16. Adopt Reso-Update to the City's Retention Schedule — Downey City Council, November 10, 2022

IL-AIRELL02111
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCILC ITY MANAGER FROM: OFFICE OF THE CITY MANAGER
BY: M. ALICIA DUARTE, CIVIC, CITY CLERI
OITA =1 J11:1 =1;4 to
111111114
ADOPT RESOLUTION NO. 22- , A RESOLUTION OF THE Cl

COUNCIL OF THE CITY OF DOWNEY UPDATING THE CITY'S RECORD

RETENTION SCHEDULE, READOPTING THE CITYWIDE RECORD

DESTRUCTION PROGRAM PROCEDURES, AND RESCINDIN
RESOLUTION NO. 19-7910
The City's Records Retention Schedule ("Schedule") was last approved by the City Council in 2019; with changes in law an update is now due. Maintaining an updated Records Retention Schedule will result in increased efficiencies, reduce current and future storage costs and eliminate duplication of staff efforts. The recommended updates to the "Schedule" are in compliance with all laws and are standard practice for California cities. fiv- pxrlm
L" V I ION I RR11411L7-MWAr-r--VU� 06TANTA I W-M
1101THO
descriptions ana reten ion penu
the City's records.
t is standard business practice for California cities to authorize the routine destruction of .ecords that have exceeded their adopted retention period, upon the request of the Department .--lead and with the consent in writing of the City Attorney and City Clerk. #pdating the Uity's PkIecorcIT'Ketenfi-576-c- ffeu e w1A ensUMM'M life, care and disposition of all City records.

Note: Deletions are noted in red and additions are noted in blue in the attached Records Retention Schedule.

NOVEMBER 10, 2022
PAGE 2
6MUMNA-M
OR I Lai r-11MYNKI&AS—MI SMIP] 111YA
There is no Fiscal Impact associated with the adoption of the Records Retention Schedule anif Resolution.

ATTACHMENTS
•
Teri

RESOLUTION NO. 22-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY,

UPDATING THE CITY'S RECORDS RETENTION SCHEDULE, READOPTING

THE CITYWIDE RECORDS DESTRUCTION PROGRAM PROCEDURES, AND RESCINDING RESOLUTION NO. 19-7910
WHEREAS, it is understood that the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Downey; and, WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and,
WHEREAS, the State of California has adopted guidelines for retention period for various government records;
WHEREAS, the City of Downey implemented an effective, efficient, and reliable Records Management Program for the City in 2017, with the adoption of Resolution No. 17-7711; and, WHEREAS, on November 12, 2019, the City Council adopted Resolution No. 19-7901 2mending the Records Management Program for the City; and WHEREAS, the City Council of the City of Downey now desires to further amend the City's Retention Schedule, as further described in this Resolution.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 4. The records of the City of Downey, as set forth in the Records Retention Schedule (Exhibit A), attached hereto and incorporated herein by this reference, are hereby authorized to be disposed of as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Director and with the consent in writing of the City Attorney and City Clerk, with further approval action by the City Council of the City of Downey.

SECTION 2. The City Council hereby adopts the City -Wide Records Destruction Program Procedures (Exhibit 13), attached hereto and incorporated herein by this re erence.

SECTION 3. With the consent of the City Attorney and City Clerk, minor updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in formatting, Department or Don names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Any other changes in the total Retention and/or adding new f-1@141 affect —
SECTION 4. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

SECTION 5. Resolution Number 19-7910, adopted November 12, 2019, is hereby rescinded.
�. fflg - - W.-M

BLANCA PACHECO
Mayor
I HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City • Downey at an adjourned Regular meeting held • the 1 oth day • November, 2022 • the following vote, to wit:

A A

MARIA ALICIA DUARTE, CIVIC
City Clerk

A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period oftime has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

The City-wide retention schedule includes those records all departments have in common (|ettere, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention echedu|e, unless that department is the Office of Reoord, and therefore responsible for maintaining the original record for the prescribed length of time.

Each department has e separate retention schedule that describes the records that are unique to their deportment, orfor which they one the Office of Record. Where oppropriata, the department retention schedules are organized by Division within that Department. If n000nd is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BERLM
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 cfrecords storage
~ Eliminate duplication ofeffort within the City
^ Find records faster
^Easier purging offile folders
~Determine what media should beused tostore records
For questions, please contact the City Clerk.

Destruction of an original record that has exceeded its retention period must be authorized according tn City Policies & Procedures 2[Lorto destroying it.
° |fthere iaeminimum retention (^80inimmumn2 years"),
authorized before it is . an itioan original record.

Copiee, drafte, notes and non'nocordmdo NOT require authorization, and can bedestroyed "When No Longer Required."
� If there is NOT e minimum retention ("When No Longer Requined''), 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 ondestroying records. ''L|tigation.complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement mroomp|etion)."

RECORDS RETENTION SCHEDULE LEGEND
@1995 - 2022 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 original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc.

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 will be retained WTUMA411 t
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Media Options (guideline) — the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr= Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed
1 4 110 VA. Ig- 0 0
opwo-i'llklw- 100 -
TH373 et7FTKW*YffE awn 3werrarce I-, 73Z am -Te 1-1 my -M.Fil-re 17M717ATREF # WA710 'I 4rt17C7_—'Jf' I TV M IT -re a -F-0474101.w.� images and indexing Quality Checked ("W'd"). The electronic record or image must contain 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)
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
UFC: Uniform Fire Code
W&I: Welfare & Institutions Code (CA)
FA: to & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
PRC Public Resources Code
USC: United States Code (US)
CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)

Ver. 7.0
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
Page CW-1
Office of
Retention No. Records Description
Record
vie Inacti
Active
Total
1 Media
(OFR)
Records
(in office)
Center)
Vital?
Retetion I
n
j0ptions
Accident, Incide- rit-InjurY
�reports:

Copies -

PUBLIC &
E
When No
anagement
Longer
GC §34090.7
Required
. .... . — - - - -- - - ------------ -
opil
Finance
When No Yes: Before'
Mag,
All originals go to Finance
GC
Longer Payment
Ppr
(these are copies);
Required
§34090J
Mag,
filed within 30 or 90 days of
Lead Dept.

MR, OD,
action- Statute of Limitations
on Mu'nicipal Government
Ppr
actions is 3 - 6 months, GC
§§34090, 54960.1 (c)(1)
Copies -
i Mag,
When No
Mfr, OD, S
Yes: Afte
GC §340907
Longer
Ppr
QC •&OD
L
Reauired
2 J
C pies -
Copies -
Mag,
All agreements that are
Yes: Upon
When No
When No
:
imir OD S
Completio approved by the City Council _j
Longer
.pr
are sent to the City Clerk; GC
n
Required
§34090.7
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2
Office of Retention No. Records Description Retention Disposition Comments Reference
Record
Image:

Destroy
Inactive
Active Total Media a I=Import
I Paper
(OFR) (Records vital?
(in office) Retention lOptions M=Mfr
1 I after
Center)
S=Scan
I Imaged &,
QC'd?
Retentions apply to the department that is NOT the Office of Record F�R,,.orthe "Lead .a="Mllnl"I If-=Uare ,the OFR, refer to =r lmartment retention schedule. [Retentions when the act is cofeted, and = a full file folder Le-y= last document + 2 ears; since .destruction is norm2LIaerformed �z file folder. 1
SI"Q S: LUi a tio n, claims, coifs la in ts, audits. aubfic records act re 2 Bests: andlorin ves tigaeons suspendno al retention, xfi2VZrefention resumes after settlement orc=letiol, Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Mag,
Standards=4-7 years' , Statute
Yes: Upon
Agreements & Contracts Completion + Yes: Before

OD, S/I
Lead Dept. CW-006 Completion 10 years I MfrPpr
�
of Limitations: Contracts &
Completio
INFORMAL 10 years Completion 1
I
Spec's=4 years, Wrongful
n
I Death=comp. + 5 years,
Developers=comp. + 10 years;
]Statewide guidelines propose
�termination + 5 years; CCP
1§337 et. seq., GC §34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3
- - --- -------- - --- -- ------- - ---- — -----
1 Retention No. Records Description
-T-4m, MOTIF I a 6
x
1 Comments Reference
Record I I
- ----------- — -----
Destroy
Inactive
Active
Paper
(OF R)
(in office) (Records
Center)
Retention
after
Imaged &
-------- - - -
--------- — ----
----- ---I
? QC'd
��idsohmeht retention /e.
kawma
meets auditing standards" W
Grants covered by a
lAgreements & Contracts.
10 Consolidated Action Plan are
years or
required for 5 years- Uniform
-'ts

ADMINISTRATIVE FILES
After
for Admin, Requiremen
Jwith Grant Funding)
Funding
Agency
Mag,
'Yes- Before
Yes: Upon Grants to Local Governments-_-�
3 from expenclitur
Lead Dept. CW-007
Completion
Mfr, OD, S/I
I Completio lis years
(Correspondence, Project
Audit, if
Completion
Ppr
n 1 report or final payment of
Administration, Project
e' =rver'is�
1grantee or subgrantee;
'[Schedules, Certified F layrolls
Istatewide guidelines propose
ilnvoices, Logs, RFP, etc.
longer
1years; 2CFR�200334�
120G-.333-, 24 CFR 91.105(h),
192.505, 570.490, &
570.502(a&b), 29 CFR 97.42;
OMB Circular A-1 10 & A-1 33;
GC §34090 GC §8546.7
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/20

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
N
i Retention o. Records Description
Retention Disposition
Comments Reference
Record
--- — ------ — ---- — -- — -------- a. --------
Dest
roy
Inactive
Image: I I
I Paper I
(OFR)
Active
(Records
Total
vital?
Retention
I
I Media
Options
I=Import 1
1 after
M=Mfr I
(IF] office)
Center)]
I Imaged &
S=Scan i
QC'd?
Retentions a
to the degartment that is NOT the Office of Record (OFR), or the "Lead Department". If gou are the OFR, refer to your department retention schedule Retentions begin when the act is completed, and imply a full file folder Lea last document + 2 Lears), since destruction is normally -performed bK file folder. 1 HOLDS: Litigation, claims, comglaints, audits,p ubliare cords act, re2uests, andlor investi ations suspend normal retention periods (retention resumes after settlement or co�le�n . ..........................

Covers E&O Statute of
Limitations (insurance
Agreements & Contracts:

Icertificates are filed with

ADMINISTRATIVE FILES
�agreement); Published Audit
Mag,
Standards=4-7 years; Statute
Yes: Upon
lof
Lead Dept,
CW-008 (Correspondence, Project
'Administration,
Completion i 10 years
Completion + Yes: Before
p
a r n+
0 y Completion
10 years Completion
years
Mfr, OD,,
Limitations: Contracts &
S/I Completio
ISpec's=4 years, Wrongful
Project
Certified Payrolls,
1 Ppr
n I
iDeath=comp. + 5 years,
,Schedules,
Developers=comp. + 10 years;
'Invoices, Logs, RFP, etc.)
I (Statewide guidelines propose'
itermination + 5 years- CCP
kyears
i 1§337 et, seq., GC §34090
!Agreements & Contracts:

UNSUCCESSFUL BIDS,
!UNSUCCESSFUL
IThe RFP RFQ and the
Lead Dept,
PROPOSALS or RESPONSES
CW-009
ito
2 years
2 v
Mag,
successful proposal becomes
RFPs (Request for
Ppr
part of the agreement or
Proposals) and/or RFQs
contract; GC §34090
;(Request for Qualifications)
Ithat don't result in a contract
JAudits / Audit Reports /AnnuW
— -----------
— -------
Comprehensive Financial
Copies -
When N
\&
-
Copies -
When No
Ma
Finance
CW-010 ,Report LACFR) GAFR—
en o
91 Copies- GC §34090�7
Longer
Longer
g
Ppr I
r
Required
Required
u I r
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved -Wo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2010,

Ver. 7.0
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
Page CW-5
Office of
1 Retention No. Records Description
Retention Disposition
Comments Reference
Record
Destroy
Inactive
Image:

Paper I
(OFR)
Active i (Records
Total
Vital?
1 Media I=Import j
after
(in office)
Center)
Retention
Options M=Mfr 1
Imaged &
S=Scan i
QC'd?
Retentions aga
to the de art that is NOT the Office of Record �O�R or the 1=2=artment' IIN If Louare the OFR, refer to out deeartment retention schedule.

Retentions ��in when the act is Comeleted, and im Iy a full file folde last document+ 2 M��
ears ,, since destruction is normaialotmed b
...=
file
'Iefolderi
--- --
_HOLDS, Litigation, claims, cow faints; audits, ublic records act re crests, andlor inveslitigassusperidnormalretention I ga
p nods
e(retention resumes after settlement or co =12
[Bids: See Agreements&
CW-01 1
!Contracts
. ...... ... .

Boards, Commissions, &
Committees: City Council
Mag,
All recommendations are
Staffing Dept.

CW-0 12 Subcommittees
2 years
2 years
Ppr
;presented to the City Council;
i(Composed solely of less than
GC §34090 et seq.
a quorum of the City Council)
. ...... . .. . — - ------ ------------
--- ------ . ......... �' - - ---------------------------- —
— ---------
Boards, Commissions, &
HWhen
I
'Committees: External
lOrganizations
When No
N 0
When No
Mag,
CW-013
Longer
Longer
Longer
Ppr
Non -records
I(e.g. County Board of
Required
red
Required
Required
Supervisors)
--
Boards, Commissions, &
Committees: Residents
Brown Act challenges must be
Advisory Bodies Formed by
Minimum 2
1 Minimum 2
Mag, 1
Ifiled within 30 or 90 days of
Staffing Dept.

CW-014

CITY COUNCIL
years
years
Ppr
1 !action; GC §§34090,

AGENDAS, AGENDA
54960.1 (c)(1)
PACKETS.
......
--------------
-- - ----- -
...........
jBoards, Commissions, &
lCommittees: Residents
1 Department preference; State
Staffing Dept.
lAdvisory Bodies Formed by
CW-015
2 years
2 years
Mag
law only requires for 30 days;

I CITY COUNCIL
OD
GC §54953.5(b)
1,AUDIO RECORDINGS of
Meetings / Audio Tapes
j
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc, - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
Page CW-6
Office of 1
I Retention No. Records Description
Retention Disposition
Comments t Reference
Record
---
- - - ----------
--------
Image:Paper
Destroy
Inactive
Inactive
Active
Tot.

Total
Media I=Import
(OFR)
(Records
(in office)
Retention
Vital?
Options M=Mfr
I
I after
Center)
S=Scan
,imaged & I
I
QC'd?
Retentions t'll� If Lou are the0FR,2j;=our deaaIme .m retention schedule. ai��,to,the ggartmenl that is NOT the Office of Record=' or 11 Retentions begin when the act is completed, and =1 a full Me folder .Lea.last document iZa=Lsince destruction is 222LIILerr~ rated
tIOLDS Litigation, claims, ,coat faints, audits, gublic records act requesta, andlor investi atrons suspend normal retention periods (retention resumes after settlement ==Lelion Boards, Commissions, &
Staffing Dept. CW-016
Committees: Residents
Advisory Bodies Formed by
P j,
P
Mag
Mfr' OD, S
Department preference; GC
No
§34090

CITY COUNCIL
Ppr

MINUTES & BYLAWS
- -----------
Copies -
Copies -
Mag,
Final must be filed with County
Finance CW-017
]Budgets - Finals
When No
When No
Yes: Current
mf , OD S/I
Yes: After
Auditor- GC §34090.7, 40802,
Longer
Longer
Fiscal Year i Ppr
5 years 153901
Required
Required
— ------------
Gash Receipts Detail/ Backup
1/
Copies -
When No
Copies -
When No
Mag,
GC
Finance CW-0 18
Accounts Receivable Detail
§34090.7
Longer
Longer
Ppr
Refund Detail
i red,
Required
____Rsqyu
Copies -
Copies -
— — ----------- -
Finance Risk 1
When No
Longer
Longer
When No
Longer
Mag
Yes: Before I
Yes: After
CW-0 19
!Mfr, 01 S/I
i GC §§34090.7, 34090.6
Management I
Required
Required
Settlement I
I Ppr
Settlement
(Upon
( Upon
Settlement) I
..

Settlement)
------ - -- - --------
City preference; Statute of
Limitations for personal
Lead
(Responding) CW-020
i !Complaints Concerns from
Minimum 2
Minimum 2
Mag,
property, fraud, etc. is 3 years;
Claims must be filed in 6
Dept,
lCitizens
tears
years
Ppr
months;
340 et seq., 342, GC §§911.2,
34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office o
I Retention No. Records Description
Retention Disposition
Comments Reference
Recordf
— ------- . . ......... . .. ......... ..

Destroy
Inactive
Active
Total
Image: paper
Media rt I=Impo
(OFR)
(Records
(in office)
Retention Vital?
Options M=l after
Center)
S=Scan Imaged &I
QC-d?
Retentions apply to the de attment that is NOT the Office of RecordLOfR J,.or,the "Lead fie pailment . If Lou are the OFR, refer to our ,UiLartment retention schedule, Retentions be= when the act is com later and a full file folder Le,.last document + 2 ears, since destruction is no all arformed file folder,.] HOLDS: Liti ation, claims, c act re andlor investi atrorts-suspend no a/ retention Now
anods retention resumes after settlement or am
.gletion
i
Human
I
1 CW-021 Complaints Against Employees
Send to
Human
Send to
Human
Mag
1GC §34090.7
Resources I
Resources 1,
Resources
Ppr'
-- — -----------
CW-022 Contracts: See Agreements
. . ......... . .
............ .

Copies - I
Copies -
]GC
Lead Dept.

Copies or duplicates of any
CW-023
When No
When No
Mag Ppr §34090.7
record
Longer
Longer
Required
Required
---- — ------ - — ------
lCorrespondence - ROUTINE
Dept. that
;(Content relates in a substantive
'way to the conduct of the
Authors i
I public's
Document i
business)
Mag
or
CW-024
Letters, Memorandums,
2 years
2 years
I GC §34090
Ppr,
Receives the
(e.g.

Administrative, Chronological,
City's Original
General Files, Reading File,
Document
Working Files, etc,)
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc, - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
I Retention No. Records Description
I I
Retention Disposition
Comments Reference
---------------------------------------
-- — ----------
. ... . . ........................ . .....

Destroy
Inactive
Image:

Paper
(OFR)
Active Total
(Records Vital?
1 Media I=Import
after
(in office) Retention
Center)
Options, M=Mfr
Imaged &
S=Scan
QC'd?
Retentioaail4.to
the deurtment that is NOT the Office of Record LOER or the "Lead D2eartment", If ou are the OFR, refer to our de artment retention schedule.

Retentions be ars), since destruction is norma $Ihn when the act is coxLleted, and iLa a full file folder'Lea, last document + 2 e , &-gerformed b4 file folder., 1
LLOLDS: Litigation, claims, coat laints, audits, L?ubfic records act muests and(or inv=atloras suspend normal retention
aeriods,LZention resumes after settlement orcorm aletaon .. :Electronic and paper records
Correspondence -
j
;are categorized, filed and

TRANSITORY I
[retained based upon the

PRELIMINARY DRAFTS,
I CONTENT of the record.
[interagency and Intraagency iRecords
where either the
(Memoranda not retained in the
lContent relates in a
[ordinary course of business
substantive way to the
1conduct of the public's
Content NOT Substantive, or
business, or ARE made or
Dept,
NOT made or retained for the
retained for the purpose of
that
Authors
1purpose of preserving the
preserving the informational
Document
informational content for
!future reference
When No When No
content for future reference
1 Mag, ;are saved by placing them in
or
Receives the
GW_025
1 Longer Longer
Required Required
Ppr an electronic or paper (project)
City's Original
(e.g, calendars, checklists, e-mail
file folder and retained for the
Document
or social media posting invitations
applicable retention period. If
linstant messaging, inventories,
not mentioned here, consult
logs, mailing lists, meeting room
registrations, staff videoconterence
i —1
(the City Attorney to determine
if is
gb@1% nqtAs pndrecorliMs. supply
a record considered
transitory / preliminary draft.
!inventories, telephone messages,
'text messages, transmittal letters,
GC §§34090, 6252, 6254(a);
Ithank your, requests from other
64 Ops. Cal. Atty. Gen. 317
Icities, undeliverable envelopes, i
(1981)); City of San Jose v.
:visitors logs, voice mails,
i Superior Court (Smith).

Mebpages, etc,)
IS218066. Supreme Court of
California, 2017
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9
Office of
Record
1 Retention No. Records Description
I
Retention Disposition
i
Comments Reference
---------------------- ---------------
1 Destroy
Inactive
Active
Total
Image:

Media I=Import 1
Paper
(OFR)
(Records
(in office)
Center)
Retention
Vital? I
Options M=Mfr
after
Imaged &
S=Scan
QC'd?
Retentions a
1 to he dwartment that is IVOT the Office of or the 'Lead D=drtmanl" 1f Zou are. the OFR,.refer retention schedule, Retentions he when the act is comleted, and lL�a fu=fileafolder e. .Past document + 2 ,toa,,rZgi:amenl,
oars , since destruction is agatl perfonmed, bg,file
folder.
tLOLDS.- Litigation, claims, comafaints, audits, public records act requests, andlor mnvesti atlolts suspend no at retention edods retentmora resumes after settlement or cc Deeds, Easements, Final
Copies -
Copies -
City Clerk
Orders of Condemnations,
CW-026
When No
When No
Mag, i
LSencl all originals to the City
Liens, Recorded Documents,
Longer
Longer
Ppr
Clerk; GC §34090.7
Rights of Ways (All)
Required
Required
......
- -----
_j
--- - --------- - -
Deposit Accounts / Trust
Close + 5
Close + 5
Mag, i
Department preference; meets
Lead Dept.

CW-027 jAccounts / Refundable
Deposits
years
years
Ppr
tin standards-, GC §34090
- — - - - - --------------
i
lAs laudiong as the drafts and notes
are not retained in the "Regular
Drafts & Notes: Drafts that are
When No
When No
I
Mag,
Course of Business", Consult
Lead Dept.

CW-028 I
(retain final version)
Longer
Longer
Ppr
the City Attorney to determine
!revised
Required
Required
if a record is considered a
1draft. GC §§34090, 6252,
-------- ------ - - ---- - - --------- -- ---------- ...... ..... - --------- - - - --.
.
..........
6254(a)
Transitory or source records
not retained in the ordinary
When
When
course of business; CHIP
Lead Dept.

CW-029 IDV Pull Notices
'Superseded orl
Superseded
Mag Ppr,
audits every 2 years; Bureau of
Separated
or Separated
National Affairs recommends 2
years for all supplementary
'Personnel records; GC §34090
!Generator Operation Logs &
. ..............
1111-1-11-1--i
— ---------------------- -
Lead Dept.

CW-030 I Inspections - Fixed / Stationary
i 3 years
3 years
ag,
MPpr
AQMD Rule 1470; GC §34090
!Generators
I I
j
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Office of
� I -
- ----- ----- --
--- - -----
Record
Retention No Records Description
Retention Disposition
Comments Reference
Destroy
In
Image -
Paper
(OFR)
Active
(Records
Total
vital?
Media l=Import
after
(in office)
Center)
Retention
Options M=Mfr
Imaged & I
- ------- . .....................................

S=Scan
. ............

OCItl ?
MIT= M I "M M-1
In mm=
ffamm
"mm".=
!Generator Operation -ogs &
AQMD Rule 1470; Form
1400-E-13a
Lead Dept.

CVV-031 Inspections - Portable
instructions; GC
lEmergency Generato
�§34090
---------
--
iThe Lead Department should
print out historical documents
jor save source data) prior to
GIS Database Data Layers
When No
i
When No
replacing the data, if they
Lead Dept.

CW-032 (both City-wide and
Longer
Longer
Mag
require the data or output for
Specialized)
Required
Required
historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seq.
.............

Lead Dept,
!Grants (UNSUCCESSFUL 1
CW-033
�kQlQlications. C
2 years
Mag,
r
Ppr
— — -------- -
1GC §34090
—A ------------
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 1
Office of
I 1 Retention No. Records Description
Retention I Disposition
Comments I Reference
'Reclord"1111111-,
---- - - 1-1 ---- - ---- 1-----------
— -- - --------------
Destroy
Active
Inactive
Image:
i
Total Media I=Import
Paper
(OFR)
(in office)
(Records
Vital?
Retention Options M=Mfr
after
Center)
i S=Scan
Imaged &
QC'd?
Retentions a
to the department that is NOT the Office of Record ZR, or the "Lead Department". If vou are the OFR, refer to your de artment retention schedule.

Retentions b22in,.when the act is com2leted. and imolv a full file folder (a. 2. last document + 2 ears), since destruction is normally performed by
file folder
,HOLDS.- Litigation, claims, cornglaints, audits.,j!ublic records act re2uests, and/or investi ations sus gend normal retention,periods (retention resumes after settlement or com- letion).

Meets auditing standards;
Grants I CDBG I Reimbursable
jGrants covered by a
Claims I FEMA Claims I OES
' Consolidated Action Plan are
lClaims (SUCCESSFUL
Irequired for 5 years; Uniform
lAdmin Requirements for
I
Reports, other records required
After
Grants to Local Governments
Ito pass the funding agency s
Funding
After Funding
is 3 years from expenditure
audit, if required)
Agency
Agency Audit, Mag,
report or final payment of
Lead Dept,
CW-034 2 years
i Audit, if
if required -
Ppr
grantee or subgrantee;
lApplications (successful), grant
I Required -
I Minimum 5
Minimum 5
statewide guidelines propose 4
!agreement, program rules,
years
years; 2 CFR 200.334L2-C4--R-
!regulations & procedures, reports
Ito funding agencies,
years
2GG-333-,�24 CFR 91 A 05(h),
grant
correspondence, audit records,
92,505, 570.490, &
I completion records
570,502(a&b), 29 CFR 97.42;
OMB Circular A-1 10 & A-1 33-
GC §34090; GC §8546.7
. ........ .
- -- — -------- ---------
- --- - -----
Send all grievances to Human
Copies -
Copies -
Resources; All State and
Human
i !Grievances and Informal When No
CW-035
When No Yes: Before Mag,
Federal laws require retention
until final disposition of formal
Resources
::Complaints (Employees) Longer
Longer
er Disposition Ppr
complaint; State requires 2
Required
Required
years after action is taken; GC
§§12946, 12960, 34090.7
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12
Office of
Retention No. Records Description
Retention Disposition
Comments Reference
I
Record
---------- --------
--- --- - ----------
------ — --------
. .. .... .... . ..... .
..............
—
Image:

Destroy
Inactive
Active
17 Total
I Media I=Import
Paper
(OFR)
(Records
(in office)
Center)
1 5
Vital ?
Retention
j0ptions M=Mfr
after
Imaged &
S=scan
QC'd?
Retentions
schedule.
to the ment that is NOT the Office of Record �O�R), or the "Lead Da oaflinenr, if Lau are the 2FR, refer to our de=ment.retention schedule.

Retentions begin when the, act is c�Ieted, =d� a,full file folderfeg. last document + 2 ears since destruction is norma!! 4rformed fx
file folder. I
HOLDS: LWion, s,comolafirts, audits, public records act requests, andlorinvestigal' s suspend normal retention 0"muml
or ccm letion
gefiods retention resumes after settlement orcom letion Copies - 'I
Copies -
When No
When No
Mag,
!Risk Management
City Attorney
Lawsuits, Litigation, Pending
CW-036 I
Longer
Longer Yes: Before
I Mfr, OD, S/I
Yes- After
administrates claim; GC
�§§34090.7,
Ptigation
Required
Required Settlement
S
Ppr
Settlement
34090.6
(Upon
(Upon
-
Settlement)
- -- — --------------------
Settlement)
— ---------
Leave Slips /Time Off
When No
When No
Mag,
i Preliminary drafts not retained
in Regular Course
Lead Dept.

CW-037
'Requests
Longer
Longer
Ppr
the of
Required
R
Required
Business GC §34090
.............
!Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as
;may
record of the chemical
IMaterial Safety Data Sheet
1(MSDS) / Safety Data Sheet
i
Tsubstance / agent, where &
when it was used is
Lead Dept.

CW-038 (SDS) Chemical Use Report
Form (or records of the
While
Chemical In 30 years
30 years
Mag'
Mfr, OD, S
Yes - After maintained for 30 years;
QC & OD Applies to
Use
Pr
p
qualified employers;
chemical / substance / agent,
Claims can be made for 30
where & when it was used)
years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29
1CFR 1910.1020(d)(1)(i), GC
1§34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
Page CW-1 3
Office of
Retention No.

Record
Records Description
- - - ------- I
Comments Reference
Destroy
Inactive
Active
Tota I
Paper
(OFR)
(Records
(in office)
Retention
after
L
Center)
— ----------------------------
- -- - ---- --------------
"71—%".
"'m rm 3 W. 03=11"14
nwil".1-mman= 1W
M- "..j
M-1 P. 0M,
".40MI ff-111".101=11 "MM Bill -11
F--
C F
opies -
Copi
Mag, 1
Originals maintained by City
City Clerk CW-039
[Minutes - City Council
When No
Longer
When No I
Yes (all)
Longer
i
jMfr, OD S
No Clerk Permanently; GC
Ppr
§3409U
Required
- - ------------ -- - -------
Required
Copies -
[Return any whole unused
When No AD
Longer Original
Or"i
1codes to the City Clerk;
No
Originals by City
:Ttrg—U
g i n 31
1 maintained
-d ReqL
Clerk Permanently; GC §34090,
When No
Longer
Required
C §34090
Mag,
IStatute of Limitations on
IMunicipal Government action
Ppr
I is 3 - 6 months; CCP§337 et
Iseq; GC §34090
F- Copie s-
When No
Mag,
�Originals maintained by City
City Clerk CW-043
Ordinances City Council
Yes (all)
Longer
fr, OD S
Ppr
7 No
Clerk Permanently; GC §340SM
— - - -- - ------------- I — - -i
i
Required
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW- 14
Office of
Retention No. Records Description
eten
I
Retention I Disposition
Comments !Reference
I
Record
I
-- - - - ------------ - ----------- ---------- -- - ------ - - ---- - - -
--------------------- - - ------------ ---- - -------
- - - ------------ ----------- -
Destroy
Inactive
Image:

Paper
(OFR)
Active
(Records
(in office)
I
Total
vital?
Retention
I
Media I=Import
Options,, M=Mfr
after
Center)
S=Scan
I
Imaged &
QC*d? I
Retentions a
1 to the de artment that is NOT the Office of Record (qFR I ure or the "Lpad Denartment', If yoathe PR, refer to our -- de retention schedule.

Retentions b22in when the act is Co=1ete4, land = a full file folder Lu. last document + 2 Lears), since destruction is nor=l Lerformed dz
file folder, 1 ,
BOLDS: Litiption, claims, co hints;, audits,,public records act reguests, andlor investi atior s suspend normal retention j,enods retention resumes after settlement or coma ple
iCalif. Labor Division is required
�Ito keep their records 7 years;
!OSHA requires 5 years; State
Lead Dept,
CW-044 OSHA Inspections or Citations
5 years
5 years
Ppr
1law requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7; LC
Personnel Files (Department-
Send to
Human
Send to
Human
I
;Ensure records kept in
level Files)
I
Department files comply with
�City
Human
i CW-045
Resources
Resources Before I
Mag,
policy (all originals are
Resources
I
'Except for Fire & Police
Upon
Separation or
Upon Separation
Separation or
Ppr
sent to Human Resources),
Department
Transfer
Transfer
GC §34090.7
----------
- . ......
- ------
Shred After
Shred After
Incoi rporation
Incorporation
Notes maintained in a separate
IPersonnel Files (Supervisor's
into
into Before
Annual
Ifolder
Mag,
to be incorporated into
to
Lead Dept,
CW-046 I
�Notes}
Performance
Performance
1 Ppr
performance evaluation, or
Evaluation or
Evaluation or Evaluation
document progressive
Documented
Documented
discipline- GC §34090 et seq.
j Discipline
Discipline
- ------------------
- — - ------ - ----------- — - - - - - --------------------- - ---
When No
When No
Mag
jPreliminary Drafts; destroy
Lead Dept-
CW-047 Photographs
I
Longer
Longer
I
Ppr
unnecessary photographs, GC
I
Required
Required i 1
§§34090, 6252, 6254(a)
Lead Dept,
- - - - - ---------------- - --------- ---
CW-048 I Public Relations I Press
. .. . ......... . ... . ........... . ..
2 years
2 years
Mag
Ppr'
........ . .... -----------
jGC §34090
I Releases
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

- -------- -- - --------
Office of
Record
Retention No. Records Description
Retention I Disposition
Comments Reference
Image:
- — ------------ — — ---
Destroy
Inactive
tive
Tot al
Media I=Import
Paper
(•Ac
OFR)
(in office) (Records
Center)
Retention Vital ?
Options M= r
after
Imaged &
S=Scan
'd?
QC
UNIUMIER, UO TIN I T. ".90 1".
"Morm ff-Iffill"IM"MMEMMMIRS"W-W,
Lead Dept
!Real Estate Appraisal Reports:
i I
1 1 Mag,
Not accessible to the public;
(Who Ordered
CW-049 !Property NOT purchased, 1
2 years
Ppr
Statewide Guidelines show 2
the Appraisal)
!Loans not funded, etc.
years; GC §§34090, 6254(h)
Not accessible to the public
until purchase has been
Lead Dept.

I
!Real Estate Appraisal Reports: 1
Minimum 3
Minimum 5 Yes: Before
1 1 Mag,
completed; meets grant
Yes: After
(Who Ordered
CW-050 Purchased Property, Funded
2 years
years
years Purchase
fr, OD, S
au diting requireme nts; 2 CFR
Inactive
the Appraisal)
oa
Lns
Ppr
00:334-, 24 1 2C
CFR 91.105(h), & 57o.502(b)
29 CFR 97.42, GC §34090
.............. .
opies - C
Copies -
�Records Destruction Lists
CW-051 "Certificate Records
When No
When No
Mag,
GC
of
!Destruction
Longer I
Longer
Ppr
§34090.7
Required
Required
IReference Materials: Policies,
I
lProcedures, Brochures, Flyers,
Manuals, Newsletters, etc:

When No
When No
CW-052 Produced by OUTSIDE 1
Longer
Longer
Non -Records
ORGANIZATIONS (League of
Required I
Required
California Cities, Chamber of
IL
Commerce,
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16
Office of
Record
I
!Retention No. Records Description
Retention Disposition
Comments Reference
Destroy
Inactive
Active
Total
Image -I
I=Import I Media
Paper
(oFR)
(Records
(in office)
Center)
Retention
Vital?
I
•Options M=Mfr
S=Scan
after
Imaged &
QC'd?
11 .. . .... 1. ......... PIPE mx� ftymn anamw M.

TV W.

Reference Mate rials: Policies,
Procedures, Brochures, Flyers,
P
IStatewide guidelines propose
I
Lead Dept,
CW-053 Manuals, Newsletters, etc: i
Minimum 2
Minimum 2
Mag,
I superseded + 2 or 5 years; G
i
Produced by YOUR
1 years
years
Ppr
1 §34090
Department
- - -------------- ----
Reference Materials: Policies 1
Procedures, Brochures, Flyers, I
Lead Dept.

CW-054 Manuals, Newsletters, etc:

When
When
I Mag,
�Copies; GC §34090.7
lProduced by OTHER
Superseded
Ppr
i,Departments
i
Reference or Workinf.Files:

C-1
. . ................................. [See Correspondence Reports and Studies
Mag,
Administratively and
L d Dept,
ea
CW-056 (Historically significant - e,g,,
10 years P
!,,Mfr, OD,
Historically significant,
Zoning Studies)
Ppr
therefore retained
ipermanently; GC §34090
and Studies (other
statewide
IReports
years- guidelines
Lead Dept.

CW-057 Ithan Historically significant
10 years
10 years
propose 2 years; If historically
I reports - e.g. Annual Reports)
Copies -
When No
Copies -
When No
City Clerk
CW-058 �Resolutions - City Council
Longer
Longer
Required
Required
Lead Dept.

ISpecial Projects / Subject Files
CW-059 I
Minimum 2
'Department Preference; GL.

I Issue Files
All" .............. _0011�
years
�§34090 et seq.

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 7
Office
Retention No. Records Description Retention Disposition Comments I Reference
Recof
"lord"_ .......... ------- - ----
---- — ----- ---
- — ---------------- — - --------
Destroy
Inactive
Active Total
Image:

Media I -import
Paper
(OFR) (Re(
(in office) (Records
Retention Vital?
Options Z1111fr
after
Center)
S=Scan
Imaged & I
i
QC'd? I
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead De gw="..Uou are the OFR, refer to our de artment retention schedule.

Retentions begin when the act isc2=1eted,, andi= alull file folder e.g. last document + 2 years), since destruction is normallvperformed bz file folder. I
HOLDS: Liti ation,,claims, comlaints,.audits, 2ublic records act re2uests, andlor investi ations suspend normal retention periods (retention resumes after settlement
iSurveys / Questionnaires (that
the City issues),
If a summary of the data is
Mag
Lead Dept, CVV-060 !compiled, the survey forms are 2 years 2 years ,
'i GC §34090
�considered a draft or transitory
Ppr
record, and can be destroyed
as drafts (When No Longer
Required)'
t
- --- - ----
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years;
Ca, requires 2 yr min.; FTB
keeps 3 years; Most
Time Cards
Employees provide digital
Lead Dept, CV1-061 2 years 3 years 5 years
Contains the employee's
Mag,
Mfr, OD, S/ I
Yes: After (signatures when they submit
QC & OD "their timecards but some in
Ppr
[signature
Public Works and Community
[Services do not (another
jemployee enters their time),
[IRS Reg §31.6001 -1 (e)(2),
R&T § 19530; LC § 11 74(d); 29
CFR 516.5; GC §34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc, - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 8 Office of
Retention No, Records Description G
Retention l Disposition
Comments t Reference
Record
Destroy I
Image:

Inactive
Active
Total
Total
paper
Media I=Import
(OFR) (Records
(in office)
Center)
t vital?
after
Options M=Mfr
S=Scan Imaged &
QCd?
Retentions, ay to the degartment that is NOT the Office of Record =R), or the "Lead Dmgament". Ifau, are the OFR, refer to your deaertm �nt retention schedule.

Retentions 1: in when the act i2al a full file folder (e.g, last document + 2Leal .1111 1
since destruction is normliz gerformed.P1,file folder. . 1 ,HOLDS- Lttggtion,.claims, corn1aints, audits, public records act, rmuests, and/or investigatio s suspend normal retention Letiodsretention resumes after settlement or corn l oon Department preference; Ethics
Training is 5 years; Statewide
[guidelines propose 7 years;
'Training - ALL COURSE
jCalif. Labor Division is required
;RECORDS
to keep their OSHA records 7
I i
Mag, Yes: When years; EEOC/FLSA/ADEA
Lead DeAttendance Rosters, Outlines 2 years 3 years
t. CW-062
p!(
5 years
MfrODS
, , (Age) requires 3 years for
I Inactive
land Materials; includes Ethics,
,
Ppr promotion, demotion, transfer,
Harassment Prevention, &
Iselection, or discharge; State
ISafety Training & Tailgates) j
;Law requires 2 -3 years for
1personnel actions-'8 CCR
�§3203 et seq,, 29CFR
11627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 34090,
-- - - — - - --------------------------------- - — ------- - ----------- 532352(b)- 53237.2(b)
'Video Recordings - Public
Activity (Doors, Hallways, When No
When No
When
Does not record regular
Parks, Public Areas, etc.)
Lead Dept. I CW-063 Longer
Longer
g
Mag ongoing operations of the City',
i
i Required
I
UGC §34090.6(a)
See City Clerk's schedule for
I 'City Council Video Recordings
I i
—71
1 1
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
Page CA-11
Office Of
Retention No.

Record
.. . .....

Inactive
Image:

Active
(OFR) (Records
To• tal I
Media
Vital?
I=Impo
(in office) Center)
Retention
Options
M=Mfr
------------
S=Scan
e Standards
111 11 111 11111
1 11 111�d t er 4 file fold
. ........... . ---I
F When No
_7 ---
Longer
iAdvice
Longer I
I
Mag,
Department Preference; GC
City Attorney CA-001 Files Department Files Required -
R u 1i d
I
Ppr
§34090
Minimum 2
When No
Department Preference;
eLonger
City Attorny Opo inins and
i Mag
IStatewide guidelines propose
City Attorney CA-002 Required -
iOpinion Index
R i d
equ re
Yes
Ppr
Isuperseded + 2 years; GC
Minimum 5
1§34090
years
- ----------- - --
minimum
I
Department preference; CCP
gation Files Lawsuits Final
City Attorney I CA-003 I
Court Case Files Resolution +
Yes: Until Mag,
Settlement Ppr
§§ 337 et seq.; GC §§ 9112,
5 years
W hen No
Department Preference;
L onger
Settlement Agreemen ts Final
City Attorney CA-004 Required - P
Mag,
Mfr, OD,
Yes: After Statewide guidelines propo se
S/I
Isuperseded
Court Settlements Minimum 5
Ppr

QC & OD
a
+ 2 yers; GC
J'11
1§34090
years
11OWNEY, CA 01995-2016 Gladwell Governmental Services, Inc, - all rights reserved lo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/201

Ver.

10.0 RECORDS RETENTION SCHEDULE:

CITY CLERK
Page CC-11
111111104 M
16r*Tj-jTj=
inactive
Destroy
(Records
Paperafter
Center)
Retentio
Imaged &
QC'd?
11�1 PIE WMIM. RnMr, mmm".&Pnow maw
City Clerk
CC-001 Administrative Regulations
10 Ppr�
Mwewnl FrMeMP
Brown Act challenges must
be filed within 30 or 90 days
Mag Mfr,
of action- Statute of
I
#
OD, Ppr
Limitations on Municipal
Government actions is 3 - 6
months; GC §§34090,
54960.1 (c)(1)
— - - — ------- - ----- - -------
of
Mag, Mfr, S/I
Yes: After
Department preference; GC
OD, Ppr

QC & OD
§34090
iCorporation
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Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-2
Office of 1 1 Retention No. 1 Records Description
Retention I Disposition
Comments I Reference
Record I
— ------------------------------------------------------ Inactive
-- - ---- - -- - ---------------- Image: Destroy
— ---------------------
I Active
(OF) ; (Records
I
Total Media I=Import Paper after
vital?
(in office)
Center)
Retention Options M=Mfr Imaged &
S=asan OCd?
If the record is not listed here; refer to the Retention for Cit Wide Standards 7Retentions begin when the act is completed,, and iLEJ a full file folder Le,2,Iast document + ears .din destruction is no=a.11�,performed.,,file fo1der. 9 "DS. Litiation, coLnpfaints, claims, public records act re bests; audits andlor lnve tr ations suspend normal retention eexit ds retention resumes after settlement or comi LleLion Agreements & Contracts -
FORMAL
(INFRASTRUCTURE, OR IF
'IMAGED, JPAs, OUs)
Agreement or Contract i
includes all contractual
3 Department Preference, All
obligations (e.g. Specifications
infrastructure contracts
Viand Successful Proposal/
should be permanent for
Scope of Work),, Insurance
emergency preparedness;
Certificates, Notice of
Statute of Limitations is 4
Completion
City Clerk CC-004 Completion P
Yes: Before Mag, Mfr, Yes: Upon
P
years; 10 years for Errors&
Completion OD, Ppr Completion(,Omissions;
land records are
permanent by law; CCP §337
[Examples of Infrastructure:
et. seq., GC §34090;
[Architects, Buildings, bridges, d
Contractor has retention
covenants, development,
requirements in 48 CIFR
ienvironmental, Joint Powers, z4.703
'WOUs, park improvements,
property & property restrictions,
4edevelopment, reservoirs, sewers,
sidewalks, street & alley i
improvements, settlement,
subdivisions, utilities, water, etc,
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-3
Office of Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
I
- - - ----------- -
---------- m-_"
Image Destroy
I
Inactive
Active
Total
Media I=Import I Paper after
(OFR) j (in office) (Centers
)
Retention
vital? 1 Options M=Mfr Imaged &
I S=scan 'd?
It the record is not listed here,, refer to the Retention for 2itLWide Standards Retentions be in when the act is completed, and i2"/ a full file folder e. , last document+ 2 LearIL, since destruction is normal� eerformed,1,141le, folder, HOLDS LlZion, co �.q public records act rpni nests audits and/or investigations suspend normal retention oeriods (retention resumes after settlement or co plaints, claim Mletion , �Agreements & Contracts -
!FORMAL (NON-
1INFRASTRUCTURE,
I Professional Services
[Agreements - NOT IMAGED)
I Department Preference,'
Agreement or Contract I l
!Statute of Limitations is
includes all contractual
;obligations (e.g. Specifications
years- 10 years for Errors&
Omissions; land
City Clerk CC-005 and Successful Proposal/ Co mpletion 10 years Completion + Yes: Before
Mag, Ppr
10 years Completion
records are
permanent by law; CCP
Scope of Work), Insurance
§§337. 337v 1 (a), 337.15, 343;
Certificates, Notice of
GC §34090, Contractor has
Completion
retention requirements in 48
CFR 4.703(a)
Examples of Non -infrastructure:
lConsultants, Franchises,
!Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming,
Leases, Personnel, Professional
Services, Vehicles, etc.
rArticles of Incorporation: City
------------- - - - - ----------------
Downey Water Facilities
City_Clerk CC-005.1 lCorporation and Public 2 years
i mn--Pp—r
UGC §34090
?Facilities Financing
Corporation
........... ... --------
.................. . . — ----- -
Board & Commission I
City Clerk CC-007 Committee Maddy Act Lists 1 2 years
'Committee
2 years Mag, Ppr
[GC §34090
Notices
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 10.0
RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-4
Office of
Retention No. Records Description
Retention Disposition
Comments / Reference
Record
Inactive
j I
---- — ------------
Destroy
Active
Total Media i I=Image:

Import
Pap erafter I
(OFR)
(Records
I (in office) i (Rds
I
t vital?
Retention Options I M=Mfr
j
Imaged &
Center)
S=Scan
If the record is not listed here, refer to the Retention for Cl -Wide Standards Retentions be in the act is com feted. and im I a full file folder J.g. last document + ears L, since destruction is normall"erformed by
file folder.
.2.X
HOLDS- Lati atibn, goZplaints, claims; ablic records act requests, audits andlorinvesti a t ns suspend normal retention eeriods retention resumes after settlement or g"m letioa.

Department Preference;
IStatute of Limitations for
Bonds (Revenue) Official
bonds, mortgages, trust
�Statements / Transcripts I
deeds, notes or debentures is
;'Certificates of Participations
;6 years; Bonds issued by
City Clerk
CC-008 I(COPs) - Includes Continuing
I Fully
Defeased +
Fully Yes: Until 1 i
Defeased + Mag, Ppr
local governments are 10
Disclosure Reports
10 years 1
10 years Maturity
1years-, There are specific
requirements for disposal of
lunused
ISee Bank Statements for
bonds; CCP §§336 et
statement retention,
seq, 337.5(a); 26 CFR

1.6001-1 (e): GC §43900 et
seq,
City Clerk
CC-009 Budgets - Adopted Final
P
Yes: Current Mag, Mfr,'
P S/I
Yes: After Department preference; GC
Fiscal Year OD, Ppr
90 days 1§34090 et seq.
'City Council, Board &
. .........

Mag, Mfr
'
Yes: After Department preference; GC
City Clerk
CC-010 !Commission Historical List of
P
P 1 S/I
OD, Ppr
QC &OD 1§34090
Mu,Tembers
Finance Risk!
Manage-
................... ..... . . .. —
CC-01 1 'Claim Forms
2 years
-- — --- ---------
1 Mag, Mfr, Yes: After
2 years S/I GC §34090
Ppr QC &OD
i
Department preference;
Deeds Easements, Final
Finals are maintained by City
City Clerk
CC-012 Orders of Condemnations,
Liens, Recorded Docu_ments
I P
Mag Mfr
P Yes (all) OD,'Ppr'i S
- Depament file may
No [ClerkDepartment
include correspondence; GC
1§34090
Rights of Ways (All)
et seq,
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver.

10.0 RECORDS RETENTION SCHEDULE:

CITY CLERK
Page• CC-5
fact of
Record
, ---------- ---
Retention No. Records Description
i
Retention Disposition
Comments Reference
. .....

Inactive
Image: Destroy

I (OFR)
Active
(Records
Total M�
Media
Vital? I
I=lm•ort Paper after
(in office
Center)
Retention -
Options
M= Mfr Ima ed &
------ ------------------
S=Scan
�f the record is not listed here,re-fer tothe Retention for Cit Wide Standards Tri., "morriz manglimm
mmm nw-m- I"m
--------- ------ --- - -- ----- . . . .......

IStatements filed electronically
are required for 10 years;
City Clerk
CC-049
Mag, Mfr,
S/I Yes:
lCity maintains copies only;
!original
OD, Ppr
statements are filed
1with FPPC; GC §81009(f)(g);
i
PC §84615
of
Mag, Mfr,
Yes: After,*
City maintains
I
S/I
statements', GC
OD, Ppr
years
§81009(d)(e)(f)I&(g)
- - - - - ---------- -
I too
Mag, Ppr�
2 CCR 18615(d), GC
�§81009(e)&(g)
-to
Must post on website; GC
1§81009(e)
Should post on website for 4
years; GC §81009(e
Mag, Ppr�
GC §81009e
M
Mag, Mfr,
S/I Yes- After 2
FPPC Regulation 18734(c);
GC
OD, Ppr
years
§81009e
fter2
FPPC R gulation 18734(c);
rs
GC §81009e
�Must post on website', 2 CCR
—Is Eel
1187025(b)(3); GC §34090;
[GC
§81009(e)
DOWNEY, CA. @1995-2016 Gladwell Governmental services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/201..

Ver. 10,0 RECORDS RETENTION SCHEDULE:

CITY CLERK
Page CC-6
Office of
1 Retention No. Records Description
'- I
Retention I Disposition
Comments Reference
Record
Inactive
"m Destroy
Active
(OFR) (Records
I Media 1
vital?
=Import Paperafterl
(in office)
Center)
Retention
Options 1
-
M=Mfr &
Imaged
C'd?
Filings (FPPC 400
r Electronic Filings, Dat
for
eries Forms & Form 501):
iied
tiUCCESSFUL CANDIDATES P
City Clerk CC-021 1 2
Mag, Mfr,
Yes: After 2
S
years
(Elected Officials)
OID, Ppr
years
�All whether filed electronical1v
I ast 2 years; GC
-------
---------- -
andidates with ut
-ommittees are not reguired
I IG file their statements,
Mag Mfr
S Yes: After 2 online or
ORRUM
OD, Ppr
years lectronically; Paper must be—
tained for at least 2 years;
. .......... (g);
•
84615
Campaign Disclosure
Statements (FPPC 400 Series
Eggns, 501 E2rm)-'
jUNSUCCESSEUL
QC-022,1 'CANDIDATES.
10 years
Mag, Pp

I ELECTRONICALLY FILED -
VITH or WITHOUT
�Campaign Filings (FPPC 400
�Series Forms): THOSE NOT
ftr?t
CC-023 REQUIRED TO FILE 4 years
!least 2 vears: GC

ORIGINAL WITH CITY CLERK
g)
_](copiesj
I
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver.

10.0 RECORDS RETENTION SCHEDULE:

CITY CLERK
Page CC-7
Office of
1 I Retention No. Records Description
Retention Disposition
Comments Reference
I
Record
!
- — - --------- - ------ — -----
1 Active
Total
Image:

Media I=Import
Des I
y
Paper after

T - ------
(OFR)
(Inactive
Records
vital?
(in office)
Center)
Re
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for at -Vida Standards Retentions be in when the act is com2leted, and lmly.a.full . file folder e.g.,last document + 2 ears bZ,fle ..... . ....... ... ,L L L�' „since -destruction is norma�uerformed. folder,
HOLDS: Litigation, com faints claims, ublic records act, reauesta.audits andlor investigations sus pend normal retention geriods retention resumes after settlement or completion). also=
lCampaign Filings (FPPC 400 1
Paper must be retained for at
City Clerk
[Series Forms): OTHER
CC-024 1 1 7 years
COMMITTEES (PACS - not
7 years
Mag, Ppr
least 2 years; GC
1§81009(c)&(g)
-- — ---------
....... . ....... _Icandidate-controlleql.
----- --------- ----------- ------ -- ----- — ------
- -----------------------------------------------
Department Preference;
Statewide guidelines
proposes 4 years for
Candidate File: Nomination
Statement Term of
Term of
successful candidates, 2
City Clerk
Papers, Candidate
I CC-025 Office + 4
Office + 4
Mag, Ppr
years for unsuccessful; CA
Forms, etc, - SUCCESSFUL years

CANDIDATES
years
law states term of office and 4
years after the expiration of
term and does not delineate
-- --- -- -------------------- --------- ------ — — — ---- between the two; EC §17100
Statewide guidelines
ICandidate File: Nomination
proposes 4 years for
Papers, Candidate Statement
[successful candidates, 2
City Clerk
I
CC-026 Forms, etc. - IElection + 4
Election + 4
Mag, Ppr
1years for unsuccessful; CA
law states term of office and 4
;UNSUCCESSFUL years
years
years after the expiration of
iCANDIDATES
[term and does not delineate
between the two; EC § 17100
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

'Ter.

10.0 RECORDS RETENTION SCHEDULE:

CITY CLERK
Page CC-8'
Office of
1 ! Retention No. Records Descr' Mon
Retention Disposition
lefere
Comments Referen ce
Record
1 . ....... . . - - - ------
Inactive
FMedia
(OFR)
Active
(Records I T otal
vital?
(in office)
Center) Retention
Options
llll,'EMVA�
--- ----------------------- -
— --------
Ilf the record is not listed here, refer to the Re-tentio-n for City -Wide Standards 711PIN MIMM!". 11 Ion== 0 M M, M. ru
11MR-1
M".74
111 maize= MIN "M MMIT MOM
2 years
Mag, Ppr
GC §34090
Mag, Mfr,
Retained for Historical Value,
OD, Ppr
S
No GC §34090
1 Results +
months
I
I
�NIotaccessible to the public;
Final
Ms
after election results, or finall
-7 =- 7z.
=
Ppr
examination if no election,
+ I yea 8
-
unless there is a legal or
FIPPC proceeding. EC
§§17200(b)(3), 17400
IN I I
City Clerk
C C - 04 8 P::n erprise System Cat
I "I 11 11 11 j1posted on line)
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
I
1 Retention No. Records Description
I
Retention I Disposition
Comments( Reference
I
Inactive
Active
Tota I
Total
Media
- - ------------
Image: Destroy
I=Import Paper after
(OFR)
(Records
(in office)
Center)
Retention
E
vital?
Options
M=Mfr Imaged &
........ ............

S=§gan QC'd?
If the record is not listed here refer to the Retention for 2LWide Standards 11 Retentions beginwhen the act is comleted, and =1 afull file folder &L. document + 2 4 "arse since destruction is nonvallyperformed bv file folder,
.last
HOLD Lli ahon, comlaints, claims;public records act requests, audits and "or invest. ga sAu§pend normal retention 2etiods (retention resumes after settlement or cc City Clerk
CC-030 !Ethics Training Certificates
5 years
5 vears
5,2(b)
- — - - — ---- --------
City Clerk determines
Historical Records,
historical significance;
Photographs, & Historical
�Projects
Mag, Mfr
records can address a variety
Hof subjects and media. Some
City Clerk
CC-031 (e,g. Incorporation,
P
P
OD, Ppr
S No
media (e.g. audio and video
lCity Seal, Awards of significant
interest, etc.)
tape) may be limited because
,historical
!of the media's life
[expectancy; GC §34090
........ ........
. . . . . . ...
------------- . .........
. ----------- -
------- ---- - ------------ - --- - -------------
-1-Ybs-7
City CI k
Index to Records I Kardex
CC-032
�lndexesa.

Superseded
i Superseded
Mag Mfr,
Yes
OD, Ppr
After
S/I
QC-d & OD
Department Preference; GC
1§34090
JMinutes: City Council,
�Community Development
'Commission, Successor
City Clerk
iAgency, Oversight Board,
CC-033 Public Finance Authority,
iMag
P
P
Mfr
OD, Ppr
S/I No
GC §34090
lWater Authority, Downey
Water Facilities Corporation
land Public Facilities Financina
[Corporation
------------------------------- - - - ------
City Clerk
Municipal Code Administration,
I CC-034
When No
Longer
When No
Longer
= Mag, Ppr,
Preliminary drafts not retained
in the ordinary course of
Distribution, etc,
Required
Required
business; GC §34090
. . . . . ..................... . .. -L
Municipal Code History I
I
- - ------------------- -
ag, Mfr,
- - ------
Department preference
City Clerk
CC-035
Supplements
r
P
OD, Ppr
S/' No
(retain one of each
isupplement); GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute Wthout prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/201

Ver. 10.0 RECORDS RETENTION SCHEDULE:

CITY CLERK
Page CC- 10
Office of
Retention No. Records Description
Retention Disposition
Comments I Reference
Record
I
Inactive
Inactive
I image:

Destroy
(OFR)
Active ]' s
(Records
LE
Total
Retention
I Media I=Import
Vital?
Options M=Mfr
Paper after
Imaged &
office)
(in e)
C
Center)
i
S=S---
If the record is not listed here refer to the Retention for CILWas, standards Retentions bg
Lin when the act is Completed, and r=l a full the falder,Le last document + 2 `ears , since destruction is normal] erformed ,file
"folder.
14OLDS I Liti tion, corn faint sclaims, gublic records act re bests; audits andlor investiga iga, _ns sus and normal retention.pehods (retention resumes after settlement or cojgL1k,.n `Oath of Office: City Council,
1 I
P
Mag, Mfr, S/I
Yes: After Department Preference', GC
City Clerk
CC-036 Boards & Commission
I
P
I OD, Ppr
QC'd & OD V4090
Members
City Clerk
--- - ------
I CC-037 Ordinances
P
------
P
P
1 Mag, Mfr, S/I
1 OD, Ppr
No �GC §34090
City Clerk
Patents, Copyfg�Lts or
CC-037.1
P
P
- - - ------------
I mmu—m-fr ,,, S
�/ I
--------
Yes: After Department preference; GC
— .

Trademarks owned by the CityOD,
.
.
......................

Pp I
QCd&OD §MO90
i !Project Files / Cash Contracts
Agreement, Bid Sheet,
Upon Filing
Mag, Mfr,
Yes: After � Department preference; GC
City Clerk
(CIPs)
CC-038 Insurance Certificate, Notice
I
of Notice of P
P
OD, Ppr S/I
QC & OD 1§34090
lof Completion, etc,
Completion
— -- — -- - ------------- -
- - ------ ---- ------- - --
Project Files / Cash Contracts
Upon Filing
Upon
Upon Filing o
jPreliminary drafts not retained
City Clerk
CC-039 I(CIPs) Preliminary Notices,
of Notice of
Notice of
Mag, Ppr
in the Regular Course of
Stop Work Notices
Completion
Completion
!Business GC §34090
Public Records Requests
Request for Records
City Clerk
CC-040 Subpoenas (Records Duces
2 years
2 years
2 Mag, Ppr
GC §34090
Tecum) / Summons
,(Except for Police)
..........
1 ;Recordings- Audio of City
Council, Community
!Department preference; State
City Clerk
CC-041 1 Development Commission,
Agency, Oversight
2 years 1
i
2 years
Mag, OD
law only requires for 30 days;
'Successor
JGC §54953.5(b)
]Board, Public Finance
!Authority, Water Authority
DOWNEY, C. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver.

10.0 RECORDS RETENTION SCHEDULE:

CITY CLERK
Page CC-1 1
Office of
Record
Retention No. Records Description
Retention Disposition
I Comments! Reference
Inactive
Image:

Destroy
- -------------------------- - --------------------- -
(OFR)
Active
(Records
Total
Media I=Import
Vital? i
Paper after
(in office) Center)
Retention
Options M=Mfr
I
Imaged &
S=Scan
.q1jd?
If the record is not listed here refer to the Retention for 21(-Wide Standards Retentions begin when the act is co �)Ieted, �and imly a full file folder Lea last document+ 2 earjs. since destruction is normalkgerformed b
file folder.

LLOLDS,, Liti4allon, 22MEIaints,, claims, eublic, records act ==sls, audits and/or investi anons s"s end normal retention ELn�odsretention resumes after settlement or,22ME/efion , lRecordings - Video of City
lCouncil, Community
Department Preference;
City Clerk
CC-042 Development Commission, 10 years
10 years
Mag, OD
'�Video recording of meetings
i
Successor Agency, Oversight
jare only required for 90 days;
'Board, Public Finance
lAuthority,
H
UGC §§34090.7, 34090
Water Authority ----------
--------
I
bepartment GC
City Clerk
Aecords Destruction
CC-043 P
lAuthorization Forms
P
Mag, Mfr, S/I
— --------------OD Ppr
Yes- After
OC-d & OD
preference;
1§34090
City Clerk
!Records Retention Schedules
CC-044 to Records 10 P
P
Mag, Mfr, I S/I
No
GC §34090 et. seq
!Amendments years
OD, Ppr
Retention Schedules
- ------- - ------------ . .. .....

TRedistricting Web Page
District Boundary Web Page
City Clerk
GC-044 1 (Map Redistricting Process 10 years I
1P a rs
Mag, Ppr
EC §21608(g); QQ §34090
Agendas, Calendars, Notice,
...........
etc. I
lResolutions: City Council,
- — ------------- -
---- - - ---- - - - --- -
- ------------------
�Community Development
'Commission, Successor
Agency, Oversight Board,
!Agency,
Mag, Mfr,
City Clerk
CC-045 Public Finance Authority, P
P
OD, Ppr S/I
No
i jGC §34090
Authority, Downey
!Water Facilities Corporation
,and Public Facilities Financing_
!Corporation
---- - -----
secretary of State Statement of
City Clerk
CC-050 I Registry of Public 2 years
2 years
Mag, Ppr
GC §34090 et sego
�Facts
Agencies
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver.

10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12
Office of
Retention No. Records Description
Retention I Disposition I Comments Reference
Record
------ --------- - -
Inactive
I Image C Destroy
Active
Total Media C, I=Imj )ort Paper after
(OFR)
(Records
(in office)
vital?
Retention Options M=Mfr Imaged &
Center)
S=Sca
If the record is not listed here, refer to the Retention for Ci -Wide Standards Retw7tions beLin when the i,s "m feted„and a=/ a full file folder e. last document + 2 LearsJ, since destruction is no k eetformed, bfile folder, 01,act
HOLDS- Ltitian, cam plaims_claims, aublic records act re Bests, audits andlor investiga i ris suspend normal retenti nods (retention resumes after settlement orcorm Pletion). �Subpoenas (Personal
City Clerk
CC-046 Appearance - Except for 2 years
2 years Mag, Ppr i GC §34090
Police)
Finance
Vehicle Titles (Pink Slips) -All Sale or
CC-047
Sale or Department Preference; GC
Mag, Ppr
General
lVehicles Disposal
Disposal �§34090
Accounting
iOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Po not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/20 1!0'

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER I CITY COUNCIL Page CM-1 Office Record
Retention No. Records Description Retention Disposition Comments Reference of
--- — - - — - -- ------------- -
Image. Destroy
Inactive
(OFR) Active (Records Total vital? Media I=Import Paper after (in office) Retention Options M=Mfr Imaged &
Center)
S=Scan QC'd?
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 Le,g, last document I'J since destruction is normall erformed by file folder, HOLDS: Lli ation, c0nataints claims, aublic, records, act re uests audits,andlor invesUa retention resumes after settlement or "mlei�n tions suspend normal retention gefiods L

CITY MANAGER
ADA Public Coordinator - I
Physical or Language I
City CM-007 Accommodations (requests for Minimum 2 a] Minimum 2 a� Mag, Ppr Department Preference; GC _L__q_ I -
Manager years I years 1 §34090
accommodation, complaints or , Ln I
imum 2-a years
correspondence)
___ L city Archive Social (Social Media
I CM 008 1 2 years 2 years Mag, Ppr' 'GC §34090
Manager'] Postings) - --------------
city f M imum
Minimum 2 Minimum 2 1 Department Preference-, GC
CM-001 ears 1 Mag, Ppr 1§34090
Manager ears
City Council Correspondence
........... . - - -----
Farmer's Market (includes
City _7
Department Preference (meets
CM-002 Financial Transactions and 5 years 5 years Mag, Ppr auditing standards); GC §34090 Manager
Insurance)
------
city
1 CM-009 Press Releases (except for Police) 2 years 2 years Mag, Ppr GC §34090 Manager I
- -- - - ----------------------
C ity
I CM-003 Proclamations / Commendations 2 years 2 years ag, Ppr GC §34090 Man r 5 Nea i
years
- --------------
I (Projects, Programs, Subject&
M mu
city I I Issues / Economic Development Minimum 2 Minimum 2 Department Preference; GC I CM-004 I years
'Mag, Ppr
Manager I (issues and/or projects will vary years years �§34090 over time)
When No When No
City CM-005 Speech Notes PowerPoint Longer Longer Mag, Ppr, Notes, drafts, or preliminary Manager Presentations Idocuments; GC §34090 et seq.

Required Required
.......... ...... . ........ . 111-1,1111-1 ..... . ............ - ------ - - ---------
Copies - Copies - i
When No When No Invoices are maintained by
Finance CM-006 Travel Conferences i I r Pp
Longer Longer Mag, Finance; GC §34090.7
Re2uired
Required
IOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved So not duplicate or distribute without prior written permission Revision Adopted: 11 /27/201 S

Ver. 3.0
RECORDS RETENTION SCHEDULE:

COLUMBIA MEMORIAL SPACE CENTER Page CMSC-1
Office of
Retention No.

Records Description
i
Retention Disposition
Comments Reference
Record
Inactive
(OFR)
Active
(Records
vital?
Media
(in office)
Center)
Options
Stan'd,alrlds------------
. .....
is �hOhVOAY AOrO��bY file folder,
—�urn..
-norial Space
— - --------
Colu mbia
I 'Science Learning Center
Department preference; State
Memorial
CMSC-001
Founclation
2 years
law only requires for 30 days;
Space
!AUDIO RECORDINGS of
GC §54953.5(b)
Center
d I Meetings I Au io Ta -
- — - -------- - ----
Memorial
CMSC-002
Department preference, GC
i§§34090,
Space
54960.1(c)(1)
Center
--- - ------ -------- ---
N IVA
When No
Longer
Required
GC §34090
— - ----------- - ----
Department Preference, GC
§34090
za LO
i etI•&xe- a I r-1 [so a
Mag, Mfr
S/I
DepaII•rtment Preference; GC
No
1§34090
OD, Ppr'
DOWNEY, CA 01995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved No not duplicate or distribute without prior written permission Revision Adopted: 11 /27/20

Ver. 10.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Page CD-1
I -Off" 4
I Retention No. Records Description
Retention Disposition
— — --------
Comments Reference
_—Reclord-1
image:

Destroy
Active Inactive
Total
Paper
Media I=Import P
(OFR)
(in office) (Record
Center)
Retention vital?
Options M=Mfr
I after
ft
Im
Imaged &
S=Scan
.
j
------ — - --
-------- — -- ------------ — - -------- -
— ----- - -- . .... .

QC
QC'd?
BMW" ".0111, :WJAf.Z7V"W
Community I
Develop, CD-001
Address Assignments
a
Department preference; GC
Building
§34090
- --------------
Community I
[Address Files Building Permi
Yes
Mag,
Mfr, OD
D flop. CD-002
eve
Building
s
(all)
P pr
Community
Develop, CD-003
lw&'uilding Permit Database
Indefinite
Yes (all)
Mag
Building
— — ------- -
— - - _- --------
Upon
Department preference;
Community
Building Plans - Cancelled or
Upon
Expiration,
Expiration,
Mag,
Preliminary drafts not retained
Develop. CD-004
Withdrawn
Cancellation
j
Mfr, OD,
in the ordinary course of
Building
or Withdrawal
Ppr
business; CBC §104.7;
H&S§19850, GC §34090
I epartment Preference; Law
Building Plans - Finalled -
quires for the life of the

INDUSTRIAL, COMMERCIAL,
uilding for commercial and
Community
Develop. CD-005

MULTI -FAMILY DWELLINGS,
P
Yes (all)
Mag,
Mfr, OD, S
Yes: After
Building
'PLACES OF PUBLIC
Ppr
QC & OD �;tatewide guidelines propose 2
�ACCOMMODATION, TENANT
yzars for blueprints &
'IMPROVEMENTS
specifications; CBC 104.7 &
107,5, H&S§19850, GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/20

Ver. 10.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 Office of Retention No. Records Descrip tion
Retention Disposition
Comments Reference
Record
Image:

Active Inactive
Media
I=Import Paper
(OF R)
(in office) (Records
vital? Options
M=Mfr after
Center)
S=Scan Imaged &
QC'd?
UPI—M=1 SM10M, W M-10MIM M-3111rZA-M ?ffl1W*T2gjJNj�Wide Standards IDepartment preference; Site
Plans Only for dwellings less
than 2 stories, garages &
Mag,
JYes- After Jappurtenances, farTns/ranches,
I- 1 $4.

Yes Mfr, OD,
S 1 1 -story with bearing walls less
1QC&OD
Ppr
than 25', CBC requires 180
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
Yes: After Department Preference; GC
a
a
S QC & OD §34090
Develop,
Yes (until I — -1
Preference;
Department GC
Building
I My,
expired)
§34090
"I
�Construction Notices Inspection
The finalled is the final
Notices
I
permit
Develop. CD-009
1•
1(correction notices, compliance
or Project
official record; Preliminary
Building
�orclers, stop work notices, etc,)
Completion
. ..........

Drafts-, GC §34090
m
C omunity
he o
N
No When
D lPreliminary rafts (the database,
Develop, CD-010
Activity
Longer
Required
Longer
Required
3g, Pprl
is the original); GC §34090
Buil
Requests & Permission
s ito
Receive Copies of Plans (to andl
P
Yes: After Department preference; GC
Jroe m Architcts)
QC & OD 1§34090
- - -----------
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted 11/27/2019

Ver. 10.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Page CD-3
Office of 1
1 Retention No.
i
Records Description
Retention Disposition
Comments Reference
Record
---------- . . ....

Destroy
Inactive
Active
Total
Image -
Media I=Import
Paper
(OFR)
(Recordqg
(in office)
Vital?
Reten
Options M=Mfr
after -
Center)
777
7tion
S=Scan
Imaged &
i
QC'd?
�f the record is not listed here, refer to the Retention 72F,pp'n",
wpm, I 1 31
Community 1
Minimum
IGC
Develop. CD-012
While Uniform Building Codes California
Building Codes Ordinance is
§50022.6
Building
in Force
— ----- - ----------------------
Minim
Res*lwti*?�
2 years
M7'
years
------- ----------
0 a
Indefinite
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/201.

Ver. 10.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Page CD-4
Office o f
Retention No. Records Description
Retention Disposition
Comments Reference
Record
--- - ---- --------
------
Active
I Inactive
Imai
i
Total Media I=Iml Drt
r-aper
(OFR)
(in office
(Records
1 Center)
1 vital?
Retention Options M=Mfr
after
S=Scan
I
IFNI, ft-MFY-%71..MjMEZJF—Standards
unom'01 rn
M71
TM
Department Preference; GC
1§34090
Meets auditing st�andards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Tag"encMyy
2 1
Audit, if
required -
Minimum 5
years
11 •
.... ... ... ......

I ir
irl, 1� i I i I r �iknwpl oil I I I'll I
Office of
Rete. tion No. Records Description
Record
Retention Disposition
Comments Reference
I
77 Destroy
Inactive
I
Image:

Paper
(011
Active
(Records
Total
vital?
Media
I=Import
afte r'
(in office)
Center)
Retention
Options
M=Mfr
Imaged &
- — — ------------
S=Scan
.. .. . .... ... ....
— ------ - - QC"d?
.................... ...........................
man ".0m
Community
- - ----- ---------------------
Mag,
Develop,
CD-018 Redevelopment Plans
Economic I
P
Mfr, OD, I
Yes: After Department Preference; GC
S
QC&OD
i
Ppr I
§34090
Develop.

Community
Develop, / CD-019 Redevelopment Projects
P
Mag
Mfr, 011
Yes: Afterl Department Preference; GC
Economic
Ppr
QC & OD i§34090
Develop.
. .......................... ... . - - ----- - - -- --------- --- -- . ... . . . . . ... . .. ......................................... ........................................... .. .......
. ... .......

Community
Mag,
be-par-trin e- n-t preference; Meets
a
Develop. CD-020 Administrative Citation Review
5 years
Mfr, OD,
Yes: Afterl
S/I �auditing standards; GC §34090
QC&OD
Housing . . .. .. .. ..

Ppr
let seq.

Community
Foreclosure Notices Notices of
When No
When No
!Preliminary drafts not retained
Develop.

Defaults (NOD)
0 g
Longer
Longer
Mag, Pprl
lin the ordinary course of
Housing
— — --------------
u I r
Required
Required
- — ----------------- i
lbusiness; GC §34090
11OWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved So not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver.

10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Page CD-6
Office of
Record
i
i Retention No Records Description
I
Retention I Disposition
Comments I Reference
Destroy
Inactive
Image:
paper
(OFR)
Active
(Records
Media [=Import Total
vital?
after
(in office)
Center)
I Retention Options M=Mfr
Imaged &
S=Scan
J
QC'd?
If the record is not listed here, refer to the Retention for Cit =Wide Standards Retentions begin when the act is comeleted, and iml a full file folder (e.g. last document +2Lears),-since destruction is normaj2,performe!P
file folder.

HOLDS: Liti ation, complaints, claims, 2ublic records act re nests, audits andlor investi ations sus pend normal retention,geriods retention resumes after settlement or com letion}.

HUD requires 5 years after the
project completion; documents
lHousing Programs: Affordable
After the
5 years after
imposing recapture I resale
!Housing Projects, Lead -Based
!
'Affordability
i Period
the
Affordability
restrictions are 5 years after the
affordability period terminates;
Paint, Rehabilitation, CDBG-
I
;Terminates,
Period
Uniform Admin. Requirements
Community
[funded Housing Projects, etc.
or the
Mag, 1
Terminates,
Yes:

I for Grants to Local
Develop I
Housing
CD--022
WITH a Recapture I Resale
:5 years I
Written
Mfr, OD, S/I
or the Written
Ppr
When
Governments is 3 years from
'Governments
Inactive 1
Agreement
Agreement
report; statewide
Restriction
Terminates,
Terminates,
!guidelines propose 4 years; 2
Deeds are sent to CitClerk
y C
Whichever
is Longer
Whichever is
Longer
;CFR 200_333 24 CFR

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR
97A2, GC §34090
- - - --------------------
- — ------- - -- — --
1HUD
Housing Programs: Affordable
requires 5 years after the
Housing Projects, Lead -Based
agreement terminates;
JPaint, Rehabilitation, CDBG-
Consistent with Consolidated
funded Housing Projects, etc.

Loan Pay-off
Loan Pay-off
Loan
Mag,
iPlan Requirements; Required
Community
OR
OR
0 Yes: Afterifor 3-4 years from expenditure
Develop.

Housing
CID 023
WITHOUT a Recapture Resale
i 'Forgiveness +1
Mfr, OD , S/I
Ppr I
QC & OD Jor performance report; 2 CFR
Restriction
5 years
+ years
+ 5 years
�200.333; 24 CFR
�92,508(a)&(c) & 570.502(a)(16),
Deeds and Insurance are sent to
i982.158, 884.2114� 29 CFR
lCity Clerk
�97,42, GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 10.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 Office o f
Retention No. I Records Description
Retention Disposition
Comments Reference
Record
- — - — - ------ __]
Destroy
Image:

Paper
(OFR)
Active
vital?
Media
I=Import
after
(in office)
Options
M=Mfr
Imaged &
S=Scan
QC d?
MAO=
r1r.140111M, Z
. .. . ..... . .....
o
Cmmunity i
Loan Applications Denied,
-
Develop. / 1 CD .024
I rst
ancelled or Withdrawn (First
-1
i
Hu sing
o
irrie Home Buyers, Life/Safety,
'L
ehabilitation, HOME, etc.)
'tc
Community
DevelopD-025
Longer
(Non -Records)
*qq!rening d
_r . ..............

Develop.
5 years
P
Mag,
Mfr, OD,
Records; GC §340
anning
. . . . ........ . .....

Ppr
- - — — ------------
When No
When No
I-
Longer
Longer
Required
NOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved fo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 111271201161

Ver. 10,0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 Retention No. Records Description
Record
Inactive
Active
Total
(OFR)
(Records
Center)
i
Retention
. ..............................
•
j�� not listed hot� refer to the Retention for�p� tandards Man ".1ML-M
Z I
M, MO, I"111, MI. I== 1pffl,"M
[Not all internal communications
-0 =66- I MEMO]
of
Proiect
i Approval or
Mag,
Denial + 180
mtjQL �i
& OD
_Q�
Ppr
Usually filed in the project file;
Final environmental
Mag,
0-
Yes: After determinations are required to
Mfr, 01), S
"raasiin",Ie
QC & OD M kaAt a •ariiit pf
Ppr
time"; 14 CCR §15095(c)-, GC
§34090
When No
Non -records; EIRs and
9- 0 1
Longer
- -- -------
DOWNEY, CA.
@1995-2016 Gladwell Governmental Services, Inc' - all rights reserved Revision Adopted: 11 /27/2019
Do not duplicate or distribute
without prior written permission from GGS (909) 337-3516

Ver. 10.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Page CD-9
Office of RetentionNRecords Description
o. ecors escrpon
RecordComments
eenon
Retention I Disposition
I Reference
I - - — -- - - -------------- - --
- -------- - --------------
... . ........ .

Image:
. .... ------
DestrI
oy
Active
Inactive
Total
Media [=Import
Paper
(OFR)
(in office)
(Records
Center)
Vital?
Retention
I Options M=Mfr
after ir
Imaged &I
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is222plefed,and=J a full file folder Le.g.last ,document + 2 a=,., since destruction is normally performed,bl file folder.

HOLDS" Lati266n, coT .plainls,, claims,:2ublicrecords act re nests, audits and/or rovesti atrons suspend 0 1 retention _PerW 0
usp !W'
periods (retention resumes after settlement or =�n Lle� Community
Develop CD-030
]General Plan, Elements and I P
P
Mag,
Mfr, OD, S/I
City AfterPty Clerk Maintains all Agenda
I ;Packets Permanently; GC
Amendments I
i

I QC & OD
Planning
i
Ppr
§34090.7
Community
Develop CD-031
. ...... ... .....

I Historic Preservation Survey, P
- -----------
P
Mag,
Mfr, OD, S/I
- - - - - - - ------------------ - -
Yes: After! Department Preference; GC
Planning
Evaluations and Designations
Ppr
QC & OD 1§34090
Community I
Develop. I CD-032
Master Plans, Specific Plans, Land
Use Plans, etc.

P
Mag,
Mfr, OD, S/I
Yes: After l Department Preference; GC
QC & OD 34090
Planning I
Ppr
... ........ ......... .
-------------- -
- -----------
Community
When No
When No
!Preliminary drafts not retained
I
Develop, CD-033
1 1
iMaterials Boards Longer
Longer
Mag, Ppr
!in the ordinary course of
Planning
. ....... . ...........

Required
...
-- -----
Required
_ '____'__'_'�business; GC §34090
— ---- - - ---------------------------- ------
Community
l
IGC
Develop, CD-034
Parade Permits 2 years
2 years
Mag, Ppr
§34090
Planning
- -- - - - -
------- --- .... .. ..................................... --------
Community
Develop. CD-035
Planning Commission

AGENDAS & AGENDA P
P
Mag,
iMfr,OD,' S/I
Department preference; Original
s- AfteDr Staff Reports are filed in the
QC
I
Q& O,
Planning

PACKETS
Ppr 1
project file; GC §34090
. ... . . ........ . . ....... ........ . .. . ..

Community
— -- --- __- -
1PIanning Commission
i Mag ----------- --
Develop, CD-036

IMINUTES, BYLAWS & P
i
P Yes
Mfr, OD, S
No GC §34090
I
Planning

RESOLUTION
- -------- -
-__-- - - - - - ____ -1
11 1 i 1____"'_'J__'_
Ppr
_1111-11111-- I,--"- -_
___ _ , ______ ___
r IDepartment
Community i
Develop, CD-037
Planning Commission
VIDEO RECORDINGS of 0 years
10 years
!Mag,-OD
I Preference, Video
recording of meetings are only
required for 90 days-, GC
Planning
Meetings
34090
§§34090,7,
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver.

10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 0 Office of
Record
Retention No. I Records Description
Retention I Disposition Comments Reference
Destroy
Active Inactive
Image: Paper
I=
Total Media -import
(OFR)
(in office) I (Records
Vital? after
Retention Options M=Mfr
a
Center)
S,,�Ican Imaged &
QC'd?
If the record is not listed here, refer to the Retention for C't -Wide Standards Retentions begin when the act is completod and imply a full file folder e.g. last document + 2 =24, since destruction is normajedormed h4 file folder
HOLDS: Liti2ation, complaints, claims, public records act requests, audits andlor investi ations suspend normal retention periods (retention resumes after settlement or co=.Ietion - Community
i I
'Planning Project Log of
I Department Preference - Data
lop,
Develop.

CD-038 Indefinite
lApplications, Database
isi interrelated;
Indefinite Yes (all) lated; GC §34090, H&S
Mag n erre
Planning
§19850
— - - — ------------------------------------------------- Planning Project Files - Approved
Permanent Entitlements
I(Includes Associated CEQA
Noticing, Conditions of Approval,
cPublic Noticing, Environmental
Department preference; Final
Community
I Determinations, Staff Reports,
Magenvironmental determinations, IYes:

Develop. I
I CD-039 i Plans & Maps) 3 years P
P Yes Mfr, OD, S After are required to be kept a
QC & OD "reasonable period of time"; 14
Planning
lExamples: Conditional Use Permits
Ppr CCR § 1 5095(c); GC§§34090,
i(CUPs), Correspondence, Design
34090.7
Review, Lot Line Adjustments, Parcel
!maps, Planned unit Developments
i(PUD), Site Plans, Tentative
Subdivisions, Variances, Zone
Changes, etc.
--
Community
Develop.

CD-040 ISpecial Studies i Minimum 2
i ears
Mag,
Minimum 2 S Yes: After Department Preference; GC
Mfr, OD, QC & §34090
Planning
I y
.......... . . .. ------
years
years Ppr
i ;Temporary Entitlements
Community
;Temporary Permits (Approved &
Yes: Mag,
Develop,
CD-041 !Unapproved): Minimum 2 1
minimum 2 Yes: After, Department preference-,
During S Mfr, OD,
Planning
years
years QC & OD GC§§34090
Event Ppr
iChristmas Tree Lots, Pumpkin
ILots, Banner Permits, etc.

Ver. 10.0
RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
Page CD-1 1
Office Tofl
I Retention No.

Records Description
Retention Disposition
Comments Reference
Record
— - ---------
Destroy
Inactive
Active
[image:

Total I Media I=Import
Paper
(OFR)
(Records
s
Vital?
after
(in office) r)
Center)
Retention Options M=Mfr
Imaged 8,1
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for DtLWide Standards 'Retentions begin when the act is coaplete!jand i"Pi ,f,i,1e_f,o1der 6. - last document + 2 Lea:j, since destruction is norma=erformed4z
file folder
,afull,
LOLDS., Lftiaflon, =Iaints claims, aublic records act re2uests, audits andlor investigation suspend normal retention periods rn letibn. 6 retention after settlement or
Community
Zoning Code Major Updates I
Mag,
Department Preference; GC
Develop, CD-042
P I
J(Historical Copy)
P Yes (all) Mfr, OD, S
No
1§34090
Planning 1
Ppr
---
Community 1
Develop. CD-043
Zoning Maps (Historically P
P Yes (all) 1 Mfr, S
-- — — — ------------------------------
!Department Preference; GC
No
1§34090.7
Planning
Significant)
P r
Community
Develop. I CD-044
Zoning Ordinance Amendments, P
Mag
P Yes Mfr, OD, S/ I
Yes: After Department Preference
�(copies);
Planning
Reclassifications / Zone Change
Ppr
1 year GC §34090.7
DOWNEY, C. @1995-2016 Gladwell Governmental Services, Inc, - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 12.0
RECORDS RETENTION SCHEDULE:

FINANCE
Page FIN-1
Office of 1
I Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
e:

Destroy
Active
To_ta1
I=Import
Paperafter
I
(OFR)
1 (in office)
(Record
Retention
M=Mfr
Im g
a e
C ente
�; r)l
— — ----------- — --------
I
L QC
If the record is not listed here. refer to the Retention for Wde Standards p folder,
7m
Department City
of
preference;
Clerk maintains originals; GC
§34090.7
Ma_gMfr,
Yes: After
OD, Ppr S/I

QC & OD
Onance 7
UJIUM

0.1 Admin.

W
Preference (meets
FIN-005
jTransportation Audits I PERS
1 7 years
vernment auditing
Audit, etc.

GC §34090 . ..................
ills 11111111111111
Finance 1 1
..... .... .... ..

Business
License
' I FIN-007
I
�Alarm Permits
Expiration +
2 3 years
"5ears
Mag, Mfr,
S/I
OD, Ppr
Yes: Afte r

QC & OD
epartment preference; Meets
Rucliting standards; GC §34090
Uti lity
years
Billing &
1j"nue
. .... .. . .. .

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Retention No Records Description Retention I Disposition Comments I Reference Record
Inactive Image: Destroy
I
i Active Total Media I=Import Paper after 1
(OFR) (Records vital? i
(in office Center) Retention I Options M=Mfr Imaged &
S=Igan 2C.d?
If the record is not listed here, refer to the Retention far ,2-Wide Standards Retentions becin when the act is cog=ted„ aiad imply a full file since destruction is nc rn all etfornmed b file folder.

HOLDS" Liti-glook 22�2 faints, claims, aublic records act requests, audits andlorinvestigations sus on normal retention, Eetiods 1(retention resumes after settlement orcomPle Finance
Business IDepartment Preference (meets
License Yes: Until �Mag Mfr 'Yes: After municipal government auditing Utility FIN-008 I Bus Pass Sales 2 years 3 years 5 years Paid OD, Ppr S/I QC &OD standards); GC §34090
Billing &
Revenue
....... . ...... . - - — - ------------------ - --------- - Finance I
Business
License Business License & Permit I Data Fields I Records are Utility
I Yes Mag
FIN-009 Indefinite
Indefinite
Util Database (HdL) interrelated; GC §34090
Billing &
Revenue
. .. . ...... __1 — ------
Finance I I Business License Applications
and Renewals -CURRENT
Business (Regulatory and Revenue i !Department preference; Meets License, FIN-010 Licenses) 5 years 5 years Mag, Mfr, S/I Yes: After (auditing standards; GC §34090 Utility OD, Ppr 1 QC & OD
let seq.

Billing & I ;Includes Dance, Massage,
Revenue I
land all other Business Licenses
-- ----------------------- --- ------
Finance I
Business
Cash Receipts I Daily Gash Department preference; Meets License, Mag Mfr Yes: After
Util FIN-011 Summaries I Cashiers Reports 1 1 year 4 years 5 years OD,'Ppr' S/' QC & OD auditing standards; GO §34090 ity
Billing & Cash Reports I Petty Cash et seq.

Revenue
Finan
ce
Business
Emergency Medical i Department preference', Meets
License, Expiration + I Expiration + Mag Mfr I Yes: After Utility FIN-012 Transportation I Paramedic 2 years 3 years 5 years OD'Ppr' S/I QC & OD auditing standards; GO §34090 Billing & Subscriptions , et seq.

Revenue
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Ver, 12.0
RECORDS RETENTION SCHEDULE:

FINANCE
Page FIN-3
Inactive
11�
•(Records
Center)
. . ..............

Department Pre rence; meets
Mag, Mfrj
Yes: After
municipal government auditing
OD, Ppr

QC & OD
standards (not used for Zoning
Clearances); GC §34090
Mag,Ppr
epartment PreferenceMeets,
uditing standards; GC §34090 1
. ....... ..

Maq
ocumented or attache
Ppr, Mfr,
S
Yes: After
9C & QQ
us tomer Record in database
W
OD
3C 34090- H&6908
Documented or attached to
Longer
Customer Record in clatabasq_
a
GC �34090; H&S 4116908
_Emance
Rusmess
License,
!Water Billinq: NSF Checks
When No I
Maq,
Documented or attached to
FIN-052
Utility
lAdiustments to Customer
Lon-ger
Ppr, Mfr,
Customer Record in database
laccounts
Required
QQ
GC 434090: H &S 116908
Billing &
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved No not duplicate or distribute without prior written permission Revision Adopted: 11/27/2011

'Ter. 120 RECORDS RETENTION SCHEDULE: FINANCE Page FIN -A - - I
I Retention
Record I
No.' Records Description
Retention Disposition
Comments Reference
. . .. ...
ge Ima: Destroy 7
Inactive
v Actie
Total
Media I=Import
I Paper afte
(OFR)
(Records_�
(in office)
Center)
Vital?
Retention
Options
M=Mfr I Imaged &
TIMU-N-30, "M "M MIXT, N MM", "WIMM
- -- ----- - - ----------
L
�Documented or attached to
L
Utility-
After Yes.

S
QQ & Or
Cu-stomer Record in database
Billin _q &
- -------- - -------
I �_jQ §34090: H&S §116910
IN
Water Billing: Policy on
When
��hen
ISU
License,
Discontinuation of Residential
Isu erseded
erseded
Yes: After
S
Must post to Website; H&S
—
utili
Service for Nonpayment
t
i
Minimum, 21,

QQ & OD
6906; GC § 34090
Billin( &
years
Reve we
-Einarge
. .... .. . ..................... . . . ...... ...
... . ...... .

Business I
Li 11 I 11 "I 11
Mater Billing: Report of Annual
Maq,
c e n s e
055 5 biscontinuations of Residential
t4inimurn 2
I
S )�e�
Must post to Website; H&S
Qutili
N-11)L
IService
years

QQ & OD
16918- GC �34090
Billino &
Revenue
— - -------------- - - .... ..... ..... ........ ...... . ... ..........
lbepa�rtment-Preference;-IR - S: 4 fe n e; I R'
be a rt -ent 0 re re c
e a e tax is due or paid
a
y s m r rp
years after tax 's
Finance
r
G ral ene
FIN-015 11 099's 1096's
2 years 3 years
r i1AkhAUftkW1 IF
30 GC
i§1951 0, C 090.
9 §34090; 29 USC
......... . .............. . ... ......... .. .. ....... ........... . .. .. .......

J!""J"4 3 6
-MOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved No not duplicate or distribute without prior written permission Revision Adopted: 11 /27/201 1!X'

Ver- 12.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-5
Office of I I
Retention No. Records Description
Retention Disposition
Comments Reference
Record
Image:

Destroy
Active
Inactive
Total
Media I=Import
Paper after
(OFR)
(in office)
(Records
Center)
Retention Vital?
Options M=Mfr
Imaged &
can
. d.?
If the record is not listed here refer to the Retention for Cit - i e Standards Retentions beLin when the act is coin feted and it a full file folderdocument L.2 since destruction is normal�rformed,rde, folder, .Legars),
glaint's claims, gublic records act reguests, audits andw1or investi ns suspen fretention resumes after settlement or c2mi!i2n .

HOLDSL' Lifigation, alm pen normal retention periods,
Department Preference for
Grant Auditing purposes; 2 CFR
Accounts Payable / Invoices and
7Close
1�200334�
Backup / Copy of Check ("Non-
Last
Close Last
1CFR44G34&&44G3A2(b); 24
Finance
negotiable") - GRANTS
Expenditure
Expenditure Yes: Until
I Mag, Mfr
i
Yes: After ICFR4i5A-2-, 91.105(h), 92.505,
General FIN-016
I I
Report + 5
Report + 5 Paid
S/I
OD,, Ppr
i
QC & 0�570.490, & 570,502(a&-b), -2-&-
Accounting
i Includes Invoices, Travel
years
a
years
29 CFR 97,42; 40-
I Expense Reimbursements,
[GFR-34-42-,44-G�
!Warrant Request, etc.)
1GFR-92-A-2-1 OMB Circular A-1 10
A A- 133; GGQC _05 46 7
Accounts Payable / Invoices and
- - -- -------- - - ------------
Backup / Copy of Check ("Non -
ryears
Finance 1
General FIN-017
negotiable")
2 years
3 years
Yes: Until
5 Mag, Mfr,
S/'
Department
ly, es: After Department Preference (meets
government auditing
Paid
OD, Ppr
QC&OD
Accounting
(includes Invoices, Travel
I standards); GC §34090
Expense Reimbursements,
Warrant Request, etc,)
Finance/
[Ac co -un-ts'- Receivable e - -- - ...... --------------- -- i
Miscellaneous - Damage to
T
1 1
Mag, Mfr,
S/I
Department preference; Meets
Yes: After i
GC
General FIN-018
Accounting
1 I Public Property, Invoices to
2 years
3 years
5 rye years
OD, Ppr
auditing standards; §34090
QC & OD et seq.
,Outside Entities, etc.
— ----------
- ----- .

Finance
.......

Accounts Receivable - Water
I
i Mag Mfr
Department preference; Meets
Yes: After
General FIN-019
Billing, etc.
2 years
3 years
5 years
5y
S/I I
I OD, Ppr
auditing standards; GC §34090

QC & OD
Accounting
..
et seq.
----------------
Bank Statements and Trustee
-
------ - . ........
. .
- ----------------------- -
Finance/
iStatements, Fiscal Agent
Department Preference; meets
General I FIN-020
Statements, Investment Account
Statements,
2 years
3 years
5 years
Mag, Ppr
auditing standards; GC §34090,
Accounting 1
Bank
26 CFR 31.6001-1
Reconciliations, Bank Deposits,
Bank Transmittal Advice
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved No not duplicate or distribute without prior written permission Revision Adopted: 11/27/201 S

Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
I Retention No.1 Records Description Retention I Disposition comments I Reference Record
. . . .......
- ----------
Image: Destroy I
Active na e Total Media I=Import Paper after inactive
cti v rd (OFR) (in office) (Records
Retention Vital? Options M=Mfr Imaged &
C r)
ente
=Scan
If the record is not listed here. refer to the Retention for CU.Wide Standards Retentions b lin when the act is coMpletedand4 "la full "De file folder (e.a. last document + 2 aeatsiL, since destruction is norm folder.

El
.HOLDS- Liti Uon, corn JainLs,claims� Public records act re bests, audits andlor investi ations sus pend normal retention periods (retention resumes ester settlement or coin gletio2j.

Finance/ When No I When No Preliminary drafts not retained in i
Lead 1 FIN-021 Bankruptcies - NOT pursued Longer Longer er Mag, Ppr the ordinary course of business-,
Division I Required 1 Required GC §34090
Department Preference
Finance I
]Bankruptcies - Where a claim is z (negative information remains on n
Lead FIN-022 10 years 10 years Mag, Ppr
Ifiled credit ratings for 7 years); GC
Division
§34090
........ . .................................. ..... -------- Finance 1 0 years
Department Preference; meets
Checks I Warrants (Cashed I !Mag Mfr, Yes: After municipal government auditing General FIN-023 1 2 years 5 years 7 years i S/I
Paid) OD, Ppr QC & OD istandards; GC §34090, CCP §
Accounting
1337
— - - — - — ------------------------- -
Checks deposited to Bank (City
Finance I low These are bank instruments,
scans them for the Bank, rather Follow Bank 10
wBank
General FIN-049 Mag, Ppr and not City records; per bank Instructions
s
than physically taking the checks Instructions Instruction Accounting; agreement.
to the bank to deposit them.)
............ ---- ---- --
- --------- - ----------- -
Finance I j Collections I Collection Agency Department preference; General FIN-0, Delinquencies remain on credit Case Files & Statements 1 7 years 7 years Mag, Ppr� Begs
for 7 years; GC §34090
Accounting Delinquent Accounts
et seq.
— ------------------- - - ---- — -----
�Department preference; All
tangible property held by
Finance I
Escheat (Unclaimed money I (government agencies escheats General FIN-025 1 5 years 5 years Mag, Ppr after 3 years; Statute of encashed checks)
Accounting Limitations is I year for seized
�property; CCP §§340(d), 1519-1
IGC §34090
L ... . ... . .......... . . ......... — -- - - - -- - - -------------------- ----------- -------- ----- - -
Finance I
FEMA Reimbursement/ OES Department Preference; GC
General FIN-026 1 year 9 years 10 years Mag, Ppr I
Reimbursements §34090
Accounting i I — ... . ..... I
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Ver. 12.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-7
Office of
Record Retention No.

Records Description
Retention I Disposition
Comments I Reference
. ......... . . . ..... ..........

Inactive
- --------------------------
- -
Image: Destroy
(OFR)
Active
(Records
Total M edia
Vital?
I=Import Paper after
(in office) Center)
Retention Options
M=Mfr Imaged &
11111 In 11
S=S----
If the record is not listed here.refer to the Retention for C/ tv-Wide Standards Retentions begin hers the �act is c�o=lete�dand,=l a,full,fife fb/der,Lea, Iasi, document, +2ears since destruction is norm 2lI ff ormed,bz Re folder
Litigation. comptaints ,,claims, Lublic records act ,regnests and/or r invest� ns sus end normal retentionds retention resumes after settlement or co=IeLi2n q audits a d1or invest�_ Finance I
Data Fields Records are
General FIN-027
Financial Services Database Indefinite
Indefinite Yes Mag
interrelated; GC §34090
Accounting
. .............. ........... I — - ----
.
.
. .
.. ................ ....... ........
!Department Preference (bond
auditing purposes; IRS
regulations state, "-material
Finance I
records should generally be kept
General FIN-028
Fixed Assets 2 years 3 years
5 years Mag, Ppr
for as long as the bonds are
Accounting 1
outstanding, plus 3 years after
the final redemption date of the
bonds"); 26 CFR 1.6001-1(e);
GC §34090
------ --- - --------------- -
- ------ --
. ......

Department Preference; Meets
Investments I Arbitrage I
auditing standards; Published
Finance I
Certificate of Deposit
articles show disposal + 7 years
General FIN-029
Investment Bonds (Receipts I
5 years
Yes: Until
5 years Mag, Ppr
for security brokerage slips;
Accounting
jAdvisor Reports I Trade Tickets I
Paid
statewide guidelines propose
1LAIF (Local Agency Investment 3
permanent; FTC Reg's rely on
]Fund))
"self-enforcernent";
GC§§ 34090, 43900
-- - -----------------
- - -- ------- _4
-------- --------
Department Preference; meets
municipal government auditing
�stanclards,
Finance I I
i
General FIN-030
1 ;Journal Entries I Journal
Vouchers
Mag Mfr,
OD, Ppr
Statute of Limitations
i 4
Account ing
js years; statewide guidelines
propose Audit + 5 years; GC
�§34090, CCP § 337
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver. 12.0
RECORDS RETENTION SCHEDULE: FINANCE
Page MI-8
UU-Mil BT17_Tr4=TT_'Ti i
------------------
Comments Refere
Inactive
Ima e:

Active
Total
Media I=Im ort
(in office) (Records
vital? Options MM I
Center)
If the record is not listed here, refertlo, thle"Bleltlention forUty-Wide Standards Department preference (TIe
When No
Financial System Database
I
Longer
Mag, Ppr
the original; reports are
Required
Reports: Annual State or
Federal: State Controller's
Fina
Report, Local Government
Compensation Report, Gas Tax,
Mag, Mfr,
General
Accounting
FIN-032
MOE (Maintenance of Effort)
2 years 3 years
OD, Ppr
Report, Street Report, Housing
Successor Agency Housing
�Assets Fund Report, etc.

Finance/
Department Preference; GC
General
FIN-033 Treasurer's Reports & Backup
2 years 3 years
Mag, Ppr I
§34090
Accounting
— ------
Department Preference (meets
municipal government auditing
Finance
Minimu m 5
Minimum 5
Yes: Until Mag Mfr
Yes: After
standards); Statewide guidelines
General
FIN-034 W-9s
years
years
S/I
Paid OD: Ppr'

QC & OD
propose audit + 4 years;
Accounting
articles show 3 - 7
�Published
years; GC §34090
Will
1CalPERS Reports -Annual
Department Preference; GC
F
�5 Ivaluation Re•ports, Actuari
FJN-O": al
2 years 3 years
§34090
[Valuation Reports
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Ver. 12.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Inactive Ima
I inAcotffivicee) 1 (RCeecnterr) s1 ReTtenti0 M== Mefr
ID.
esrtradofty
omp:7pe
od &e
r
I •
age
=Sican d
If the record is not listed here, refer to the Retention for ....... ... ... ... .............. .. C Standards --
SIR 111111011 1
Department Preference; IRS: 4
DE-166, 941 Forms, IRS 5500
lyrs x is due or paid; Ca.
ms (Emplovee after ta
B
R
enefit P n, I
EF
d L 'ro
ra
tc
- P 'I I FTB: 3 years; Articles show 7
ES / FICA & Medicare 2 years 3 years Mag, Ppr years; 26 CFR §31.6001 -1 (e)(2), Adjustments - Quarterly Payroll R&T §19530; 29 CFR 516.5 - Tax Returns / CASDI, Federal
516,6, 29 LISC 436, GC §34090
�Tax Deposits, Adjustments, etc
Finance/ Deferred Compensation (457) Department preference; GC FI N-023 7 2 years 3 years Mag, Ppr
Payroll Reports, Registers §34090
— — --------- -- - ------- -------------------
When No I Preliminary drafts not retained 'in
Finance
FIN-0238 Employment Verifications I Longer Ppr be Regular Course of Business Payroll i
1 Requ red 1GC §34090
- - - ----- - ------
T [Department preference, IRS
Regulation for W-4s is four
I Payroll Benefit Files
i years after the due date of such
!Administration Forms (W-4s, I
Finance I Separation + Mfr, Yes: After tax for the return period to which FIN-039 iChanges, Personnel Action Form Yes S/I
10 Payroll 5 years 5 years D, Ppr QC & OD the records relate, or the date copies, Vacation pay-off
such tax is paid, whichever is
I requests,
i the later. 26 CFR 31.6001-1; GC
J34090
----------
I Department preference; GC
-------
_JPa
FIN-0410 yroll Journals 2 years 3 years
1§34090
— - — ---- --------
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc, (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/201

Ver. 12.0
RECORDS RETENTION SCHEDULE: FINANCE
Page FIN-10
Record Retention 0. Records Description
-------- ------
Retention Disposition
Comments Reference!
(OFR)
image: Destro y
To
Active Inactive I Total Media mmport Paper after
(Record
(in office) Retention Options M=Mfr Imaged &
Center)
_Q
------- — — - — -----------
iff the record is not listed heM refer to the Retention for QYY4" Standards Finance
1 FIN-041 Time Cards Time Sheets
Payroll
2 years
6 Services do not (another
Finance
Payroll FIN-042 M-2's
In Purchase Orders Requisitions
Department prOferenM
iplago
- - - ----------- - ---
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/201

Ver, 12.10
RECORDS RETENTION SCHEDULE: FINANCE
Page FINA 1
Ofte of 1 1
1 Retention No. Records Description
- - - ------ --------------------------------
Retention / Disposition
Comments Reference
Record I
.... ..... __,"
'I image:

Destroy
Active
Inactive
Media I=Import
Paperafter
(OFR)
(in office)
(Record
Vital?
Options M=Mfr
Imaged &
Centei
i --J a=scan
QC'd? ..... . .. ..

UP1 W-5-0 BANK "Elymmi StandaLds
MMEE= ypArformed by file fo/der.
ice Finar
'Accident I Incident Injury
Risk FIN-044
Reports (Potential Claims -
2 years
I Mag, Ppr I
[Department preference; CCP
�§340.5,
medical and non -medical that do
GC §34090
Manag.
not result in a claim.)
baim must be iled wit n
year, lawsuit within 2 years;
complaints aga nst peace
p5years
Finance
Risk FIN-045
laims Resolution
5 years
,
Manag.

Finance
vvned 1psurance Polices (City-ol
Mag, Mfr,
Risk FIN-046
P I
;Policies)
OD, Ppr
Manag,
Finance
Risk FIN-04
JJPA / JPIA Reports General
5 years
Liability Claim Runs
Ppr
Manag.

Finance
Risk FIN-048
I OSHA Logs - 200, 300, 310 1,
1 5 years
1301A
Manag.
f jai
......... — -------------
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 3,o not duplicate or distribute without prior written permission Revision Adopted: 11 /27/201 101

Ver 9.0

RECORDS RETENTION SCHEDULE FIRE
Page FR-1
Office of
Records
Records Descripti n
ornments e rence
Record
Series #
Active
Inactive
Total
(OFR)
(in office)
(Records
Retention
Center
IWETMMV�KW Standards
MM=Fby file -folde
. . ......... . .

Mag,
Fir-
FR-001
Mfr, OD,
Ad
Ppr
Mag,
Ppr
MM=
Mag,
I I City preference; 8 CCR 5144; 8
Mfr, OD,
Yes:After CR §3204(d)(1) et seq., 29 CFR
S
G
Ppr
QC & OD 10. 1020(d)(1)(i), GC §§ 12946,
2960 34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /27/2019

Ver 9,0

RECORDS RETENTION SCHEDULE - FIRE
Page FR-2
Office of I Records
Records Description
Retention Disposition
Comments Reference
Record Series #
Active
Inactive
Media
Image: I
Paper
I=Import
(OFR)
(in office)
(Records vital?
I
I Options
� after
M=Mfr I
Center)
Imaged &
1 S=Scan
Q
BrIll----
-----------
- - - - -
,d--L ----------------------- -----------
---- - ----------------------------------------------------- Ing" nlzmj
Department preference;
EEOC/FLSA/ADEA (Age) requiresm
3 years for promotion, demotion,
transfer, selection, or discharge;
Mag,
Mfr, it
IState Law requires 2 -3 years for
Yes: After I i
S personnel actions; Claims can b(6
Z&OD
5 years
Ppr
made for 30 years for toxic
substance exposure; 8 CCR §32
et seq., 29 CFR 1627.3(b)(ii), LC
§6429946,12960,
—�-------134090 . .....

I of
10 years
Mag,
IMfr,OD,i
Yes: I
epartment Preference; GC
S/I After QC
'34090
Ppr
& OD
GC §34090
Department Preference;
34090 et seq.
ag
Yes
pr,
'Department Preference (rated
GC §34090
Fire
1 When No
Longer
X-onsidered a preliminary draft
1copy (the Fire database is the
Admin. FR-01
Re quftd
Pp
oriainal): GC U4090 et seq.

Ver 9,0

RECORDS RETENTION SCHEDULE - FIRE
Page FR-3
Office of
Records
Records Description
Retention I Disposition
Comments I Reference
Record
Series #
-- — - — ---- --------------- -
Image:
. . ............. ..- ... .. — ------
D stroy
i Active
Inactive
Total
I Media I=Im
I port
Paper
I
(OFR)
(in office)
(Records Vital?
Retention
Center)
Options M=Mfr
after
Imaged
S=Scan
C)C,d
If the record is not listed here, refer to the Retention for,-Irtrida Standards ,2
Detentions tie an when the act is complete and l=J a full file folder jglast document r. ears destruction ,+.2,4e
t claims wm! s, public records act reguests, au e ins after settleme ttQLQ laint audits andlor investioa s suspend normal retention E2ficds retention b :Lit Copies -
Copies -
Originals Maintained by City Clerk
City Clerk
FR-012
!Mutual Aid Agreements, Joint When No
When No
I Mag'
for County Clerk of the Board
Power Authorities Longer I
Longer
Pp r
Permanently, GC §34090.7
Required
Required
Re u 'red
Fire I .... .. .....

Separation +I
Separation +
n
Separation
- --------- -- - - -
Mag,
-------- - ------------ _ . ...... u.

I
Admin, 1
FR-013
Oath of Disaster Workers
5 years
s
5 ears
5 vear
Ppr
GC §3105
------- . . .......

Fire I I
-----------------
Programs and Projects (e.g. Cadet,
Minimum 2
Minimum 2
Minimum 2
Mag,
i Department Preference; GC §
Admin.

FR-014
CPR Program, Fire Service Day, years
y rs
years
ea
or
P,
34090 et seq.
etc,)
-- - -------------- -
- - -
Copies -
Copies -
City Clerk
FR-015
Requests for Fire Incident Reports When No
When No
When N 0
Mag,
GC §34090.7
and Fire Investigation Reports Longer
Longer
e r
Longer
Ppr
Required
r
Required
Fire.

FR -016
�Ride -A-Long Waivers 1 2 years
2 years
Mag,
GC §34090
Admin.

Ppr
Fire I
- - --------------- - ---------
IStrike Team Reimbursement (OES 1
10 10
1 0
Mag,
[Department Preference, GC
Admin.

FR-017
years 1

I FEMA)
years
Ppr
§34090
Fire I
FR -018
�S ce -1
Subpoenas (Personal Appearance
2 years I
2 years
Mag, I
I
IGC §34090
-
Admin,
Fire I
I Fire Personnel)aye
Ppr I
Mag,
_� - -------------
Data is interrelated; GC §34090 et
- I
FR-019
(Training Database I Log (Target) Indefinite
Indefinite i
1 Admin.

Ppr
seq.

Ver 9,0

RECORDS RETENTION SCHEDULE - FIRE
Page FR-4
Page FR-4
Office of
Records
Records Description
Retention Disposition
Comments I Reference
ents I Refere
Record
Series #
Destroy
Image:
. .........

Active
Inactive
I Media
aper
I=Import
(OFR)
(in office)
(Records Vital?
Center)
I Options
after
M=Mfr
Imaged &
S=Scan
— ---------------
mws
40s after Sefflbment).,
Controlled Substance Logs,
linventories/
Fire EMS
FR-020 Ambulance Inventory
3 years
M
!Logs
lor transaction; 2 1 Crn 1304.0
11310.04
FR-021 jEmergency Medical Database
Indefinite 1
. . ..... .... . .......

Improvement) Quality
3 Fire EMS
FR-02 Quality
years
of
Assurance
�HIPAA Policies and Procedures
I
Superseded
Yes:

Fire EMS
FR-023 J(Health insurance Portability and
+ 6 years
S After 1
24 CFR 164.5300)
!Accountability Act)
year
---------------- ---
- — -- — -----
Department preference -
Paramedic Continuing Education
Yes:
is required for 4 years by DPH; 8
Fire EMS 11
Paramedic Continuing Educatio n
FR-024
S When
CCR §3204(d)(1) et seq., 8 CCR
Rosters and Certificates
Inactive
§3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC
- --- - -----
�ii
§§12946,-12960_34lit
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver 9.0

RECORDS RETENTION SCHEDULE - FIRE
Page FR-5
7�offi ced ecord
Record Series #
Records Description Re
Destroy
Inactive
Active Total
Image:
a er
=Import
(OFR)
(Records
a er
(in office)
Center)
M=Mfr
- ------ - --- --
gazwb.-KWOSWdards
Department Preference; adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years; 10 years is recommended
by AHIMA for "healthcare
I Patient Care Reports PCRs
Paramedic Release Forms
providers"; Statute of Limitations
(EMS
for health providers is 3 years;
transportation) / Consent Form with Mag,
N es:

CCP §340.5, GC §34090; H&S
Fire EMS FR-025
jAssignment of Benefits: ADULTS 20 years 20 years Mfr, OD, S Afterl
§§1797.98(e) 123145; 42 CFR
1AND JUVENILES LkgWg-sg:-P� Ppr
!Database
year
482,24(b); 9 CCR 9444, 22 CCR
Electronic Patient Care
70751
Report Database
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub.
10074, Chapter 1, Section 110.3
. ................. --
------ --
- ------------------------------ - ------
r.

Audio Recordings or Tapes -
Fire
j(CAD/RMS) Recordings of 3 years 3 years
Dispatch FR-026
!Telephone & Radio MW&FA*FF1- M+n+rRttM-
Dispatch Tapes 4804ay-9
,Communications
(CAD)
-----------
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver 9,0

RECORDS RETENTION SCHEDULE - FIRE
Page FR-6
Office of 1 Records
. .................. . . ............ .....
1 Recrs Description
od
"IMUNT171
Record Series #
Inactive
Image:
(OFR)
Active
Total Media
(Records
I=Imp
(in office)
Rete •n
Center)
J11V
it
with Lexipol Section 446.10.1);
Polif
FR-042
�Recordings: Mobile Audio Video
Recordings - that are NOT
I year
Records
J(MAV)
evidence
determined to be evidence are
r
retained as evidence; GC
1� 090.6 et seq.
low
21 Ell
�Ye
Mag,
Before
Ppr
Department Preference- GC
years
Event
�§34090
Mao,
QBQ 104.7 & 107.5, H&C, 198r"

S/I AILUI
_MfrOD
W%1 GC 434090
Ppr
&OD
Yes:

Minimum 2
Mag�
Department P• reference; GC
years
Befo re Ppr
Q-34090
Event
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Ver 9.0
RECORDS RETENTION_ FIRE
Page FR-7
Office of ; Records
Records Description
Retention !Disposition
1 Comments !Reference
Record Series #C
;
j Image:

Destroy
Active
Inactive
Total
Media I=Import
Paper
(OFR)
1 (in office)
(Records vital?
Retention
Center)
Options M=Mfr
after
Imaged &
a
S=Scan
I
If the record is not listed here, refer to the Retention for Clt -Wide Standards Retentio tae in when the act is com feted, and irrr t a full ale foider d. . last document + 2 ears , since destruction is normall.r gerformed,trZ file folder. 1-IOLDS., Litz atron, claims, cord laitrts, trblic records act re uests,_audits andlor investigations sus end normal retention periods retention beLngs.afler settlement).

E Fire Inspections / Business Life of the
Life of the
i
i
Department preference; Required
Fire / Fire
inspection Files / Occupancy Structure or
Structure or
for the Life of the Structure or
Marshal &
Inspections (Fire Sprinkler System i Activity, or j
Activity, or
Mag,
Yes: Activity, or Minimum 5 years,
Community FR-028
Fire Alarm System, Fire Minimum 5 1
Minimum 5
Mfr, OD, S / I
j After QC whichever is longer for Approvals,
Risk i
Extinguishing System, Tank years,
years,
Ppr
; & OD Inspections, Fires, Modification /
Reduction
'System, Compressed Gas System Whichever is
hichever i
Alternative Methods or Materials
a.�..

Hoods, Suppression System etc) Longer
Longer
CFC §§ 104.6 104 6 4
Fire/ Fire 1
---- w_ b _
---
— - �.
— — .._.__.._....

Marshal & (
Fire Investigations -Arson &
Mag,-
Mfrs OD, S / I
Yes: Department preference (Capital
After QC Grimes have of
Community FR-029
P
ICapital Crimes Only
P
no statute
Risk I
I
Ppr I
& OD limitations); GC §34090 et seq.

Reduction
_ � _ -.

Fire /Fire
When No ;
When'rVo
Marshal &
Community i FR-030
Fire Investigations - OTHER Than Longer
Required -
Longer
Required -
Mag
Department preference; GC
1§34090
Risk
;Arson & Capital Crimes Minimum 5
Min5
Ppr
et seq.

Reduction
years
Fire / Fire
Marshal &
Hazardous Materials Business Superseded
_ Mag,
Department Preference; GC
Community FR-032
plans (HMBP) + 5 years
Ppr
§34090
Reduction
Miscellaneous Permits (High -Pile
Hmu
`'
Fire / Fire I
(Storage, Gates / Doors / Fire I
Marshal &
,Access, Hot Work / Welding, Minimum 2
Yes:

Mag,
Department Preference; GC
Community FR-044
Battery System, Emergency Radio
years
Before
Ppr
§34090
Risk
iCoverage, Fire Flow Test, Fire I
Event
t
Reduction '';
iWatch / Stand-by Service, High-
]Rise Inspection)
DOWNEY, CA.
©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved
Do not duplicate or distribute
without prior written permission
Revision Adopted: 11/27/2019

Ver 9.0

RECORDS RETENTION SCHEDULE - FIRE
Page F R-8
I Office of f
Records
Records Description
........ . ............ . . ........... .................... . . . . ------- ------_--------- Retention Disposition
Comments Reference
I Record
Series #
........ . . ... ... . .......
. . . _
Destroy
Active
Inactive
Media
Image:

Paper
I=Import
(OFR)
(in office
(Records Vital?
Center)
Options
after
M=Mfr
Imaged &
.

S-Scan
.. . . ........ .......... QC'd
When No
W h en N 0
•
Public Information Education
L e r
Longer
0 ng
M
Mag,
Department Preference; GC
•FR-033
!(when produced internally)
u ir ed
Required
Req
Ppr
§34090
Minimum;
in m um
iears
When No
Mw-
I 117M e-n- Mo
iWeed Abatement Vegetation
Longer
Longer
[fequired
Mag
Department Preference; GC
FR-034
lAbatement
I
Required
-
Ppr
1§34090
Mi 1
Minimum
------------------ -- - ---- - --- — - - - - -------------- e r
Department Preference to be in
compliance with NFPA Standards
rplus + 2
Mag,
for in-service automotive fire
Fire Ops
years
Ppr
apparatus; NFPA 1911A.7.3 &
Annex C.5, GC §34090
en o
Wrlen NO
Longer
Longer
Fire Ops
Me
Required -
I Required -
Ppr
GC §34090
Minimum 2
Fire Ops
Minimum 10�
Mag,
iDepartment Preference; GC
years
Ppr
.......... N34090
Fire Ops
2 16 ag,
.

C §34090
vears
Fire Ops
FR-039
When
----------
es�'
efore
Mag,
i - reliminary drafts; GC §34090 et —
Superseded
Ppr
eq.
. ...... ... vent
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver 9.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver. 11;0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Page HR-1
Office of 1
Retention No. Records Description
Retention Disposition
Comments Reference
Record
- -------------- -- - ------- -
I
Image:
n activ
Destroy
Active
(OFR)
Media I=Import
lRecor Vital?
d
Paper after
(in office)
Options M=Mfr
Center)
Imaged &
mom
0 T
Department Preference;
Instructions state "Generally,
keep copies of information
returns you filed with the IRS or
have the ability to reconstruct
of
Mag, Ppr
the data for at least 3 years,
44 GC §34090
F
Duration of
Duration of Yes: For
the Contract
—§A&ZWj*1 . 0
+ 2 6 years I
Contract
--- - ------ - -------
[Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
Ify
Minimum 3
Mag, Ppr
records; Wage rate tables are 1
ears
or 2 years; State requires 2
years; 29 CFR 516,6, 29 CFR
1602.14, GC §§ 12946, 12960,
I
... ..... .... ......
134090
- -
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/201

Ver. 11.0
RECORDS RETENTION SCHEDULE:

HUMAN RESOURCES
Page HR-2
Office of I
I Retention No. Records Description
Retention / Disposition
Comments Reference
Record
Inactive
Active
Total
Media I=Importl Paper after
(OFR)
(Records
(in office)
Retention
vital?
Options M=Mfr Imaged &
I
Center)
S=.1qr;an neld?
If the record is not listed here, refer to the Retention for CitL-Wide Standards Retentions bleLin when the act is coaleted, and =ly a full file folder (ag, last document + 2,Zears sincedestruction is no file folder. ,
"mlaints,.21a�ubfic records act requests, audits andlor investig s sus erect normal retention !I! i (retention resumes after settlement or comPletion Bureau of National Affairs
recommends 2 years for all
�
supplementary Personnel
Human I
HR-003
Compensation Surveys & Studies
Minimum 3
Minimum 3
Mag, Pprl
records; Wage rate tables are 1
Resources
years
years
jor 2 years; State requires 2
years; 29 CFR 516.6(2), 29 CFR
1602,14, GC §§12946, 129_60
�34090
............ ..........
-- - ------ — ----------
- -------- -- - ----
- ------
.. ....

Human
HR-017
-
I
I ]Contracts for Employee
n
Completion
Completion
Completion
Yes: Until
I Mag, Ppr
Department preference; CCP §§
I 337 et seq.; GC §§ 911 .2,
Resources
!Investigations
+ 5 years
i
+ 5 years
Settlement I
34090, 34090.6; PC §832.5(b)
Human
HR -017
iCgYID-19 NotificationstoI
-- - ------------ ---
1-msms
3y ears
--------------
i Ma, Ppri
L
i
I LC 156409.15(k), GC §34090
Resources
I Employees
- ---- ------
----------- --- ----- --. ..... — -------
iAll State and Federal laws
!require retention until final
Department of Fair Employment
Final I
Final
I
disposition of formal complaint;
Human
HR-004
I& Housing (DFEH or EEOC
. . I
Disposition I
Mag,Ppr
State requires 2 years after "fully
Resources
lClaims Harassment Claims
+ 3 years I
+ y rs
+ 3 years
and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960,
W.
34090
WhE
When
Human
jDMV Pull Notices (DOT
Supers,'
Superseded,
;Department Preference; GC
Resources I HR-009
I
Required)
or Upon i
or Upon
MaP
g, pr
§34090
Separation -.Sma
ration.
1JOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved No not duplicate or distribute without prior written permission Revision Adopted: 11 /27/201 115

Ver, 11.0 RECORDS RETENTION SCHEDULE:

HUMAN RESOURCES Page HR-3
Offilce ofjj
I Retention of Records Description
Retention I Disposition
Comments / Reference
Record I
Active 1 Inactive
I
Total
I Media
. .... . ...... . .........

Image : Destroy
I=Import Paper after
(OFR) (Records
Retention
vital?
I Options
M=Mfr Imaged &
(in office) Center)
S =j&aU_LQC'd?
If the record is not listed here, refer to the Retention for Cit -Wide, Standards Retentions b=.when the act is co oleted and r (eg. last document + 2 years), since destructign, is norm ly ormed,p file 'o/der. y
HOLDS: Liti s oasts,:audits andlor investiq ns sus end normal retention geriods (retention resumes after settlement or corn letion anon, coLElaints, clairn.., Eubfic records act re 7
Department preference; D.O.T.

Requires 5 years for positive
tests, 1 year for negative tests-
EEOC/FLSA/ADEA (Age)
� 3
Human Drug & Alcohol Test Results (All -
HR-005 5 years
5 years
I Mag Fpr
requires years physical
examinations, State Law
Resources Positives and Negatives
i )
requires 2 years; 29 CFR
1627,3(b)(1), GC §§12946,
112960
34090- 49 CFR 655.71 et
Ise -, 46 CFR 382,401 et seq.
---------- -
�49 CFR 653.71
. .......... ..... — - — -----
............. . ........... . - -- - - - - ------- . ......

Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
Human [Separation +i
HR-018 ,Employee Investigations
Separation +
Mag, Ppr�
requires 3 years for promotion,
demotion, transfer, selection, or
Resources 6 years
6 years
discharge; State Law requires 2 -
3 years- 29 CFR 1602.31 &
16273(b)(1), GC §§ 3105,
1 12946, 12960, 34090-1 29 USG
1113; LC §1198.5
— --- - --------- I — - — -----
Minimum
P...,r
Department preference; CCP §§
Human I Employee Litigation Files I Final
HR-019
Final
Yes: Until
Mag, pi
337 et seq.; GC §§ 911.2,
Resources Lawsuits (court Case Files Resolution
Resolution
Settlement
34090, 34090.6; PC §832.5(b)
+ 5 years
+ 5X2ars
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver, 11.0
RECORDS RETENTION SCHEDULE:

HUMAN RESOURCES
Page HR-4
Office of 1
I Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
inactive
T
Image: �
Destroy
(OFR)
Active
(Records
Total
Media
Vital?
I=Import
Paper after
(in office)
Center)
Retention
Options
M=Mfr
Imaged &
S=Scan
QC-d?
If the record is not listed here, refer to the Retention for Citv-Wide Standards Retentions begin when the act is co=Ieted, and =1 a full Me folder -since destruction is nornaall er orrne�t !a file folder.

HOLDS: Litigation, complaints claim 1 kublic records act te2uastsaudits ,andlor,rove stgaticns sus end normal retention periods (retention resumes after settlement or corn =n .

Required for 1 year from
�termination or 3 years from
hiring, whichever is later; EEOC
Human
Separation +
Separation +1
Mag, Mfr,
Yes: After FLSA I ADEA (Age) requires 3
"any
HR-007
Resources
1-9s 3 years
3 years
OD, Ppr
S
years for other forms of

QC & OD
employment inquiry- State Law
requires 2 -3 years; 8 CFR
274a.2; 29 CFR 1627.3(b)(1);
12946, 12960, 34090
----- -----
- ------
Department preference;
I
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
Human HR-008
Minimum I
Job Descriptions Classification I
1, Superseded i
Minimum
Superseded
Mag, Mfr,
OD, Ppr
S/I
Yes: After 1 demotion, transfer, selection, or
discharge; State Law requires 2 -
Resources
Specifications + 3 years
+ 3 years
year 3 years; retirement benefits is 6
years from last action; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§12946, 12960, 34090
Labor Relations Files
Human
(Negotiation Notes, 5
10 Mag, Ppr
Department Preference; GC
HR009
-Resources
Correspondence, Interpretation ofl 5 years years
years
§34090
MOU Provisions, Documentation,
I etc.)
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /27/2019

Ver. 11.0 RECORDS RETENTION SCHEDULE:

HUMAN RESOURCES
Page HR-5
Image:

Media I=Import,
Options M=Mfr
rer, mor"M MIN
Department Preference; statute
of limitations for retirement
lbenefits is 6 years from last
- titin; E&#C/FLSAYA, 3EA (Ag6)
0 0 t t�r_ecquires
3 years for promotion,
1Files, Evaluations, Poes,
0aths of Office, PSRs
6 demotion, transfer, selection, or
!(Personnel Status Report
years
.4
Harassment Prevention T ainin•
- - --------
Department Preference; statute-,
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA ( ge)
Separation +1
Mag, Ppr I
requires 3 years for promotion,
demotion, transfer, selection, or
6 years
6 years
discharge; State Law requires 2 -
[3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 129_60 34090; 29 USC
1113
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver. 11.0
RECORDS RETENTIONPage
HR-6
Office of Retention o.I Records Description
Retention / Disposition
Comments ! Reference
Record
I
_.... _..._._ -- . _..u::...

Inactive
3 _ m...
# Image:
__ --
Destroy
(OFR)I
Active
(Records
Total
Media 1 I=Import
vital?(in '
Paper after
office)
Center)
Retention
Options = fr
Imaged &
S=SSAn ;
C'd?
Ronson=
If the record is not listed here, refer to the Retention for Gi -Wide Standards Retentions be in when the act is cornleted aiad ina l a full file folder e. . last document + 2 `' ears „ since destruction is normall rfo naed b file folder. _HOLDS.- Litigation, coin faints, claims, public records act re oasts audits andlor investiqations suspend normal retention periods reterntiorr resumes after settlement or com left"tin C
Personnel Files - Medical file 24 years or
Separation +
_
!Department preference; Files
(all employees) Termination
30 years or
a
maintained separately; Claims
of Benefits,
Separation +!
Termination
Benefits,
Yes: Until Mag, Mfr, �
can be made for 30 years for
Yes: After
toxic substance exposure; 8
Human HR-012
Pre -employment Medical Whichever
of
S
Separation +
Resources
6 years '
Clearances, AQA is Langer, or
Whichever
Separation OD, Ppr
CCR §3204(d)(1) et seq., 8 CCR,
1 year
Y
Accommodations, Respirator Fit Death of
is Longer, or
5144; 8 CCR 15400.2- 29 CFR
j,1910,1020(d)(1)(i), GC
Tests, etc. Employee
Death of
§§12946,
Employee
i
112960, 34090; LC §1198,5
......
i ........ ...._ ... ---------- ... �n �
Recruitment and Testing File
Department preference; EEOC /
(Includes Advertisements,
FLSA / ADEA (Age) requires 1-3
Human
Applications for Unsuccessful Hiring I
Hiring
years; State Law requires 2 - 3
HR-013
Resources
Candidates, Interview Notes, Job Decision + 4 ,
Decision + 4
Mag, Ppr
29 CFR 1627.3 b 1 O( ) 29
Brochures, Test Data, Testing years
years
;Years;
(GFR 1602F14;. 2 GGR 11013(c);
Analysis & statistical Metric, Job ;,,
;GC §§12946, 12960, 34090
Analysis, Rating Sheets, j;
Scantrons etc)
i j
[Department preference; Per
1 NeoGov Policy; 29 CFR
Human
FIR-020
'
i Recruitment Database (NeoGov) 5 years
5 years
?Mag, Ppr
1627.3(b)(1), 29 CFR 1602.14; 2
Resources ,
CCR 11013(c); GC §§12946
1296-- 34090
HR-014
HumanResources
Studies &Surveys Conducted on When No
Behalf of the City (Sick Leave, I Longer I
When No
Longer
Mag, Ppr
�__.... ....__...._......w..................

Preliminary drafts not retained in
(the ordinary course of business;
Attrition Benefits etc) Required
__Re wired
GC §34090
Human (
HR-015
m
`Workers Compensation Claim
1 5
5 years
_ _..w ....

Mag Ppr i
—w
Meets auditing standards, GC
Resources I
years
Runs / Monthly Reports
1 §34090
DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved No not duplicate or distribute without prior written permission Revision Adopted: 11/27/201M.

11.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
Page HR-7
OfficeVer,
Retention No. Records Description
Retention Disposition
Comments I Reference
Record
Destroy
Inactive(Records
Active
Total
Paper after
i
I
Imaged &
.. ♦
r- - ♦ - -- - -
�years
- •
-. -..
- .- nsation Claims Termination
can be made for 30 years for
Long - Disability Claims 1 .

Hum an
Yes: Until Mag, Mfr,
_ _
toxic substance exposure; 8
.- _
- - -. •r -.
aration + - - 00
or Injury Reports from is Lon e r•
♦- ayear
t4♦ - -♦,
Employees) Death
r--
1 "! i .
• --
♦Joy
. • --§
§12946,12960,34090
DOWNEY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /27/2019

Ter. 6,0
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office 'of Retention No.1 Records Description
Record
Retention Disposition
Comments Reference
Inactive
Des tr oy
(OFR
Active
Total Media
(Records vital?
I=Import Paper after
(in office)
Retention Options
Center)
M=Mfr Imaged &
- - - — - - -------------------
-
— --------------- - - ------------------------------- ---------------------------------------------------- ......... ............................. . ......... . . ..

Used for Disaster Recovery
Information
When No
Backups- DAILY(Monday-
i When No
Purposes Only-, Considered a
be destroyed
I IT-001
Longer
ISunday)
i Longer
copy and can
Technology
Required
Required
when no longer required; tapes
are in autochangers and are
overwritten; GC §34090 et seq
ister Recovery
torage for disaster
Information
When No When No
isidered a copy
�Technology IT-002
Backups - WEEKLY
Longer Longer
and can be destroyed when no
Required Required
longer required-, retention based
on administrative value- recycle
tapes; GC §34090 et seq.
rai" F rdwx
' I
When No
.&TI-11114e"I
- — - — - ------ - - ------------ ----- - ------------- 1 When No
Preliminary documents not
IT-003
Longer
7 Longer K Li
retained in the ordinary course
Technology
Required
_—Re-qu—ired
lof business; G �34090 et seq.
— — - -- - -
I For legal compliance for
nalterable media that does not
jrustworthy Electronic Records
Information
IT-004
ermit additions, deletions, or
OD
(when the electronic record
iTechnology,
C;hanges
Iserves as the official record); G C
-ULL BACKUPS, PERFORMED
160200, 12168.7, EVC 1550, 2
ONTHLY
CC R 22620 et seq. .

DOWNEY, CA @1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all Fights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11/27/2019

Ver. 5.0
RECORDS RETENTION SCHEDULE: LIBRARY
Page LIB-1
I it of 1 Retention No.! Records Description
Record i
- - ------------------------ ----
Image:

Destroy
Inactive
Active
•edia
M• I '�'mport
Paper
(OFR) I
(Off -site,
1 (in office)
OD or Mfr)
vital?
Options M=Mfr
Imaged
after
&I
S=Scan
---------
01 mo MW11 ME, "-Ml
[C.mplaihts and Compliments
Emergency Contact List
Pr inary Drafts; GC §34090
I(Employees)
Ppr
Preliminary Drafts; GC §34090
•
Final
r Califrnia StatLirary
Zoe b
is
Mag, Ppr
ecords Management Program
a1292;
�-:34090
Iffffe-n-ft-o—
r
of
R.L;np
r:d -
Mag, Ppr
1 9.

C §§34090, 54960.1( c)(1)
Mag, Mfr�
Yes
it Ppr
IOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved lo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY
Page LIB-2
WIN
Destroy
LL
Total
Image:

Media I=Import
aper
..etention
vital? 1
Options M=Mfr
after
Imaged
S=Scan
&i
Nry "01111104m, NOWIM
Whe -No -j
-------------- ---------- - -------
Yes: 'I Department preference (the
Library
LIB-007 Library Card Applications
Lo er
When �clatabase is the original record);
Re red
Inactive GC §34090
. . . ------ — ---------
LIB-008 Library Systems: ILS Database
Inde inite
4ag, Ppr
Data is interrelated; GC §34090
Library Volunteer Log of Hours
n N
Wh eo
en o
WhN
reliminary Drafts not retained in
Library
i LIB-009
Unpaid Intern Log of Hours
Longer
Longer
LRequired
Ppr
'he ordinary co urse of business;
Required
�C §4090
Department preference (Courts
treat volunteers as employees);
�E#C/FLSiN!A1EA (Age) re•wire5--
1 1,24
Inactive
years for promotion, demotion,
0 Ppr
ransfer, selection, or discharge;
3 years
1129 CFR 1602.31 &
627.3(b)(1)(i)&(ii). GC §§12946,
2960 34090
When No
reliminary Drafts not retained in
z #
Longer
Ppr
he ordinary course of business;
ful or Waiting
L R equired
GC §4090
When No
•
Problem Patron File Incident
Longer
Required -
Mag, Ppr
epartment preference', GC
34090
Reports
Minimum 2
years
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Ina.- all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 12.1
RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Page P&R-1
Inactive
(Records
Total
1 Retention
Center)
-A,
�Qhere-card- is not listed here. refer to the Retention for City -Wide Standards --------------------- - .............. ............
...... .... .. .... --- ----- ----- -
Val 0", MMIZJMI'M��
Mag
interrelated; GC §34090
When No
Parks &•I
Recreation
Longer
Required -
I
I Mag, Ppr
Department preference; GC
§34090
---- ------
Mag, Ppr
W2.3(g)(1)fl and (2)
Parks & Is
Mag, Ppr
Department preference; GC
Recreation

AGENDAS, AGENDA PACKETS
§34090
-- -----------
Mag�
Parks &
P& R 004
Yes Mfr, OD� S
No GC §34090
Recreation
Ppr
Ci d d
5 years
[years; Statewide guideliries
applied; CCP §§337. 337.1 (a),
133715, GC§34090
DOWNEY, A. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without I prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 12.1
RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Page P&R-2
OffiFe �Ofll . I Retention No.

Records Description
Retention Disposition
Comments I Reference
Record I
Destroy
Inactive
Image:

Paper
1 (OFR)
Active
(Records
Total
I
Media I=Import
Vital?
= after
(in office)
Center)
Retention
Options M=Mfr
Imaged &
S=Scan
OC'd?
If the record is not listed here, rater to the Retention b Cet 91�rde Standards Retentions o irr when the act is coLfeted,, ==1 a full file folder e. .last document + 2 ears ; since destruction is nonrallerfotmed l4
file folder
HOLDS., Litigation, co = taints, ctaims,,ggubfic records act re nests, audits andlbrinvestiation suspend normal retention ,jjrinds ,retention resumes aftersettlement orco /eljo:n ,. ;Cemetery Internment Records (Plot I
Mag, I
1 No specific time period
Parks
P&R _006
location, date of receipt and
P
P
Mfr, OD, S/I
Ye S, 1
I
I mentioned in law-, HS §§8330,
Recreation
internment, etc.)
Ppr
Y"'
18331
Mag,
Yes: 1
---------------------------
No specific time period
Parks &
I P&R 007
Cemetery Plot Ownership Records
P
P
P
Mfr, OD, S/I
mentioned in law; HS §§8330,
Recreation
Ppr
year
8331
— - --- -- - --- -----------
Mag,
Nos ecific time period
Parks & I
P&R-008
cemetery Plots, Plans
P
P
Mfr, OD, S/
Yes:
mentioned in law-, HS §§8330,
Recreation
- — --------------- - - - -
year
8331
Parks &
]Class Instructors, Performers
lCoache Agreements
Completion +
Co
Completion +
Mag, Ppr
Department preference; GC
P&R-031
Recreation
s, Entertainer
land
2 years
2 years
1§34090
Contracts
-----------
I Department Preference
Parks & P&R-009
Evaluations/Surveys (Program
When No j
Longer
When No
Longer
((Transitory record not retained
Recreation
Evaluations)
I
in the ordinary course of
I
Required
Reqluied
Required
I I
business); GC §34090
___r
....... . . . . . . . -------------
--------------
I.

Yes:

Parks &
P&R-01 0
!Facility Use Permits Field Use
Expiration + 2
Expiration +
Before Mag, Ppr,
!GC §34090
Recreation I
Permits
years
2 years
Event
. .......... ..

Pa r
P&R-01 1
��,_1111111 - — -------------
First Aid Reports Minor Incident
2 years
2 years
Mag, Ppr
IGC §34090
Recreation
Reports
— -----------
------ - - - -
Parks &
P&R-012
Recreation
I
JGolf Course Concessionaires
Contract Management
1 years
CompletionI 5 years
Completion +
5 years
Mag, Ppr
Department preference (covers
Statute of Limitations); CCP
1§337 et. seq., GC §34090
. .... . ........ —'r_
Department preference (Meets
lauditing
Parks & I
Recreation P&R-01 3
!Golf Course Reimbursements for
;Broken Windshields, etc.
5 years
5 years
Mag, Pprj
1 standards); GC
1§34090
i
I
- -----
DOWNEY, C. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 12.1
RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-3 Office of Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
--------- -
. ................. . .....

Destroy
Inactive
Image: Paper
(OFR)
Active
(Records
Total
El
Vital? Media
I=Import
after
(in office) Center)
Retention
Options
M=Mfr
Imaged & I
S=Scan 2Cad?
If the record is not listed here, refer to the Retention for a Standards Retentions he in when the ls,corn "Ieted, and irn& a full file folder Le.g. last document + 2 Lealdestruction is normal! et formed by file folder.
,act .since
HOLDS. lain# . olairns, Public records act re Bests, audits and/or invests suspend norrrraI retention enods retention resumes after settlement .,or, e
,L=tion,,=rsr
Department Preference; 29
iCFR
Parks & I P&R-014
Recreation
Lifeguard Certifications I
Separation
Separation
Mag, Ppr
160231 & 1627.3(b)(1),
I I UU §§ 3105, 12946, 12960,
34090; 29 USC 1113
Transport. P&R-01 5
1 Master Plans: Parks Master Plans, 1
P
P
Ma, I
g
Mfr, OD, I
!Yes: After Department Preference; GC
S"
etc-
QC & OD §34090
Ppr
Parks P&R-016
History Files
P
p
P
Mag, Ppr
Department
Department Preference; GC
Parks &
!Participant Files: Licensed Day
While
t is 5
Participant
End
End of
Participation
P
Mag, Ppr
_j34090
Meets State Licensing
requirements; May have
P&R -032
Recreation
!Care (Kid Smart)
years
grant
Recreation & Community Services
in Program
+ 5 years
ears
Minimum 2
2 funding; GC §34090
Department GC
Parks & P&R-017
Recreation
!Commission
Minimum 2
u
im m
years
years
r
Mag, Ppr
preference;
1§34090
iAGENDAS, AGENDA PACKETS.
years
. ............................

Parks & I P&R-01 8
'Recreation & Community Services
[Commission
P
P
P
Mag,
Yes Mfr, OD,!
S No GC §34090
Recreation

MINUTES & BYLAWS
mol"�
Ppr
— - — - - -
- - - ------------------ - - - -
Registration Forms I Reservation
,Forms / Classes /Application
Parks &
fForms / Fee & Charge Liability
P&R-01 9
Forms I Release of Liability Forms 1
2 years
2 years
Ppr 1
GC §34090
Recreation
Permissions I etc.: Camps, Field
jTrips, Authorization to give
IMedicine, Photo Releases, etc.
- ------------
- - ----
. ........

Parks & P&R-020
7 Iseason Brochures / Recreation
Minimum 2
Minimum 2
I Mag, Ppr
Department Preference; GC
L Recreation I
(Brochures ------
years
1§34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver.

12.1 RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Page P&R-4
Office of
Retention No. Records Description
Retention Disposition
Comments I Reference
Record
. ..... . ...
----------- -- - --------- -
im=Import
. . . . ........ . .. . .

Destroy
Inactive
age:

Paper
Active I
Total
Media I
I
(OFR)
! (Records
(in office)
vital?
Retention
Options M=Mfr
after
Center)
S=Scan
agImedd? &
@C'
If the record is not listed here, refer to the Retention lfor ,2-Wide Standards Retentions beLh7 when the act is co/eted, and imel a full file folder Leg, last document + 2 ears L,,since destruction is norrna!t Lerformed tZ file folder.

HOLDS: Lation, 2mulaints, claims,, gublicrecords act requests, audits andlor inve ti anon suspend normal retention periods (retention resumes after settlement or 2=lefion), Per Federal Transit
7mm
Administration and LA Metro
Parks &
R&R-020,11 Transit ADA Complaints
5 ears
years
L_
-P-2-r
subrecinient agreement:

Recreation
Section 12.7.3 - Record
Keeping: gg § 34090
Transport,
ITransportation Applications for
P&R-021 I
- - -----------
Inactive + 2
I
Inactive + 2
Mag, Pprl
— ----- ------
1 GC § 34090
J§eryipe (Dial -a -Ride, etc)
Transport,
. ............
irtation Dispatch System /
P&R-022
Indefinite
Indefinite
Mag, Pprl
--------------Transpo- preference,- --------
Department GC §§
!1
Pal-a-Ricle Database
. ..... . .....

When No
When No
-------------
34090 & 26202
Department Preference; GC §
Transport,
P&R-023 ji-ansportation Schedules
Longer
Longer
Mag, Ppr
Required
Required
34090
------- . . . . . ........ .
lConsistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age)
Parks &
Volunteer/ Unpaid Intern
requires 3 years for promotion,
Recreation
P&R-024 'Applications & Agreements -
3 years
3 years
Ppr
demotion, transfer, selection,
Unsuccessful or Pending Applicants
or discharge; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
�§§112946,_12960 34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver.

12.1 RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Page P&R-5
Office o
Retention No. Records Description
Retention Disposition
Comments Reference
Recordf
Desir:�
Inactive
Active
Total
Image:

Media I=Import
Paper
(OFR)
(Records
(in office)
Vital?
Retention
Options M=Mfr
after
Center)
imaged &
S=Scan
I
2C'd?
If the record is not listed here, refer to the Retention for City -Wide Standards wmmb� Retenlions.=n when the act is corn gleted, and i=] a full file folder 'e.g. last document + 2 Lears), since destruction is norn all g2dormed bj
file folder.

HOLD Litigation, comelaints,, claims ,guLlc records act requests, audits andlor investigation suspend normal retention Periods (retention resumes after settlement or completion), Courts treat volunteers as
I.
employees- EEOC/FLSA/ADEA
(Age) requires 3 years for
Volunteer/ Unpaid Intern
promotion, demotion, transfer,
Parks &
Applications & Agreements
P&R-025
i Inactive
Separation + 1
Inactive
Separation +
Mag, I I
Mfr, OD, 1 S
Yes:1
selection, or discharge; State
Recreation
(includes emergency contact
i
year
Law requires 2 -3 years; 29
information) Successful
3 years
3 years
Ppr I
iCFR 1602.31 & 1627.3(b)(1), 8
Applicants
33204(d)(1) et seq., GC
E§§CCR
12946, 12960, 34090; 29
C 1113
— -----
Parks
--- - — ---------- -
P&R-026 lWaivers of Liability
i 2 years
2 years
Mag, Ppri
GC §34090
Recreation
Parks &
.... ......

P&R-027 Commission Applications
1 2 years
- -------------- - -
2 years
i Mag, Ppr
iGC §34090
Recreation
IYouth
I
I
Parks &
11111111 — ----------
Youth Commission
P&R-028 I
Minimum 2
Minimum 2
Mag, Ppr
Department preference; GC
�§34090
Recreation

AGENDA PACKETS
. . ......... . . .
years
Parks &
_jAGENDAS,
[Youth Commission
P&R-029
P
P Yes
Mag,
Mfr, OD, S
No
GC §34090
Recreation MINUTES & BYLAWS
Ppr
DOWNEY, C. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 14.0
RECORDS RETENTION SCHEDULE:

POLICE
Page PDA
6 a
a I I a
Comments Reference
Inactive
Des.. y
stro
7Paper
Media � p after
(Records
Options
, Im
Imaged 8.

CIO 0?
the record is not listed here, refer to the Retention for Ut y-Wide Standards — — -- ---------
romp" M.
1 Police
ICarry Concealed Weapon
Expiration +
Department preference; GC
Chief I 1 14
Permits (CCW Permits) -
�APPROVED
2 years
Mag, Ppr
�§34090 et seq.

Admin.
a of
-----------
2 years
Mag, Ppr
- --------------
Department preference; GC
§34090 et seq.

In
Mag, Ppr
Department Preference; GC
09 §34090
— -- - ------
I oil
Mag, Mfr
S/I Yes- After Department Preference; GC
D, Ppr
QC §34090
ai
In so
GC §34090 et seq�
-1 of off
GC §34090 et seq.

GC §34090
DO@0 WNEY, CA. 1995-216 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2011

Ver, 14,0
RECORDS RETENTION SCHEDULE: POLICE
Page PD-2
------------------- . . . . . ........

Comments Reference
•V.

Media
?
ital ?
Options
---------- . .....

Werei refer to the Retention for Qky�� Standards
file fo/der
nw. raw. ag
requires 2 yr min.; FTB keeps 3
years; Most Employees provide
Police
Payroll Time Sheets, Payroll
digital signatures when they
Chief PD-082
Reports, Overtime Slips and
2 years 3 years
Mag, Mfr,
OD, Ppr
Admin.

Billing - Police Only
in Public Works and Community
Services do not (another
-- — ------ - ----
Send to
Police
Personnel Files - Police
Human
Before
Ppr
627.3(b)(1), GC §§ 3105,
Chief PD-083
Department Employees
Resources
Mag,
2946, 12960, 34090; 29 USC
—
Admin,
Performance Evaluations
Upon
11113
Police
I
Mag, Mfr,
Yes: After '--J602.31
Chief PD-084
I POST Training
2 years 3 years
M
OD, Ppr
& 1627.3(b)(1). GC §§
QC & OD i�3105, 12960, 34090
Admin. i
I
I
—1 12946,
- - ------
- - -- ------
Police
Chief PD-085
i Press Releases (Police)
Mag, Ppi
6*4
I Admin, I
DOWNEY, C. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver, 14,0
RECORDS RETENTION SCHEDULE:

POLICE
Page PD-3
Office of 1
lRetention No. Records Description
Retention / Disposition
Comments / Reference
Record I
. .... . ......... . ...
..
. ............ . . .
__T__ro� — — -------- -------- ---------------- ---- — ---- De
Active
InactiveImage.

Total
Media
I=Import I Paper after
(OF)
(in office)
(Records I Vital?
Retention
Options
M=Mfr Imaged &
. . ............. .

Center
S=SSan z. 1.
the record is not listed here, refer to the Retention for Cit Y-Wide Standards Retentions begin when the act is c�om feted, and iZa a full file folder"Le. g.last document +.E'ears ), since destruction is normafk erftarrned b the folder,
'HOLDS.- Lit4oation, complaints, claims, 2ublic records act =uesLs,audits andlor investigations sus normal retention ne 'retention resumes after settlement or co I "etion), low=

CAD I DISPATCH
Department Preference
Audio Recordings or Tapes -
(consortium standard); Statewide
Police
(CAD/RMS) Recordings of Minimum
I
Minimum
guidelines propose 180 days
PD-007
Commun.

Telephone & Radio
l 180 days
180 days
Mag
(legally mandated for 100 days)-
(Communications Dispatch Tapes
(may be discoverable or made
I
(CAD)
ipublic in some circumstances),
GC §§34090, 34090.6

DETECTIVE BUREAU
Informant information; Does not
;contain criminal intelligence
Police
PD-008
Minimum 5 1
Informant Files
Minimum 5
Mag, Ppr
information concerning
Detectives
years
years
iindividuals; Department
eGC §34090
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
I
Police
Intelligence Files (Criminal No Longer
No Longer
il Mag, Mfr,
Yes: After information is relevant to that
S/I
PD-009
Detectives
Intelligence Files) than 5 years
Chart; 5 years
OD, Ppr
QC & OD criminal conduct or activity.

I
Usleading, obsolete or
unreliable information is required
Ito be destroyed, remaining
records must not be retained
longer than 5 years; 28 CFR
123.20(h); GC §34090
DOWNEY, C. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver, 14.0
RECORDS RETENTION SCHEDULE:

POLICE
Page PD-4
Office of
Retention No.! Records Description
i
Retention I Disposition
Comments I Reference
Record
— — ----------- - --- - ---- ---- --------
- ------
Inactive
image: Destroy I
(OFR)
Active i
Total Vital?
(Records
I
Media
I=Import Paper after
(in office)
Retention
Center)
Options
M=Mfr Imaged &
S=Scan QC'd?
It the record is not listed here, refer to the RetentionStandards Retentions be - last document + 2 n qtLn when the act is completed, and =1 a full file folder te.c 1. =111`.Ssince delta is norm2LIg gerformed by file folder.

HOLDS: Liti ation, coxalaints, claims; public records act requests, audits and/or investi ations suspend normal retention eriods (retention resumes after settlement or completion), Police
Investigation Files and Arrest
I Transfer to
Transfer to
Mag,
Final reports and records are
to the case file stored
PD-010
Detective S
IFiles
E
Records
Records
,transferred
in Records; GC §34090 et seq.

Police
i PD-01I
Narcotics Buy Fund Logs
.....
2 years
. ...........................
2 years
Mag
GC §34090 et seq.

Detectives I
- - ------ -Department
Preference to
provide information to other
agencies- Non -records used for
Police
PD-012
Pawn Slips
2 years
2 years
Mag, Ppr
investigations; Originals entered
Detectives
into the State Automated
Property System; most agencies
retain for 2 years; GO §34090
. . . .......
-
— -- ---------------
-------------- -
Department preference; Pursuant
to PC §457.1 et seq.; required to
Police I
�Registrants:

I
ea , or
P, or Death PDeath'Mag,
Mfr,
Yes: After 5 register for life; If released from
S/M/I
I PD-013
Detectives
Arson -Adults
5 years
11 of Registrant of Registrant
I OD, Ppr i
years CYA, records are destroyed after
age 25 or sealing pursuant to
W&I §781; GC §34090 7
- - ----- - — - - — - ----------- - — -----
!Pursuant to PC §457.1 et seq,; If
Policereleased
Registrants: Arson - Juveniles
Age 25 or
Age 25 or
Mag, Mfr,
released from CYA, records are
Yes: After destroyed 25
I PD-014
Detectives
from California Youth
Sealing Date
Sealing Date
OD, Ppr
SAM after age or sealing

QC & OD
Authority
+ 5 years
+ 5 years
i pursuant to W&I §781; GC
1&34090�7
— - — -------
Department Preference;
Police
- ! PD-0115
Registrants: Narcotic
5 years
5 years
Mag, Ppr
Registration is required for 5
years; GC §34090, H&S §11590
Detectives
et seq., H&S §115
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

— — - - - - __ - ____------- --
Iceo
I Retention No Records Description
Comments Reference
Record I
Inactive
Active
I
Total
(OFR)
(Records
(in office)
I
Retention
I Center)
V4KOO Standards
. . ...... . ....
—folde
SMFby file
Police /
Registrants: Sex •Offenders -
P or Death
I
M ag Mfr,
PD-016
Detectives
�Adults
lof Registrant
OD -•
i itafter offense, provided there are
no subsequent offenses;
P, rsuant to PC §290 et seq,
Department Preference; A fter
P
P
2021, Offenders can petition
Police /
PD-017
Registrants: Sex Offenders -
or Sealing
Date + 5
or Sealing
Date + 5
Mag, Mfr,
it Ppr
5: A� --
QC&OD fter offense, there are
Detectives
Juveniles
years (or
years (or
provided
Court Order)'
ti PC §290 et seq.

Police
Regulatory Permits &
Expiration +
Department preference; GC
I PD-018
Detectives I
Backgrounds (Solicitors,
2 years
a pr
�§34090 et seq.

Massage, Taxi -,-.etc.
..... ... ..

Subpoenas (Personal
PD-019
2 years
GC §34090
—Aoi)earance- Police Personnel)
- -----
Police Jail PD-020
'Jail In -Custody Rosters
2 years ----------
.......... . . . . .....

Jail PD-021
ljalFvld-o Recordings (Jail
year
GC §34090.6(a)
isurveillance, security)
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/20

Ver, 14.0
RECORDS RETENTION SCHEDULE:

POLICE
Page PD-6
Office of I
I Retention No. Records Description
Retention Disposition
Comments Reference
Record
- ---------
Image: Destro
R
(OF )
Inactive
Active
(Records
V,ta,9
Media
ip rt I
I=Im 0 1 Paper after
(in office)
Center
Options
f I Imaged&
M =M r
--F-Scant C )C'd?
pym- ?-Yt I
d
Mag,Ppr
GC §34090
1*4
INS 1
2 years
2 years
2 years
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
0mc
e Of
Retention NoJ Records Description TiWA9lT3* =o i Comments Reference I Destroy
Media Paper after
(OFR) Vital? opti
Options I Imaged &
........ .. . .. ...........
1471111I.M.T. II -TV III= r1-MigliaLl v.-V I Wde Standards TV# "111 Ila
j I
3 years is required for animal
Canine (Police Service Dogs)
Police keparation + care treatment records; FA
PD-028 I Program Files /Training Files: I Mag, Ppr
§32003(e), PC
Patrol 1 3 years
Animal Files §34090 et seq.
- - — ------------------- - - milk
Icanine (Police Service Dogs)
Police [Department preference,, GC
1 PD-029 Program Files: Action Reports, 5 years Mag I
Patrol 1 �§34090 et seq.

Monthly Reports
Po i i I ce Ppr
PD-030 lCitations - Parking & Moving �411r-r- Mag, Ppr GC §34090 Records
rime •re rence;
Police PD-031 Officer Daily Logs Mag Preliminary drafts not retained in Patrol �the ordinary course of business; I
seq.

Police rbe—partment preference; GC
PD-032 !PAS Device Caliba rtion Logs =Mag, pr §34090 et seq.

Patrol i I I P
- — -------------
Department preference; GC
Mag
•§34090 et seq.

Preliminary drafts not made or
retained for the purpose of
Mag, Mfr, S/I Yes: After preserving the informational
OD, Ppr QC&OD content for future reference; GC
§34090, GC §6252; 64 Ops. Cal.

Atty. Gen. 317 (1981))
Police jTraffic Control: Radar
PD-035 Ma r GC §34090 et seq.
•
Cal ibFation Records
Department preference;
P olic, e PD-036 Vacation House Checks Extra Mag Preliminary drafts not retained in Patrol Patrol requests the ordinary course of business; -LIGC §34090 et seq.

Ver, 14,0 RECORDS RETENTION SCHEDULE:

POLICE
Page PD-8
Comments Reference
Inactive
Total
(Records
Retention
-------- — ---------- --- ---
_J
Department preference-,
Police
I
PD-037 Watch Commander Logs
2 years
Preliminary drafts not retained in
�the
Patrol 1
ordinary course of business;
_W90, et_s_e_q_-
ME! 1111111111
De artment Policies &
Police
Minimum 5
PS U
PD-038
years
Procedures)
Consistent with Lexipol Policy;
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers - WITHOUT
lic
Poe
Sustained Finding of
Miscondd uct as efined in PC
Final
I
F i n al
PD-039
I Disposition
PSLI
§832.7
+ 5 years
m ral
(May include criminal acts, o
�turpitude,
complaints generated
ifrom a civilian)
Police
PSLI
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved ]Po not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/201 S

Ver. 14-0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of 1
Retention No. Records Description Retention Disposition Comments Reference Record
— - - - - ---------
Inactive
(OFR) Active (Records Total I
(in office Retention
Center)
----- -------- -
Department preference; GC
PD-040 Internal Pursuit Critiques years Mag, Ppr §34090 et seq.

PSU
Police PD-041 Pitchess Motions Notifications 2 years Mag,Ppr GC §34090 PSU
- - - - ------
Police / 1
PD-042 [Press Releases 2 years Mag, Ppr GC §34090
PSU
— - - - - ------------------------------ - - ---------- Police Mag, Ppr Department preference; GC
PD-043 Range Qualifications 5 years
PSU §34090 et seq.
------
PD-044 �Use of Force Review Incident + 5 Mag, Ppr Department preference; GC PSU years IBM -- ---- ---- -- 12946,12960.,34090
. . ........

Follows the ion
Retent Mag, MR, Yes- After 11 Department Preference-, GC PD-045 !Crime Report Photos I
Period of the OD, Ppr year U4090
Evide
Per Federal DOJ requirements
5, 2-ye a rs 5 2- years Mag, Ppr (Eguitat�e �Shadn �Guide�GC o ture Notification
P1`
PD-047 Gun and Narcotics Destruction M i n iiiii m 2 Department Preference; GC Log (Documents related to) years §34090
Evidence
Police Lost & Found Property 2 years Mag, Ppr
(Documents related to)
Property Auctions 2 years
....... - -----------
icitations - Marijuana canna I bis)
I Parking
11)OWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved No not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/201 12J

Ver. 14.,0
RECORDS RETENTIONSCHEDULE: POLICE
Page PD-10
Office of ''Retention o.E Records Description
Retention / Disposition
Comments t Reference
Record
_
.._e_.....
_ ...... _._mwmw
,.�71 mm t_....
,..
� �
_._.. __ __ _-.--...�. a.

Image I Destroy
Active Inactive
Total
! Media
I=Import ` Paper after
(OFR)
(in office) (Records
Retention
vital? Options
M=Mfr Imaged &
Center)
=Scan I C'd2
If the record is not listed here refer to the retention for' Cit-Uir'Ide .Standard Retentions tte= in whet! the act is coin leted,_and 111:71,11 "a full file folder `e. .Last document + 2 ears , since destruction is norm! lI erformed by file folder,
HOLDS,, ; Litigation, complaints, claimspublic records act re nests, audits and%r invest! ations sus n_ normal retention petiods (retention resumes after settlement orcom letion . preference (the
Police /
Citations - Payment Plans for-
Fully Paid, i
Written off,
Fully Paid,Department
Written off,
Statute of Limitation for
PD-087
Records
.outstanding parking citations
�
or Forgiven ;
or Forgiven
?Mag, Ppr
€collections is 5 years from the
received b indigent persons
Y 9 P
k + 5
+ 5 years
date of the last violation); GVG
)
140222(b),
years
GC §34090
------------
Police / PD-051
!Crime Statistics / Uniform CrimeI
Reports (UCR) - Summaries
�......—_ _
2 years i
2 years
Mag, Ppr
_._
I Filed on line with the State; GC
Records
§34090
ce 1
PD-052
;Due Diligence Reports
2 years j
2 years
Mag Ppr
GC §34090
Records !
�.. �......_
u....._..
..,.,.. __ j -_ ...._ ..._r ........ . ........ .....M. _..

Police / i
Records PD-053
_.,. _ w._ .._..__.
}Field Investigation Cards (FI's) /
Juvenile Contact Cards - After
!Entry into RMS
After Entry
Into RMS
After Entry,
into RMS
I
Mag, Ppr L
[
Preliminary Drafts; GG§ 34090 et
eq _
__..
�...w ,,,,_ -
Department preference
Police /
Records PD-054
?Logs: Arrest Packet, JDIC
2 years 1
2 years
Mag
3Preliminary drafts not retained in
!the ordinary course of business;
�........§.
(GC §34090 et seq.
�._ PD-055
Police /
Records
�NGIG Validation _
� we.ea
years
2 years
Mag, Ppr
.. �_ �.��..........
�GO 34090
-..... .�.

Police /
Officer Recordings: Body -Worn
PC§ 832.18(b)(5)(E); GC
PD-056
Records
Cameras - LOGS of Access or
P
P
Mag
!§34090 6 et seq.
. ,.,�. ,
Deletion of Data
�� -n, ....-----
_ _.... 9.M
�
-
... TTr„ „
1 Follows
Follows the
Retention
Officer Recordings: Body -Worn
retention for
of
Police /
f'D 057
Cameras - that ARE evidence
Evidence
the
Evidence,
Mag
PC§ 832,18(b)(5)(B)&(G); GC
a§34090.6 et seq.

Records
?Officer Involved Shootings /
Minimum 2 1
I Detention or Arrest /Complaints
� ;
Minimum 2
c
------- _
Officer Recordings: Body -Worn
years
.... _�
ears
_m ._.
i �Department preference, PG§
Police / PD-058
?Cameras - that are NOT
2 years
2 years
Mag
I I832.18(b)(5)(A), GC §34090.6 et
Records
evidence
1 !seq.

Ver, 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 1 Offic
of lRetention No Records Description I U41 C41 Comments Reference Record I
I Inactive
I 1Active I Total Media
(in
R) (R•cordseoffice) i Retention Options
I I Center)
the Retention for C*yWo Standards
Department preference
(consistent with Lexipol Section
Officer Recordings: Mobile 421)- Those segments of videos Police / I
I PD-059 !Audio Video (MAV) Recordings - 2 years Mag
Records that are determined to be
�that are NOT evidence evidence are retained as
levidence; GC §34090.6 et s
— ------------

POLICE REPORTS INCIDENT
REPORTS:

IALL FELONIES &
Police !MISDEMEANORS, Except Ma Mfr
PD-060 5 years Tes
Records IThose Specifically Mentioned
J in the Schedule
5150, Detention Reports,
etc M1
POLICE REPORTS IN&bgi4�F
REPORTS:

Factually Innocent Petition Date of Date•
Yes.

Police Mag Mfr 1
PD-061 Accepted Records Sealed Arrest + 3 Arrest + 3 Before S/M/I Records OD, Ppr
Pending Destruction - Except years years
6*1
those with outstanding stolen
property, including firearms, or
lost firearms — - -- ------------ — ------
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver, 14.0
RECORDS RETENTION SCHEDULE: POLICE
Page PD-12
Office of I
Retention No. Records Description
Retention Disposition
Comments I Reference
Record—)
— — ------
Image: I Destroy
Inactive
Act ive
Media
I=Import Paper after
(OFR)
(Records
(in office)
vital'?
Options
M=Mfr Imaged &
Center)
S=Scan
19=021 M1110fm. for Qfk�Wide Standards ------------
lam" "m wFAR $of "womm
Firearm
Yes: After
Police
PD-062
•
Found or
PC§ 11 108.2(b); GC§ 34090
Records
Recovered
QC
Department Preference', DOJ
retains CACI (Child Abuse
!Central Index) information for
A! lik
of
IF Date of
nt +
Incident +
ars,
years 10 , Mlag, Mfr,
I Yes: After
If No I
OD, Ppr

QC & OD
Subsequent
Reports — ----------

L ----------
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 14-0 RECORDS RETENTION SCHEDULE: POLICE
Page PD-13
Office of I I Retention No.! Records Description
Retention / Disposition
Comments Reference
Record
F -- " - -,--
Inactive
Image: Destroy
Active I
(OFR) I (Records
Total
vital? Media
I=Import Paper -
(in office)
Center)
Retention Options
M=Mfr Imaged &
if the record is not listed here, refer to the Retention for "t -tide Standards Retentions begin when the act is coma feted and imply a full file folder Le,g, last document + 2 ears), since destruction is normally joorfbrme!:!!' bfile folder.

HOLDS: L=ion, 2"m laints claims, public records act re2uests, audits and/or investi-q tions sus end normal retention ILeriods retention resumes after settlement or com le

POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Adult Marijuana / Cannabis -
Yes- i
Police H&S §1 1357(b)(c)(d)(e) or H&S
PD-065 2 years
Mag, Mfr,
2 years Before OD, Ppr
Yes: After �("Shall" Destroy); H&S §11361.5,

S/M/I QC & OD GC
Records 1 §1 1360(b) (with procedure in
i
Di
Disposition;
§34090
H&S §11361.5) - Except those
lwith outstanding stolen property,
!including firearms, or lost
!firearms, serious felonies, or
synthetic cannabis .ee- — - ----------------- - - -
- ---------

POLICE REPORTS INCIDENT
;POLICE
REPORTS:

Conviction 1
Misdemeanor or Infraction -.

I or Arrest (if
Conviction
Conviction
(if Yes:
or (if
(Courts and other Agencies
Police PD-066 Juvenile Marijuana / Cannabis 0
No Before Mag, Mfr,
S/M/I Yes: After "Shall" Destroy); H&S §11361.5-1
Records H&S §11357 - Except those with
Conviction)
C i OD, Ppr
Conviction) Disposition

QC & OD
GC §34090
outstanding stolen property, 1 + 2 years
lincluding
+ y rs
+ 2 years
firearms, or lost
(firearms, serious felonies, or
_y"t ejtc�, cannabis - - ----
- - - -- -- - - ---------- — . ........ . .... - ------- -1
— -------
----------

POLICE REPORTS / INCIDENT
REPORTS:

I
Offender is
is emeanor or Infraction I
Police PD-067 18 Years
1 Marijuana / Cannabis §1 1357(d) -i
Offender is
18 Years Yes Mag, Ppr
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
Records
Old
Old
et seq., 11357 (d)
Juvenile on School Grounds
during School Hours (with
procedure in H&S §11361 5)
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 14.0
RECORDS RETENTION SCHEDULE: POLICE
Page PD-14
Office of 1
Retention No. I Records Description
Retention Disposition
Comments Reference
Record
I
7 7--
. ......

I
st
Image: Dei-i
I Inactive
Active
Media
I=Import after
Ae
(OFR)
(Records
(in office)
Vital?
Options
LPaper
- Im g &
fr Imaged &
Center)
C. ?
d?
Mr. I W, M M FORM= ?-m OR 11 M rzm— .110, k��StandwV$
- - ------- --- -
ifb"e# bk
31r, mer" M "M
Until CLETS
VAL

POLICE REPORTS INCIDENT
1 Entry No
Entry No
Police I
REPORTS:

I Longer I
1 Longer
Yes:

Yes: After Department Preference ; GC
R
PD-068
Exists -
Exists -
I Before
QOD 090
C & §34ecords
Missing Persons (Returned)
inimum 21
years-,
- -- ----
-- — ------- - ------
a IM
Yes:

Befo re
wards of the Court must be
clest y d 5 ars after sealing
date; CCP §§340.1, GC §34090;
El
§§389(a), 781(d)
Mag. Mfr.
6TAM
'Is
OD, Ppr
Destroy): GC 434090: PC
OD
_QC&
"236.14(k)� 236.15(k)
. . . .........

Data Fields Records are
ift] i lolzm FRA 0 Ks or 1 1M 1 0V
0 Yes Mag
interrelated; GC §34090
!Public Information Requests
2 years
Mag, Ppr
GC §34090
. . ............

When No
When No
Preliminary drafts not retained in
Police
I
ds
Recor.

PID 072 Repossession Notices
Longer
I Longer
Ma Ppr
9 the ordinary course of business;
Required
L Required_
GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver, 14.0 RECORDS RETENTION SCHEDULE: POLICE Page P1-15 --- - ------ -------------------- - ------------ ---------- -- --- ... ---- - -- - - - — ---- ----- - - --- - ------- - ----- - Office
Retention Nb� Records Description Retention Disposition Comments Reference R rd
--- — -------- ------ - - - -------- — - ------- J
image: De•stroy
Inactive I
Active 1 1 Media ]=Import Paper after
(OFR) (Records Vital? I
(in office) Options M=Mfr I Imaged &
Center) I
$=Scan I QC'd?
111MEMere, refer to the Retention for Wide Standards
— --- - ------- - ------
WPM 8
A I CCR 999.228 11 COR
GC §34090
Does not record "regular and
ongoing operations"; GC
§34090.6
Mag Records "regular and ongoing
operations"; GC §34090.6
— — — - - ------------
epa men preference;;
434090 et seo�
�Qjty prefbrence� 29 CFR
11602.31 & 1627.3(ice.

Mag, Mfr, Yes: After I
S/I !3105,12946,12960,34090;29
3 years OD, Ppr QC & OD USC 1113; 8 QQR
1104011 C�
Background File Recruitment
IDepartment preference; 29CFR
File - Police Employees & Police 3 years Mag, Ppr 1602.31 & 1627.3(b)(1), lVolunteers (UNSUCCESSFUL) ...... 13105, 12946, 129_60 34090 Personnel Files - Police
Department Employees / FTO Department preference; 29 CFR 160231 & 1627.3(b)(1), GC §§
(Field Training Officer) File Mag, Ppr 3105,12946,129M34090-129 (Daily Ratings, Field Training USC 1113
Proqram Forms,
11OWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved lo not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

_ 14.0

RECORDS
.` PD-16
Office of 1
� Retention • Records Description
him
Comments
Record
1 Inactive
Active I
Total .. .
,
(Records
Retention 1•� .
. .:
- f f
- • a
Files - Police Police
HumanPersonnel
..:

Before
& 16273(b)(I), GC § § 3105,
Training PD-079 Department Employees / POST
Resources
Ma Ppr
12946, 12960, 34090; 29 US
Training Files (By Employee)
Upon
1113
Separation
When No
,_
Police
PD-080 Personnel Training Evaluations
Longer
ag, Ppr
the ordinary course of business;
Training
Required
GC §34090 et seq.
!F + O r• f. •vernmerrial Services, Inc. -all rights reserved

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PTT-1
Office of
Retention No. I Records Description
Retention I Disposition
I
Comments Reference
Record
— --------- -
- - ---- — ------ - -
I - ---- D—est---"
. roy
Inactive
Image:

Paper
(OFR)
Active
(Records
Vitall?
Media I=Import
after
(in office)
Center)
OM=Mfr ptions
I Imaged &
S=Scan 1
If the record is not listed rto 0 ete 0•r
Irlm. ffirmil-117, •"'W"."m
ro W- I V -1
lu
Public Works
r When No
PW-001 �Aerial Maps Longer
F--
When No
Longer
------ -
Department Preference, GC
No
En gineering I
Required
Required
§34090
1 Public Works
PW-002 Benchmarks Centerline Ties P
Yes: After! Department Preference; GC
QC & OD J34090
Engineering
ISecurities (Performance
Bonds, Letters of Credit,
CD's, etc.) are released after
11 Public Works
Bonds (Performance Bonds, i Release of 1
the Notice of Completion is
PW-003 Subdivision Bonds, Letters of Bond / Letter
issued and replaced with the
Engineering
Credit) of Credit
of Credit
Warranty Bond, which is
released 1 year after the
Notice of Completion date., I
GC §34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/20

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-2
Office f I
Retention No. Records Description Retention I Disposition Comments I Reference
Recorod . . ......
.. .. . .......
troy
Inactive
Image: Paper
Active Total Media
(OFR) (Records Vital?
I=Import
after
(in office) j Retention Options
Center)
M=Mfr
I Imaged & I
S=Scan I
QCd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is 2m a full file folder (e.g. last document + 2. teaa!, since destruction is normall ee=brgmed b4.11/e folder. xieted, and
/�fdLds: "ti ation, com laints, claims, gublic records act Muests, audits and/or inveslationssuspend normal retention errcads (retention resumes after settlement or oompletAGNI, Capital Improvement Projects
(CIP) - INFRASTRUCTURE:

Permanent File / Scanned
Records
Department preference;
retained for disaster
Specifications & Addenda, Agreement I • Mag,
Public Works I I Upon Yes- Until
PW-004 Contract, Successful Proposal, Change P P I Mfr, OD, Yes: After preparedness purposes;
S/I
Engineering Orders, Geotechnical Studies & Completion Completed I Ppr QC & OD Statewide guidelines propose
Reports, Operations & Maintenance
Permanent for Infrastructure
Manuals (O&M Manuals,) Materials r
1plans-, GC §34090
Testing Reports, Hazardous Materials
Plans, Notice of Completion, Photos,
Soil Reports, Studies, Submittals,
Surveys, etc.

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-3
Office of 1
Retention NO. Records Description
Retention I Disposition
Comments I Reference
Record
Image: Destroy
-------------------- — ----------- -
1 Active
Inactive
Paper
TotalMedia I=Import
Total
(OFR) (in office)
(Records
Center)
Vital?
I Options M=Mfr after
imaged 8,1
S=Scan
QC'd?
I
If the record is not listed here, refer to the Retention for at=ide Standards Retentions b= too' when the act is coleted, and i"l afull file folder grit + 2 years), since destruction is normalrformed file folder. : �4
HOLDS: tW=n, complaints, claims, gublicrecords act ra2u0sts, audits andlor in= "tiations spend normalretention periods (retention resumes after settlement or completion), Capital Improvement Projects
7 Department preference;
(CIP) INFRASTRUCTURE:

Some grant funding agencies
Administration File I NOT
10 years or
Completion+
omp I
require audits; Statute of
Limitations for Errors &
Scanned
After
10 years or
10 ye
Omissions is 10 years;
Project Administration, Certified
Public Works I Upon
Funding
Agency
fte r Funding,
fter Funding
Agency Yes: Until Ppr
[whichever
Statute of Limitations:

Contracts & Spec's=4
PW-005
Engineering Payrolls, Community Outreach Completion
Audit, if
Atl( rag,
Audit, if Completed
years,
(Wrongful Death=comp. + 5
Notifications, Project Schedules,
;Progress meetings, Punch Lists, Real
required,
required,
required, L
years, Deve lope rs=com p. +
Estate Appraisals, RFIs & Responses,
whichever is
ic is
10 years; Statewide
(Temporary Easements, Construction
longer
1 longer
guidelines propose
Manager's Logs, Daily Inspections,
termination + 5 years; CCP
Daily Logs, etc.
§337 et. seq., GC §34090
Department preference;
10 years or
Completion +
Some grant funding agencies
After
10 years or
require audits; Statute of
Funding
After Funding
Limitations for Errors &
Public Works i Up
!construction inspection on
PIW-007 Completion
Engineering
Agency
Audit if
Agency Yes- Until I
Mag, Pprt
Audit, if Completed
Omissions is 10 years;
,
Statute of Limitations:
required,
required,
Contracts & Spec's=4 years;
whichever is
whichever is
CCP §337 et. seq., GC
longer
longer
§34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-4
of I
Retention No. 1 Records Description
Retention Disposition
I
Comments I Reference
Record
Destroy
Inactive
Imagew.

Paper
(OFR)
Active
(Records
Total
a
V tal? Media
after
(in office ) Center)
Retention
Options M=Mfr
I Imaged &
S=Scan
,
i QC'd?
If the record is not listed here, refer to the Retention for 21-Wide Standards Retentions bain when the act 1coin a=d,.and =1 a full file folder e.&Iast document + 2 Leaal since destruction is nofmZ1,pformed to
file folder,
HOLDS: L4ti ation, coX faints, claims,_public records -tigationseftspend normal retentiongenods (retention resumes after settlement or coxgle Correspondence - Regulatory
Yes- While Ma0, gD
Department preference;
Isome correspondence from
Public Works PW-008
Agencies Not Related to a GIP Minimum 2
Minimum 2
Mfir, S
After;
Yes: AfteRegulatory Agencies need to
Engineering
(State & Federal Agencies, EPA, years
years
Issues Ppr
QC be retained for long periods
Health Department, etc.)
of time; GC §34090
Public Works
Design & Construction Standards -
Mag
Yes- After �.-.n......u.�...,..��-- ------
Department Preference; GC
Engineering PW_00'
P
!Authored by the City
P
Mfir, OD, S/I
QC & OD 1§34090
Ppr
— -----------
I
. . ......... ....... .. . .. . . . ..............
......-- — ----------
Drawings, Maps, Plans and
Drafts should be destroyed-,
iRecord Drawings, Large -Format
Mag,
Some maps are also retained
Public Works
PW_0 10
Drawings, Survey Record Maps, P
P
Yes (all) Mfr, OD, # S
by Planning; Selected maps
No
Engineering
Capital Improvement Project "As-
are retained in Public Works
Built", Final Tract Maps, Final
Ppr
for administrative purposes;
Parcel Maps, Lot Line Adjustments
GC §3409034090.7
,
Encroachment Permits I
Excavation Permits: Temporary
Public Works
PW-01 1
;(Street Permits, Temporary Final
Construction, Sidewalk Repairs, Completion +
Final I
Completion +
I
Yes- Until 1
Pprl
GC § 34090
Engineering i
Traffic Control, Utility Cuts etc.) 2 years
2 years
Completion
Includes Insurance Certificates
Public Works I
--------- -----
Encroachments - Permanent
P
I Mag
Mfir, 06, S
Yes. Afteri Department Preference; GC
PW-0 12
Engineering
(Permanent structures in the City's P
QC & OD 1§34090
Right of Way)
Ppr
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PTT-5
I�— — - - - - - - - ---------------------------------
Office of I
Retention No. Records Description
- - - - -- - - ------------------ - - ----------------
Retention Disposition
Comments Reference
Record
Destroy
Active Inactive
•
Image:

I Media I=Import
Paper
(OFR)
(Records
(in office)
Center)
vital?
I Options M=Mfr
after
Imaged &
i S=Scan
--- - ------
L
arlmil" M.-M 4h6�tion for P*144de Standards
VMS W. M
m
--T -- ------- - - -
I --
Engineering Preliminary Studies Minimum 2
Minimum 2
mag
Mfr,
Yes: Afte
years
yearsit
y
Ppr

1.1 - --------- ....... - --------
Engineering Studies Surveys
P
Project Assessments
IGeotechnicai and Soil Reports;
Hydrology Reports (Authored on P
behalf of the City)
g Pla
Gradinns
lvlag7
Mfr, OD, S
Yes: After Department Preference; GC
I I
(Prior to Building being the Office of
'Record for them)
Ppr
QC & OD �§34090
- --- — - -
U Ic s
+ • and Landscape Distrid Is, I
Special District Assessment Rolls 5
Mag, Ppr
Department preference',
Engineering
years
(to Tax Assessor for Tax Rolls)
Public Works
Master Plans: Bikeway, Park,
Pavement, Sewer, Traffic,
Mag, I
Department preference;
1Yes- After
Engineering
PW-019
Transportation, Water Master
fir:S
Drafts should be destroyed;

QC & OD
GC §34090
Plan, etc.
- - — ---------
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-6
Office of
Retention No. Records Description
Retention I Disposition
Comments I Reference
Record
- - --- ----------
Destroy
Active
Inactive
Total I=Import
aper
(OFR)
(in office)
(Records Vital?
Retention Options M=Mfr
after
Imaged &
Center)
S=Scan
I
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be when the act is completed, and impil a full file folder Le.g. last document + 2,=, since destruction is =Lloarformed b4 file folder.

HOLDS: Li=ion, co= faints, claims, public records act re2uests;, audits andlor investt ations sus end normal retention gefiods (retention resumes after settlement or corn pletion Private Land Development
Projects I Job Files:
�Statute
Administration File
of Limitations for
Errors & Omissions is 10
Construction Inspections,
1years; Statute of Limitations:

Public Works I 'Correspondence, Photos, Private Lab Upon PW-020 Verifications, Testing Lab Final
Completion + Yes: Until
10 years I Mag, Pprl
�Contracts & Spec's=4 years,
Engineering I Completion
10 years Completed
Wrongful Death=comp. + 5
Reports, etc,
years, Developers=comp. +
i10 years; CCP §337 et. seq.,
Examples: CUPS, Lot Line
iGC §34090
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts,. TPMs, TSMs 4
4 — — -------- - --
t�fi, )re -Lari, 6vaupirnerlt- ----------- -----------
— ------------ ------
Projects I Job Files: Permanent
Files
Covenants/Agreements Drainage,
!Driveway, Grading Plans (prior to
Building being the Office of Record),
!Rights of Way, Soil Reports,
Mag,
Department preference;
Public Works I PW_021 I Stormwater, etc. Upon i
I
Yes: Until
P P Mfr, OD, S/I
Yes: After retained for disaster
GC
Engineering Completion
Ppr Completed
QC & OD preparedness purposes-,
Dedications, Easements,
§34090
Abandonments (City Clerk is OFR)
I
Examples: CUPS, Lot Line
,Adjustments, Parcel Maps, Precise
'Alignment, Specific Plans, Split Lots,
!Subdivisions, Tracts, TPMs, TSMs
DOWNEY, A. @1995-2016 Gladwell Governmental Services, Inc, - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-7
Of riceof Retention No. Records Description
Retention Disposition
Comments Reference
Record
Image:

Destroy
Inactive
Active
Total
Media I I=Import
Paper
OFR)
I
(Records
(in office)
Retention
vital?
Options' M=Mfr
after
Center)
S=Scan
Imaged &
I QC'd?
if the record is not listed here, refer to the Retention forStandards Retentions begin when the act is completed, and im I a full file folder ea..Iast document + 2 Lears), since destruction is no all aerformed tL
file folder.

HOLDS: "i ation, 2Lm .Llaints, claims, Eublic records act re bests„ audits andlor investigations suspend normal retention cefiods (retention resumes after settlement orco=letion Brown Act challenges must
Public Works/
ic ors Committee
itt C k W Publ
I P
Minimum 2
i Mi
nmum
2i
Minimum
be filed within 30 or 90 days
PW-022
Engineering

AGENDAS, AGENDA PACKETS
years
years
Mag, Ppr
of action; GC §§34090,
54960.1 (c)(1)
---- --- - - ----
PublicWorks
Public Works Committee
Department preference; State
PW-023
AUDIO RECORDINGS of
2 years
2 years
Mag, OD,
i law only requires for 30 days;
Engineering
Meetings / Audio Tapes
r
GC §54953.5(b)—
- - ------- - ----------- -
Public Works / I
Public Works Committee
Mag,
I Department preference; GC
i PW-024
Engineering I

IMINUTES & BYLAWS
P
P
I Mfr, OD, S
No
i§34090
Ppr
------------ — -- - ---------
Public Works
PW-025
Site Clearance Soil Remediation /I
I I
P
P
:

YesMag,
Before I Mfr, OD, S
Yes: After Department preference; GC
�§34090
Engineering
.. .

I Mitigation
Completion Ppr

QC & OD
I
..........
.......... . ....
. .
- ---------
't - — ------ ------ - --------
. ...... .

Department preference- SB
I
1383 compliance is required
Solid Waste Reduction AB 939 1
for 5 years- _Low -Carbon Fuel
Public Works
Compliance / SB 1383 Compliance.

Standard regulations credits
PW-026
(Organic Waste Collection and
10 years
10 years
Mag,Ppr
can be received for 10 years,
Engineering i
Bec
Aclingj
I and are eligible for an
.....
/Tonnage Reports
extension: 14 CCR §_
18995-.2 H&S U3297Z-307-: GC
§34090 et seq.
e. . ............... .

Public Works/
PW-027
ITraffic Counts
15 years
15 years
I Mag Ppr I
Department preference; GC
Engineering 1
- ........
. ....... . ...

Public Works/ i
PW-091
— ---
I
ITraffic Signal Timing Sheets
Superseded
Superseded
I
Mag Ppr
Department preference; GC
Engineering
i
+ 3 years
+3,Xears
34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11127/2019

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Records Description Retention Disposition Comments Reference Record Retention NO.
- --------- . .....

Destroy
Image:
------ - ---------- - ------------ Inactive '' Paper
Active I Total Media I=Import
(OFR) (Records vital? I after
n office Retention Options M=Mfr
(I Center) S=Scan Imaged &
QC'd?
If the record is not listed here, refer to the Retention for "t -,Wide Standards etentrons be in when the act is completed, and alull file folder (6,9, last document + 2 years), since destruction is normZlzfile folder corn glaints, claims, ubfic records act reguests, audits andlor investigations suspend normal retention aetiods retention resumes after settlement orcom lello Department preference
Public Works
(required every 5 years, but
Engineering
1 PW-028 �Traffic Speed Surveys 10 years 10 years I Mag Ppr can be extended to 7 or 10 years)- GC §34090
Mag Required for 3 years; GC
Public Works/ Underground Service Alerts Yes: Afterl
Mfr, OD, S
Engineering PW-029 (USA's) / Dig Alert QC & OD 3 years 3 years §§4216,2(f) & 4216.3(d), Ppr s 34090
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-9
Office of
Retention No. Records Description
I
Retention Disposition
Comments Reference
Record
... - - ------------
Destroy
Inactive
Active
7 Image:

Media I I=Import
Paper
(OFR)
Records
on office)
Center)
Vital?
Options I M=Mfr
after
Imaged &
S=Scan
QC'd,
duds
- - - -- --------
--------- ... ..
lAboveground CNG Storage Tanks
Department Preference;
(Agency Owned)
applies to both Tier I and Tier
Public Works
11 Tanks; (Tier 11 tanks are
Maint,
PW-030 Spill Prevention Control and
20 years
Mag, Ppr
required to have an integrity
Countermeasures (SPCC),
Itest every 20 years); GC
i
Inspections, Integrity Testing,
1§60201
Maintenance, Repairs
— --- - -----
Public Works/
Maint.

W-031 AQMD Permits (Generators, etc.)
5 years
Mag, Pprl
40 CFR 70.6; GC §34090
— ----------
..... ..
-- — -------- -
u Ic or s
Mag, Pprl
Department preference; GC
§34090
Maint.

Data Fields / Records are
Yes
Mag 1
interrelated; GC §34090
. . .........

Department Preference (Cit
V77-
40 CFR 262.40, 8 CCR
Maint.
3204(d)(1)(A), 22 CCR
66262.40
me-
Department Preference; GC;
§34090 et, seq.
9 DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Ik-o not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/201 1!

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-1 0
Office of i
Retention No. Records Description
Retention Disposition
Comments I Reference
Record
.. . ...... . - -----
Inactive
- ---------
Image: Destroy
Paper
Active
Total Media I=Import
(OFR)
(Records
n office)
vital?
Retention I Options
a r
M=Mfr
Center)
Imaged &
I S=Scan
. ... . ... ........

QC'd?
if the record is not listed here, refer to the Retention for City -Wide Standards iDetentions e in where the act is completed, and ,iL�a full file folder (e,g. last document i+.2 ear 2, since destruction, is norma!1artotmed bi file folder.

H LDS, Liti ationu crates laintsx claims,aublic records act ,L2oasts, audits and/or investigationssuspend normal retention Leriods (retention resumes after settlement or corn awwwa"
!Pre -Trip Inspections /'DOT
Public Works /
Maint. I
Program / CHP Inspections
PW-037 Program
Safety Checks / Daily 2 years
I -
2 years Ppr
1GC §34090; 3 CCR 1234(c)
lVehicle Inspections Daily
I Equipment Checks
Public, Works/
................ .. . — — ------
Indefinite Yes Mag
Data Fields Records are
Maint.

PW-038 ,Tree Maintenance Database Indefinite i
interrelated-. GG
...........
- - - ----- ---------- . ... ... - ------------ .._§34090 Consistent with CH P
Public Works
Transportation Audits: DMV &
PW-039 5 years
5 years �Mag, Ppr,
requirements; OSHA requires
i 8 Ca. Code Reg.

Maint.

CHP
year §
3203(b)(1); GC § 34090
-- - ----------------- -------
----------
Mag,
Required for 3 years; GC
Public Works I
Maint, I
Underground Service Alerts
P, 3 years
VV-040 I
I (USA's) / Dig Alert
3 years Mfr, OD,
i I
Yes: Afteri
S/i §§4216.2(f) & 4216.3(d),

QC & OD
Ppr
134090
!monitoring and Maintenance
Underground Storage Tank (City
records are required on site
Owned)
for 3 years, 6 1/2years for
cathodic protection
Public Works
PW-041 LIST Monitoring, Inspections and 7 years
7 years Mag, Ppr
maintenance, 5 years for
Maint.

Maintenance, Release Detection
calibration & maintenance of
Cathodic Protection
!release detection systems;
i Maintenance Records
!Maintenance
23 CCR 2712(b); H&S
;§25284,2(i)
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-1 1
Office of Retention No. Records Description
Retention I Disposition
Comments Reference
Record
Destroy i
I Inactive
Image:

Paper
(13FR)
Active
1 (Records
Total
Vital?
Media I=Import
l1 after i
I
(in office)
Center)
Retention
op tions M=Mfr
�
ilmaged &
S=Scan I
Io-MINN will.-Im. I QC'd?1 I
ONION
If the record is not listed here, refer to the Retentlon for Cif -Wide Standards Retentions die in when the act is coMj0/,e.ted, and irrr I' a full file folder ea. last document + 2 years). since destruction is nomnaj,Lerformed bZ file folder
HOLDS,- Li=ilon,coLelainls,,claims; public records act requests, audits andlor investigations suspend normal retention geriods retention resumes after settlement orco
Underground Storage Tanks -
1 Mag,
Public Works I
PW-042
USTs (City Owned) Life of the
1 Life of the
1 1 Mfr, OD, S
Yes: After123 CCR 2712(b), H&S
Maint.

I i Tank
Repairs, Lining, Upgrades
1'_____11111_1___11___
Tank
Ppr
1 year 1§25284.2(i)
-------- - ----------
__
Underground Storage Tanks (City -
. ........

Department Preference
Owned)
f Mag,
(required for the life of the
Public Works
PW-043
10 years P
P
Mfr, OD, S
Yes. After
1 ' tank); 23 CCR 2712(b), H&S
Maint.
'Location, Soil Remediation,
Ppr
year
§25284.2(i); GC §34090 et.

IMonitoring Well Records
Public Works
- - --------- ------
�22 CCR 66266-130(c)(5),
PW-044
(Used Oil Disposal 3 years
3 years
Mag, Pprj
H&S §25250.18(b),
Maint,
- — - --------
�,25250.119(a)(3) et seq,
— — -----------
Department Preference; If a
motor carrier, required for 18
Vehicle & Equipment History Files,
Disposal of
Disposal of
1 months after vehicle is sold;
PublicVehicle
Works I i
i PW-045
or
[AQMD Certifications, Maintenance,
Vehicle or
Mag, Ppr
CHP requires life of vehicle;
OSHA requires 1 year; 8
Maint,
Equipment + i
Registrations, Safety Certifications,
2 Equipment +
2 CCR § 3203(b)(1); 49 CIFIR
years
etc.
years
396.21(b)(l)- 49 CFR
I
396,3(c); CCP §337 at. Seq.,
GC §34090
Work Orders Service Requests
---------- ----- ------
-
— ----------- -
Public Works I
PW-046
CMMS DATABASE I Indefinite
Indefinite
Mag
IlData is interrelated; GC
1§34090
Maint. I
(Computerized Maintenance
Management System)
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-12
Office of
Retention No. Records Description
Retention Disposition
Comments Reference
Record
Image:

Destroy
Active Inactive
Media I=Import
Paper
(OFR)
(Records I
(in office)
vital?
Options M=Mfr
after
I Center)�]
S=Scan
Imaged &I
-------------------------
UJIMMIM %Rl/ 6, retor to the Retention for Gdy-1,4We StandoW MIN" ff-11111MUM I
MOM
---------- - -
lWork Orders Service Requests -
i
When No
When No
Preliminary drafts (the
Public Works
PIVV-047 atabase Longer
Longer Mag Ppr,
database is the original); GC
1§34090
Maint.

Required
Required
Paper drafts)
1w
ork Orders Service Requests -
1�OT entered in CMMS Database
�or partial Information entered
City Preference', CCP §§338
Public Works
i
nto CMMS Databa se)
PW-048 5 years
Mag Ppr
�et seq., 340 et seq., 342, GC
Maint.
1§34090
(D iv ision providing service retains
qngmals; Division requesting
�wervii e is considered a copy)
L9
Public Works
lCross Connection Testing,
Mag,
Yes: After Department preference; GC
Utilities
PW-049 inspections, Leak Repairs, Valve
Mfr, OD, S/I
Ppr
QC & OD §34090
Recycled Water
ming, etc.
- --------- - - ------
Public o Wrks
a
Mg,
Mfr, OD
Yes: After Department preference; GC
Utilities 1 1
PW-050 Recycled Water Reports 5 years
QC & OD §34090
Recycled Water
Ppr
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/20

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-1 3
Office of
Retention No Records Description
Retention Disposition
Comments /Reference
Record
I Ima:

Destr
I
Inactive
Active
ge
I I Media I=Impo
Total
ap Pi
(OFR) I
i
(Records
(in office) Center)
Vital?
Retention Options M= fr
i
afte
J
77J
s=s an
�OVjpor"d by
file folder.

Mag,
PW-051
Stormwater Illicit Discharges 5 years
Mfr, 01D,
Ppr
PW-052
Stormwater Monitoring NPDES 3 years
Mag, Ppr
Monitoring and Inspection
- ---------
Public Works
Utilities it
Mag�
5 years Mfr, OD, S/I
Stormwate
Ppr
Department Preference"
Monitoring records required
for 3 years; 40 CFR
•
§§122.21,122.41, 122.44;
CCP §337 et seq.

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page R!"T-114
Active
inactive
+ .:
�r
office).
_
(+ ,
[/f7:th:e7r7e`cord is not fi�sto h6rk-rO� to the Retention for Sta000N*� . . - a • a . .. r. - •- • i a �♦
AZ
ISt•
- Operation&
IMaintenance (Catch Basins, Field,
plans must be updated every
jGeneral Cleaning, Open Channels, 5 years
After 5 years, audits are
• : it - - '. i •-
'..i.. -.
•..Stormwater Treatment'•.'
_ and Trash Cleaning)1122A4i•r
'
1 GC
. •
_
- 'rs, audits are required
.: . _..
• p
•,
Department preference;
FOG (Fats, Oil & Grease) Source
Monitoring records required
Public
Utilities Sewer
ISemi-Annual Reports
are required for 3 years; 40
CFR i 09
Required i of
PublicWorks i+
UtilitiesSewer
SpillsiSanitary a•-•
•
.•
Yes: After years; -
QC : it SWRCB • •- i• I 1
•,
,hh
r • ' O • i • Gladwell Governmental+ -

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW-1 5
Office of 1
Retention No. Records Description
Retention Disposition
------- -- --------
1 Comments I Reference
Record
Ce o y
image:

Inactive
Active
Media
Paper
I=Import
(OF R)
(Records
(in office)
Vital?
Options
M=Mfr I after
I
Center)
Imaged &
S=Scan
------------------
� QC'd?
03P, Mffl= SWIM Wide S tan dards
MEMO, 7, W-1M #y file fO�
=BLOW, Jill
1Data is interrelated; system
*alifies as a "trusted
Publi Works
Inde Yes
Mag
�system"; GC §§34090,
12168.7
---
�epartment preference-
Mag,
Mfr, OD,
elans must be updated every
Yes: After -3 years, audits are required
S/I
a
+ 5 yars
e
Ppr
QC & OD )rder]
10 40 CFR
122.410)(2); GC §34090
Mag,
Yes. Afterl 1equired for 3 years; GC
Mfr, 01),
S/i QC & OD
Ppr

7.4090
ata is interrelated, GC
Mag
.34090
[rreliminary
When No
drafts (the
onger
Mag Ppr
rininplV r4fr'.

R quired
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/27/2019

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page P'1"T-16
Office of
Ret ntion No. Records Description
Record
;MM, MTRFA I'l
111
Total
1r[Retention
Image:

Media I=Import
Destroy
Paper
(OFR)
Vital?
Options M=Mfr
after
Imaged &
S=Scan
QC'd?
"Millill
INN. 1". ffin M'41
M-1mr. 11"M = 11
lWork Orders Service Requests
NOT entered in CMMS Database
1,
(or partial information entered
City Preference; CCP §§338
Public Works /
I
PW-065 into CMMS Database) 5 years
1 1 5 years
Mag Ppr
et seq., 340 et seq., 342, GC
Utilities Sewer
§34090
(Division providing service retains
originals; Division requesting
7 service is considered a copy)
-----------------
5 years
B DDW
Public W rks
# 3 years
17 CC
requirements:
�17605(D; GC §34090
- ------- -
2 years
I
ment preference -
auditing standards;
40,90, — ---------
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/201

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PIT- 17
..... . . — -----
ROO*
-- - -------
Image:

Total
Media
I=Impor
Retention
refer to the Retention for Ck��Wd6 Standards
ilia MINI
MIM.

Customer Concerns Customer
Public Works
PW-069 �Complaints: Odor / Taste / Visual 5 years
Utilities / Water
Complaints about Potable Water
Public Works
I Fire Hydrant Flow/ Pressure Tests Minimum 10
imurn ii�
Utilities Water
PW-070 (Development or Maintenance) years
years
'4*4
Generator Operation Logs (for
Fixed / Stationary Generators) 3
years
Inspections
Generator Operation Logs &
Genera
ors) . . .. .. ........... .

Operations & Mainte
Life of
Facility or�
Manuals (O&M Man
•When
No
Longer
Required -
a
1 glu�lli
Data Fields Records are
interrelated; GC §34090
•
TIM
22 CCR 464470; 40 CFR
14133@ -
DOWNEY, C. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW- 18 Office of
Record Records Description Retention No. Retention I Disposition Comments I Reference — -- - - ---------- ------------
image: Destroy
Active Inactive Total Media I=Import Paper
(OFR) (Records Vital? after
(in office) Center) Retention Options M=Mfr Imaged &
S=Scan
QC'd?
IF the record is not listed here, refer to the Retention for 2t=ide Standards Relenrions be` in when the act is completed, and IMP a full, file. folder 02v�' enl + 2 since destruction is iy� ,normalrfotmed by file folder, 0 L
HOLDS" Ldanon, .cant laints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or Com Idtson Mag, !Required for 3 years; GC
Public Works/ ]Underground Service Alerts F Yes: After
i PW-077 1 3 years 3 years Mfr, OD, I S/i C&OD §§4216.2(f) & 4216.3(d), Utilities I Water i ;(USA's) SA's) LDjg Alert Q 34090
i I Ppr
.... ..... .. - — -------------
-Works/ Public Expiration + 5 NEx�piration + rt IDepament Preference, 40 PW-078 Variances I Exemptions I Mag Ppr I
Utilities /Water I years 5 years I JCFR 141.33(b)(3)
. . . . . . . ...................... . .

Public Works/ PW-079 Violations & Corrections Correction + Correction + Mag Ppr Department Preference; 40 Utilities I Water 3 years 3 years CFR 141,33(b)(3)
— - -------------------- ------
---- - --------
Publi IVulnerability Assessment Department Preference
c Works I PW-092 Emergency ReSDonse Plan Superseded FSuperseded Mag Ppr (highly confidential)- 42 USC Utilities / Water Resifienpy Assessment / Haz rd 29 1 1 1 99
300i-2 dLGC 34090
L
Public Works Department Preference; GC
DW-080 Water Main Break Reports 5 years 5 years
Utilities / Water I Ppr §34090
----------------- ----- -- - ------------ . .. ......... .. . ..... . ...... i
Public Works !Department Preference; GC
Utilities I Water 1 1§34090
PW-081 Water Production Reports 5 years 5 years Mag, Ppr - ------------ - — ----
5 years
!Water Quality - Lab Reports & Mag Yes -
Public Works / I I y PW-082 ;Chains of Custody: Bacteriological 5 years 5 years Mfr, OD, S/I After QC 40 CFR 141.33(a) Utilities /Water
land Organics Ppr &OD
---- - - - ----- - .. ... ... .............. . .. ... ... . . ................. -- - ------___& - ------- - - ------------
lWater Quality - Lab Reports & Mag,
Yes -
Public Works I
I PW-083 Chains of Custody: Chemical 10 years 10 years 'Mfr, OD, I S/I After QC 40CFR141.33(a) Utilities I Water 1 I(Includes Chlorine Residuals) Ppr & OD DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved 11 Revision Adopted: 11/27/201M.
jo not duplicate or distribute without prior written permission from GGS (909) 337-3516

Ver. 13.0
RECORDS RETENTION SCHEDULE: PUBLIC WORKS
Page PW- 19
Office of I i Retention No. Records Description
Retention Disposition
Comments (Reference
Record
----- ----- - ---------
Destroy
Image:
(OFR)
Inactive
Active
(Records
Total
Vital'?
I
Media
Paper
I=Import
after
(in office)
Center)
Retention
Options
M=Mfr
' Imaged &
S=Scan
I QC'd?
f the record is not listed here, refer to the Detention far "t -Wide Standards Retentions be in when the act is a full file folder e. , last document + 2 ears,), since destruction is norm4ia:��fbld�er
Lit anon, g "mlaints, claims, Lublic records act =uests, audits, and/or investi ations spend normal retention periods (retention resumes after settlement or corer radon). - Required for 12 years or 2
Water Quality - Lab Reports &
1 Mag,
Yes - (compliance cycles; 22 CCR
Public Works / :

PW-084
'Chains of Custody: Lead& 12 years
12 years
Mfr, OD,
S/I After QC 164400.25; 22 CCR §64470,
Utilities Water
#Copper
Ppr
h, &OD 140 CFR 141.33(a); 40 CFR
141,91
- ------ - ------
Depament Preference- 40
rt
Public Works
PW-085
lWater Quality Reports Annual Minimum 5 1
Minimum 5
,
MfMr, agOD,
S Yes: After CFR 141.33(a):.22 CCR
i
GC
Utilities / Water
!Consumer Confidence Reports years
years
i Ppr
I QC & OD 164470- 22 CCR §64483;
Lk�4090 . ....... . .

Public Works
lWater Rights
Mag,
Yes: After Department Preference; GC
Water & PIVV-086
P
'(Send final contracts and
P
Mfr, OD,
Ppr
10 years §34090 et seq.

City Clerk
agreements to City Clerk)
- ----- - -----
Public Works
------ -- — -------r
Wells: History & Operations
Mag,
Yes: After Department Preference; GC
PW-087
Utilities / Water
(includes Abandoned or Destroyed P
P
Mfr, OD,
1 Ppr
S
10 years 1§34090 et seq.

Wells)
1 -- — - - -- - ------ -------
Work Orders / Service Requests
Public Works
PW-088

CMMS DATABASE
Indefinite I
Indefinite
Mag
Data is interrelated, GC
I
§34090
Utilities / Water
(Computerized Maintenance
Management System)
M
--- - ---- -------
- ----- - --- -
Work Orders / Service Requests -
Public Works
PW-089
All Information Entered in CMMS When No
Database Longer
When No
Longer
Mag Ppr
'Preliminary drafts (the
Idatabase is the original); GC
Utilities / Water
Required
Required
§34090
. . . . ..............
(Paper drafts)
DOWNEY, CA. @1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Revision Adopted: 11/27/20 Do not duplicate or distribute without prior written permission from GGS (909) 337-3516

i RECORDS RETENTIONWORKS Page 0
Office of i _
Retention
Record Retention No. Records Description l Disposition Comments l Reference 1 Image: Destroy
Inactive Paper
(OFR) Active (Records Total Vital? Media 1=Import after (in office) Center) Retention Options M=Mfr Imaged &
S=Scan QC'd?
i
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is com leed, and imply a full fide folder e. . last document + 2 'ears , since destruction is normal!4aerfbrmed bz file folder.

HOLDS., Liti alion, com hints, claims, ublic records act re uestsk.audits andlor investigations sus nd normal retention Eetiods retention resumes after settlement or com letion .

Vork Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered City Preference; CCP §§338 Public Works / PW 09® <,into C S Database) 5 years ; 5 years Mag Ppr �et seq., 340 et seq., 342,-GC Utilities / Water C §34090
!(Division providing service retains
originals; Division requesting
service is considered a copy)
DOWNEY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /27/2019

PROCEDURE TO DESTROY OBSOLETE RECORDS
The procedures for the destruction of City of Downey records are as follows:

Records for which the retention period identified on the Records Retention Schedule has elapsed will be destroyed in accordance with this procedure. Unless placed on b*ooNitiooUon hold by the City Attorney o,City C|erk, records designated for destruction should be destroyed within the calendar year after the record expires,
Flmoorde for xvh|oh the retention period has elapsed must be identified by the Department Director on m Destruction of Original Records Form (Exhibit A) and an Authorization to Destroy Original Public Records Form (Exhibit B), signed by the Department Director and forward to 1) City Attorney, 2\ City C!mrk, for approval. Upon approval, the Department Director will prepare an City Council Agenda Report with m Resolution titled, "Approving the Destruction of Certain Obsolete Records of the Department of (insert Department name)" to be approved and adopted by the City Council. The Agenda report must include both Exhibits & B. as noted above. Upon adoption, the City Clerk completes the signatures and advises the Department Director to arrange for the proper destruction of records in accordance with these procedures.

Records approved for destruction must be destroyed by the Department Director (or designee) using the following method:

Shredding: All records approved for destruction.
'
Anonlnnencia| service mmnnpeny may be used for destruction of paper neoordo, provided that destruction is completed at a City facility and observed by the Department Director (or designee).
.

Destruction of records in electronic format must fo||Vvx the oonne approval process as outlined above. Upon apprmve|, electronic records must be destroyed by the Department Director (or designee) using methods that permanently delete the records. The destruction process must include all duplicate electronic or paper copies of the record.

Following the destruction of records, the Department Director (or designee) ohm|| certify the records have been destroyed by providing their original signature on the Destruction of Original Records Form (Exhibit A).

If connnneroio| service omnnpeny is utilized to perform the records destruction, a "Certificate of Oeetruction" or similar document must be obtained from the company, in addition to the documents required under these procedures. The original "Certificate of Destruction" must be submitted tothe City Clerk's Office for permanent retention.

DESTRUCTION PROCEDURES SUMMARY
This is a step-by-step summary of the City of Downey records destruction procedures for City staff reference and use.

STEP 1: Department Director (or designee) references the City's Records Retention Schedule to identify which City Records are obsolete and prepares the following:
11��Ijji III 1 11111 I;r ;I III
0 0 . 0 '0
9TEP 2: Exhibit A & Exhibit B are then forwarded to the City Attorney then the City Clerk for review and approval.

STEP 3: Once approved, the Department Director (or designee) prepares the following for City Council approval & adoption:

1. City Council Agenda Report Requesting Destruction, including both Exhibit A & Exhibit B.

2. City Council Resolution titled, "Approving the Destruction of Certain Obsolete Records of the Department of (insert department)"
STEP 4: The City Clerk (or designee) will prepare the adopted Resolution on permanent paper for retention and route to the City Attorney and Department Head for final signatures.

Once signatures are obtained, the Department Director (or Designee) may schedule the destruction of records as noted in the procedures.

STEP 5: Obtain a "Certificate of Destruction" from the service company on the same day records are destroyed and forward this original Certificate to the City Clerk for City's records.

I HEREBY CERTIFY THAT: the records described on Exhibit B attached hereto are more than two years old, do not affect the title to real property or liens thereon, are not court records, are not to be kept further by statute, are not the Minutes, Ordinances or Resolutions of the legislative body of the City or of any City Board, Commission, or Committee and are no longer required by the City. I request authority to destroy same pursuant to Section 34090 of the Government Code of California.

Department Director Department Date
I have reviewed the above -described records for historical value and for compliance with the established retention requirements, and I consent to their destruction.

City Clerk Date
I consent to the destruction of the above -described records,, City Attorney Date
I HEREBY CERTIFY THAT the destruction of the records described on Exhibit B attached hereto was approved by the City Council of the City of Downey, California, at the Regular Meeting held on, by City Council Resolution No.
and that by said Resolution the Department Director (or designee) was authorized to destroy the records.

City of Downey
City Clerk State of California Date
I HEREBY CERTIFY THAT pursuant to the foregoing authority, the described records on Exhibit B attached hereto were destroyed at on_
City Facility Date
Signature & Title Date
City Staff Member Supervising Destruction

rr: IDESCRIPTION

Downey City CouncilNovember 10, 2022

Downey City Council
November 10, 2022