapsRedevelopmentVellums CA - CCP 337.15 - (LA10Y)CA - GOV 34090d - (2Y)CA - HSC 19850 - (LI) Operational retention is permanent.
Registrant Records (290/Arson)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
959697
A B C DE F G H I J K L
PW013 Hazardous Waste
Monitoring and Remediation
Public Works/Engineering
Hazardous Waste
Vital Planning, monitoring and
contingency/emergency action plans for hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures.
CL+30Y Electronic Waste (E-Waste)
Emergency Response ProgramsEmployee Hazardous Chemical ExposureHazardous Material Incident ReportsHazardous Substances Shipping ManifestsHazardous WasteMaterial Safety Data Sheets (MSDS)Proposition 65 MonitoringRadiation Exposure RecordsRadioactive MaterialsSite MitigationToxic Substance Inventory CA - CalOSHACA - CCP 338.1 - (LA5Y)CA - 8 CCR 3204d - (CL+30Y)CA - 17 CCR 30293(1) - (3Y)CA - 22 CCR 66262.40 - (3Y)CA - 22 CCR 66263.22 - (3Y)US - 29 CFR 1910.1020 - (CL+30Y)US - 29 CFR 1910.1025 - (CL+20Y)US - 29 CFR 1910.1050 - (CL+30Y)US - 40 CFR 268.7 - (3Y)US - 40 CFR 270 - (3Y)US - 49 CFR 172.201 - (3Y)US - 49 CFR 177.817 - (3Y) Citations
PW014 Public Works Project
Administration
Public Works/Engineering
Projects Records and information
associated with the administration of public works, capital improvement and engineering projects.
CL+10Y Certified Payrolls
Construction Manager's LogsDaily InspectionsFacilities ProjectsField InspectionsProject SchedulesProgress MeetingsReal Estate AppraisalsRFIs & Responses CA - CCP 337.1 - (LA4Y)CA - CCP 337.15 - (LA10Y)CA - GOV 34090 - (2Y) Sealed Records
PW015 Traffic and
Transportation Planning
Public Works/Engineering
Streets Records and information of traffic
engineering and transportation planning activities, including studies and surveys. 5Y School-related Studies/Surveys
Speed SurveysStreet SweepingStreet/Highway Studies/SurveysTraffic Calming RequestsTraffic CountsTransportation Planning CA - GOV 34090 - (2Y) Operational retention is five
years
Evidence.com (BWC/Dash Cam/ALPR)
CITY OF COTATI
RECORDS RETENTION SCHEDULE 2024
9899
100101102103104105
A B C DE F G H I J K L
PW016 Traffic Control and
Improvement
Public Works/Engineering
Streets Records and information related
to the City's efforts to manage and improve traffic and circulation. 2Y Bicycles
EnforcementHighway CorridorsImpact StudiesPavement Management PlanSignalsSignsTemporary Street Closures CA - GOV 34090 - (2Y) JEI (Phone/Radio
recordings)
PW017 Transportation
Program Services
Public Works/Engineering
Streets Records and information related
to the City's efforts to provide effective methods by which people and materials move through the City. 2Y Alternative Transportation Demand / Transportation Demand ManagementTransportation Systems Management (TDM) / Alternative Modes / Bicycle CA - GOV 34090 - (2Y) Evaluations
PW018 Sewer, Water, Storm
Water
Public Works/Engineering
Water/Air Management
Records and information associated with planning and maintenance of sewers, water, and storm water CL+5Y Backflow Prevention - Water
Diversion GoalsEnvironmental ConservationEnvironmental ProgramsFlood Control - Storm WaterMeter Inventory - Sewer, WaterNPDES (Engineering)- Sewer, Water, StormwaterPipe InventoryPollution Control PermitsStorm Water Monitoring - Storm WaterStorm Water Pollution Permits - Storm WaterWater Agency Information - WaterWater Runoff Testing - WaterWeight TicketsMaster Plan CA - CCP 338 - (LA3Y)CA - CCP 338.1 - (LA5Y)CA - CAL OSHAUS - 40 CFR 122.21 - (3Y)US - 40 CFR 122.41 - (3Y)US - 40 CFR 141.155 - (3Y)US - 40 CFR 261.32 - (3Y) Traffic related certifications/calibrationsGrantsFirearms/Range recordsHolding Cell Audits/LogsPAS/PEBT CalibrationsAlarm Permits