05. Adopt of Resolution Approving Updates to the City's Records Retention Schedule

Item No. 5.

TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: OFFICE OF THE CITY CLERK
BY: ALICIA DUARTE, CITY CLERK
DATE: MARCH 24, 2026

ADOPTION OF RESOLUTION APPROVING THE UPDATES TO THE CITY'S RECORDS SUBJECT: RETENTION SCHEDULE

EXECUTIVE SUMMARY
The City Council will consider adopting a Resolution approving the updates to the City's Records Retention Schedule. Maintaining an updated Retention Schedule will result in increased efficiencies for the City and compliance with State law.

RECOMMENDATION
That the City Council:

Adopt Resolution No. 26-8341, updating the City's Records Retention Schedule.

BACKGROUND
The City's Records Retention Schedule ("Schedule") was last approved by the City Council in 2022; 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.

The proposed updates to the "Schedule" were reviewed and written interactively with City staff from each department including Department Heads. The City Attorney has performed a review and approved each department schedule. The schedules provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of the City's records.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the City Attorney and City Clerk.

ANALYSIS
Resolution No. 22-8816, authorizes only minor updates to the "Schedule" with the consent of the City Clerk and City Attorney; therefore, changes to the total Retention Schedule and/or adding new records series must be presented to the City Council for approval prior to taking effect.

Updating the City's Records Retention Schedule will ensure that the City continues to certify the 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.

CITY COUNCIL PRIORITIES
Fiscal Responsibility
Efficiency &Adaptability

FISCAL IMPACT
There is no fiscal impact.

Attachments
MW 11 11 - �Wfflw��

RESOLUTION NO. 26-8341

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DOWNEY

UPDATING THE CITY'S RECORDS RETENTION SCHEDULE
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 is no longer required may be destroyed; and, WHEREAS, the State of California has adopted guidelines for retention periods forvarious government records; and
WHEREAS, the City last amended its Records Retention Schedule in 2022 and now desires to update and further amend the Records Retention Schedule in accordance with best practices.

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

SECTION 1.- 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. 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 without limitation changes in formatting, Department or Division names, improvements in descriptions, changes in comments, and deleting records series that are no longer applicable.

SECTION 3. 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 4. The Records Retention Schedule attached as Exhibit Ashall fully supersede the prior Records Retention Schedule approved by Resolution No. 22-8116.

SECTION 5. The City Clerk shall certify to the adoption of this Resolution.

SECTION 6. This Resolution shall become effective immediately upon its adoption.

APPROVED AND ADOPTED this 24th day of March, 2026.

CLAUDIA M. FROMETA, Mayor

RESOLUTION NO. 26-8341
PAGE 2
ATTEST:

MARIA ALICIA DUARTE, CMC
City Clerk
APPROVED AS TO FORM:

JOO M.FUNK
City Attorney
HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of the City of Downey at Regular meeting held on the 24th day of March, 2026 by the following vote, to wit:

AYES: Council Members:

NOES: Council Members:

ABSENT: Council Members:

ABSTAIN: Council Members:

MARIA ALICIA DUARTE, CMC
City Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

The term "records" shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE. DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage — paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention ("Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non -records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed "When No Longer Required." If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 — 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or "record copy") record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the "Destroy Paper after Imaged & QC'd" below for the Legal Requirements for the electronic record to be the official (original) record.

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

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off -site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, "Hard Copy"
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed
Destroy Paper after Imaged & QC'd (quality checked) / Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check ("QC'd") both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

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)
B&P: Business & Professions Code (CA)
CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & 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. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mfr after
Comments I Reference
(OFR)
S=Scan Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY
WIDE Used
bv ALL Dep
rtments)
Accident, Incident, Injury reports:

Copies -
Finance / Risk
CW-001
PUBLIC I EMPLOYEES, with associated
When No
Mag, —1MMTfr Yes: After
S/I
Copies retained for reference; GC §34090.7
Management
MSDS, if a chemical was involved
Longer
_OD Ppr QC & OD
Required
Accounts Payable, Invoices, Petty Cash,
Copies -
Travel Reimbursement, Warrant
When No
Yes: Before
Mag, Yes: After
All originals go to Finance (these are
Finance
CW-002
Requests, etc.

Longer
Payment
—Mfr S/I
QQ_Ppr QC & OD
copies); GC §34090.7
ALL backup is forwarded to Finance
Required
Brown Act challenges must be filed within
Affidavits of Publications / Public Hearing
Mag, Mfr, Yes: After
30 or 90 days of action; Statute of
Lead Dept.

CW-003
Notices / Legal Advertising / Affidavits of
2 years
OD, Ppr S/I QC & OD
Limitations on Municipal Government
Posting
actions is 3 - 6 months; GC §§34090,
54960.1 (c)(1)
Copies -
City Clerk
CW-004
Agenda Packets / Staff Reports: City
When No
Mag, Mfr, S/I Yes: After
GC §34090.7
Council
Longer
OD, Ppr QC &OD
Required
Copies -
Yes: After
When No
Mag, Mfr, QC & OD
All agreements that are approved by the City
City Clerk
CW-005
Agreements / Contracts FORMAL
Longer
OD, Ppr S/I Upow
Council are sent to the City Clerk; GC
Required
Gompletie,
§34090.7
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Covers E&O Statute of Limitations
Yes: After
(insurance certificates are filed with
Lead Dept.
—

QC & OD
agreement); Published Audit Standards=4-7
(Manaciina the
CW-006
Agreements Contracts INFORMAL
Completion +
Yes: Before
Mag, Mfr1
S/I upon-
years; Statute of Limitations: Contracts &
Agreement
10 years
Completion
OD, Ppr
Gernplete
Spec's=4 years, Wrongful Death=comp. + 5
Contract)
years, Developers=comp. + 10 years;
5-yeafs-, CCP §337 et. seq., GC §34090
Meets auditing standards; Grants covered
Agreements Contracts:

Completion +
I
by a Consolidated Action Plan are required
ADMINISTRATIVE FILES (with Grant
10 years or
Yes: After
—
for 5 years; Uniform Admin. Requirements
Lead Dept.

Funding)
After Funding

QC & OD
for Grants to Local Governments is 3 years
(Manaaina the
CW-007
Agency Audit,
Yes: Before
Mag, Mfr,
S/I upon-
from expenditure report or final payment of
Agreement
(Correspondence, Project Administration,
if required,
Completion
OD, Ppr
G
grantee or subgrantee; statewide guidelines
Contract )
Project Schedules, Certified Payrolls,
whichever is
o
propose 4 years; 2 CFR 200.334; 24 CFR
Invoices, Logs, RFP, etc.)
longer
.1 05(h), 92.505, 570.490, & 570.502(a),
24jQF4Z-97-421,OMB Circular A-1 10 & A-
133; GC §34090
Covers E&O Statute of Limitations
Agreements / Contracts:

Yes: After
(insurance certificates are filed with
Lead Dept.

ADMINISTRATIVE FILES
1 QC & OD
agreement); Published Audit Standards=4-7
tManaqing_the
CW-008
Completion +
Yes: Before
Mag, Mfr, S/I upow
years; Statute of Limitations: Contracts &
Ag�me�nt/
(Correspondence, Project Administration,
Project Schedules, Certified Payrolls,
10 years
Completion
OD, Ppr ,
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Contract )
Invoices, Logs, RFP, etc.)
A
stateww"*Ae4nes-pfopose4efmmatio�
5-tears-, CCP §337 et. seq., GC §34090
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Agreements / Contracts:

UNSUCCESSFUL BIDS I
Lead Dept.

Marra in the
CW-009

UNSUCCESSFUL PROPOSALS I
RESPONSES to RFPs (Request for
2 years
Mag, Mfr, Yes: After
_OD Ppr S/I QC & OD
The RFP / RFQ and the successful proposal
becomes part of the agreement or contract;
Agreement
Contract)
Proposals) / RFQs (Request for
GC §34090
Qualifications) that don't result in a
contract
Copies
Finance
CW-010
Audits / Audit Reports / Annual
When No
Mag, Mfrs S/I Yes: After
Copies; GC §34090.7
Comprehensive Financial Report (ACFR)
Longer
_OD Ppr QC & OD
Require]d
CW-01 1
Bids: See Agreements / Contracts
Boards, Commissions, / Committees:

Staffing Dept.

CW-012
City Council Subcommittees
2 years
Mag, Mfr Yes:After
All recommendations are presented to the
(Composed solely of less than a quorum
_OD Ppr QC & OD
City Council; GC §34090 et seq.
of the City Council)
Boards, Commissions, / Committees:

N
When No
Mag, _Mfr Yes: After
CW-013
External Organizations
Longer
S/I
Ppr QC & OD
Non -records
(e.g. County Board of Supervisors)
Require]d
_OD
Boards, Commissions, / Committees:

Brown Act challenges must be filed within
Staffing Dept.

CW-014
Residents Advisory Bodies Formed by
I
Minimum 2
Mag, Mfrs S/I Yes: After
30 or 90 days of action; GC §§34090,

CITY COUNCIL
years
_OD Ppr QC & OD
54960.1 (c)(1)
AGENDAS, AGENDA PACKETS.

Boards, Commissions, / Committees:

Residents Advisory Bodies Formed by
I
I
Department olio pfefefefiee; State law
Staffing Dept.

CW-015

CITY COUNCIL
2 years
Mag, OD
only requires for 30 days; GC §54953.5(b)
Recordings - AUDIO RECORDINGS of
I Meetings / Audio Tapes
I I
I
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
I
Vital?
I
after
Comments I Reference
(OFR)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Boards, Commissions, / Committees:

Residents Advisory Bodies Formed by
Yes' After
Staffing Dept.

CW-016
71 P
Mag, Mfr, S/I QC & OD
Department po �ic pfefe-renee; GC §34090

CITY COUNCIL
j----
OD, Ppr N-0
et seq.

MINUTES I BYLAWS
Copies
Yes: After
Finance
CW-017
Budgets - Finals
When No
Yes: Current
Mag, Mfr,

S/I QC & OD
Final must be filed with County Auditor; GC
Longer
Fiscal Year
OD, Ppr
§34090.7, 40802, 53901
Required
&jeaf-s
Copies`-
Finance
CW-018
Cash Receipts Detail / Backup / Accounts
When No
0 Mag, —Mfr 51-1 Yes: After
GC §34090.7
Receivable Detail / Refund Detail
Longer
OD Ppr QC & OD
Required_---
Copies -
When No
Finance / Risk
Longer
Yes: Before
Yes: After
Mag, Mfr,
Management
CW-019
Claims
Required
Settlement

S/I QC & OD
OD, Ppr Settle�
GC §§34090.7, 34090.6
(Upon
Settlement)
Lead
I
Department_gglic pfefefenGe; Statute of
(Responding)
CW-020
Complaints Concerns from Citizens
Minimum 2
Mag, —Mfr S/1 Yes: After
Limitations for personal property, fraud, etc.

Dept.
years
_OD Ppr QC & OD
is 3 years; Claims must be filed in 6 months;
CCP § 340 et seq., 342, GC §§911.2, 34090
Human
Against Employees
Send to
Human
Mag, —Mfr Yes: After
S/I
GC
Resources
CW-021
Complaints
Ppr QC & OD
§34090.7
Resources
_0Q
CW-022
Contracts: See Agreements
Copies -
Lead Dept.

CW-023
Copies / duplicates of any record
When No
Mag, Yes: After
—Mfr S/1
GC §34090.7
Longer
_0Q Ppr QC & OD
Required
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the conduct of
the public's business)
Dept. that
(e.g. e-mail / email with SUBSTANTIVE
Authors
content, Letters, Memorandums,
ONLY IF the Content relates in a
Document
Administrative Files, Ghfonelegioa4—,
Mag, —Mfr Yes: After
substantive way to the conduct of the
or
CW-024
General Files,-Read'n�,
2 years
_QQ Pp S/I QC & OD
public's business; City of San Jose v.

Receives the
Ffles—etc.)
Superior Court (2017) 2 Cal.5th 608 GC
City's Original
§34090;
Document
SUBSTANTIVE synonyms: Significant,
Meanin ful Considerable
IF-4he-Gentent-Felatesjfl-a-
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Correspondence - TRANSITORY I
PRELIMINARY DRAFTS, Interagency
Intraagency Memoranda not retained in
the ordinary course of business
Electronic and paper records are filed and
retained based upon their CONTENT E-
Content NOT Substantive / NOT made
mails, electronic records, or social media
retained for the purpose of preserving the
postings where either the CONTENT
informational content for future reference
relates in a SUBSTANTIVE way to the
Dept. that
conduct of the public's business, or ARE
Authors
(e.g. calendars, checklists, e-mail
made or retained for the purpose of
Document
email, / social media posting, invitations,
When No
preserving the informational content for
or
CW-025
instant messaging, inventories, logs,
Longer
Mag, Ppr
future reference are SAVED by printing
Receives the
mailing lists, meeting room registrations,
Required
them out and placing them in a file folder,
City's Original
Microsoft Teams searches / messages /
or saving them electronically. If not
meeting invites / staff videoconference /
Document
mentioned here, consult the City Attorney to
chats staffTean+sA4deoaGnferen_se
determine if a record is considered transitory
ehats—,notes' -Feeef"gs, supply
/ preliminary draft. GC §§34090, 7927.500,
inventories, telephone messages, text
6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317
messages, transmittal letters, thank yous,
(1981); City of San Jose v. Superior Court
requests from other cities, undeliverable
(2017) 2 Cal.5th 608
envelopes / returned mail, visitors logs,
voice mails, webpages, Al prompts
searches, etc.)
Deeds, Easements, Final Orders of
Copies -
City Clerk
CW-026
Condemnations, Liens, Recorded
When No
Mag, —Mfr S/1 Yes: After
Send all originals to the City Clerk; GC
Documents, Rights of Ways (All)
Longer
_0Q Ppr QQ & OD
§34090.7
Required
Deposit Accounts / Trust Accounts
Close + 5
Mag, —Mfr Yes: After
Department _p2l_icy P+efefence (meets
Lead Dept.

CW-027
Refundable Deposits
years
Ppr S/I QQ & OD
municipal government auditing standards);
_0Q
GC §34090
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Transitory or source records not retained in
When
Mag, Yes: After
the ordinary course of business; CHIP audits
Lead Dept.

CW-029
DMV Pull Notices
Superseded
—Mfr
Ppr S/I QC & OD
every 2 years; Bureau of National Affairs
or Separated
_OD
recommends 2 years for all supplementary
Personnel records; GC §34090
As long as the drafts and notes are not
Drafts / Notes: Drafts that are revised
When No
Mag, Yes: After
retained in the "Regular Course of
Lead Dept.

CW-028
(retain final version)
Longer
I
—Mfr
OD Ppr S/I QC & OD
Business". Consult the City Attorney to
Required
determine if a record is considered a draft.

GC §§34090, 62527-67927.500
Lead Dept.

CW-030
Generator Operation Logs / Inspections -
3 years
Mag, Mfrs S/I Yes: After
AQMD Rule 1470; GC §34090
Fixed / Stationary Generators
_OD Ppr QC & OD
Lead Dept.

CW-031
Generator Operation Logs / Inspections -
5 years
Mag, Mfrs S/1 Yes: After
AQMD Rule 1470; Form 400—E-1 3a
Portable / Emergency Generators
_0Q Ppr QC & OD
instructions; GC §34090
The Lead Department should print out
When No
historical documents (or save source data)
Lead Dept.

CW-032
GIs Database / Data / Layers (both City-
Longer
Yes
Mag, M —fr S/I Yes: After
prior to replacing the data, if they require the
wide / Specialized)
Required
OD_Ppr QC & OD
data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept.

Grants (UNSUCCESSFUL Applications,
I
Mag, Yes: After
(Managing the
CW-033
Correspondence)
2 years
—Mfr
_OD S/I &
Ppr QC OD
GC §34090
Grant)
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Grants / CDBG / Reimbursable Claims
FEMA Claims / OES Claims
Meets auditing standards; Grants covered
(SUCCESSFUL Reports, other records
by a Consolidated Action Plan are required
required to pass the funding agency's
After Funding
for 5 years; Uniform Admin. Requirements
Lead Dept.
audit, if required)
Agency Audit,
Mag, —Mfr Yes: After
for Grants to Local Governments is 3 years
(Managing-Lhe
CW-034
if required -
_QQ Ppr S/I QC & OD
from expenditure report or final payment of
Grant )
Applications (successful), grant
Minimum 5
grantee or subgrantee; statewide guidelines
agreement, program rules, regulations
years
propose 4 years; 2 CFR 200.334; 24 CFR
procedures, reports to grant funding

91.105(h), 92.505, 570.490, & 570.502(a),
agencies, correspondence, audit records,
GC §34090; GC §8546.7
completion records
Copies'-
Send all grievances to Human Resources;
Human
Grievances / Informal Complaints
When No
Yes: Before
Mag, Mfrs Yes: After
All State and Federal laws require retention
Resources
CW-035
(Employees)
Longer
Disposition
Ppr QC & OD
until final disposition of formal complaint;
Required
_0Q
State requires 2 years after action is taken;
GC §§12946, 12960, 34090.7
Copies -
When No
Longer
Yes: Before
Yes: After
Mag, Mfr,
Risk Management administrates claim; GC
City Attorney
CW-036
Lawsuits, Litigation, Pending Litigation
Required
Settlement

S/I QC & OD
OD, Ppr Settlenient
§§34090.7, 34090.6
(Upon
Settlement)
Lead Dept.

CW-037
Leave Slips / Time Off Requests
When No
Longer
I
Mag, —Mfr Yes: After
S/I
Preliminary drafts not retained in the
I
I
Required
_0Q Ppr QC & OD
Regular Course of Business GC §34090
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
Material Safety Data Sheet (MSDS)
as a record of the chemical I substance I
Safety Data Sheet (SDS) / Chemical Use
Mag, Mfr, Yes -After
agent, where & when it was used is
Lead Dept.

CW-038
Report Form / records of the chemical /
30 years
OD, Ppr S/I QC & OD
maintained for 30 years; Applies to
substance / agent, where / when it was
qualified employers; Claims can be made for
used)
30 years for toxic substance exposures; 8
CCR 3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Copies -
Yes
Lee—, After
City Clerk
CW-039
Minutes - City Council
When No
Yes (all)
Mag, Mfr,

S/I QC & OD
Originals maintained by City Clerk
_r
Longer
OD, Ppr
No
Permanently; GC §34090.7
Required]
Copies -
When No
Yes: Current
Yes: After
Mag, Mfr,
Return any whole unused codes to the City
City Clerk
CW-040
Municipal Code (these are copies)
Longer
Original
OD, Ppr S/I QC & OD
Clerk; Originals maintained by City Clerk
Required
No
Permanently; GC §34090
Lead Dept.

CW-041
Newspaper Clippings
When No
Longer
Mag, Mfr, Yes: After
S/I
Non -records - may be obtained from the
Required
OD, Ppr QC & OD
newspaper company; GC §34090
Notices: Public Hearing Notices Proofs
Mag, —Mfr Yes: After
Statute of Limitations on Municipal
Staffing Dept.

CW-042
of Publications
2 years
Ppr S/I QC & OD
Government actions is 3 - 6 months;
_0Q
CCP§337 et seq; GC §34090
Copies -
Yes: After
City Clerk
CW-043
Ordinances -City Council
When No
Yes (all)
Mag, Mfr, S/I QC & OD
Originals maintained by City Clerk
Longer
1 I
OD, Ppr
No
Permanently; GC §34090
equir d
Calif. Labor Division is required to keep their
Lead Dept.

CW-044
OSHA Inspections / Citations
5 years
Mag, Mfr, S/1 Yes: After
records 7 years; OSHA requires 5 years;
OD, Ppr QC & OD
State law requires 2 years; 8 CCR
I
1§3203(b)(1), GC §34090.7; LC §6429c
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Personnel Files (Department -level
Send to
Files)
Human
Ensure records kept in Department files
Human
CW-045
Resources
Before
Mag, Mfrs S/I Yes: After
comply with City policy (all originals are sent
Resources
Except for Fire / Police Department
Upon
Separation
_OD Ppr QC & OD
to Human Resources); GC §34090.7
Separation or
Send all on finals Human Resources
Transfer
Shred After
Incorporation
Notes maintained in a separate folder to be
into
Before
Mag, Yes: After
incorporated into performance evaluation, or
Lead Dept.

CW-046
Personnel Files (Supervisor's Notes)
Performance
Annual
—Mfr
g_D Ppr S/1 QC & OD
to document progressive discipline; GC
Evaluation or
Evaluation
§34090 et seq.

Documented
Discipline
When No
Preliminary Drafts retention is laced on the
Lead Dept.

CW-047
Photographs
Longer
Mag, —Mfr S/1 Yes: After
record the photograph is used in - Brochure
Required
_OD Ppr QC & OD
Repart _etc.�; destroy unnecessary
photographs. GC §34090
Lead Dept.

CW-048
Public Relations / Press Releases
2 years
Yes: After
Mag, —1MVITfr S/I
GC §34090
_ C
OD Ppr
Lead Dept.

Real Estate Appraisal Reports: Property
Mag, Mfrs Yes: After
Not accessible to the public; Statewicle-
(Who Ordered
CW-049
NOT purchased, Loans not funded, etc.
2 years
1 S/1
Ppr QC & OR
Guidetirres-&how-2-years;• GC §§34090,
the Appraisal)
_0Q
6254" 7928.705
Not accessible to the public until purchase
Lead Dept.

Real Estate Appraisal Reports:

Minimum 5
Yes: Before
Mag, Mfr, Yes: After
has been completed; meets grant auditing
(Who Ordered
CW-050
Purchased PropertyFunded Loans
,
years
Purchase
1 ODPpr S/I QC & OD
,
requirements; 2 CFR 200.334; 24 CFR
the Appraisal)
inaetive

91.105(h), & 570.502(b); 29-GFR-97-42, GC
1 §34090
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 1 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Recordings - Video Recordings - Public
Activity (Doors, Hallways, Parks,
When No
Does not record regular ongoing operations
Lead Dept.

CW-063
Public Areas, etc.)
Longer
Mag
of the City nor Building Security; GC
Required
§34090.6(a)
See City Clerk's schedule for City Council
Video Recordings
Recordings - Video Recordings -
Regular, Onaoinq Operations of the
City or Building Security
Lead De rtp
QW-063,5
I_year
Ma
Records reaular oflg2tg_gerations of the
City or Building Security; GC §34090,6(a)
See City Clerk's schedule for City Council
Video Recordinas
Copies -
City Clerk
CW-051
Records Destruction Lists / Certificate of
When No
Mag, Mfrs Yes: After
GC §34090.7
Records Destruction
Longer
—/I
_0Q Ppr QQ & OD
Required
CW-055
Reference / Working Files: See
Correspondence
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans if not
J_ Standard
provided in the schedule
When No
Mag, Yes: After
CW-052
9perating Procedures S01s) Studies
Longer
_Mfr
a
Non -Records
Required
--/I
_QQ Ppr QC & OD
0 Re orts if not rovided in the schedule
Newsletters, etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California
Cities, Chamber of Commerce, etc.)
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans if not
pLovided in the schedule Standard
Minimum 2
Mag, Mfr' Yes: After
Department preference; Statewide -
Lead Dept.

CW-053
Operating Procedures (SOPs), Studies,
years
S/l
QQ_Ppr QC & OD
guwe4nes`-P��
ReportsLif not IqEpKided in the schedule
GC §34090
Newsletters, etc.: Produced by YOUR
Department
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Handbooks, Manuals, Plans if not
Lead Dept.

CW-054
pfgyk!��
When
Mag, Mfr' S/I Yes: After
Copies; GC §34090.7
Operating Procedures (SOPS), Studies,
Superseded
OD Ppr QC & OD
Reports (if not provided in the schedule J_
Newsletters _etc..- Produced by OTHER
Departments
Lead Dept.

CW-056
Reports, Studies (Historically
P
Mag, Mfr, Yes- After

S/I QC & OD
Administratively and Historically significant,
significant - e.g., Zoning Studies)
OD, Ppr
40-years,
therefore retained permanently; GC §34090
Department preference; Information is
Lead Dept.

CW-057
Reports, Studies (other than Historically
10 years
Mag, _Mfr S/I Yes: After
outdated after 10 years; &tatewid-e-
significant reports - e.g. Annual Reports)
_0Q Ppr QC & OD
guid-e4Ree-pfepose-1-jea-rs—If historically
significant, retain permanently; GC §34090
Copies -
Yes: After
City Clerk
CW-058
Resolutions -City Council
When No
Yes (all)
Mag, Mfr, S/I QC & OD
Originals maintained by City Clerk
Longer
OD, Ppr
No
Permanently; GC §34090.7
e ur d
Lead Pep—t-
QW-058.5
—
Social Media Postings
2 Mag, _Mfr Yes: After
S/1
GC §34090
Qty-�F-f_
GM-008
years
_
0Q Ppr QC & OD
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept.

CW-059
Special Projects / Subject Files / Issue]
Minimum
Mag, _Mfr Yes: After
SS-/l
Department Preference; GC §34090 et seq.

Files
y ears
_OD Ppr QC & OD
Surveys / Questionnaires (that the City
d2
issues).

Lead Dept.

CW-060
If a summary of the data is compiled, the
2 years
Mag, _Mfr S/I Yes: After
GC §34090
survey forms are considered a draft /
_OD Ppr QC & OD
transitory record, / can be destroyed as
drafts (When No Longer Required)
Department poticy preference; Meets
auditing standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.; FTB
Time Cards
keeps 3 years; Most Employees provide
Lead Dept.

CW-061
5 years
Mag, Mfr, S/I Yes: After
digital signatures when they submit their
Contains the employee's signature
OD, Ppr QC & OD
timecards, but some in Public Works and
Community Services do not (another
employee enters their time); IRS Reg
§31.6001 -1 (e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5; GC §34090
Training EMPLOYEE RECORDS (If
Records are Created
Name)
Required Information by Em I au Ln ee for all y
Separation +
M99 -Mfr Yes: After
§3�et ee29 �CFR 16�273 b �iiGC
Lead Dept.

QW-062.5
ears:

S/I5
OD, Ppr QC & OD
_y ears
_EMpto yoeNam�e
5323L2 UbL��
TrainingProvider's Name
Date
Duration Lienqth Duration a
Core Competencies / Skills
Certifications / Qualification Documents
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Igsed b ALL Departments
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Department preference; Meets OSHA
requirements; Ethics, Fiscal & Financial,
Training Presented by Staff - COURSE
Harassment & Workplace Violence Training

RECORDS
is 5 years; EEOC/FLSA/ADEA (Age)
Lead Dept.

Yes: Aft
, —/'�Tler
requires 3 years for promotion, demotion,
(Providingthe
CW-062
(Attendance Rosters / Sign -in Sheets,
Outlines / Materials; includes Ethics,
5 years
Mag, Mfr, S/I QC & OD
OD, Ppr Wtef-
transfer, selection, or discharge; State Law
requires 4 2-3-years for personnel actions;
ITLraininc
Fiscal & Financial Harassment,
8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii),
Workplace Violence, Safety Training,
LC §6429(c); GC §§12946, 12960, 34090,
Tailgates)
53235.2(b), 53237.2(b); 512383 L), LC
§6401.9(f)
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Image:

Destroy
Office of
Retention
Total
Media
1=Import
Paper
Record
No
Records Description
Retention
Vital? Options
M=Mfr
after
Comments / Reference
(OFR)
Imaged &
S=Scan
C'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

CITY ATTORNEY
City Attorney
CA-001
Advice Files / Department Files
k —
Mag, Mfr
_/ I
Yes: After
Department olic pa; GC §34090
Minimum 2
OD Ppr

QC & OD
et seq.
ears'
Whe++-Ne-
L_of�
Mag, Mfr,_
Yes: After
Department olic Preference; Stetevikle
City Attorney
CA-002
City Attorney Opinions Opinion Index
ire
Yes OD Ppr
p
S ! I

OC & OD
Minimum 5
GC §34090
ears
Minimum
Department olio p�^ff^p^ cc; CCP §§ 337
City Attorney
CA-003
Litigation Files / Lawsuits / Court Case
Final
Yes: Until Mag, M
S / I
Yes: After
et seq.; GC §§ 911.2, 34090, 34090.6; PC
Files
Resolution + 5
Settlement Ppr
C,2C & OD
§832.5(b)
ears
Settlement Agreements / Final Court
g
Mag' Mfr,
Yes: After
Department olio o Pf f ce; Statewide -
^fo * `'
City Attorney
CA-004
Settlements
P
OD, Ppr
S / I

QC & OD
gam.de4n^& o Fseded ear-&.

GC §34090
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-1
Office of
Image: Destroy
Record
Retention No.

Records Description
Total
Vital?
Media 1=Import Paper after
Comments / Reference
(OFR)
Retention
Options M=Mfr Imaged &
S=Scan QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY
CLERK
City Clerk
CC-001
Administrative Regulations
p
Mag, Mfr, S / I Yes: After
Department olic pre ire se; GC §34090
OD, Ppr QC'd & OD
et seq.

Affidavits of Publications / Affidavits of
Brown Act challenges must be filed within
Posting Notices / Legal Advertising /
Mag, Mfr, Yes: After
30 or 90 days of action; Statute of
City Clerk
CC-002
Notices / Proofs of Publications / Public
OD, Ppr QC & OD
Limitations on Municipal Government
Hearing Notices
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Agenda Packets: City Council,
Community Development Commission,
Successor Agency, Oversight Board,
Mag, Mfr, Yes: After
Department olio p efefe^c-e; GC §34090
City Clerk
CC-003
Public Finance Authority, Water
P
OD, Ppr S / I QC & OD
et seq.

Authority, Downey Water Facilities
Corporation / Public Facilities Financing
Corporation
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-2
Office of
Image: Destroy
Record
Retention No.

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

Agreements / Contracts - FORMAL
(INFRASTRUCTURE, / IF IMAGED,
JPAs, MOUs)
Agreement / Contract includes all
contractual obligations (e.g.

Specifications / Successful Proposal /
, �
feee; All
Department olio Pfen
Scope of Work) / Insurance Certificates /
infrastructure contractiss shouuldld be
Notice of Completion
Yes: After
permanent for emergency preparedness;
City Clerk
CC-004
P
Yes: Before
Mag, Mfr, CSC & OD
S I
Statute of Limitations is 4 years; 10 years
Completion
OD, Ppr
for Errors & Omissions; land records are
Examples of Infrastructure: Architects,
permanent by law; CCP §337 et. seq., GC
Buildings, bridges, covenants,
§34090; Contractor has retention
development, environmental, Joint
requirements in 48 CFR 4.703
Powers, MOUs, park improvements,
property / property restrictions,
redevelopment, reservoirs, sewers,
sidewalks, street / alley improvements,
settlement, subdivisions, utilities, water,
etc.

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-3
Office of
Image: Destroy
Record
Retention No.

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

Agreements / Contracts - FORMAL
(NON -INFRASTRUCTURE, Professional
Services Agreements - NOT IMAGED)
Agreement / Contract includes all
P fefenee;
Department olio �.,r,.,-�,,,�..., Statute of
contractual obligations (e.g.

Limitations is 4 years; 10 years for Errors
Specifications / Successful Proposal /
Completion +
Yes: Before
Mag, Mfr Yes: After
& Omissions; land records are permanent
City Clerk
CC-005
Scope of Work) / Insurance Certificates /
10 years
Completion

SS / II
CiD Ppr OC & OD
by law; CCP §§337. 337.1(a), 337.15,
Notice of Completion
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
Examples of Non -Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel,
Professional Services, Vehicles, etc.

Articles of Incorporation: City Downey
Mag, Mfr Yes: After
City Clerk
CC-005.1
Water Facilities Corporation / Public
2 years
OD Ppr S / 1 QC & OD
GC §34090
Facilities Financing Corporation
City Clerk
CC-007
Board / Commission / Committee Maddy
2 years
Mag, Mfr Yes: After
S (I
GC §34090
Act Lists / Vacancy Notices
Ppr QC & OD
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-4
Office of
Image: Destroy
Record
Retention No.

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

Department Preference; Statute of
Limitations for bonds, n4^rtgage„� fust-
Bonds (Revenue) Official Statements /
Bonds issued by local governments are
Transcripts / Certificates of
10 years; IRS bond auditing reguiations
Participations (COPs) - Includes
Fully
Yes: Until
Mag, M Yes: After
statQ "...material records should enerall
City Clerk
CC-008
Continuing Disclosure Reports
Defeased +
Maturity
S / I
OD Ppr QC & OD
be kept for as long as the bonds are
10 years
outstanding lus 3 ears after the final
See Bank Statements for statement
redemption date of the bonds, There are
retention.
specific requirements for disposal of
unused bonds; CCP §§336 et seq.
337.5(a); 26 CFR 1.6001-1(e): 26 CFR

1.148-5(d)(6)(iii)(E); GC §43900 et seq.

City Clerk
CC-009
Budgets - Adopted / Final
P
Yes: Current
Mag, Mfr, Yes: After

S / I QC&ODW
Department olic pfefe enee; GC §34090
Fiscal Year
OD, Ppr
days
et seq.

City Clerk
CC-010
City Council, Board / Commission
P
Mag, Mfr, Yes: After
S / I
Department olic fefe enee; GC §34090
Historical List of Members
OD, Ppr QC &OD
et seq.

Finance / Risk
CC-011
Claim Forms
2 years
Mag, Mfr, Yes: After
S / I
GC §34090
Manage.

OD, Ppr QC &OD
Deeds, Easements, Final Orders of
Department olic pfefefe ee; Finals are
City Clerk
CC-012
Condemnations, Liens, Recorded
P
Yes (all)
Mag, Mfr, Yes: After
S f lI
maintained by City Clerk; Department file
Documents, Rights of Ways (All)
OD, Ppr QC & OD
may include correspondence; GC §34090
et seq.

Statement of Economic Interest /
Statements filed electronically are
City Clerk
CC-049
Economic Interest Filings (FPPC 700
10 years
Mag, Mfr, Yes: After
S / I
required for 10 years; City maintains
Series Forms - Statement of Economic
OD, Ppr QC
copies only; original statements are filed
Interests): ELECTRONICALLY FILED
with FPPC; GC §81009(f)(g); GC §84615
Economic Interest Filings (FPPC 700
Mag, Mfr, Yes: After
City maintains original statements; GC
City Clerk
CC-013
Series Forms - Statement of Economic
7 years
OD, Ppr S / I QC
§81009(d)(e)(f)&(g)
Interests): ALL
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-5
Office of
Image: Destroy
Record
Retention No.

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

Economic Interest Filings (FPPC Form
Mag, Mfr Yes: After
City Clerk
CC-014
635 / 602) - Lobbyist Authorization /
5 years
Ppr S / 1 QC
2 CCR 18615(f), GC §81009(e)&(g)
Reporting
City Clerk
CC-015
FPPC Form 801 (Gift to Agency Report)
7 years
After
Mag, Mfr S / I QC
OD Ppr
Must post on website; GC §81009(e)
City Clerk
CC-016
FPPC Form 802 (Event Ticket / Pass
7 years
Mag, M Yes: After
S / I
Should post on website for 4 years; GC
Distributions Agency Report)
OD Ppr QC
§81009(e)
City Clerk
CC-017
FPPC Form 803 (Behested Payment
7 years
Mag, Yes: After
S f I
GC §81009e
Report)
pMfr
OD�, P r QC
City Clerk
CC-018
FPPC Form 804 (Agency Report of New
P
Mag, Mfr, S / I Yes: After
P
FPPC Regulation 18734(c); GC §81009e
Positions)
OD, Ppr QC airs
City Clerk
CC-019
FPPC Form 805 (Agency Report of
P
Mag, Mfr, S / I Yes: After
FPPC Regulation 18734(c); GC §81009e
Consultants)
OD, Ppr Q .. s
City Clerk
CC-020
FPPC Form 806 (Agency Report of
7 years
I
Mag, Mfr Yes: After
S / II
Must post on website; 2 CCR
Public Official Appointments)
OD Ppr QC
18702.5(b)(3); GC §34090; GC §81009(e)

CITY CLERK I ELECTIONS
Campaign Disclosure Statements
(FPPC 400 Series Forms, 501 Form):

Statements filed electronically are
City Clerk (
CC-022.1

UNSUCCESSFUL CANDIDATES,
10 years
Mag, Mfr Yes: After
S / I
required for 10 years; GC §81009(b)&(g);
Elections

ELECTRONICALLY FILED -WITH /
OD Ppr QC
GC §84615
WITHOUT Committees
Campaign Filings (FPPC 400 Series
Candidates without committees are not
Forms !Form 501): UNSUCCESSFUL
required to file their statements, reports or
City Clerk /
CC-022

CANDIDATES
5 years
MagMfr, Yes: After
, , S / I
copies online or electronically;
Elections
Includes Unsuccessful Candidates
OD, Ppr QC
be-Feta „„d r p at e „+ .,n &, GC
Without Committees that Don't File
§81009(b)&(g); 8 5
Electronically
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-6
Office of
Image: Destroy
Record
Retention No.

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

Campaign Filings (FPPC 400 Series
Department Preference; as of Januarv_1
City Clerk (
Forms / Form 501): SUCCESSFUL
Mag, Mfr, Yes: After
2025, the FPPC is the Filing Officer for
Elections
CC-021
CANDIDATES (Elected Officials)
P
S / I
OD, Ppr QC
8720City maintains copies only;
original statements are filed with FPPC;
All, whether filed electronically / not
GC §81009(f)&(g)
Campaign Filings (FPPC 400 Series
City Clerk t
Forms): THOSE NOT REQUIRED TO
Mag, MMfr� Yes: After
Raf ry an+ "^ �^+^ ^^ ' s^r ^+'^ t�
Elections
CC-023

FILE ORIGINAL WITH CITY CLERK
4 years
OD Ppr S / I QC
; GC §81009(f)&(g)
(copies)
Campaign Filings (FPPC 400 Series
P^^e,=m*&14�e��^ace
City Clerk t
CC-024
Forms): OTHER COMMITTEES (PACS
7 years
Mag, M Yes: After
SS / 11
Elections
OD Ppr QC
; GC §81009(c)&(g)
not candidate -controlled)
Candidate File: Nomination Papers,
Term of
s eessk4-"" r`�""�" y`
City Clerk (
CC-025
Candidate Statement Forms, . -
etc
Office + 4
Mag, Mfr Yes: After
S f I
; CA law states term of office
Elections

SUCCESSFUL CANDIDATES
years
Ppr QC & OD
and 4 years after the expiration of term for
Nomination Pa ers
eate4)e n4he two; EC §17100
Department Preference; Statew ide-
City Clerk t
Candidate File: Nomination Papers,
Election + 4
Mag, M_ fr, Yes: After
cec:,s;-c ^�'�°'^tc 2 y z ^
Elections
CC-026
Candidate Statement Forms, etc. -
years
SS / lI
OD Ppr QC & OD
; CA law states term of office

UNSUCCESSFUL CANDIDATES
and 4 years after the expiration of term for
Nomination Pa ers
eate4)e n4h wE); EC §17100
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-7
Office of
Image: Destroy
Record
Retention No.

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

Elections - GENERAL, WORKING /
ADMINISTRATION Files
(Correspondence, Applications for
City Clerk /
vacancies on the Council, Precinct
Elections
CC-027
Maps, County Election Services,
2 years
Mag, Ppr
GC §34090
Candidate Statements to be printed in
the Sample Ballot, Polling Locations !
Precinct Board Members, Notices,
Postings, etc.)
City Clerk /
Elections - HISTORICAL (Sample ballot,
Mag, Mfr,
Elections
CC-028
copies of resolutions, final results;
P
S No
OD, Ppr
Retained for Historical Value, GC §34090
Certificate of Election, Oath of Office)
Pam,
nr-
n1Gn#W--Gr-
F+Ra4-
E4 in-+t'..
nn�ccihl.� frhn , ,�'
'
.,'k
29 Refef., dim
RIX
"`v�mrrr=ro-u-ri-"uaivi , va-
petifiew
pebtie5
➢nc fr' a m v�
Final
Not accessible to the public; The 8 month
retention applies after election results, or
Elections -Petitions (Initiative, Recall /
ExamIan
Cit Clerk (
CC-029.1
Referendum) - IF INSUFFICIENT - IF
+ 1 year ter
P r
final examination if no election unless
et
there is a legal or FPPC proceeding. EC
Elections
Examined!2 Prog�onents
examination'
17200 b 3 17400
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-8
Office of
Image: Destroy
Total
Media 1=Import Paper after
Record
Retention No.

Records Description
Vital?
Comments / Reference
Retention
Options M=Mfr Imaged &
(OFR)
S=Scan QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Not accessible to the public; The 8 month
lie retention a s after the City Clerk
Elections - Petitions Initiative Recall !
Determinatio
City Clerk /
CC-029.1.5
n of
Isufficiericy;
Ppr
makes the determination of insufficiency /
Referendum - IF INSUFFICIENT -NOT
Elections
Examined by Proponents
examines the etitions. unless there is a
legal or FPPC proceeding. EC
17200 b 3 17400
Not accessible to the ubllc' The 8 month
City Clerk
Elections - Petitions Initiative Recall /
Results + 8
retention applies after election results, or
Elections
CC-029.2
months
Ppr
final examination if no election unless
Referendum) - IF SUFFICIENT
there is a legal or FPPC proceeding. EC
17200 b 3 17400
Prop 218 proceedings ! Assessment
District Ballots / Pro srt -based fee
City Clerk (
CC-029.5
2 ears
GC 53753 e}2 , 5) 3755(d)
Elections
increases - Ballots / Protest Letters
.

Tabulation
End of Elections Section
Enterprise System Catalogue (posted on
Mag, Mfrs Yes: After
City Clerk
CC-048
line)
OD P r S / I QC & OD
GC §34090
Clerk
CC-030
Ethics Training Certificates
Earation +
Mag, Mfr Yes: AfterCity
S I
kg 1198.5 GC §53235.2(b)
QI Ppr QC & OD
City Clerk determines historical
Historical Records, Photographs, /
significance; records can address a
Historical Projects (e.g. Incorporation,
Mag, Mfr, Yes: After
variety of subjects and media. Some
City Clerk
CC-031
City Seal, Awards of significant historical
P
OD, Ppr S I QC & OD No
media (e.g. audio and video tape) may be
interest, etc.)
limited because of the media's life
expectancy; GC §34090
City Clerk
CC-032
Index to Records / Kardex Indexes
Superseded `
Yes
Mag, Mfr, S / I Yes: After
Department alic pfe Tepee; GC §34090
OD, Ppr QC'd & OD
et seq.

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-9
Office of
Image: Destroy
Record
Retention No.

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

Minutes: City Council, Community
Development Commission, Successor
City Clerk
CC-033
Agency, Oversight Board, Public
P
Mag, Mfr, S / I Yes: After
GC §34090
Finance Authority, Water Authority,
OD, Ppr QC & OD
Downey Water Facilities Corporation /
Public Facilities Financing Corporation
City Clerk
CC-034
Municipal Code Administration,
When No
Longer;
Mag, Mfr Yes: After
S / I
Preliminary drafts not retained in the
Distribution, etc.

Reguired
OD Ppr QC & OD
ordinary course of business; GC §34090
When No
The Municipal Code is a compilation of
Ordinances and chap es constant)
City Clerk
CC-035
Municipal Code History / Supplements
qq er
Mag, Mfr, Yes: After
S / I
Reouired
OD, Ppr QC & OD
nn ^ +, ^�+ �n�nn �r^+^ +
e rt,��entgrefe , �c �,-4- ,r��nr -o,
R
e sup 4e ^UGC §34090
City Clerk
CC-036
Oath of Office: City Council, Boards /
P
Mag, Mfr, Yes: After
S / I
Department olio p c; GC §34090
Commission Members
OD, Ppr QC'd & OD
et seq.

City Clerk
CC-037
Ordinances
P
Mag, Mfr, S / I Yes: After
GC §34090
OD, Ppr QC & OD No
City Clerk
CC-037.1
Patents, Copyrights / Trademarks owned
P
Mag, Mfr, Yes: After
S / I
Department icy ^;efefe ee; GC §34090
by the City
OD, Ppr QC'd & OD
et seq.

Project Files / Cash Contracts (CIPs)
Mag, Mfr, Yes: After
Department olic preference; GC §34090
City Clerk
CC-038
Agreement, Bid Sheet, Insurance
P
OD, Ppr S / I QC & OD
et seq.

Certificate, Notice of Completion, etc.

City Clerk
CC-039
Project Files /Cash Contracts (CIPs)
Upon Filing o
Notice
Mag, _Mfr Yes: After
S 1 1I
Preliminary drafts not retained in the
Preliminary Notices, Stop Work Notices
Completion
io
OD Ppr QC & OD
Regular Course of Business GC §34090
Public Records Requests / Request for
Records / Subpoenas (Records / Duces
Mag, Yes: After
City Clerk
CC-040
Tecum) / Summons
2 years `
—Mfr
OD Ppr S / I QC & OD
GC §34090
(Except for Police)
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-10
Office of
Image: Destroy
Record
Retention No.

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

Recordings - AUDIO RECORDINGS of
Meetings - City Council, Community
City Clerk
CC-041
Development Commission, Successor
2 years
Mag, OD
DepartmepA olio preference; State law
Agency, Oversight Board, Public
only requires for 30 days; GC §54953.5(b)
Finance Authority, Water Authority 1
Audio Tapes
Recordings - VIDEO RECORDINGS of
Meetings - City Council, Community
olio Rru�,�fen e
Department fe.-�; Video
City Clerk
CC-042
Development Commission, Successor
10 years
Mag, OD
recording of meetings are only required
Agency, Oversight Board, Public
for 90 days; GC §§34090.7, 34090
Finance Authority, Water Authority !
Video Tapes
City Clerk
CC-043
Records Destruction Authorization
P
Mag, Mfr, Yes: After
S / I
Department olic pefcrepee; GC §34090
Forms
OD, Ppr QC'd & OD
et seq.

Records Retention Schedules /
Mag, Mfr, Yes: After
City Clerk
CC-044
Amendments to Records Retention
P
OD, Ppr S / I QC & OD
GC §34090 et. seq.

Schedules
Redistricting Web Page / District
City Clerk
CC-044.1
Boundary Web Page (Map, Redistricting
10 years
Mag, Mfr Yes: After
S / i
EC §21160 i ; GC §34090
Process, Agendas, Calendars, Notice,
OD Ppr QC & OD
etc.)
Resolutions: City Council, Community
Development Commission, Successor
City Clerk
CC-045
Agency, Oversight Board, Public
P
Mag, Mfr, S / I Yes: After
GC §34090
Finance Authority, Water Authority,
OD, Ppr QC & OD
Downey Water Facilities Corporation /
Public Facilities Financing Corporation
City Clerk
CC-050
Secretary of State Statement of Facts /
2 years
Mag, Mfr Yes: After
S I I
GC §34090 et seq.

Registry of Public Agencies
OD Ppr QC & OD
City Clerk
CC-046
Subpoenas (Personal Appearance -
2 years'
Mag, Mfr Yes: After
S / I
GC §34090
Except for Police)
Ppr QC & OD
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Page CC-11
Office of
Image: Destroy
Record
Retention No.

Records Description
Total
Vital?
Media 1=Import Paper after
Comments / Reference
(OFR)
Retention
Options M=Mfr Imaged &
S=Scan QC'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions begin when the act is completed, and impIV a full file folder (e.g. last document + 2 ears , since destruction is normalIV performed bV file folder.

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

Finance /
Sale or
Mag, Mfr
Department olio r Ye e- ; GC §34090
General
CC-047
Vehicle Titles (Pink Slips) - All Vehicles
Disposal
C3D Ppr SS / 11
et seq.

Accounting
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY COUNCIL Page CM-1 Office of
Image:

Destroy
Record
Retention No.

Records Description
Total `
Vital? Media
1=Import
Paper after
Comments / Reference
(OFR)
Retention
Options
M=Mfr
Imaged &
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 is completed, and impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

CITY
MANAGER ! CITY COUNCIL;
City
ADA Public Coordinator - Physical / Language
Manager /
CM-007
Accommodations (requests for
Minimum 2
Mag, M_ fry
S I
Yes: After
Department �alic p efe e e; GC
City
accommodation, complaints / correspondence)
years
_OD Ppr
QC OD
§34090 et seq.

Council
Yes°¢fc�
r-�
s
RA
�
City
Manager /
CM-001
City Council Correspondence
Minimum 2
Mag, Mfr
S � I
Yes: After
Department alic pfe mac- ; GC
City
years
OD Ppr

QC & OD
§34090 et seq.

Council
City
Manager /
Farmer's Market (includes Financial
Mag, Mfr
Yes: After
Department alic r (meets
City
CM-002
Transactions /Insurance)
5 years
Ppr
S / I

QQ & OD
municipal government auditing
Council
standards); GC §34090
City
Manager /
CM-009
Press Releases (except for Police)
2 years
Mag, Mfr
S 1 I
Yes: After
GC §34090
City
Ppr

QQ & OD
Council
City
Manager /
CM-003
Proclamations /Commendations
2 years
Mag, Mfr
S 1 I
Yes: After
GC §34090
City
Ppr

QQ & OD
Council
City
Projects, Programs, Subject / Issues /
Manager /
CM-004
Economic Development / (Issues / projects will
Minimum 2
Mag, Mfr
SS / iI
Yes: After
Department olic p e a c ec; GC
City
y
vary over time)
y ears
OD Ppr
p

QC & OD
§34090 et seq.

Council
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / CITY COUNCIL Page CM-2 Office of
Image:

Destroy
Total `
Media
1=Import
Paper after
Record
Retention No.

Records Description
Retention
Vital?
Options
M=Mfr
Imaged &
Comments / Reference
(OFR)
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 is completed, and impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periods
retention resumes after settlement or completion).

City
When No
Manager /
CM-005
Speech Notes / PowerPoint Presentations
Longer
Mag, Mfr
S / I
Yes: After
Notes, drafts, or preliminary documents;
City
Required
Ppr

QC & OD
GC §34090 et seq.

Council
Copies -
Finance
CM-006
Travel / Conferences
When No
Mag, Mfr
S / I
Yes: After
Invoices are maintained by Finance; GC

QC & OD
Longer
Ppr
§34090.7
Required '
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

ver. 6.0 RECORDS RETENTION SCHEDULE: COLUMBIA MEMORIAL SPACE CENTER Page CMSC-1 Office of
Image:

Destroy
Total
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

COLUMBIA MEMORIAL SPACE CENTER
Columbia
Columbia Memorial Space Science Learning
Memorial
CMSC-001
Center Foundation:
2 years
Mag,
Department oli pfek*^�; State law
Space
Recordings - AUDIO RECORDINGS of
only requires for 30 days; GC §54953.5(b)
Center
Meetings / Audio Tapes
Columbia
Columbia Memorial Space Science Learning
Memorial
CMSC-002
Center Foundation
P
Mag, Mfr
S � I
Yes: After
Department olic pa; GC
Space

AGENDAS, AGENDA PACKETS
OD Ppr

QC & OD
§§34090, 54960.1(c)(1)
Center
Columbia
Columbia Memorial Space Science Learning
Yes: After^
Memorial
CMSC-003
Center Foundation
P
Mag, Mfr,
S / I
r ^^^
Department olic p c, GC §34090

QC & OD
Space

MINUTES / RESOLUTIONS / BYLAWS
OD, Ppr
et seq.

Center
Columbia
When No
Memorial
CMSC-004
Programming
Longer
Mag, Mfr
S f I
Yes: After
Preliminary drafts not retained in the
Space
Required_OD
Ppr

QC & OD
ordinary course of business; GC §34090
Center
Columbia
Memorial
CMSC-005
Records NOT of Significant Historical Value
Minimum 2
Mag, Mfr
S / II
Yes: After
Department oiic ^�^¢^�^ ^^; GC §34090
Space
years
Ppr

QC & OD
et seq.

Center
Columbia
Yes, After
Memorial
CMSC-006
Records of Significant Historical Value
P
Mag, Mfr,
S / I
Department olic ^r^�^�^^^^; GC §34090

QC & OD
Space
OD, Ppr
et seq.

Center
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 iquildinA, Code �Enfor�ceme�ntPl�annin�
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

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

COMMUNITY

DEVELOPMENT / BUILDING DIVISION
Community
Mag, Mfr, Yes: After
Department olio pfefe�; GC §34090 et
Develop.

CD-001
Address Assignments
71 P
T___
S/1
OD, Ppr QC & OD
seq.

Building
Community
Mag, Mfr, Yes: After
Develop.

CD-002
Address Files / Building Permits
P
Yes (all)
OD, Ppr S / 11 QC & OD
CBC §§4-()" 104.7 and 107.5; GC §34090
Building
Community
Develop.

CD-003
Building Permit Database
Indefinite -
Yes (all)
Mag, _Mfr Yes: After
S / 1
CBC §§ 1.8.4.3.140"_104,7 and 107.5;
Building
Permanent
_QQ Ppr QC & OD
H&S §19850; GC §34090
Upon
Community
Expiration,
Mag, Mfr, Yes: After
CBC §§ _1,8.4,3.1 40" 104,7 and 107.5;
Develop.

CD-004
Building Plans - Cancelled Withdrawn
Cancellation
OD, Ppr S/I QC & OD
H&S §19850; GC §34090
Building
or
Withdrawal
Building Plans - Finalled - INDUSTRIAL,
Community

COMMERCIAL, MULTI -FAMILY
Mag, Mfr, Yes: After
CBC §§ 1.8.4.3.1, 40" 104.7 and 107.5;
Develop.

CD-005

DWELLINGS, PLACES OF PUBLIC
P
Yes (all)
OD, Ppr S/I QC & OD
H&S §19850; GC §34090
Building

ACCOMMODATION, TENANT

IMPROVEMENTS
Community
Building Plans - Finalled - SINGLE
Develop.

CD-006

FAMILY RESIDENTIAL - SFR
P
Yes
I
Mag, Mfr, Yes: After
S/1
CBC §§ 1.8.4,3.1 404-.6 104,7 and 107.5;
Building

APPURTENANCES
OD, Ppr QC & OD
H&S §19850; GC §34090
Community
Mag, Mfr, Yes: After
Department_olic pfek*e%e; GC §34090 et
Develop.

CD-007
Certificate of Occupancy (CofO)
P
Yes (all)
OD, Ppr S / 11 QC & OD
seq.

Building
Community
Develop.

CD-008
Certificate of Occupancy (CofO) -
Expiration
Yes (until
Mag, _Mfr Yes: After
S/I -
Department_po �ic ereferepee; GC §34090 et
Building

TEMPORARY
2 years
expired)
_0Q Ppr QC & OD
seq.

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-2 iquildIre A, Code �Enfor�ceme�ntPl�annin�
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
I
Vital?
I
after
Comments I Reference
(OFR)
Retention
Options M=Mfr
Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder.

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

Community
Construction Notices / Inspection Notices
Until Cleared
Mag, _Mfr, Yes: After
The finalled permit is the final / official record;
Develop.

CD-009
(correction notices, compliance orders,
or Project
Ppr S/1 QC & OD
Preliminary Drafts; GC §34090
Building
stop work notices, etc.)
Completion
_OD
Community
When No
Mag, M _fr Yes: After
Preliminary Drafts (the database is the
Develop.

CD-010
Reports: Building Activity
Longer
_OD Ppr S/1 QC & OD
original); ED §34090
Building
Required
Community
Develop.
1 Requests / Permissions to Receive
P
Mag, Mfr, Yes: After
Department olio preference; ED §34090 et
CD-01
Copies of Plans (to / from Architects)
OD, Ppr S/I QC & OD
seq.

Building
Community
Minimum
Develop.

CD-012
Uniform Building Codes / California
While
Mag, _Mfr S/1 Yes: After
GC §50022.6
Building
Building Codes
Ordinance is
OD Ppr QC & OD
1 1 in Force

COMMUNITY DEVELOPMENT I CODE ENFORCEMENT

DIVISION
Community
Develop. /
Administrative Citation Hearings
Minimum
Yes: Until
Mag, Yes: After
Department olio pfefefen�oe; ED §34090 et
Code
CD-013
Hardship Waivers
Resolution +
Resolution
_Mfr
Ppr S/I QC & OD
seq.

Enforcement
2 years
_0Q
Division
I
Code Enforcement/Abatement Case
Files/Administrative Citations/ Vehicle
Abatement 'includes anneals, Code
(includes pp_
Community
EnforceM!��4etters-and-
Develop.

GeffVa4A4Grm0
Minimum
Yes: Until
Mag, _Mfr Yes: After
Department qgLic
_y preft fenee; Case is open
Code
CD-014
GodeE-n��batement-Gase—
Resolution +
Resolution
S/1
Ppr QC & OD
until satisfactorily resolved (some cases are
Enforcement
2 years
_0Q
not resolved); CFC § 104.3.4, GC §34090
Division
Abate��
Efffe��
Excludes Liens (Referred to Data Ticket)
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 iquildinA, Code �Enfor�ceme�ntPl�annin�
Destroy
Image:

Office of
Paper
Total
Media I=Import
Record
Retention No.

Records Description
I
Vital?
I
after
Comments I Reference
Retention
Options M=Mfr
(OFR)
Imaged &
S=Scan
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder.

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

Community
Develop. /
Indefinite -
Mag,
Yes: After
Data Fields / Records are interrelated; GC
Code
CD-015
Code Enforcement Database
Minimum 2
Yes
_Mfr
S/l
Enforcement
years
OD _Ppr
§34090

QQ & OD
Division
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-4 iquildinA, Code �Enfor�ceme�ntPl�annin�
Office of
Record
(OFR)
Retention No.

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

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

COMMUN4TY4)EVELOPMENT4LECOISO MIC-DEVEIOPMEN T-4MV4S"
PevekW.4-
_Qevelef.aannnfrn_
Bu6+Ress4ReGRHtnient4cn,44etepA*f�-
M44knum-2-
years
Agene-y-
Aud"
Ml"#ed-
hffi0Wmfn-5-
yeafs
Aet�
lssueS
Ma9TA_fff_ S44
G_D-P-ff QqE&:QQ
Mag -,U—fr- &14 Ye&._4ter
O_D-Pff
seq-.

MeetsaVd*r19_&t_�
E-6GR0n*6
G0ffWffi+W1y_
9evebp-.
nfrn i
Fb9a&-1mffovemeM-Gr&W_
��
kSUCCESSFUL-Reperts-,--e��
fe"ffed4&pass_4h&fuadfflga9emys-
&ddi1-,4f4equ+red7
Yalfs�� -'
&xpend#ufe-mpartor��
geve�
yeafs��
9275&5-,-57 &.inn _-&-570-50 ZW-',Z9-GM-
97,42; OMB G
agenei,-
Goffoet*n-reeGrds
§34G90�_��
GGMMUfffty-
GD-M
Redeve,49ma4PUR&
P
Mag-,-Mfr,- S-44 YesnfMc,i-

QG-&-OD
DepaAmeRUx��,�WgG-et-
se-,
DevefGp-.4-
E_C��
Devek)p-
GGfflffl-UAAy-
Devetep-.4-
CQ-04-9
RedevelGpment4arejeGts-
P_
MagTA4fF-, S44 Ye&AAer
OD -,ffP-— QG-&-GD
DepadrneM:p��
EGGnon'*&
DevelW.
secv
mac:
gpf�� r znn�
Envifenmental-DeguiTtents-
mm QeveLgp�.

GD-Q4-94
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-5 iquildinA, Code �Enfor�ceme�ntPl�annin�
Office of
Record
(OFR)
Retention No.

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

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

P-ub4GAV4wk_s-
GD-0442
BgdeveLe��
Send4G-
Efflkie__��
I
M!N� S44 Y�
QD-P-PE✓
93
send-to-
S44
Send -to-
M99__Mfr_ S44 Ye �.r
:Rppff4pieat-
GD-04-94
Gtefk
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-6 iquildinA, Code �Enfor�ceme�ntPl�annin�
Office of
Record
(OFR)
Retention No.

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

COMMUN4TY-DE-VE-LOPMENT4-HOUSIW4NV4$"
GGWA4U91ty_
GD--G20
GDG�
GD--02-2
Adrnja��Revew-
keus+Rg-PlregFam&-Afferda��
Pfojeets,,��,
Rehab"at*n-,-GDBG4u4ded44Gus+p,g-
5-yeairs
L-Gngef
Required
the-
AffGFdaWky-
11 Pe�
Tefm_in�,
of4he-W-ritten
Agfeement-
Te4minates--,
W*k4ievef 4s-
T7
mag TAff F T YeSL-Afte-r-
GD-lPff S44 QG4_09
Mag-,A_4ff- S44 Yes-.-After-
Yes-,-Afte-r-
Ma97_Mfr_, S44 QGA-09
OD-,Rpf When-
Uw4we
fflufwi sipal-gevenqflient-aud4thqg-standafd6),-
GG434090
GeuFse-Gf4m6+nessL-GG-§3409G
Deve,4Gp�.

HOU&H4g
GGMn4U41`ty_P.fW44e4-14o-
Develop�.

Hous• "
Gefnmuflit�'
gevefep�.

Gernplet��posmg-recapture4-
resa4&reStrletl8ne ere "^esr ^ft^ eh�
affofdabgip�
Admm-.Reqwernents_foF-G��
Wff4t-i-Recaptufe44tesate4lestfWtion
Govenqnqents4s-3-yeafs-fron+-e7t
H-ou-sing
fepert-;-st�'
2-GFR-200-3-34,,-24-GM-92.-508(a�
570502ka)o-&earn �_
Lonw
97A2-,GG434Q9G
Gernfliun4y-
Develep�.

GD--02-3
7_71
Mag7-Mfr-, Yes--. -Afte-r-
S44expend&Te-GF-PeFW-A��,
OD-1-12-K QG4-GD
PTG*1ead43ased-Pa+nt-,
RehabMatie
P+ejects--etc-
WITHOUT_i-ReGaptufe4Resa4e-
Restriction
�
te�
OR-
FofgWenes-_
HGU&R9
2GG-.3,34-;-2�
s-
-570-,5G2(a*16)-,-9
GeffWaunity-
Devetap-4-
CD-42-4
Loan-App4ications-Denied,-Can-Ge#ed4-
WAhdrawn-(FwstTm%-Herne-Buyefs-,
2-years
_fr- Yes:

S44
GG434ON
Housing
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-7 iquildinA, Code �Enfor�ceme�ntPl�annin�
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

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

GD-424-.5
jy^fi
S44 Yesi-After-
La
iR

COMMUNITY
DEVELOPMENT1 PLANNING

DIVISION
Community
Alcohol Beverage Control License
When No
Mag, Mfr Yes: After
Develop.

CD-025
Applications (ABC Applications)
Longer
S/1 —
_QQ Ppr QC & OD
(Non -Records)
Planning
RequireTd
Community
Annexations / Boundaries
Mag, Mfr, Yes: After
Develop.

CD-026
Consolidations / LAFCO
P
OD, Ppr S/I QC & OD
Land Records; ED §34090
Planning
Community
When No
Mag, Yes: After
Develop.

CD-027
Census, Demographics
Longer
_Mfr,
Ppr S / 1 QC & OD
(Non -Records - Census Bureau is OFR)
Planning
Required
_0Q
Environmental Determinations:

Environmental Impact Reports (EIRs),
Not all internal communications and notes are
Negative Declarations, Categorical
required to be saved; "E-mails that do not
Exemptions, etc.) / CEQA / NEPA
provide insight into the project or the agency's
Project
CEQA compliance with respect to the project
Community
Correspondence / staff notes that
Approval or
Mag, Mfr, Yes: After
— are not within the scope of section
Develop.

CD-028.1
provide insight into the project /the
Denial + 2
OD, Ppr S / 11 QC & OD
21167.6, subdivision (e) and need not be
Planning
years 480-
retained." Golden Door Properties, LLC v.
days
1 Superior Court of San Diego County (County
to the p[qi�gct subvnitted4Gi-4��
from4he-agency,4afl-mtefna"geney-
of San Diego, et al., Real Parties in Interest)
(53 Cal.App.5th 733); PRC 21167,6; GC
Goff ffrlunic�l
§34090
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-8 iquildinA, Code �Enfor�ceme�ntPl�annin�
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

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

Environmental Determinations:

Usually filed in the project file; Final
Community
Environmental Impact Reports (EIRs),
Mag, Mfr, Yes: After
environmental determinations are required to
Develop.

CD-028
Negative Declarations, etc.)
P
OD, Ppr S / 1i QC & OD
be kept a "reasonable period of time"; 14
Planning
CCR §1 5095(c); GC §34090
Inside City boundaries
Environmental Determinations:

Community
Environmental Impact Reports (EIRs),
When No
Mag, Mfr, Yes: After
Non -records; EIRs and Negative Declarations
Develop.

CD-029
Negative Declarations, etc.)
Longer
0Q, Ppr S / 1 QC & OD
within the City Boundaries are with the project
Planning
Required
file
Outside City boundaries
Community
Develop.

CD-030
General Plan, Elements / Amendments
P
Mag, Mfr, Yes: After
S/I
City Clerk Maintains all Agenda Packets
Planning
OD, Ppr QC & OD
Permanently; GC §34090.7
Community
Develop.

CD-031
Historic Preservation Survey, Evaluations
P
Mag, Mfr, Yes: After
S/I
Department ggLicpfefefenee; GC §34090 et
Planning
Designations
OD, Ppr QC & OD
seq.

Community
Develop.

CD-032
t e r P'
Master Plans, Specific Plans, Land Use
M Plans,SpecificPlans, Land Use
p
P
Mag, Mfr, Yes: After
S/1
Department olio
_pgL_y prefefenee; GC §34090 et
Planning
PMaster Pla
ns,
n s
Plans, etc.
etc
OD, Ppr QC & OD
seq.

Community
Materials
Materials Boards
Boards
When No
Develop.

CD-033
to w
Image/paper duplicate to be filed with
Longer
Mag, Mfrs Yes: After
S/I
Preliminary drafts not retained in the ordinary
A
Planning
main ro ec folder low those retention
/ follow
t 0 1
Required
_QQ Ppr QC & OD
course of business; GC §34090
r 0c
pEggetdures
Community
Develop.

Street Closure Permits
Parade St C1 P it
2 Mag, M —fr Yes: After
S/I
CD-034
�/ t
years
Ppr QC & OD
GC §34090
Planning
_0Q
Community
Planning Commission
Mag, Mfr, Yes: er
Department 2g Licy pfefefenee; Original Staff
Develop.

CD-035

AGENDAS / AGENDA PACKETS
P
ODPpr S/I QC& D
,
Reports are filed in the project file; GC
Planning
§34090
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-9 iquildinA, Code �Enfor�ceme�ntPl�annin�
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

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

Community
Planning Commission
Mag, Mfr, Yes: After
Develop.

CD-036

MINUTES / BYLAWS / RESOLUTIONS
P
Yes
I
OD, Ppr S / 1 QC & OD
GC §34090
Planning
I
No
Community
Planning Commission
Department pohicy Pfefefepee; Video
Develop.

CD-037
Recordings - VIDEO RECORDINGS of
10 years
Mag 04D-
recording of meetings are only required for 90
Planning
Meetings / Video Tapes
days; GC §§34090.7, 34090
Community
Develop.

CD-038
Planning Project Log of Applications,
Indefinite
Yes (all)
Mag, _Mfr Yes: After
S/1
Department Preference - Data is interrelated;
Planning
Database
Permanent
0Q_ Ppr QC & OD
GC §34090, H&S §19850
Planning Project Files - Approved
Permanent Entitlements
(includes Associated CEQA Noticing,
Conditions of Approval, Public Noticing,
Community
Environmental Determinations, Staff
Department_g �ic pfeferenee; Final
Develop.

CD-039
Reports, Plans / Maps)
P
Yes
Mag, Mfr, S/1 Yes: After
environmental determinations are required to
Planning
OD, Ppr QC & OD
be kept a "reasonable period of time"; 14
Examples: Conditional Use Permits
CCR §1 5095(c); GC§§34090, 34090.7
(CUPs), Correspondence, Design Review,
Lot Line Adjustments, Parcel Maps,
Planned Unit Developments (PUD), Site
Plans, Tentative Subdivisions, Variances,
Zone Changes, etc.

Community
aLa��
Minimum
�4 rn
Mag. Mfr Yes: After
Department z)olic t, Preliminary drafts not
2a ... py_P ......

Cancellation
Develop.

CD-039.5
Ex fired (Withdrawn
ti
Ex iration or
I
7 Yes
I -
0 Ppr QC & OD
9D
retained in the 2EOjna��
Withdrawal
LP!IaDnning
__p
T
g 3409Q
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-10 iquildIre A, Code �Enfor�ceme�ntPl�annin�
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mfr after
Comments I Reference
(OFR)
S=Scan Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. no nves"
HOLDS: Litiq tion, complaints, claims, public records act requests, audits and/or investi 'or 'I
ations suspend normal retention periods (retention resumes after settlement or completion). nim
Minimum
Minimum
i
Community
Planning Projects - Cancelled / Expired I
an
Cancellation
Cancellation
c I
7elat n
M99 Yes: After
Department preference (project was not
Develop,
CD-039.5
Ex iration or
EX i ration or
-Mfr, S/1
OD Pgr QQ&0Q
Withdrawn
ggEque�db ap icant)�GQ34�090
Planning
withdrawal +
withdrawal +
2 years
Redevelopment Projects / Project Areas
I
Community
CD-0397
Environmental Documents / CEQA
Mag, Mfr, Yes: After
Development
Permits, EiRs, Categorical Exemptions,
P
S/I
OD, Ppr QC & OD
Department policy; GC §34090
GD-0449-.3
Planning
Negative Declarations, etc.

Community
Develop.

CD-040
Special Studies - NOT Historicaliv
Minimum 2
Mag, Mfr, S/I Yes: After
Department olio pfefefenee; GC §34090 et
Planning
Significant
years
I
OD, Ppr QC & OD
seq.

Q0rnrngRLty_
Mag Mfr, s' After
ye�
Develop. /
..... .

CD-0401
E
S / 1
0Q, Pp QQ & OD
Department Rolic , GC 34090 et se
....... g_
PlangLng
Temporary Entitlements / Temporary
Community
Permits (Approved / Unapproved):

Minimum 2
Yes:

Mag, Mfr, Yes: After
Department_ppjicy prefe�; GC §34090 et
Develop.

CD-041
years
During
OD, Ppr S/1 QC & OD
seq.

Planning
Christmas Tree Lots, Pumpkin Lots,
Event
Banner Permits, etc.

Community
Develop.

CD-042
Zoning Code Major Updates (Historical
P
Yes (all)
Yes- After
Mag, Mfr,
S/1 QC & OD
Department olio GC §34090 et
_qqL_y pfek4enee;
Planning
copy)
OD, Ppr
No
seq.

Community
Mag, Mfr, Yes: _After
Departm nt ic pfefefenoe; GC §34090 et
Develop.

CD-043
Zoning Maps (Historical) Significant)
P
Yes (all)
S / 1 QC & OD
OD, Ppr
_pgL_y
seq.

Planning
No
Community
Zoning Ordinance Amendments,
I
I
Mag, Mfr, Yes: After
Develop.

CD-044
Reclassifications / Zone Change
P
Yes
OD, Ppr S/I QC & OD
Department_ggt[cy pfefefenoe; GC §34090.7
Planning
4year
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 2.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT and HOUSINGPage ED-1 Image:

Destroy
Office of
Total
Media
1=Import
Paper
Record
Retention No.

Records Description
Retention
Vital? Options
M=Mfr
after
Comments / Reference
(OFR)
S=Scan
Imaged &
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 (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ECONOMIC DEVELOPMENT
& HOUSING / ECONOMIC DEVELOPMENT DIVISION
Goff'rmunity-
Business Recruitment / Retention Projects,
Yes: While
Devekip-.4-Economic
Develop. &
ED-001
Programs, Subject / Issues / Economic
Minimum 2
Mag, Mfr
Active
S%II
Yes: After
Department olic pfefeFe ; GC §34090
Housin /
Development (Issues / projects will vary over
years
OD Ppr
Issues

QC & OD
et seq.

Economic
time - e.g. Hotels, Developments, etc.)
Develora.

Meets auditing standards; Grants covered
Fagade Improvement Grants (SUCCESSFUL
by a Consolidated Action Plan are required
Reports, other records required to pass the
After Funding
for 5 years; Uniform Admin. Requirements
funding agency's audit, if required)
Agency
for Grants to Local Governments is 3 years
Economic
ED-002
Audit, if
Mag, M_ fr,_
Yes: After
from expenditure report or final payment of
.d
Develop. &
Applications (successful), grant agreement,
required -
OD Ppr
S / I
grantee or subgrantee; ^t ^+ e ,,

OC & OD
Housing /
program rules, regulations / procedures,
Minimum 5
; 2 CFR
Economic
reports to grant funding agencies,
correspondence, audit records, completion
years
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a); 29 CPR °""°
Develop.
records
; GC §34090;
GC §8546.7
Gernmun4y-
DevetGp-4-
ED 003
Mag, Mfr,
Yes: After
Department olic p; ¢^ cn GC §34090
Economic
Develop. &
Redevelopment Plans
P
OD, Ppr
S / I

QC & OD
et seq.

Housing i..;
Economic
Develop.

Ver. 2.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT and HOUSINGPage ED-2 Destroy
Image:

Office of
Paper
Total
Media
1=Import
Record
Retention No.

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

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

ED 004
Mag, Mfr,
Yes: After
Department olic p ef, fenec; GC §34090
Economic
Develop. &
Redevelopment Projects
P
S / I
Housing /
OD, Ppr

QC & OD
et seq.

Economic
Develop,
Redevelopment Projects / Project Areas
Economic
ED-005
Co
Mao, Mfr,
Yes: After
Ensure Plamm� has all Environmental
J
Develo
Reusing /
4 Documents En ineerin all
0Q, PprQC
Department policy; GC §34090
& OD
Economic
Develop.

Pro"acts / Cit Clerk has all Real Pro art
records for Permanent retention
Economic
Develop. &
Redevelopment Projects / Project Areas
Housing /
ED-006
CIP Protects built by Redevelo ment
Send to
Mag, Mfr,
S ! I
Yes: After
Department olicy; GC 34090
Gr, n7®a
En ineerin
OD P r

QC & OD
Economic
Acsency, if any
Develop.

Economic
Redevelopment Projects / Project Areas
Develop. &
ED-007
Send to
Mag, Mfr,
Yes: After
-
Environmental Documents / CEA Permits
Housing (
EIRs Cate oricai Exem Lions Negative
Plannin
OD P r
S / I

QC & OD
Department olicu; GC 34090
Economic
Declarations etc,
Develop.

Economic
Develo . &
ED-008
Redevelopment Projects / Project Areas
Send to City
Mag, Mfr.

Yes: After
Housing /
Real Property: Deeds, Easements, Ri hts
Clerk
OD P r
S / I

QC & OD
Department polio; GC 34090
Economic
of Wa
Develop,
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 2.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT and I Page ED-3 Destroy
Image:

Office of
Paper
Total
Media
1=Import
Record
Retention No.

Records Description
Vital?
after
Comments / Reference
Retention
Options
M=Mfr
(OFR)
Imaged &
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 (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ECONOMIC DEVELOPMENT &

HOUSING / HOUSING DIVISION
G
FD-009
Administrative Citation Review
5 years
Mag, Mfr,
S / I
Yes: After
Department olic P,e; (meets
municipal government auditing standards);
Economic
Develo . �
...0
OD, Ppr

QC & OD
GC §34090
Housing I
ED-010
Foreclosure Notices / Notices of Defaults
(NOD)
When No
Longer
Mag, Mfr
Ppr
S I
Yes: After
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Housing
O
Economic
Develop.

QC & OD
Housing I
Required
Housing
Meets auditing standards; Grants covered
b a Consolidated Action Plan are re aired
for 5 ears; Uniform Admin. Requirements
After Fiandin
A enc
Economic
HomelessnesjProrams: InterAshelter
for Grants to Local Governments is 3 ears
Develop, &
Audit if
Mag, Mfr,
Yes: After
from expenditure resort or final payment of
HousingI
ED-011
rental assistance and arrears outreach and
re uig fed
Minimum 5
— OD Ppr
S / I

QC & OD
gLantee or sub rantee statewide
guideiines impose 4 vears; 2 CFR
case management, etc.

Housing
ears
200.334° 24 CFR 91.105 h 92.505
570.490, & 570.502(a� GC 34090; GC
3546.7
Housing Plans -: Consolidated Annual
Performance and Evaluation Review (GAPER}
Economic
/ Comprehensive Housin Affordabilit
Develop. &
Superseded
Ma Mfr
Yes: After
HUD re uirement, 24 CFR 91.105 h 24
Housing /
ED-012
Strat gyiCHAS) /Consolidated Action Plan l
OD Ppr
S / I
+ 5 years

QC & OR
CFR 92.508(a); GC R34090
Housin
Analysis of Impediments to Fair Housin
Choices / Citizen Participation Plan / Action
Plans etc.

Ver. 2.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT and I Page ED-4 Image:

Destroy
Office of
Total
Media
1=Import
Paper
Record
Retention No.

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

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion). 5 years after
HUD requires 5 years after the project
Housing Programs: Affordable Housing
the
completion; documents imposing recapture
Projects, Lead -Based Paint, Rehabilitation,
CDBG-funded Housing Projects, etc.

Affordability
Period
Yes: After
/ resale restrictions are 5 years after the
affordability period terminates; Uniform
Economic
ED-013
Terminates,
Mag, Mfr,
S / I

QC & OD
Admin. Requirements for Grants to Local
Develo . &
?
WITH aRecapture /Resale Restriction
or the Written
OD, Ppr
Governments is 3 years from expenditure
Housing 1
Deeds are sent to City Clerk
Agreement
Terminates,
4naetwe
report;
yeafs,2 CFR 200.334; 24 CFR
Housing
Whichever is

92.508(a)&(c) & 570.502(a)(16), 982.158,
Longer
884.214; 29- �-.,;.''- '', GC §34090
C
Housing Programs: Affordable Housing
HUD requires 5 years after the agreement
ED-014
Projects, Lead -Based Paint, Rehabilitation,
CDBG-funded Housing Projects, etc.

Loan Pay -off
OR
Forgiveness
Mag, Mfr,
OD, Ppr
S / I
Yes: After

QC & OD
terminates; Consistent with Consolidated
Plan Requirements; Required for 3-4 years
from expenditure or performance report; 2
Economic
Develop. &
Housing /
WITHOUT a Recapture / Resale Restriction
+ 5 years
CFR 200.334; 24 CFR 92.508(a)&(c) &
570.502(a)(16), 982.158, 884.214; 2°C�
Housing
Deeds / Insurance are sent to City Clerk
. _, GC §34090

GGMMURAY-
ED-015
Loan Applications Denied, Cancelled /
Mag, Mfr
I
Yes: After
p-1-
Economic
Develop. &
Withdrawn (First Time Home Buyers,
Life/Safety, Rehabilitation, HOME, etc.)
2 years
OD Ppr
S !

QC & OD
GC §34090
Housing !
Housing
I
Economic
Preliminar A Iication Farm re uired for a
Various benchmarks are placed using the
housing development ro ect that includes
. & Develo
ED-016
Mai Mfr
Yes: After
number of residential dwellin units on the
Housing /
residential units; form is provided b California
5 ears
OD P r
S t I

QC & OD
�roiect site within the last five ears; GC
Department of Housing / Community
Housing
34090 66300.

Develo meat
I
I
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 nd Reven
Office of
Image:

Destroy
Total
Media
I=Import
Paper after
Record
Retention No.

Records Description
Retention
I
Vital?
Options
I
M=Mfr
Comments / Reference
Imaged &
(OFR)
S=Scan
If the record is not listed here, refer to the Retention for CitV-Wide Standards Retentions be in when the act is completed, and impIV a full file folder (e.q. last document + 2 Vears), since destruction is normal) V performed bV file folder.

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

FINANCE

I ADMINISTRATION
Finance
Audit Reports / Annual Comprehensive
Mag, Mfr,
Yes- After Department pg Licy_p-refefeRce; City Clerk
*&
Admin.

FIN-001
Financial Report (ACFR) / related Audit
P
OD, Ppr
S/I
QC OD maintains originals; GC §34090.7
Opinions
Department poLic y Pfefefense (meets municipal
Finance
FIN-002
Audit Work Papers
5 years
Mag, Ppr
government auditing standards); Statewide-
Admin.

GC §34090
City Clerk
FIN-003
Budgets -Adopted / Final
P
Mag I Mfr,
S/I
Yes: After Department poLic efefenee; City Clerk
y pf
OD, Ppr
QC & OD maintains originals; GC §34090.7
Finance /
Budgets - Preliminary, Proposed, Backup
When No
I
Admin.

FIN-004
Documents
Longer
Mag, Ppr
Preliminary drafts; GC §34090
Required
Finance /
FIN-005
Transportation Audits PERS Audit, etc.
7 years
Mag, Ppr
Department Preference (meets municipal
Admin.
igovernmen �90

FINANCE I BUSINESS

LICENSE

I UTILITY BILLING

AND REVENUE
Finance /
Business
License,
FIN-007
Alarm Permits
Expiration +
Mag, Mfr,
S/I
Yes: After Department-ppLicy P+efefefloe (meets municipal Utility
5 years
OD, Ppr
QC & OD government auditing standards); GC §34090
Billing &
Revenue
Finance /
Business
License,
FIN-008
Bus Pass Sales
5 years
Yes: Until Mag, Mfr,
S/I
Yes: After Department olio P-refefenee (meets municipal Utility
Paid OD, Ppr
QC & OD government auditing standards); GC §34090
Billing &
Revenue
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 nd Reven
Office of
Image:

Destroy
Total
Media
I=Import
Paper after
Record
Retention No.

HOLDS: Litiqation,
complaiii ts, claims, public records act requests, audits and/or inves iqations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
Indefinite -
Data Fields / Records are interrelated; meets
License,
FIN-009
Business License / Permit Database (HdL)
Minimum 5
Yes Mag
municipal government auditing standards; GC
Utility
Billing &
years
§34090
Revenue
Finance /
Business License Applications / Renewals -
Business
CURRENT (Regulatory / Revenue
I
I
License,
FIN-010
Licenses)
5 years
Mag, Mfr,
S/I
Yes: After Department -p-g fic Pfefefense (meets municipal Utility
OD, Ppr
QC & OD government auditing standards); GC §34090
Billing &
Includes Dance, Massage, Taxi / all other
Revenue
Business Licenses
Finance /
Business
Cash Receipts / Daily Cash Summaries
License,
FIN-011
Cashiers Reports / Cash Reports / Petty
5 years
Mag Mfr
S/I
Yes: After Department_pglic +efer4a� (meets municipal
y P
Utility
Cash
OD, Ppr
QC & OD government auditing standards); GC §34090
Billing &
Revenue
Finance /
Business
License,
FIN-012
Emergency Medical Transportation
Expiration +
Mag, Mfr,
S/I
Yes: After Department_glic P+efefenGe (meets municipal
Utility
Paramedic Subscriptions
5 years
OD, Ppr
QC & OD government auditing standards); GC §34090
Billing &
Revenue
Finance /
Business
Department Preference; meets municipal
License,
FIN-013
Home Occupation Permits
5 years
Mag, Mfr,
S/I
Yes: After government auditing standards (not used for
Utility
OD, Ppr

QC & OD
Zoning Clearances); GC §34090
Billing &
Revenue
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 nd Reven
Office of
Image:

Destroy
Total
Media
I=Import
Paper after
Record
Retention No.

HOLDS: Litiqation,
complaiii ts, claims, public records act requests, audits and/or inves iqations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
License,
FIN-014
Returned Checks f NSF Checks
7 years
Mag, Ppr
DepartmentolioPfefefenc-e (meets municipal
Utility
government auditing standards); GC §34090
Billing &
Revenue
Finance /
Business
Final
Mag,
License,
FIN-050
Water Billing: Appeals - Payment
Decision + 2
Ppr, Mfr,
S
Yes: After Documented or attached to Customer Record in Utility
Delinquency/ Impending Discontinuation
OD
QC & OD database GC §34090; H&S §116908
Billing &
years
Revenue
Finance /
Business
Water Billing: Non-payment Notices
When No
Mag,
License,
FIN-051
Notice of Payment Delinquency /
Longer
Ppr, Mfr,
S
Yes: After Documented or attached to Customer Record in Utility
Impending Discontinuation (Initial, Final)
Required
OD
QC & OD database GC §34090; H&S §116908
Billing &
Revenue
Finance /
Business
When No
Mag,
License,
FIN-052
Water Billing: NSF Checks / Adjustments
Longer
Ppr, Mfr,
S
Yes: After Documented or attached to Customer Record in Utility
to Customer accounts
Required
OD
QC & OD database GC §34090; H&S §116908
Billing &
Revenue
Finance /
Business
Water Billing: Payment Plans:

Expiration or
Mag,
License,
FIN-053
Amortization, Alternative Payment Plans,
Completion
Ppr, Mfr,
S
Yes: After Documented or attached to Customer Record in Utility
Deferrals, etc.
of Payment
OD
QC&OD database GC §34090; H&S§116910
Billing &
Plan
Revenue
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 nd Reven
Office of
Image:

Destroy
Total
Media
I=Import
Paper after
Record
Retention No.

HOLDS: Litiqation,
complaiii ts, claims, public records act requests, audits and/or inves iqations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Business
When
Mag,
License,
FIN-054
Water Billing: Policy on Discontinuation of
Superseded;
Pr, Mfr,
S
Yes: After Must post to Website; H&S §116906; GC §34090 Utility
Residential Service for Nonpayment
Minimum 2
ODp

QC & OD
Billing &
years
Revenue
Finance /
Business
Mag,
License,
FIN-055
Water Billing: Report of Annual
Minimum 2
Ppr, Mfr,
S
Yes: After Must post to Website; H&S §116918; GC §34090 Utility
Discontinuations of Residential Service
years
OD

QC & OD
Billing &
Revenue
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 nd Reven
Office of
Image:

Destroy
Record
Retention No.

Records Description
Total
I
Vital? Media
I
I=Import
Paper after Comments / Reference
Retention
Options
M=Mfr
Imaged &
(OFR)
S=Scan
If the record is not listed here, refer to the Retention for CitV-Wide Standards Retentions be in when the act is completed, and impIV a full file folder (e.q. last document + 2 Vears), since destruction is normal) V performed bV file folder.

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

FINANCE / GENERAL ACCOUNTING
Department olio P+efefen%; IRS: 4 years after
Finance
1099's / 1096's / DE542 (Qa1ifoMja_Eeppft
tax is due or paid (longer for auditing &
General
FIN-015
of Inde endent Contractors
5 years
Mag, Ppr
contractor delinquency); Ca. FTB: 3 years; IRS
Accounting
Reg§31.6001-1(e)(2), R&T §19530, GC §34090;
29 USC 436
Accounts Payable / Invoices / Backup
Finance
Copy of Check ("Non-negotiable") -
Close / Last
Department ppLicy P+efe-feftee for Grant Auditing
General
FIN-016
GRANTS
Expenditure
Yes: Until Mag, Mfr,
S/I
Yes: After purposes; 2 CFR 200.334; 24 CFR 91.105(h),
Accounting
Report + 5
Paid OD, Ppr
QC & OD 92.505, 570.490, & 570.502(a),- 29-GFR-1374-2;
(Includes Invoices, Travel Expense
years
OMB Circular A-1 10 & A-1 33; GC §8546.7
Reimbursements, Warrant Request, etc.)
Accounts Payable / Invoices / Backup /
Finance
Copy of Check ("Non-negotiable")
Yes: Until Mag Mfr
Yes: After Department_p2licy P+efefeftee (meets municipal General
FIN-017
5 years
Paid OD, Ppr
S/I
QC & OD government auditing standards); GC §34090
Accounting
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
Finance
Accounts Receivable - Miscellaneous -
Mag, Mfr,
Yes: After Department_p2Licy P+efefefloe (meets municipal General
FIN-018
Damage to Public Property, Invoices to
5 years
OD, Ppr
S/I
QC & OD government auditing standards); GC §34090
Accounting
Outside Entities, etc.

Finance /
Mag, Mfr,
After Department
Yes- olio PTefefenoe (meets municipal
, ppL_y
General
FIN-019
Accounts Receivable -Water Billing, etc.
5 years
OD, Ppr
S/I
_
QC OD government auditing standards); GC §34090
&
Accounting
Finance /
Bank Statements / Trustee Statements,
General
FIN-020
Fiscal Agent Statements, Investment
5 years
Mag, Ppr
Department ppEicy P-Fefer4a�; meets auditing
Accounting
Account Statements, Bank Reconciliations,
standards; GC §34090, 26 CFR 31.6001-1
Bank Deposits, Bank Transmittal Advice
I
I
Finance /
When No
Preliminary drafts not retained in the ordinary
Lead
FIN-021
Bankruptcies - NOT pursued
Longer
Mag, Ppr
course of business; GC §34090
Division
Required
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 nd Reven
Office of
Image:

Destroy
Record
Retention No.

HOLDS: Litiqation,
complaiii ts, claims, public records act requests, audits and/or inves iqations suspend normal retention periods (retention resumes after settlement or completion).

Finance /
Department poky Pfefererr (negative
Lead
FIN-022
Bankruptcies - Where a claim is filed
10 years
Mag, Ppr
information remains on credit ratings for 7 years);
Division
17 GC §34090
Finance
Mag, Mfr,
Yes- After Department pDlicy P+efe�; meets municipal
General
FIN-023
Checks / Warrants (Cashed / Paid)
7 years
OD, Ppr
S/I
QC*& OD government auditing standards; GC §34090,
Accounting
CCP § 337
Finance /
Checks deposited to Bank (City scans
General
FIN-049
them for the Bank, rather than physically
Follow Bank
Mag, Ppr
These are bank instruments, and not City
Accounting
taking the checks to the bank to deposit
Instructions
records; per bank agreement.
them.)
Finance /
Collections Collection Agency Case Files
Department poLicy pfefefenee; Delinquencies
General
FIN-024
Statements Delinuent Accounts
q
7 years
Mag, Ppr
remain on credit reports for 7 years; GC §34090
Accounting
et seq.

Department �Iic pfefe-fe-R%; All tangible
Finance
Escheat (Unclaimed money / uncashed
property held by government agencies escheats
General
FIN-025
checks)
5 years
Mag, Ppr
after 3 years; Statute of Limitations is 1 year for
Accounting
seized property; CCP §§340(d), 1519; GC
§34090
Finance
General
FIN-026
FEMA Reimbursement / OES
10 years
Mag, Ppr
Department _pDlic -� e; GC §34090 et
y pr
Accounting
Reimbursements
seq.

Finance /
Indefinite -
Data Fields / Records are interrelated; meets
General
FIN-027
Financial Services Database
Minimum 5
Yes Mag
munici al avernment auditin standards GC
years
Accounting
§34090
Department gg!:icy P+efefence (bond auditing
Finance
purposes; IRS regulations state, "...material
General
FIN-028
Fixed Assets
5 years
Mag, Ppr
records should generally be kept for as long as
Accounting
the bonds are outstanding, plus 3 years after the
final redemption date of the bonds"); 26 CFR
1 11.6001 -1 (e); GC §34090
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 nd Reven
Office of
Image:

Destroy
Record
Retention No.

HOLDS: Litiqation,
complaiii ts, claims, public records act requests, audits and/or inves iqations suspend normal retention periods (retention resumes after settlement or completion).

Investments / Arbitrage / Certificate of
Department olio
-poky-Pfefere-�; Meets auditing
Finance
Deposit / Investment Bonds (Receipts
Yes: Until
standards; Rublishe d��
General
FIN-029
Advisor Reports / Trade Tickets / LAIF
5 years
Paid Mag, Ppr
Accounting
(Local Agency Investment Fund))
gukle��; FTC Reg's rely
on "self -enforcement"; GC§§ 34090, 43900
Finance
Department ppLicy P+efeFen%; meets municipal
General
FIN-030
Journal Entries !Journal Vouchers
5 years
Mag, Mfr,
S/I
No government auditing standards; Statute of
Accounting
OD, Ppr
Limitations is 4 years; statewide-guidefines-
propGse-Aud4-*�; GC §34090, CCP § 337
Reports / Finance Reports created from
Finance
Database: Subsidiary Ledgers,
When No
I
Department_p2licy pfefefeflee (The Financial
General
FIN-031
Reconciliations, Registers, Transaction
Longer
Yes MN —Mfr,
S/I
Yes: After
System Database is the original; reports are
Accounting
Histories, Balance Sheets, Revenue /
Required
OD _Ppr
QC & OD considered drafts or copies); GC §34090
Expenditure Reports, etc. (MONTHLY/

PERIODIC)
Reports: Annual State / Federal: State
Finance
Controller's Report, Local Government
General
FIN-032
Compensation Report, Gas Tax, MOE
5 years
Mag, Mfr,
S/I
Yes: After Department _pp �ic PTefefense (meets municipal Accounting
(Maintenance of Effort) Report, Street
OD, Ppr
QC & OD government auditing standards); GC §34090
Report, Housing Successor Agency
Housing Assets Fund Report, etc.

I
Finance
Department_ppjicy pfefefen-oe; GC §34090 et
General
FIN-033
Treasurer's Reports / Backup
5 years
Mag, Ppr
Accounting
seq.

Finance /
Department Preference (meets municipal
General
FIN-034
W-9s
Minimum 5
Yes: Until Mag, Mfr,
S/I
Yes: After government auditing standards); Statewide -
Accounting
years
Paid OD, Ppr

QC & OD
I I
GC §34060

FINANCE

I PAYROLL
Finance
FIN-035
CalPERS Reports - Annual Valuation
5 years
Mag, Ppr
1 Department_p_g fic pfek*enee; GC §34090 et
�seq.

Payroll
Reports, Actuarial Valuation Reports -1
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 nd Reven
Office of
Image:

Destroy
Record
Retention No.

HOLDS: Litiqation,
complaiii ts, claims, public records act requests, audits and/or inves iqations suspend normal retention periods (retention resumes after settlement or completion).

DE-6, DE-7, DE-9, DE-43, W-3, / DE-166,
Department-podicy Pfefefenc-e; IRS: 4 yrs after
941 Forms, IRS 5500 Forms (Employee
tax is due or paid; Ca. FTB: 3 years; Artic�
Finance /
FIN-036
Benefit Plans), PERS / FICA / Medicare
5 years
Mag, Ppr
shew7-yeaFs� 26 CFR §31.6001 -1 (e)(2), R&T
Payroll
Adjustments - Quarterly Payroll Tax
§1953034090 ; 29 CFR 516.5 - 516.6, 29 USC 436, GC
Returns / OASDI, Federal Tax Deposits,
§
Adjustments, etc.

Finance /
FIN-037
Deferred Compensation (457) Reports,
5 ears
y
MaPr
g,p
Department p_gli�c pfefefenee; GC §34090 et
Payroll
Registers
seq.

Finance /
When No
I
Preliminary drafts not retained in the Regular
Payroll
FIN-038
Employment Verifications
Longer
Mag, Ppr
Course of Business GC §34090
Required
Department pplicy pfefefe-R%; IRS Regulation for
Finance /
Payroll Benefit Files / Administration Forms
Separation +
Mag Mfr
Yes: After W-4s is four years after the due date of such tax Payroll
FIN-039
(W-4s, Changes, Personnel Action Form
5 years
Yes OD,,
S/I
QC & OD for the return period to which the records relate, copies, Vacation pay-off requests, etc.)
or the date such tax is paid, whichever is the
later. 26 CFR 31.6001-1; GC §34090
Finance /
FIN-040
Payroll Journals
y
5 years
MaPpr
g,
Department_pp �ic pfeference; GC §34090 et
Payroll
seq.

Department gqticy pfefefenGe; Meets auditing
standards (audit + 4 years); IRS requires 4 years;
Ca. requires 2 yr min.; FTB keeps 3 years; Most
Finance
Mag, Mfr,
Yes -* After Employees provide digital signatures when they Payroll
FIN-041
Time Cards Time Sheets
5 years
OD, Ppr
S/I
QC & OD submit their timecards, but some in Public Works and Community Services do not (another
employee enters their time); IRS Reg §31.6001 -
1(e)(2), R&T §19530; LC § 1174(d); 29 CFR
516.5; GC §34090
DepartmentolioPfefefeflee4eF-r�'�
baGk-pufposes - IRS: 4 years after tax is due or
Finance
FIN-042
W-2's
5_V�jars
Mag, Ppr
paid; meets munici al government auditing
Payroll
_standards, Ca. FTB: 3 years; Aftic��
IRS Reg §31.6001 -1 (e)(2), R&T §19530;
29CFR 516.5 - 516.6, 29USC 436, GC §34090
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 nd Reven
Office of
Image:

Destroy
Total
Media
I=Import
Paper after
Record
Retention No.

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

FINANCE / PURCHASING
Finance
FIN-043
�
Purchase Orders / Requisitions
5 years
I
Mag, Ppr
I
Department olio pfefe44,�; GC §34090 et
�
Purchasing
seg.

FINANCE / RISK MANAGEMENT
Finance I
Accident / Incident / Injury Reports
Department pg Licy pfeferenee; CCP §340.5, GC
Risk
FIN-044
(Potential Claims - medical / non -medical
2 years
Mag, Ppr
§34090
Manag.
that do not result in a claim.)
Claim must be filed within 1 year, lawsuit within 2
Finance
years; complaints against peace officers within 5
Risk
FIN-045
Claims
Resolution +
Yes: Until Mag, Mfr,
S
Yes: After years; Statute of Limitations for contracts is 4 Manag.
5 years
Resolution OD, Ppr
Settled years; wrongful death for construction is
completion + 5 years; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC §832.5(b)
Finance
P
Mag, Mfr,
Yes: After Department_pglicy pfeferepGe; GC §34090 et
Risk
FIN-046
Insurance Polices (City -owned policies)
OD, Ppr
S/I
QC & OD seq.

Manag.

Finance
JPA / JPIA Reports / General Liability
Department_ppLic e; GC §34090 et
y pFefefef�c
Risk
FIN-047
Claim Runs
5 years
Ppr
seq.

Manag.

Finance
Calif. Labor Division is required to keep their
Risk
FIN-048
OSHA Logs - 200, 300, 301, 301 A
5 years
Ppr
records 7 years; OSHA requires 5 years; State
Manag.
law requires 2 years; 8 CCR §3203(b)(1), GC
I
I
I
1 1 1§34090.7; LC §6429c
DOWNEY, CA @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-1
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
SImaged &
=Scan
QQW1?.

If the record
is not listed here, refer to the Retention for CitV-Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.q. last document + 2 Vears), since destruction is normal) V performed bV file folder.

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

FIRE I ADMINISTRATION
Fire
Background File / Recruitment File - Fire
Separation +
Mag, Mfr, Yes- 29 CFR 1602.31 & 1627.3(b)(ii), GC §§ 3105, Admin.

FR-001
Employees / Fire Volunteers (SUCCESSFUL)
4 years
I
OD, Ppr S/I After QC
12946, 12960, 34090; 29 USC 1113
& OD
Background File / Recruitment File - Fire
Yes:

Fire
FR-002
Employees / Fire Volunteers
4 years
Mag, Mfrs 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105,
S/l After QC
Admin.
(UNSUCCESSFUL)
_OD Ppr 12946,12960,34090
on
When
Yes,
Fire
FR-003
DMV Pull Notices (Fire Personnel)
Superseded,
Mag, _Mfr Department olio -fen%; GC §34090 et
S/l After QC y pfek
Admin.
or Upon
_OD Ppr seq.
&OD
Separation
Fire
Emergency Operations Plan (includes Office of
Superseded
Mag, Mfr, Yes:

Admin.

FR-004
Emergency Management / Homeland Security)
aroved nd
Yes (all)
S/I After QC GC §34090
OD, Ppr
A OD No
Employee Medical File -Fire Only
Send to
Department olio pFefefenee; 8 CCR 5144; 8
Fire
Human
_p2L_y
Mag, Mfr, Yes: After CCR §3204(d)(1) et seq., 29 CFR
Admin.

FR-005
Includes Respirator Fit Tests, Medical
Resources
S/1
OD, Ppr QC & OD 1910.1020(d)(1)(i), GC §§12946, 12960,
Questionnaires, etc.

Upon
34090
Separation
Employee Training File (by employee)
Individual Training Certificates, Continuing
Education for Paramedics
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
Fire
Required Information by Em ImLee for all
R_ _
Separation +
discharge; State Law requires 2 -3 years for
Mag, Mfr, Yes: After
Admin.

FR-006
EMPLO��
years
S/1 personnel actions; Claims can be made for 30
OD, Ppr QC & OD
Employee5
_ Name _
years for toxic substance exposure; 8 CCR
_jLainin Provider's Name
§3203 et seq., 29 CFR 1627.3(b)(1)(ii), LC
Date
§6429(c); GC §§12946, 12960, 34090; LC
_Duration len the
§1198.5
_Core Competencies / Skills
Certifications / Qualification Documents
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-2
Destroy
Image:

Office of
Paper
Total
Media I=Import
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
Imaged &
S=Scan
QQWI?.

If the record
is not listed here, refer to the Retention for CitV-Wide Standards Retentions be in when the act is completed, and impIV a full file folder (e.q. last document + 2 Vears), since destruction is normal) V performed bV file folder.

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

Fire
Yes:

Admin. &
FR-007
EOC Activations / Drills (Funded by OES
10 years
Mag, Mfr, S/I After QC Departmentpoli�c pfefefense; GC §34090 et Police /
FEMA)
OD, Ppr & OD seq.

Admin.

F
Fire /
Yes:

Admin. &
FR-041
EOC Activations / Drills (NOT Funded by OES
2 years
Mag, Mfr, S/I After QC GC §34090
Police /
FEMA)
OD, Ppr & OD
Admin.

Fire /
Minimum 2
fen%; GC §34090 et
Mag, _Mfr Yes: Departmentpfek•
y
Admin.

FR-008
Film Permits
years
_pplic
S/l After QC seq.
_OD Ppr
I
& OD
Fire
Fire Incident RMS Database (Emergency
Indefinite -
Mag, M _fr Yes: Data is interrelated; (Arson is Permanent; other Admin.

FR-009
Reporting)
Minimum 5
Yes
S/I After QC Incident Reoorts are 5 ears
_QQ Ppr ....... GC §34090 et
years
& OD seq.

Fire
Mag, Mfr Yes.Department ip2Lcy P+efefefloe (rated every 10 Admin.

FR-010
ISO Insurance Ratings
15 years
S/I After QC _
_OD Ppr years); GC §34090
& OD
Fire
�10
When No
YeS�.

Mag, M - Considered a preliminary draft / copy (the Fire FR-01 1
Monthly Statistical Reports Run Statistics
Longer
_fr
S/l After QC
Admin.
_0Q Ppr database is the original); GC §34090 et seq.

Required
& OD
Copies -
Yes:

City Clerk
FR-012
Mutual Aid Agreements, Joint Power Authorities
When No
Mag, Mfrs S/I After QC Originals Maintained by City Clerk or County Longer
_0Q Ppr & OD Clerk of the Board Permanently; GC §34090.7 Required
I
Fire
Separation +
Mag, M _fr Yes:

Admin.

FR-013
Oath of Disaster Workers
5 years
_QQ Ppr S/I After QC GC §3105
&OD
Fire
Programs / Projects (e.g. Cadet, CPR Program,
minimum 2
Mag Yq-s�— Department pfeferenee; GC §34090 et
I Mfr
Admin.

FR-014
Fire Service Day, etc.)
year
S/l After QC _pglicy
_QQ Ppr — — seq.

I
LA
I & OD
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-3
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
SImaged &
=Scan
QQWI?.

If the record
is not listed here, refer to the Retention for CitV-Wide Standards Retentions be in when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normal) V performed bV file folder.

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

Copies -
Yes:

City Clerk
FR-015
Requests for Fire Incident Reports / Fire
When No
Mag, —Mfr S/l After QC GC §34090.7
Investigation Reports
Longer
_0Q Ppr & OD
Re uired
Fire
Mag, M _fr Yeses
Admin.

FR-016
Ride -A -Long Waivers
2 years
Ppr S/l After QC GC §34090
_OD
& OD
Fire
Mag, Mfr Ygs�-- Departmentpplic -fence; GC §34090 et
y pfek
Admin.

FR-017
Strike Team Reimbursement (OES / FEMIA)
10 years
_0Q Ppr S/l After QC seq.
& OD
Fire
Subpoenas (Personal Appearance - Fire
Mag, M _fr Yes:

Admin.

FR-018
Personnel)
2 years
_OD Ppr S/l After QC GC §34090
& OD
Indefinite -
Yes:

Fire
FR-019
Training Database / Log (Target Solutions
Minimum
Mag, M _fr §j _19&5 Data is interrelated: LC GC §34090 et S/l After QC _
Admin.

Vector Solutions)
Se aration +
QQ_ Ppr & OD seq.
1 5 years
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-4
Destroy
Image:

Office of
Paper
Total
Media I=Import
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
Imaged &
S=Scan
QQW1?.

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

FIRE 1 EMERGENCY MEDICAL SERVICES
Department policy to match accounts vable
Mag-mf—r, Payable
Fire EMS
FR-019.5
Ambulance Bill Hardship Waivers
5 years
OD, Ppr S/l After QC retention meets m,un.i.,,im; overnment auditing & OD standards); GC §34090,
Department Policy P+efefen-oe - required for 3--2-
Yes- j_
Fire EMS
FR-020
Controlled Substance Logs, Inventories
3 years
Yes
Mag, Mfr years aftef4nve-ntePt-of4rafl&a-cfiGn; 21 CFR
S/l After QC
Ambulance Inventory Logs
_OD Ppr
A OD §1304 04, 1310.04; 22 CCR 70263 and 7_1 231
FA §32003(e), B&P 4081; GC §34090
Indefinite -
Mag, _Mfr Yes: Data is interrelated;, Minors until 1 vear after Fire EMS
FR-021
Emergency Medical Database
Minimum 20
7T
Yes
:

S/l After QC a 18, but not less than 7 years; 10 years (see OD Ppr
years
& OD Patient Care ReDorts GC §34090
EMS Complaints / CQ1 (Continuous Quality
f
Mag, _Mfr Yes: Statute of Limitations for health providers is 3 Fire EMS
FR-022
Improvement) / Quality Assurance
3 years
_OD Ppr S/I After QC years; 13 CCR 1100.7, GC §34090, 60201 et & OD seq.

Yes:

Fire EMS
FR-023
HIPAA Policies / Procedures (Health Insurance
Superseded
Mag, Mfr, S/1 45 CFR 164.5300) After QC
24 Portability / Accountability Act)
+ 6 years
rs
OD, Ppr & OD 4- —
year
Department policy pnefeferree; Paramedic
Yes: Continuing Education is required for 4 years by
Paramedic Continuing Education Rosters
Se aration +
Mag, Mfr1 After QC DPH; 8 CCR §3204(d)(1) et seq., 8 CCR Fire EMS
FR-024
Certificates
5-4 years
OD, Ppr S / 1 & OD §3204(d)(1) et seq., 8 CCR §3203 et seq., 22 When- CCR 100395. 29 CFR 1627.3(b)(1)(ii), LC
fi+aGtive §6429(c); GC §§12946, 12960, 34090;_LC
in
I I I 1 §11-9 —8,5
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-5
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
SImaged &
=Scan
QQWI?.

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

Department Preference; adults required for 10
years for Medi-Cal patients, 7 years for non-
Medi-Cal adults; minors until 1 year after age of
majority, but not less than 10 years for Medi-
Patient Care Reports / PCRs / Paramedic
Cal_patients 7 years for non-Medi-Cal minors;
Release Forms (EMS transportation) / Consent
Yes: 10 years is recommended by AHIMA for
"healthcare
Fire EMS
FR-025
Form with Assignment of Benefits: ADULTS
2GIears-10
Yes
Ma g Mfr S/1 After QC providers"; Statute of Limitations for JUVENILES - Includes e-PCR Database
Years
OD_Ppr & OD 4- health providers is 3 years; CCP §340.5, H&S Electronic Patient Care Report Database
year §§1 797.98e 123145; 42 CFR 482.24(b);-9-GG-R-
9444, 22 CCR 97530.9fc)f3). 70751 (c) &
71551 (c); 22 CCR 70751 (c), 71551 (c),
73543(a), 74731 (a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub. 100-4,
Chapter 1, Section 110.3; GC §30490
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-6
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
SImaged &
=Scan
QQWI?.

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

FIRE DISPATCH
Fire
Recordings - Audio Recordings / Tapes -
Ambulance Service Record of Calls Records
Dispatch
FR-026
(CAD/RMS) Recordings of Telephone / Radio
3 years
Mag
are required for 3 years; 13 CCR 1100.7, GC
Communications Dispatch Tapes (CAD)
§34090
Department policy pfefefepee (consistent with
Police
FR-042
Recordings: Mobile Audio Video (MAV)
1 year
Mag
Lexipol Section 446.10. 1); Those segments of
Records
Recordings - that are NOT evidence
videos that are determined to be evidence are
retained as evidence; GC 34090.6 et seq.

FIRE I FIRE

MARSHAL / COMMUNITY

RISK REDUCTION
F4fe4-Fw--
mars,�
nawMag7--mfr--
Win. #roeRtrye,
GomrnuR4�-
FR-043
Gitatieffs4ALG��
Before-
S44 AfteF-Q4-' pee a-pm4ere
Po6-k-
yeafs
G—D-P-ff se�.
&09
P--duc-lfen
Fire / Fire
Marshal &
Life of the
Yes:

Mag, Mfr, qQFEQ_§§_j_8A.3.1 CBC 104.7 & 107.5,
Community
FR-046
Fire Approved Plans / Fire Sprinkler Plans
Structure or
I
OD, Ppr S/I After QC H&S§1 9850, GC §34090
Risk
Activity
& OD
Reduction
Fire / Fire
Fire Code Permits / Special Event Permits
Marshal &
Miscellaneous Permits / Inspections /
Minimum 5
Yes:

Yes:

Mag,
Community
FR-027
Explosives Permits (Christmas Tree Lot,
2--
years
Before
_Mfr
_0Q Ppr S/l After QC CFC §4-G" 104.7,1-104,7.6; GC §34090 Risk
Pumpkin Patch, Fireworks, Circus, Carnival,
Event
& OD
Reduction
Tents, Air Supported Structures, etc.)
Fire Inspections / Business Inspection Files
Life of the
Department ppjlcy pfefefepee; Required for the
Fire / Fire
Occupancy Inspections, Citations (Notice of
Structure or
I
Life of the Structure or Activity, or Minimum 5
Marshal &
Violations (Fire Sprinkler System, Fire Alarm
Activity, or
Mag, Mfr, Yes: years, whichever is longer for Approvals, Community
FR-028
—
System, Fire Extinguishing System, Tank
Minimum 51
S/I After QC
OD, Ppr Inspections, Fires, Modification / Alternative
Risk
System, Compressed Gas System, Hoods,
years,
& OD
Methods or Materials CFC §§ 1 8.4,3.11 04.7 -
Reduction
Suppression System, etc.)
Whichever is
104.7.4 404,6--W4,6-4;_goP�l 07.5
Lon er
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-7
Destroy
Image:

Office of
Paper
Total
Media I=Import
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
Imaged &
S=Scan
QQWI?.

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

Fire / Fire
Marshal &
Fire Investigations -Arson / Capital Crimes
Yes: Department olio pfefefenc-e (Capital Crimes
Mag, Mfr,
Community
FR-029
Only
P
S / 1 After QC have no statute of limitations); GC §34090 et ODPpr
,
Risk
& OD seq.

Reduction
Fire / Fire
When-Ne-
Marshal &
Fire Investigations -OTHER Than Arson
Mag Mfr Department alit -fen%; GC §34090 et
— y pfek
Community
FR-030
Capital Crimes
Req��
S/l After QC seq.
0Q, Ppr
Risk
Minimum 5
& OD
Reduction
years
Fire / Fire
Marshal &
Superseded
Mag, _Mfr Yes- DepartmentpDdicy pfefe�; GC §34090 et
Community
FR-032
Hazardous Materials Business Plans (HMBP)
+ 5 years
_QQ Ppr S/I After QC seq.

Risk
& OD
Reduction
Fire / Fire
Miscellaneous Permits (High -Pile Storage,
Marshal &
Gates / Doors / Fire Access, Hot Work /
Minimum 2
Yes:

Yes:

Mag,
Community
FR-044
Welding, Battery System, Emergency Radio
Before
_Mfr
S/l After QC CFC §40" 104.7; GC §34090
Risk
Coverage, Fire Flow Test, Fire Watch / Stand-
years
Event
_0Q Ppr
& OD
Reduction
by Service, High -Rise Inspection)
Fire / Fire
Wbeff-Ne-
Marshal &
Public Information / Education (when produced
Longer-
Requ#ed—
Mag Mfrs Yes Department_pglic
' y pfefefenGe; GC §34090 et
Community
FR-033
internally)
S/l After QC
Ppr seq.

Risk
Minimum 2
_0Q
& OD
Reduction
years
Fire / Fire
When-Ne-
Marshal &
Longef_
i
Department GC §34090 et
pfefefen-ee; Mag,
Community
FR-034
Weed Abatement / Vegetation Abatement
Requ#ed—
—Mfr
S/l After QC _ppLc _y
Risk
Minimum 2
_0Q Ppr
& OD
Reduction
years

FIRE / OPERATIONS

SUPPRESSION
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver 15.0 RECORDS RETENTION SCHEDULE: FIRE
k Reduction 0 s /Suppression)
Page FR-8
Image: Destroy
Office of
Total
Media I=Import Paper
Record
Retention No.

Records Description
Retention
I
Vital?
I
Options M=Mf after Comments / Reference
(OFR)
SImaged &
=Scan
QQWI?.

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

Department cy P+efe;en% to be in
Yes: _pg!L _
Fire Ops
FR-035
Apparatus, Equipment / Vehicle Records
Surplus + 2
—
Mag, _Mfr S/l After QC compliance with NFPA Standards for in-service Testing
years
_0Q Ppr & OD automotive fire apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC §34090
W4�en-Ne,-
LGRgef-
Mag, Mfr, Yes:

Fire Ops
FR-036
Daily Journals ("Red Books")
Requ*ed--
0Q, Ppr S/I After QC GC §34090
Minimum 2
& OD
years
Minimum 10
rnF2 1 0
Mag, _Mfr Yes' , DepartmentpDlic -e; GC §34090 et
y pfefefenc
Fire Ops
FR-037
Fire Sprinkler Flow / Pressure Tests
Ppr S/l After QC seq.
years
_QQ
& OD
Mag, _Mfr Yes:

Fire Ops
FR-038
Fire Training Center - Waivers of Liability
2 years
Ppr S/l After QC GC §34090
_OD
& OD
When
Yes:

Yes:

Mag, _Mfr
FireOps
FR-039
Pre -plan Sheets
Superseded
Before
S/l After QC Preliminary drafts; GC §34090 et seq.

Ppr
Event
I
_0Q
& OD
Vehicle Safety Checks Daily Vehicle
wben-Ne-
Longer-
Requ*ed—
Mag, Mft, Yes:

Lead Dept.

FR-040
Inspections / Daily Equipment Checks
0Q, Ppr S/l After QC 13 CCR 1234(c); GC §34090
Minimum 2
& OD
years
I
DOWNEY, CA. @1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Image:

Destroy
Total
Media
1=Import
Paper after
Record
Retention No.

Records Description
Retention
Vital?
Options
M=Mfr
Imaged &
Comments / Reference
(OFR)
S=Scan
C'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

HUMAN RESOURCES
Department olic P+efef n%; Instructions
state "Generally, keep copies of information
Human
HR-001
1095-C, 1094-C (Employer -Provided Healt]the
5 yearS
Mag, Mfr
� I
Yes: After
returns you filed with the IRS or have the
Resources
Insurance Offer / Coverage / Transmittal FoOD
Ppr
QC &e OD
ability to reconstruct the data for at least 3
years, from the due date of the returns" GC
§34090
Duration
EEOC / ADEA (Age) requires 1 year after
Human
HR-001
Benefit Plan Documents (CaIPERS, OpticaMag,
Contr
Mfr
S/1
Yes: After
benefit plan termination; 29 CFR

QC & CAD
Resources
Dental, etc.)
+ 2 yea
Ppr
1627.3(b)(1)(2); 29 USC 1027; GC
§§12946, 12960, 34090
Bureau of National Affairs recommends 2
Human
Classification / Reorganization Studies (for
Minimum 3
Mag, M
Yes: After
years for all supplementary Personnel
Resources
HR-002
employee classifications / department
years
OD Ppr
S / I
-

QC & OD
records; Wage rate tables are 1 or 2 years;
structures)
State requires 2 years; 29 CFR 516.6, 29
CFR 1602.14, GC §§12946, 12960, 34090
Bureau of National Affairs recommends 2
years for all supplementary Personnel
Human
HR-003
Compensation Surveys /Studies
Minimum 3
Mag, Mfr
S / II
Yes: After
records; Wage rate tables are 1 or 2 years;
Resources
years
Ppr
QC &e OD
State requires 2 years; 29 CFR 516.6(2),
29 CFR 1602.14, GC §§12946, 12960,
34090
Human
Completi
Yes: Until Mag, Mfr
Yes: After
Department olio pfefefene^; CCP §§ 337
Resources
HR-017
Contracts for Employee Investigations
+ 5 yeaSettlement
Ppr

SS / II
QC &OD
et seq.; GC §§ 911.2, 34090, 34090.6; PC
§832.5(b)
ease n4a s
tt nc + e
iDispositiol
_
n�
`"v `per nr
i r §Fnna 6i�t
All State and Federal laws require retention
Human
California Civil Rights DepartmentICRD) l
Final
Mag, Mfr
Yes: After
until final disposition of formal complaint;
Resources
HR-004
Department of Fair Employment /Housing
OD Ppr
S (I

QC & OD
State requires 2 years after "fully and finally
(DFEH / EEOC) Claims / Harassment Claims
3 years
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Image:

Destroy
Total
Media
1=Import
Paper after
Record
Retention No.

Records Description
Retention
Vital?
Options
M=Mfr
Imaged &
Comments / Reference
(OFR)
S=Scan
C'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periods
retention resumes after settlement or completion).

When
Human
HR-009
DMV Pull Notices (DOT Required)
Superseded,
Mag, M
S I
Yes: After
Department olic pfefe en%; GC §34090
Resources
or Upon
OD Ppr

QC & OD
et seq.

Separation
Department policy preference; D.O.T.

Requires 5 years for positive tests, 1 year
for negative tests; EEOC/FLSA/ADEA
Human
HR-005
Drug / Alcohol Test Results (All - Positives /
5 years
Mag, Mfr
S / I
Yes: After
(Age) requires 3 years physical
Resources
Negatives)
OD Ppr

QC & OD
examinations; State Law requires 2 years;
29 CFR 1627.3(b)(1), GC §§12946, 12960,
34090; 49 CFR 655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR 653.71
Department olic eferenee; statute of
limitations for retirement benefits is 6 years
from last action; EEOC/FLSA/ADEA (Age)
Human
HR-018
Employee Investigations
Separation +
Mag, Mfr
S I II
Yes: After
requires 3 years for promotion, demotion,
Resources
6 years
Ppr

QC & OD
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 29 USC 1113; LC §1198.5
Minimum
Department pgLicy pFefefene ; CCP §§ 337
Human
HR-019
Employee Litigation Files / Lawsuits / Court
Final
Yes: Until Mag, M_ fr
S I II
Yes: After
et seq.; GC §§ 911.2, 34090, 34090.6; PC
Resources
Case Files
Resolution +
Settlement OD Ppr

QC & OD
§832.5(b)
5ears
Required for 1 year from termination or 3
years from hiring, whichever is later; EEOC
Human
Separation +
Mag, Mfr,
Yes: After
/ FLSA / ADEA (Age) requires 3 years for
,any
Resources
HR-007
I-9s
3 years
OD, Ppr
S / II

QC & OD
other forms of employment inquiry";
State Law requires 2 -3 years; 8 CFR
274a.2; 29 CFR 1627.3(b)(1); GC §§12946,
12960, 34090
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Image:

Destroy
Record
Retention No.

Records Description
Total
Vital? Media
1=Import
Paper after
Comments / Reference
(OFR)
Retention
Options
M=Mfr
Imaged &
S=Scan
C'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periods
retention resumes after settlement or completion).

Department alit P-ref ,epee; statute of
Minimum
Yes: After
limitations for EEOC/FLSA/ADEA (Age)
Human
Resources
HR-008
Job Descriptions /Classification Specifications
Superseded
, MagMfr,
Ppr
S / I
O� & OD 4-
requires 3 years for promotion, demotion,
Law
-
years
OD,
transfer, selection, or discharge; State
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090
Labor Relations Files
Human
HR-009
(Negotiation Notes, Correspondence,
10 years
Mag, Mfr
S / I
Yes: After
Department alic f e mac; GC §34090
Resources
Interpretation of MOU Provisions,
QQ Ppr

QC & OD
et seq.

Documentation, etc.)
Personnel Files -Employee File
Department palic�� z fere-,-c- ; statute of
limitations for retirement benefits is 6 years
Includes Application, Background Files,
from last action; EEOC/FLSA/ADEA (Age)
Human
Evaluations, Policies, Oaths of Office, PSRs
Separation +
Mfr
Mages:

YAfter
requires 3 years for promotion, demotion,
Resources
HR-011
(Personnel Status Reports), Harassment
6 years
Ppr
S 1 I,

QC & OD
transfer, selection, or discharge; State Law
Prevention Training Certificates, trainin
requires 4 2 -3 years; 29 CFR 1602.31 &
certificates etc.
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090, 53237.2(b); 29 USC 1113; LC
1198.5
Department pDlicy P+efefe-nc--'statute of
limitations for retirement benefits is 6 years
from last action; EEOC/FLSA/ADEA (Age)
Human
Personnel Files - Grievance Files /
Separation +
Mag, M_ fr,
Yes: After
requires 3 years for promotion, demotion,
Resources
HR-011
Investigation Files
6 years
Off Ppr
S f I

OC & OD
transfer, selection, or discharge; State Law
requires 4 3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090, 53237.2(b); 29 USC 1113; LC
§119&5
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Image:

Destroy
Total
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periods
retention resumes after settlement or completion).

Separation +
¢n ease
Department olic p;i,�,-,-��,�,, Files
30 years or
maintained separately; Claims can be
Personnel Files - Medical File (all employees)
Termination
Yes: After
made for 30 years for toxic substance
Human
HR-012
of Benefits,
Yes: Until Mag, Mfr,
S / I

QC & OD
exposure; 8 CCR §3204(d)(1) et seq., 8
Resources
Pre -employment Medical Clearances, ADA
Whichever is
Separation OD, Ppr
ar
CCR 5144; 8 CCR 15400.2; 29 CFR
Accommodations, Respirator Fit Tests, etc.

Longer, or
1910.1020(d)(1)(i), GC §§12946, 12960,
Death of
34090; LC §1198.5
Employee
Recruitment / Testing File
(Includes Advertisements, Applications for
Hiring
EEOC / FLSA / ADEA (Age) requires 1-3
Human
HR-013
Unsuccessful Candidates, Interview Notes, Job
Decision + 4
Mag, M
S l I
Yes: After
years; State Law requires 4 2 - 3 years; 29
Resources
Brochures, Test Data, Testing Analysis /
years
OD Ppr

QC & OD
CFR 1627.3(b)(1), 29 CFR 1602.14;. 2
statistical Metric, Job Analysis, Rating Sheets,
CCR 11013(c); GC §§12946, 12960, 34090
Scantrons, etc.)
Department policy preference; Per NeoGov
Human
HR-020
Recruitment Database (NeoGov)
5 ears
y
Mag, Mfr
S I I
Yes: After
Policy; 29 CFR 1627.3(b)(1), 29 CFR
Resources
Ppr
_
QC &e OD
1602.14; 2 CCR 11013(c); GC §§12946,
12960, 34090
Human
Studies / Surveys Conducted on Behalf of the
When No
Mag, M
Yes: After
Preliminary drafts not retained in the
Resources
HR-014
City (Sick Leave, Attrition, Benefits, etc.)
Lon ger
OD Ppr
S I
ordinary course of business; GC §34090

QC & OD
Required
When No
Not an A ency record / Content does NOT
Human
HR-014,5
Verifications o�Em tomeat Child Su ort etc.
n
Loer
Mag, _Mfr,_
S / I
Yes: After
relate in a substantive wa to the canduct
Resources
Required
OD P
Ppr

QC & OD
of the public's business; GC §34090 et seg
Human
Workers Compensation Claim Runs / Monthly
Mag, Mfr
Yes: After
Department olio^�^^ (meets
Resources
HR-015
Reports
5 years
Ppr
S f I

QC & OD
municipal government auditing standards);
GC §34090
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Image:

Destroy
Total
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periods
retention resumes after settlement or completion).
n +
¢nrnhnn
Department olic p;i,�,-,-��,�,, Files
years or
maintained separately; Claims can be
Workers Compensation Claims / Long Term
ion
Yes: After
made for 30 years for toxic substance
Human
HR-016
Disability Claims (Includes all Accident,
its,
Yes: Until Mag, Mfr,
S / I

QC & OD
exposure; 8 CCR 5144, 8 CCR 15400.2; 8
Resources
Incident, / Injury Reports from Employees)
er is
Separation OD, Ppr
CCR §3204(d)(1) et seq., 29 CFR
or
R
1910.1020(d)(1)(i), GC §§12946, 12960,
of
34090
eeWork
lace Violence — Hazard identificationHuman
Mag, Mfr,
Yes: AfterHR-016.5
Resources
evaluation, correction, incident lags,
investi ations etc.
s
OD P r
S l I

QC & OD
LC §6401.9ff}, GC 34090
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

Ver. 11.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Image:

Destroy
Total
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

INFORMATION TECHNOLOGY'
!year
Used for Disaster Recovery Purposes Only;
Information
Backups / Computer Backus ALL Disaster
,n-Ne-
Considered a copy and can be destroyed
Technology
IT-001
Recovery Computer Backups, including
Longer-
Yes Mag.
when no longer required; tapes are in
Microsoft 365)
autochangers and are overwritten; GC
W
dl-
§34090 et seq.

Information
When No
inlr4n r, 8^_C' �`2Ali QP'1 n+ c.

Preliminary documents not retained in the
Technology
IT-003
Network Configuration Maps / Plans
Longer
Yes Mag.
ordinary course of business; GC §34090 et
Required
seq.

UNALTERABLE MEDIA/ IMMUTABLE MEDI
Cloud Immutable Backu /WORM /
��-
For legal compliance for Trustworthy
��` "�'" ^^° Q /other unalterable media
Follows
Electronic Records (when the electronic
Information
IT-004
that does not permit additions, deletions, /
Retention of
OD
record serves as the official record); ); must
"safe
Technology
changes
Official
be stored in a and se0arate location";
Electronic
GC 60200, 12168.7, EVC 1550, 2 CCR

FULL BACKUPS, PERFORMED MONTHLY
22620 et seq..

Record
DOWNEY, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 11 /10/2022

ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY
Page LIB-1
Destroy
Image:

Office of
Total
Paper
Media 1
Record
Retention No.

Records Description
Retention
Vital?
M=Mfrt after Comments / Reference
Options MMf r
(OFR)
Imaged &
S=Scan
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

LIBRARY
Mag, Mfr Yes:

Library
LIB-001
Complaints / Compliments
2 years
Ppr S / I After QC GC §34090
& OD
When
Yes:

Mag' M
Library
LIB-002
Emergency Contact List (Employees)
Superseded
Yes
S / I After QC Preliminary Drafts; GC §34090
OD Ppr
& OD
When No
Yes:

Mag, Mfr,
Library
LIB-003
Flyers for Library Programs
Longer
S ! I After QC Preliminary Drafts; GC §34090
(D, Ppr
Required -
& OD�
Grants: CLLS (California Library Literacy
Services); LSCA (Library Services /
Construction), LSTA (Library Services /
Technology), SLRC (State Literacy Resource
Final
Yes: Per California State Library Records
Library
LIB-004
Centers), CLSA (California Library Services
Expenditure
Mag, Mfr S / I After QC Management Program Requirements (April 27, Act) / PLF (Public Library Foundation) ONLY.
+ 5 years_QQ
Ppr & OD 1998); GC §34090
For all others, follow City-wide Schedule.
(SUCCESSFUL Reports, / Financial
Information) Send copy of application / award
to Finance
Library Advisory Board
r-
Yes:

Library
LIB-005
R „,,,ped
Mag, Mfrs S / I After QC Brown Act challenges must be filed within 30 or Minimum`2!

AGENDA PACKETS / AGENDAS
OD Ppr & OD 90 days of action; GC §§34090, 54960.1(c)(1) ears
Library Advisory Board
Yes:

Mag, Mfr,
Library
LIB-006
P
Yes
S / 1 After QC GC §34090
OD, Ppr

MINUTES
& OD No I
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/10/2022

Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY
Page LIB-2
Destroy
Image:

Office of
Total
Paper
Media 1
Record
Retention No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

Yes:

When No
After QC (the database is
Mag, Mfr, Department oiic p efefe
Library
LIB-007
Library Card Applications
Longer;
OD, Ppr S � I �` �D the original record), GC §34090
Required
tnaGtwe
Indefinite -
Yes:

Mag, Mfr,_
Library
LIB-008
Library Systems: ILS Database
Minimum 2
S / I After QC Data is interrelated; GC §34090
QQ Ppr
ears
& OD�
Library Volunteer Log of Hours / Unpaid Intern
When No
Yes:

Ma Mfr, Preliminary Drafts not retained in the ordinary Library
LIB-009
Log of Hours
Longer;
OD, Ppr SS%II After QC course of business; GC §4090
Required
& OD
Department poLicy p efefenee (Courts treat
Inactive /
Yes: volunteers as employees); EEOC/FLSA/ADEA
Library
LIB-010
Library Volunteers / Tutors / Unpaid Intern
Separation +
Ma , f�fr, S / I After QC (Age) requires 3 years for promotion, demotion, Applications / Agreements - Successful
3 years
0Q, Ppr & OD transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12960,
34090
Library Volunteer / Tutors / Unpaid Intern
When No
Yes:

Ma , Mfr, Preliminary Drafts not retained in the ordinary Library
LIB-011
Applications / Agreements - Unsuccessful /
Longer
S / I After QC
®D, Ppr course of business; GC §4090
Waiting
Re uired -,
& OD
Library
LIB-012
Problem Patron File / Incident Reports
Longer-
Mag, Mfr, YesDepartment clic pin c; ^; GC §34090 et
S / I After QC
—
Minimum 2
ODp Ppr seq.
& OD
ears
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11/10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-1 Image:

Destroy
Office of
Total
Media
1=Import
Paper
Record
Retention No.

Records Description
Vital?
after
Comments / Reference
(OFR)
Retention
Options
M=Mfr
Imaged &
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 (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

PARKS AND RECREATION
Parks &
Indefinite -
_
Mag, Mfr
Yes: After
Pr f nn
Department alic r renua ;data is
Recreation
P&R-001
Registration Database (Active Net)
Minimum 2
OD Ppr
S % I
interrelated; GC §34090

QC & OD
ears
rr
Activity / Special Programs / Special Event /
Parks &
P&R-002
Trips
Required—
Mag, Mfrs
S / I
Yes: After
Department alit p ; mac; GC §34090 et
Recreation
Children's Programs, Cultural Arts, Sports,
Minimum 2
OC} Ppr

QC & OD
seq.

Seniors, Filming, Theatre Programs etc.
ears
Parks &
P&R-030
After School Program / ASPIRE Student
5 years
Mag, Mfr
S % I
Yes: After
Education Code 8482.3(g)(1)(F) and (2)
Recreation
Records
Ppr

OC & OD
Cemetery District / Cemetery Board
Parks &
P&R-003
Minimum 2
Mag, M__fr,
S I
Yes: After
fnr� ; GC §34090 et
Department alit p;;,,,.,�;.,

OC & OD
Recreation

AGENDAS, AGENDA PACKETS
years
OD Ppr
seq.

Cemetery District / Cemetery Board
Yes: After
Parks &
P&R-004
P
Yes Mag, Mfr,
S / I

QC & OD
GC §34090
Recreation

MINUTES / BYLAWS
OD, PprNe
Complies with City Standards; , d-
Yes: After
; Statute of
Cemetery Internment Administration Records
Yes:

QC & OD
Limitations: Contracts & Spec's=4 years,
Parks &
P&R-005
(Administration, death certificates, event
Completion +
Mag, Mfr,
Before
S/I
Wrongful Death=comp. + 5 years,
Recreation
scheduling, etc.)
5 years
Completion OD, Ppr
Completic,
Developers=comp. + 10 years; Statewide -
termination + 5 years;
P+o*-A
Errors and Omissions does not apply; CCP
§§337. 337.1(a), 337.15, GC §34090
Parks &
Cemetery Internment Records (Plot location,
Mag, Mfr,
Yes: After
Nospecific time period mentioned in law; HS
Recreation
P&R-006
date of receipt / internment, etc.)
P
OD, Ppr
S / I

QC & OD
§§8330, 8331
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-2 Image:

Destroy
Office of
Total
Media
1=Import
Paper
Record
Retention No.

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

Parks &
Mag, Mfr,
Yes: After
No specific time period mentioned in law; HS
Recreation
P&R-007
Cemetery Plot Ownership Records
P
OD, Ppr
S / I

QC & OD
§§8330, 8331
Parks &
Mag, Mfr,
Yes: After
No specific time period mentioned in law; HS
Recreation
p&R-008
Cemetery PlotsPlans
,
P
OD, Ppr
S / I

QC & OD
§§8330, 8331
Parks &
P&R-031
Class Instructors, Performers, Coaches,
Completion +
Mag, Mfr
� � I
Yes: After
Department alic fe a prc ; GC §34090 et
Recreation
Entertainer Agreements / Contracts
2 years
OD Ppr

QC & OD
seq.

Parks &
When No
Mag, Mfr,
Yes: After
Department olrc pfc fefen%; Preliminary
Recreation
P&R-009
Evaluations/Surveys (Program Evaluations)
Longer
OD Ppr
S / I

QC & OD
drafts not retained in the ordinary course of
Required
business; GC §34090 et seq.

Parks &
P&R-010
Facility Use Permits / Field Use Permits
Expiration +
I
Yes: Mag, _Mfr
Before
S / I
Yes: After
GC §34090
Recreation
2,years
Ppr
Event
I

QC & OD
Parks &
P&R-011
First Aid Reports / Minor Incident Reports
2 years
Mag, —Mfr
S / I
Yes: _After
GC §34090
Recreation
Ppr
_ODParks

QC & OD
&
Golf Course Concessionaires Contract
Completion +
Mag,
yes: After
Department pplicy preference (covers Statute
Recreation
P&R-012
Management
5 years
_Mfr
Ppr

SS / II

QC & OD
of Limitations); CCP §337 et. seq., GC
§34090
Parks &
Golf Course Reimbursements for Broken
Mag, Mfr
Yes: After
Department olic P;c o, e (meets
Recreation
P&R-013
Windshields, etc.
5 years
Ppr
S / I

QC & OD
municipal government auditing standards);
GC §34090
Parks &
Mag, Mfr
Yes: After
Department olio ; 29 CFR
Recreation
P&R-014
Lifeguard Certifications
Separation
Ppr
S / I

QC & OD
1602.31 & 1627.3(b)(1), GC §§ 3105, 12946,
12960 34090; 29 USC 1113
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-3 Image:

Destroy
Office of
Total
Media
1=Import
Paper
Record
Retention No.

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

Transport.

P&R-015
Master Plans: Parks Master Plans, etc.

P
Mag, Mfr,
S / I
Yes: After
Department olic p efc -e; GC §34090 et
OD, Ppr

QC & OD
seq.

Parks &
P&R-016
Park History Files
P
Mag, Mfr
S / II
Yes: After
Department alic p c , GC §34090 et
Recreation
OD Ppr

QC & OD
seq.

Parks &
Participant Files: Licensed Day Care (Kid
End of
Mag, Mfr
Yes: After
Meets State Licensing requirements; May
Recreation
P&R-032
Smart)
Participation
OC} Ppr
S / I

QC & OD
have grant funding; GC §34090
+ 5 ears
Parks &
Recreation / Community Services
Minimum 2 '
Mag, Mfr
Yes: After
Department elic p cfete • GC §34090 et
Recreation
P&R-017
Commission
years
_OD Ppr
S� I

QC & OD
seq.

AGENDAS, AGENDA PACKETS.

Recreation / Community Services
Yes: After
Parks &
P&R-018
Commission
P
Mag, Mfr,
Yes
S / I
GC §34090

QC & OD
Recreation
MINUTES / BYLAWSNo
OD, Ppr
Registration Forms / Reservation Forms /
Classes / Application Forms / Fee / Charge /
Parks &
P&R-019
Liability Forms / Release of Liability Forms /
2 years
Mag, Mfr,
S ! I
Yes: After
GC §34090
Recreation
Permissions / etc.: Camps, Field Trips,
OD, Ppr

QC & OD
Authorization to give Medicine, Photo
Releases, etc.

Parks &
P&R-020
Season Brochures /Recreation Brochures
Minimum 2
Mag, Mfr
S I
Yes: After
Department icy pfefefe-Ree; GC §34090 et
Recreation
years
Ppr

QC & OD
seq.

Parks &
Yes: After
Per Federal Transit Administration and LA
Recreation
P&R-020.1
Transit AD Com laints
5 ears
Mag, P r
S / I

QC & OD
Metro subreci lent agreement. Section

12.7.3 - Record Keeping- GC § 34090
Transport.

P&R-021
Transportation Applications for Service (Dial-
inactive + 2
Mag, Mfr
S I
Yes: After
GC § 34090
a -Ride, etc.)
years
Ppr

QC & OD
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-4 Image:

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Office of
Total
Media
1=Import
Paper
Record
Retention No.

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

Transport.

P&R-022
Transportation Dispatch System /Dial -a -Ride
Indefinite _
Minimum 5
Mag, M_ fry_

SS / II
Yes: After
; GC 34090 et
Department olio p;=�fe�e^., §
Database
OD Ppr

QC & OD
seq.
ears
Transport.

P&R-023
Transportation Schedules
When No
Longer
Mag, Mfrs
S ! I
Yes: After
Department alic p,=c-; GC §34090 et
Required
_OD Ppr

QC & OD
seq.

Department ppLicy pa re (Courts treat
Volunteer / Unpaid Intern Applications /
volunteers as employees);
Parks &
P&R-024
Agreements - Unsuccessful / Pending
3 years
Ma , Mfr,
S / I
Yes: After
EEOC/FLSA/ADEA (Age) requires 3 years for
Recreation
Applicants
OD, Ppr

QC & OD
promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12960, 34090
Department pplic p cry- (Courts treat
Volunteer / Unpaid Intern Applications /
Inactive /
Yes: After
volunteers as employees);
Parks &
P&R-025
Agreements (includes emergency contact
Separation +;
, MagMfr,
S % I

QC & OD
EEOC/FLSA/ADEA (Age) requires 3 years for
Recreation
information) - Successful Applicants
3 years
OD, Ppr
ar
promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12960, 34090
Parks &
P&R-026
Waivers of Liability
2 years
Mag, Mfr
S ! I
Yes: After
GC §34090
Recreation
_OD Ppr

QC & OD
Parks &
P&R-027
Youth Commission Applications
2 years
Mag, Mfr
S / I
Yes: Affier
GC §34090
Recreation
Ppr
_ODParks

QC & OD
&
P&R-028
Youth Commission
Minimum 2
Mag, Mfr
S / I
Yes: After
Department olio pfefefe wee,; GC §34090 et
Recreation

AGENDAS, AGENDA PACKETS
years
Ppr

QC & OD
seq.

Parks &
Youth Commission
Mag, Mfr,
Yes: After
Recreation
P&R-029

MINUTES / BYLAWS
P
Yes OD, Ppr
S / 1

QC & OD
GC §34090
No
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
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Office of
Image:

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Total ±
Media
1=Import
Paper after
Record
Retention No.

Records Description
Retention
Vital?
Options
M=Mfr
Comments / Reference
Imaged &
(OFR)
S=Scan
C'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

POLICE / CHIEF
/ ADMINISTRATION
Police /
Carry Concealed Weapon Permits (CCW
Expiration +`
Mag, Mfrs
Yes: After Department olio e n; GC §34090 et
Chief
PD-001
permits) - APPROVED
2 years
OD Ppr
S l lI
_p
QC & OD seq.
.

Admin.

Police /
Carry Concealed Weapon Permits (CCW
Mag, Mfr
Yes: After Department alic of ,a;c; GC §34090 et
Chief /
PD-002
permits) - DENIED
2 years
Ppr
S / I
QC & OD seq.

Admin.

Fire /
When
Admin. &
PD-003
DMV Pull Notices (Police Personnel)
Superseded,
Mag, Mfr
S / 1
Yes: After Department ap 1'sc�� z f ;^nL� ; GC §34090 et Police /
or Upon
Ppr
QC & OD seq.

Admin.

Separation
Fire /
Admin. &
PD-004
EOC Activations /Drills
10 years
Mag, Mfr,
S / I
Yes: After Department alic �; f ;^;Lx; GC §34090 et
Police /
OD, Ppr
QC & OD seq.

Admin.

Police /
Mag, Mfr
Yes: After
Chief /
PD-005
False Alarm Reports
2 years
OD
S / I
QC & OD GC §34090 et seq.

Admin.
_Ppr
Police /
Mag, _Mfr
Yes. After
'&
Chief (
PD-006
Neighborhood Watch
2 years
OD Ppr
S / I
QC OD GC §34090 et seq.

Admin.

Police /
Mag, Mfr
Yes: After
Chief /
PD-081
Officer -Involved Traffic Collisions
2 years
OD Ppr
S / I
QC & OD GC §34090
Admin.

ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-2
Office of
Image:

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Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

Department olic refer�; Meets
auditing standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.; FTB
Police /
keeps 3 years; Most Employees provide
Chief
PD-082
Payroll Time Sheets, Payroll Reports, Overtime
5 years
Mag, Mfr,
S / I
Yes: After digital signatures when they submit their
Admin..

Slips / Billing - Police Only
OD, Ppr
QC & OD timecards, but some in Public Works and
Community Services do not (another
employee enters their time); IRS Reg
§31.6001-1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5; GC §34090
Send to
Police /
Personnel Files -Police Department
Human
Before Mag, Mfr,
Department policy preference; 29 CFR
Yes: After
Chief /
PD-083
Em ployees (Performance Evaluations
Resources
Separation _OD Ppr
S / I
1602.31 & 1627.3(b)(1), GC §§ 3105, 12946,

QC & OD
Admin.

Upon
12960, 34090; 29 USC 1113
Separation
Police /
Mag, Mfr,
Department olio prefefene^; 29 CFR
Yes: After
Chief /
PD-084
POST Training
5 years
OD, Ppr
S / I
1602.31 & 1627.3(b)(1), GC §§ 3105, 12946,

QC & OD
Admin.
12960, 34090
Police /
Mag, _Mfr
Yes: After
'&
Chief /
PD-085
Press Releases (Police)
2 years
OD Ppr
S / I
QC OD GC §34090
Admin.

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
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Office of
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Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

POLICE / CAD / DISPATCH
Department olic ;e(consortium
Police /
Recordings - Audio Recordings / Tapes -
Minimum
standard);
Commun.

PD-007
CAD/RMS RecordingsTelephone
( ) of p hone / Radio
180 days
Ma g
le mandated for 100 days); ma
days -( legally y (may
Communications Dispatch Tapes (CAD)
be discoverable or made public in some
circumstances), GC §§34090, 34090.6

POLICE / DETECTIVE
BUREAU
Police /
Automated License Plate Reader Data / ALPR
When No
Recordin s that became evidence are stared
Detectives
PD-007.5
Recordings
Lon er
Required
Ma
with evidence Does not record re ular and
onqoino operations; GC §34090.6 et seq;
Police /
When No
Recordings that become evidence are stored
Lon er
Re uired
Detectives
PD-007.7
Drone Unmanned Aerial Vehicle} Recordings
Ma
with evidence; Does not record regular and
on ain aerations GC 34090.E et se
Informant information; Does not contain
Police /
PD-008
Informant Files
Minimum 5
Mag, Mfr
S I
Yes: After criminal intelligence information concerning Detectives
years'
Ppr
QC & OD individuals; Department preference GC
§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
Police !
No Longer
Mag, Mfr,
Yes: After the information is relevant to that criminal Detectives
PD-009
Intelligence Files (Criminal Intelligence Files)
than 5 years
OD, Ppr
S / I
conduct or activity.

QC & OD
Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained
longer than 5 years; 28 CFR 23.20(h); GC
§34090
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-4
Image:

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Office of
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

Police /
Transfer to
Mag, Mfr
Yes: After Final reports and records are transferred to Detectives
PD-010
Investigation Files / Arrest Files
:Records
Ppr
S i I
—
the case file stored in Records; GC §34090

OC & OD
et seq.

Police /
PD-011
Narcotics Buy Fund Logs
2 years
Mag, Mfr _
S / I
Yes:. After
GC §34090 et seq.

Detectives
OD Ppr

QC & OD
Department pDligy Prefefenee to provide
information to other agencies; Non -records
Police /
PD-012
Pawn Slips
2 years
Mag, Mfr
S / I
Yes: After
used for investigations; Originals entered into
Detectives
_OD Ppr
QC & OD the State Automated Property System; most
agencies retain for 2 years; GC §34090
Department olio pfe of r ^.; Pursuant to
Police !
P,
Mfr, Mag
, ,
Yes: After PC §457.1 et seq.; required to register for
PD-013
Registrants: Arson - Adults
or Death of
S/M/I
QC & OD 5- life; If released from DOJJ records are
Detectives
Registrant'
P
OD, pr
destroyed after age 25 or sealing pursuant to
W&I §781; GC §34090.7
Arson Registrations: Juveniles released from
Age 25 or
Pursuant to PC §457.1 et seq.; If released
Police /
PD-014
Division of Juvenile Justice
Sealing Date
MagMfr,
, ,
S/M/I
Yes: After from DOJJ , records are destroyed after
Detectives
OD, Ppr
QC & OD age 25 or sealing pursuant to W&I §781; GC
AuthORty
+ 5 years
§34090.7
Police /
PD-014.5
Re istrants: Gan Adults
Minimum 5'
Ma Mfr
S I
Yes: After De artment olio re istration ursuant to
ears
QC & OD PC 186.3 a ); GC34090
Detectives
OD Ppr
Police /
Seafin Date
Ma Mfr
Yes: After Dartmente o€ie uant to re istration urs
Detectives
PD-014.6
Re istrants: Gan Juveniles
OD Ppr
S / 1
PC 186.3 a})� Records are destroyed

QC & OD
5 ears
pursuant to W&I 781;GG §34090
Registrants: Gang Adults- Shared Gang
Ma Mfr.

Yes: After Department Polic�r (readistration pursuant to Police
PD-039.5
Databases i CalGan / Written Attestations
OD Ppr
S f I
QC & OD PC 186.30 a -11 CCR 773.8 GC 34090
9:eA
Department Polic re istration ursuant to
Registrants: Gang Juveniles- Shared Gang
Mag, Mfr,
Yes: After PC 186.30(a�); Records are destrcedPolice
PD-039.6
Databases ( CalGang ( Written Attestations
OD P r
S / I
QC & OD pursuant to W&I 781- 11 CCR 774- PC
186.30; GC §34090 et sect
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-5
Office of
Image:

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Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion). tint n+'Q��ff
�A
tM#c �i—
-------s
D + + e, �„ �r�+a
v cn-n�r'r rcy-r rc. rc..ru-wicU� rc�cvscrcnri�irr
-fir �:s� +crcce:-�
1�
fi h4590 - 1-��
Department olic Mere-R ^;After2021,
Police !
P, or Death
Mag, Mfr,
Yes: After Offenders can petition Court for removal 10
Detectives
PD-016
Registrants: Sex Offenders - Adults
of Registrant
OD, Ppr
S/M/I
QC & OD or 20 years after offense, provided there are
no subsequent offenses; Pursuant to PC
§290 et seq.

P
Department alit Pr^fefen ,;After2021,
Police !
or Sealing
Mag, Mfr,
Offenders can petition Court for removal 10
Yes: After
Detectives
PD-017
Registrants: Sex Offenders - Juveniles
Date + 5
ODP
, pr
S/M/I
or 20 years after offense, provided there are

QC & OD
years (or
no subsequent offense; Pursuant to PC §290
Court Order)
et seq.; W&I §781(d)
Police !
PD-018
Regulatory Permits / Backgrounds (Solicitors,
Expiration +
Mag, M
S I II
Yes: After Department afic pfefe e sac; GC §34090 et
Detectives
Massage, Taxi, etc.
2 ears
OD Ppr
QC & OD seq.

Police !
PD-019
Subpoenas (Personal Appearance - Police
2 years
Mag, M
S 1 I
Yes: After
GC §34090
Detectives
Personnel
OD P r

QC & OD
POLICE
I JAIL
Police /Jail
PD-020
Jail In -Custody Rosters
2 years
Mag, Mfr
S f I
Yes: After GC §34090
OD Ppr
___

QC & OD
Police / Jail
PD-021
Recordings - Jail Video Recordings (Jail
1 year
Mag
GC §34090.6(a)
surveillance, security)
Logs / Inspections: Activity, Custody Logs /
Lists, Daily Counts, Daily Food Services,
Freezer Temperature Forms, Goof Inspection,
Police /Jail
PD-022
Kitchen Utensil Inventory, Handcuff Log, Tool
2 years
Mag, M
S I I
Yes: After
GC §34090
Log, Jail incident Lob, Drain Flush Log, Jail Key
Off Ppr

QC & OD
Log, Shift Change Checklist, Duress Alarm Log,
Safety / Sobering Cell Logs, Secure Juvenile
Logs, Security Checks, Visitor Logs
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-6
Office of
Image:

Destroy
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

Police /Jail
PD-023
Medical Screen Forms, Sheets
2 years
Mag, Mfr
S t I
Yes: After GC §34090
_QQ Ppr
i�C & OD
Police !Jail
PD-024
Monthly Counts, Official Counts
2 years
Mag, Mfr
S l I
Yes: After GC §34090
_QQ Ppr

OC & OD
Police !Jail
PD-025
Outside Agencies Pre -booking Forms
2 years
Mag, Mfr
S l I
Yes: After GC §34090
_QQ Ppr

OC & OD
Police !Jail
PD-026
PREA (Prison Rape Elimination Act) Report
2 years
Mag, Mfr
S l I
Yes: After GC §34090
_QQ Ppr

OC K OD
Police !Jail
PD-027
Property Sheets
2 years
Mag, Mfr
S l I
Yes: After GC §34090
_QQ Ppr

OC & OD
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-7
Office of
Image:

Destroy
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

POLICE

I PATROL
Police /
Canine (Police Service Dogs) Program Files /
Separation +
Mag, Mfr
Yes: After 3 years is required for animal care !
Patrol
PD-028
Training Files: Animal Files
; 3 years
OD Ppr

SS / II
QC & OD treatment records; FA §32003(e), PC
§597.1(d); GC §34090 et seq.

Police!
PD-029
Canine (Police Service Dogs) Program Files:
5 years
Mag, Mfr
S / I
Yes: After Department alic �faf ,c; -e; GC §34090 et
Patrol
Action Reports, Monthly Reports
Ppr
QC & OD seq.

Police !
PD-030
Citations -Parking /Moving
`2 years
Mag, Mfr
S l I
Yes: After
GC §34090
Records
Ppr

QC & OD
Police !
Mag, Mfr
Yes: After Department olic pfc f renee; Preliminary
Patrol
PD-031
Officer Daily Logs
2 years

SS / II
QC & OD drafts not retained in the ordinary course of
_
business; GC §34090 et seq.

Police /
PD-032
PAS Device Calibration Logs
5 years
Mag, _Mfr
� � I
Yes: After Department olic p-refefe-R ; GC §34090 et
Patrol
OD Ppr
QC & OD seq.

Police /
PD-033
Ride -A -Long Waivers
2 years
Mag, _Mfr
S / II
Yes: After Department alic ^ff^fc ; GC §34090 et
Patrol
OD Ppr
QC & OD seq.

Preliminary drafts not made or retained for
Police /
Minimum 2
Mag, Mfr,
Yes: After the purpose of preserving the informational
Patrol
PD-034
Special Events / Ops Plan
years
OD, Ppr
S / I
QC & OD content for future reference; GC §34090, GC
§ . 2- 7920,530; 64 Ops. Cal. Atty. Gen.
317 (1981))
Police /
PD-035
Traffic Control: Radar Calibration Records
2 years
,, MagMfr
S / I
Yes: After
GC §34090 et seq.

Patrol
OD Ppr

QC & OD
Police /
Mag, _Mfr
Yes: After Department alit pr ;:-fenec ; Preliminary
Patrol
PD-036
Vacation House Checks / Extra Patrol requests
2 yearsS
OD P r
/ I
QC & OD drafts not retained in the ordinary course of
business; GC §34090 et seq.

Police /
Mag, Mfr
Department olio pfef^rc-,=e ; Preliminary
Yes: After
Patrol
PD-037
Watch Commander Logs
2 years
OD P r
S / I
QC & OD drafts not retained in the ordinary course of
business; GC §34090 et seq.

POLICE

C PROFESSIONAL STANDARDS UNIT
Police /
Department Policies / Procedures / Operation
Minimum 5
Mag, Mfr,
Yes: After Department lic p,=<f,z,-nr�,�cc, ^ ; GC §34090 et a
PSU
PD-038
Directives / General Orders / Lexipol
OD, Ppr
S / I
QC & OD seq.
(Department Policies / Procedures)
years
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-8
Office of
Image:

Destroy
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

Consistent with Lexipol Policy; State requires
Internal Affairs Investigations - Individual
for at least 5 years for civilian's complaints;
Officers / Complaints Against Officers -
other State & Federal laws require retention
Police !
WITHOUT Sustained Finding of Misconduct
Final `
Mag, Mfr
until final disposition of formal complaint;
Yes: After
PSU
PD-039
as defined in PC §832.7
Disposition +
OD Ppr
S / I
State requires 2 years after action is taken;

OC & OD
5 years
Statute of Limitations is 4 after the discovery
(May include criminal acts, moral turpitude,
of the offense for misconduct in office; PC
complaints generated from a civilian)
801.5, 803(c), 832.5, EVC § 1045(b)(1), GC
§§12946, 12960, 34090; VC §2547
Internal Affairs Investigations - Individual
Police /
Officers / Complaints Against Officers - WITH
Final
Mag, Mfrs
Yes: After
PSU
PD-039.1
Sustained Finding of Misconduct as defined
Disposition +
OD Ppr
S / I
PC §832.7; GC §34090

QC & OD
15 years
in PC §832.7
Police !
PD-040
Internal Pursuit Critiques
Incident + 5
Mag, Mfrs

SS / II
Yes: After Department afic pfefe e ^; GC §34090 et
PSU
ears
OD Ppr
QC & OD seq.

Police !
PD-041
Pitchess Motions Notifications
2 years
, MagM
S 1 I
Yes: After
GC §34090
PSU
OD Ppr

CSC & OD
Police !
PD-042
Press Releases
2 years
,, MagMfr
S 1 I
Yes: After
GC §34090
PSU
OD Ppr

QC & OD
Police !
PD-043
Range Qualifications
5 years
Mag, M
S ! I
Yes: After Department oiic pfef :-rc-ncc ; GC §34090 et PSU
OD Ppr
QC & OD seq.

Police /
PD-044
Use of Force Review - WITHOUT Sustained
Incident + 5
Mag, M
S ! I
Yes: After Department alit preference; GC §§12946,
PSU
Findin of Misconduct
ears
OD Ppr
—
OC & OD 12960 34090
POLICE

I PROPERTY

AND EVIDENCE
Police /
Property
PD-045
Report Photos
Follows the
Retention
Mag, Mfr,
I
Yes: After Department afic p i^ a c ; GC §34090 et
& OD 4-Evidence
&
Crime
of
OD, Ppr
S /
QC
seq.
the Evidence
year
Police /
Mag, Mfr
Yes: After Per Federal DOJ requirements (Equitable
Property &
PD-046
Forfeiture Notification
5 2 years
QD Ppr
S / I
QC & OD Sharing Guide); GC §34090
Evidence
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-9
Office of
Image:

Destroy
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

Police /
Gun / Narcotics Destruction LogDocuments
(
Minimum 2
Ma Mfr
g' �
Yes: After De artment oiic fe ; GC §34090 et
p '""r4r�n '
Property &
PD-047
related to)
years
Ppr
S J I
QC & OD seq.

Evidence
Police /
Mag, M__fr,
Yes:. After
Property &
PD-048
Lost / Found Property (Documents related to)
2 years
OD Ppr
S / I
QC & OD GC §34090
Evidence
Police /
Mag, Mfr
Yes: After
Property &
PD-049
Property Auctions
2 years
Ppr
SS / 11
QC & OD GC §34090
Evidence

POLICE / RECORDS
Police /
PD-050
Citations -Marijuana /Cannabis /Parking
2 years
Mag, Mfr
5__/1
Yes: After
GC §34090
Records
PprQC
& OD
Fully Paid,
Department poLicy pfc f renee (the Statute of
Police /
PD-087
Citations - Payment Plans for outstanding
Written off,
Mag, Mfr
S f 11
Yes: After Limitation for collections is 5 years from the Records
parking citations received by indigent persons
or Forgiven
ODPpr
,
QC & OD date of the last violation); CVC 40222(b); GC
+ 5 vears
§34090
Police !
Crime Statistics / National Incident -Based
Mag, Mfr,
Yes: After
Records
PD-051
Beporting m SysteNIBRSI/ Uniform Crime
2 years
OD Ppr
S / I
Filed on line with the State; GC §34090

QC & OD
Reports (UCR) - Summaries (BCS)
Police /
PD-052
Due Diligence Reports
2 years
Mag, Mfr
S f I
Yes: After
GC §34090
Records
Ppr
_ODPolice

QC & OD
/
PD-053
Field Investigation Cards (FI's) / Juvenile
After Entry
I
Mag, Mfr
S / I
Yes: After
Preliminary Drafts; GC§ 34090 et seq.

Records
Contact Cards - After Entry into RMS
into RMS
Ppr

QC & OD
Police /
Mag, Mfr
Department ofic pFefefene ; Preliminary
Yes: After
Records
PD-054
Logs: Arrest Packet, JDIC
2 years
OD P r
S / I
QC & OD drafts not retained in the ordinary course of
business; GC §34090 et seq.

Police /
PD-055
NCIC Validation
2 years
Mag, M
S / i
Yes: After
GC §34090
Records
OD Ppr

QC & OD
Police /
PD-056
Officer Recordings: Body -Worn Cameras —
P
Ma g
PC 832.18 b 5 E ; GC 34090.6 et se
§ ()( )( ) § q'
Records
LOGS of Access / Deletion of Data
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-10
Office of
Image:

Destroy
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

Follows the
Retention of
Police !
Officer Recordings: Body -Worn Cameras - that
the
PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
Records
PD-057
ARE evidence, Officer Involved Shootings /
Evidence,
Mag
seq.

Detention / Arrest / Complaints
Minimum 2
ears
Police !
Officer Recordings: Body -Worn Cameras - that
Department ofic pFef renee; PC§
Records
PD-058
are NOT evidence
2 years
Ma
832.18(b)(5)(A); GC §34090.6 et seq.

Officer Recordings: Bod -Worn Cameras —
Department policy; consistent with Lexipgl
Police (
PD-058.5
Accidental Recordin s Reviewed and
After
Ma
policies (review, supervisory authorization,
Records
ARproved for Deletion Non-evidenfiaryl
Approval
and documentation required); ired); PCB 832,18 et
seq. GC 34090.6 et seg.

Department pDlLic pf eferenc (consistent
Police /
Officer Recordings: Mobile Audio Video (MAV)
with Lexipol Section 421); Those segments
Records
PD-059
Recordings - that are NOT evidence
2 years
Mag
of videos that are determined to be evidence
are retained as evidence; GC §34090.6 et
seq.

Department Preference; Domestic Violence
POLICE REPORTS / INCIDENT REPORTS:
incident re arts are re wired ar a minimum of
5 earn Provided there are no outstanding
ALL FELONIES / MISDEMEANORS, Except
warrants, unrecovered weapons, criminal
Police /
PD-060
Those Specifically Mentioned in the
5 years
Mag, Mfr,
Yes
S/M/I
Yes: After deaths, they are not historically significant, Records
OD, Ppr
QC & OD and it is not classified under PC §800 & 290
Schedule
and H&S §11850; Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after age18; H&S
e.g., 5150, Detention Reports, etc.
§11361.5, GC §34090, PC §802, PC §§187,
800 et seq, EC 6228 d
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-11
Office of
Image:

Destroy
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

POLICE REPORTS / INCIDENT REPORTS:

Date of
Individual petitions District Attorney; Sheriff
Police /
PD-061
Factually Innocent Petition Accepted
Arrest + 3
Yes: Before Mag, Mfr,
S/M/I
Yes: After concurs that person is factually innocent,
Records
Records Sealed Pending Destruction - Except
Disposition OD, Ppr
QC & OD then seals record ("Shall" Destroy); GC
those with outstanding stolen property,
Years
§34090; PC §851.8(a)
including firearms, / lost firearms
POLICE REPORTS / INCIDENT REPORTS:

Police /
Firearm
Mag, Mfr,
Yes: After
Records
PD-062
Firearms entered into CLETS (if not
Found or
Yes
OD, Ppr
S/M/I
PC§ 11108.2(b); GC§ 34090

QC & OD
Permanent Retention) - Found / Recovered
Recovered
Firearms
POLICE REPORTS / INCIDENT REPORTS:

Department ppilicy PTefefenee; DOJ retains
CACI (Child Abuse Central Index)
Police /
IF IMAGED, Capital Crimes / Homicides /
Mag, Mfr,
information for adults 100 years; others have
Yes: After
Records
PD-063
Major Crimes / Serious Felonies / Sex Crimes /
P
Yes
ODPpr
,
S/M/I
no limitations on commencement of action;

QC & OD
Child Abuse / Fatals / Felony DNA (Crimes
Courts keep permanently PC §§ 261, 286,
Subject to the Death Penalty), Sex Crimes (PC
288, 288a, 288.5, 289, 289.5, 290, 799,
§288, 290, WIC 707(b)), PC 803(h)
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Date of
POLICE REPORTS / INCIDENT REPORTS:

Incident + 10
Police /
PD-064
years,
Yes: Before Mag, Mfr,
S/M/I
Yes: After
PC §§11169(i); 11170(a}; GC §34090
Records
Juvenile Child Abuse / Severe Neglect
If No
Disposition OD, Ppr

QC & OD
Subsequent
Reports
POLICE REPORTS / INCIDENT REPORTS:

Misdemeanor / Infraction - Adult Marijuana /
Police /
PD-065
Cannabis - HS §11357(b)(c)(d)(e) / HS
2 years
Yes: Before Mag, Mfr,
S/M/I
Yes: After ("Shall" Destroy); GC 68152 e 8 34090
Records
§11360(b) (with procedure in HS §11361.5) -
Disposition OD, Ppr
QC & OD H&S 11361.5
Except those with outstanding stolen property,
including firearms, / lost firearms, serious
felonies, / synthetic cannabis
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-12
Image:

Destroy
Office of
Total ±
Media
1=Import
Paper after
Record
Retention No.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

POLICE REPORTS / INCIDENT REPORTS:

Conviction
Misdemeanor / Infraction - Juvenile
or Arrest (if
"Shall"
Police /
Yes: Before Mag, Mfr,
Yes: After (Courts and other Agencies Destroy);
Records
PD-066
Marijuana / Cannabis - HS §11357 - Except
No
Disposition OD, Ppr
S/M/I
QC & OD H&S §11361.5; GC §34090
those with outstanding stolen property,
Conviction)
including firearms, / lost firearms, serious
+ 2 years
felonies, / synthetic cannabis
POLICE REPORTS / INCIDENT REPORTS:

Police /
Misdemeanor / Infraction Marijuana / Cannabis
Offender: is
Mag, Mfr
Yes: After (Courts and other Agencies "Shall" destroy); Records
PD-067
§11357(d) - Juvenile on School Grounds
18 Years
Yes
OD Ppr
S / I
QC & OD H&S§ 11361.5 et seq., 11357(d)
Old
during School Hours (with procedure in HS
§11361.5)
Until CLETS
Entry No
Police /
POLICE REPORTS / INCIDENT REPORTS:

Longer
Yes: Before Mag, Mfr,
Yes: After
Records
PD-068
Exists -
Disposition OD, Ppr
S/M/I
QC & OD Department Preference; GC §34090
Missing Persons (Returned)
Minimum 2
ears
POLICE REPORTS / INCIDENT REPORTS:

Sealed Adult, Juvenile / Ward Cases - Except
Sealing Date
Sealed records for juveniles and wards of the
Police /
PD-069
those with Childhood Sexual Assault Child
+ 5 years (or
Yes: Before Mag, Mfr,
S/M/I
Yes: After Court must be destroyed 5 years after
Records
Abuse /Severe Neglect, (Substantiated),
Court Order)
Disposition OD, Ppr
QC & OD sealing date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
outstanding stolen property, including firearms,
/ lost firearms
DR Reports ( Crime Reports
De artment policy to accommodate statute
Police f
PD-069.1
Sealed Juvenile 1 Ward Cases - Childhood
F'
Yes: Before Ma Mfr
S I I
Yes: After ��3
of limitations for victims; CCP 40.1, GC
Disposition OD, Ppr
Retards

QC & OD
Sexual Assault - After Janua 1 224
34090
DR Re,arts f Crime Reports
A e of
Department policy to accommodate statute
Police /
PD-069.2
Sealed Juvenile / Ward Cases - Childhood
Ma`orit + 22
Yes: Before Ma% Mfr.

S f I
Yes: After
of limitations far victims CCP 340.1 GC
Records
Dis osition OD P r
QC & OD 34090
Sexual Assault - Before Janua 1 024
ears'
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-13
Image:

Destroy
Office of
Total ±
Media
1=Import
Paper after
Record
Retention No.

Records Description
Retention
Vital?
Options
M=Mfr
Comments / Reference
Imaged &
(OFR)
S=Scan
Cd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and impIV a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

POLICE REPORTS / INCIDENT REPORTS:

Police /
Court Order
Mag, Mfr,
Yes: After Individual petitions Court ("Shall" Destroy); Records
PD-069.5
Vacatur Relief Granted by Court - Victim of
+ 1 year
OD, Ppr
S/M/I
QC & OD GC §34090; PC §§236.14(k); 236.15(k)
Human Trafficking (Nonviolent Crimes)
Indefinite -
Police /
Follows
Mag, Mfr
Yes: After Data Fields / Records are interrelated; GC
Records
PD-070
Police RMS Database
Retention of
Yes
OR Ppr
S / I
QC & OD §34090
the Crime "
Re ort
Police /
PD-071
Public Information Requests
2 years
Mag, M_ fr
S (I
Yes: After
GC §34090
Records
OD Ppr
-�

QC & OR
Report to the State Commission on Peace
Police (
Officer Standards / Training POST
Maq Mfr,
Yes: After
Records
PD-071.1
Commission of ease officer em to ment
'ud
2 ears
OD P r
� (I
GC 34090

QC & OD
compliant, findfn dis osition / ement
pursuant to §PC 13510.9
Police /
When No
Mag, _Mfr
Yes: After Preliminary drafts not retained in the ordinary Records
PD-072
Repossession Notices
Longer
OD Ppr

SS / II
QC & OR course of business; GC §34090
Required
Police /
PD-072.1
STOP Source Data, Audit Log / Racial / Identity
3 years
Mag, Mfr
S f I
Yes: After 11 CCR 999.228; 11 CCR 999.229; GC
Records
Profiling Act (RIPA) Annual Report
Ppr
QC & OD §§12525.5, 34090
Police /
PD-073
Subpoenas (Records)
2 years
, MagMfr
S f I
Yes: After
GC §34090
Records
Ppr
_ODPolice

QC & OD
/
Recordings - Video Recordings - Parking Lots,
When No
Does not record 'regular and ongoing
Records
PD-074
Public Areas
Longer
Mag
operations"; GC §34090.6
Required
Police /
PD-075
Recordings - Video Recordings - Police
1 year
Mag
Records 'regular and ongoing operations";
Records
Operations
GC §34090.6
Police /
PD-076
Warrants (Recalled /Served)
2 ears
y
Mag, M
S 1 I
Yes: After Department olio s ; GC §34090 et
Records
I
I OD P r
i
QC & OD se .

POLICE
t TRAINING
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 20.0 RECORDS RETENTION SCHEDULE: POLICE
(Chief / Admin., Comms., Detectives, Jail, Patrol, PSU, Property And Evidence, Records, Training) Page PD-14
Office of
Image:

Destroy
Total ±
Media
1=Import
Paper after
Record
Retention No.

Records Description
Retention
Vital?
Options
M=Mfr
Comments / Reference
Imaged &
(OFR)
S=Scan
C'd?
If the record is not listed here, refer to the Retention for Cit -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 ears , since destruction is normalIV performed bV file folder.

HOLDS: Liti
ation, com faints, claims, public records act requests, audits and/or investi ations suspend normal retention periiods retention resumes after settlement or completion).

State Law requires 4 years after the date of
Police /
Background File / Recruitment File - Police
Separation +
Mag, Mfr,
the em Io meet actian taken°
Yes: After
Training
PD-077
Employees / Police Volunteers
4 3-years
OD, Ppr
S / I
r�,r„�, �,.

QC & OD pfef .�r��,, 29 CFR 1602.31 & 1627.3(b)(1),
(SUCCESSFUL)
GC §§ 3105, 12946, 12960, 34090; 29 USC
1113;
Background File / Recruitment File - Police
State Law requires 4 years after the date of
Police /
PD-078
Employees /Police Volunteers
4 3-years
Mag,
S l IMfr
Yes: After the em to meet actian fiaken �^
Training
OD Ppr
�nr
QC & OD p=eferc;, , 29 CFR 1602.31 & 1627.3(b)(1),
(UNSUCCESSFUL)
GC §§ 3105, 12946, 12960, 34090
Personnel Files - Police Department
Employees / FTO (Field Training Officer) File
Department olic pPeferF,nsc; 29 CFR
Police /
PD-088
(Daily Ratings, Field Training Program Forms,
4 3-years
Mag, M
S 1 I
Yes: After
1602.31 & 1627.3(b)(1), GC §§ 3105, 12946,
Training
etc.)
_OD Ppr
—
QC & OD 12960, 34090; 29 USC 1113
Excludes Trainin Certificates and ether
records required to be retained b LC 119&5
Personnel Files - Police Department
Employees / POST Training Files (By
Employee)
Send to
Re aired Information b Em la ee far all
Human
Department alic preference; 29 CFR
Human
PD-079
Em layee Trainin for Separation + 5 ears:

Resources
Before Mag, Mfr
S / I
Yes: After
1602.31 & 1627.3(b)(1), GC §§ 3105, 12946,
Resources
Em io ee Name
Upon..

Separation OD Ppr

QC & OD
12960, 34090; LC 1198.5
Training Provider's Name
Separation
Date
Duration Iencth
Care Com etencfes / Skills
Certifications / Qualification Documents
Police /
When No
Mag, M__fr,
Yes: After Preliminary drafts not retained in the ordinary Training
PD-080
Personnel Training Evaluations
Longer
Off Ppr
SS / 11
QC & OD course of business; GC §34090 et seq.

Required'
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
No.

Records Description
Retention
Vital?
after
O ptions M=Mfr
Comments / Reference
(OFR)
Imaged &
S=Scan
C'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder.

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

PUBIC WORKS
/ ENGINEERING
Public Works /
When No
Yes: After
Mag, Mfr,
; GC §34090 et
Department olic � efefen ,
Engineering
PW-001
Aerial Maps
Longer

S / I QC & OD
OD, Ppr
seq.

Required
No
Public Works /
PW-002
Benchmarks / Centerline Ties
P
Mag, Mfr, Yes: After
S/I
Department olic p of renee; GC §34090 et
Engineering
OD, Ppr QC & OD
seq.

Securities (Performance Bonds, Letters of
Release of
Credit, CD's, etc.) are released after the
Public Works /
PW-003
Bonds (Performance Bonds, Subdivision
Bond /Letter.

Mag, Mfr Yes: After
S l I
Notice of Completion is issued and replaced
Engineering
Bonds, Letters of Credit)
of Credit
OD Ppr QC & OD
with the Warranty Bond, which is released 1
year after the Notice of Completion date. GC
§34090
Capital Improvement Projects (CIP) -
INFRASTRUCTURE: Permanent File /
Scanned Records
Specifications / Addenda, Agreement /
Department olic preference; retained for
Public Works /
PW-004
Contract, Successful Proposal, Change
P
Yes: Until
Mag, Mfr, Yes: After
S/I
disaster preparedness purposes; ioe-
Engineering
Orders, Geotechnical Studies / Reports,
Completed
OD, Ppr QC & OD
Operations / Maintenance Manuals (O&M
'rifr^m+r�-, GC §34090
Manuals,) Materials Testing Reports,
Hazardous Materials Plans, Notice of
Completion, Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
No.

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

Capital Improvement Projects (CIP)
INFRASTRUCTURE: Administration File /
Completion +
Department o6c pfe ; Some grant
NOT Scanned
10 years or;
_
funding agencies require audits; Statute of
Project Administration, Certified Payrolls,
After Funding
Limitations for Errors & Omissions is 10 years;
Public Works /
PW-005
Community Outreach /Notifications, Project
Agency
Yes: Until
Mag, Mfr Yes: After
S l I
Statute of Limitations: Contracts & Spec's=4
Engineering
Schedules, Progress meetings, Punch Lists,
Audit,; if
Completed,
DOPpr QC & OD
years, Wrongful Death=comp. + 5 years,op
Real Estate Appraisals, RFIs / Responses,
required
Developers comp. + 10 years; —Statewide -
Temporary Easements, Construction
Whichever is
longer
g
CCP §337 et. seq., GC §34090
Manager's Logs, Daily Inspections, Daily
Logs, etc.

Completion +
10 years or
After Funding
Department preference; Some grant funding
Public Works /
Agency
Yes: Until
Mag, Mfr Yes: After
agencies require audits; Statute of Limitations
Engineering
PW-007
Construction Inspection
Audit, if
Completed
S / I
OD Ppr QC & OD
for Errors & Omissions is 10 years; Statute of
required,
Limitations: Contracts & Spec's=4 years; CCP
whichever is
§337 et. seq., GC §34090
longer
Correspondence -Regulatory Agencies Not
Yes: While
Department olic efe enee; Some
Public Works /
PW-008
Related a CIP (State /Federal Agencies,
Minimum 2
Active
Mag, Mfr, Yes: After
S i
correspondence from Regulatory Agencies
Engineering
EPA, Health
th Department, etc.)
years
Issues
OD, Ppr QC & OD
need to be retained for long periods of time;
GC §34090
Public Works /
PW-009
Design / Construction Standards - Authored
P
Mag, Mfr, Yes: After
S/1
Department olio - pfek4 ee; GC §34090 et
Engineering
by the City
OD, Ppr QC & OD
seq.

Drawings, Maps, Plans / Record Drawings,
Drafts should be destroyed; Some maps are
Public Works /
Large -Format Drawings, Survey Record
Yes: After
Mag, Mfr,
also retained by Planning; Selected maps are
Engineering
PW-010
Maps, Capital Improvement Project "As-
P
Yes (all)
OD, Ppr S 1 1 QC & OD
retained in Public Works for administrative
Built", Final Tract Maps, Final Parcel Maps,No
purposes; GC §34090, 34090.7
Lot Line Adjustments
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Office of
Retention
Total
Paper
Media 1=Import
Record
No.

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

Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Final /
Public Works /
PW-011
Construction, Sidewalk Repairs, Traffic
Completion +
Yes: Until
Mag, Mfr Yes: After
S / I
GC § 34090
Engineering
Control, Utility Cuts etc.)
2 years
Completion
OD Ppr QC & OD
Includes Insurance Certificates
Public Works /
Encroachments - Permanent
Mag, Mfr, Yes: After
Department olio pfef^ ^^^^ , GC §34090 et
Engineering
PW-012
(Permanent structures in the City's Right of
P
OD, Ppr S/I QC & OD
seq.

Public Works /
Indefinite -
Mag, _Mfr Yes: After
Data Fields / Records are interrelated; Some
Engineering
PW-013
Engineering Permits Database
Permanent
OD OD Ppr SS / ll QC & OD
Encroachment ermits are Permanent; GC
§34090
Public Works /
PW-014
Engineering Preliminary Studies
Minimum 2
Mag, Mfr, Yes: After
S/I
Department olio^^�^^^^; GC §34090 et
Engineering
years
OD, Ppr QC & OD
seq.

Public Works /
PW-015
Engineering Studies / Surveys / Project
P
Mag, Mfr, Yes: After
S/I
Department alic ^;efere ; GC §34090 et
Engineering
Assessments
OD, Ppr QC & OD
seq.

Public Works /
PW-016
Geotechnical / Soil Reports; Hydrology
P
Mag, Mfr, Yes: After
S / 11
Department alic ^�^�^F^nee; GC §34090 et
Engineering
Reports (Authored on behalf of the City)
OD, Ppr QC & OD
seq.

Public Works /
PW-017
Grading Plans
(Prior to Building being the Office of Record
P
Mag, Mfr, Yes: After
S / II
CBC §§ 1.8.4.3.1, . 104.7 and 107.5;
Engineering
for them)
OD, Ppr QC & OD
H&S §19850; GC §34090
Public Works /
Lighting / Landscape Districts / Special District
Mag, Mfr Yes: After
Department alic P
+ feF n�;, (meets
Engineering
PW-018
Assessment Rolls (to Tax Assessor for Tax
5 years

S / I Q
Ppr C & OD
municipal government auditing standards);
Rolls)
GC §34090
Public Works /
Master Plans: Bikeway, Park, Pavement,
When
Superseded -
Mag, Mfr, Yes: After
M^^^�
Department alic f^�., Drafts should
Engineering
PW-019
Sewer, Traffic, Transportation, Water Master
Minimum 2
S / I
OD, Ppr � QC & OD
be destroyed; GC §34090
Plan, etc.
ears
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Office of
Retention
Total
Paper
Media 1=Import
Record
No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

Private Land Development Projects / Job
Files: Administration File
Construction Inspections, Correspondence,
Statute of Limitations for Errors & Omissions
Public Works /
PW-020
Photos, Private Lab Verifications, Testing Lab
Final
Completion +
Yes: Until
Mag, Mfr Yes: After
I
is 10 years; Statute of Limitations: Contracts &
Wrongful Death=comp.

Engineering
Reports, etc.
10 years
Completed
OD Ppr S QC & OD
Spec's=4 years, + 5
years, Developers=comp. + 10 years; CCP
Examples: CUPs, Lot Line Adjustments,
§337 et. seq., GC §34090
Parcel Maps, Precise Alignment, Specific
Plans, Split Lots, Subdivisions, Tracts,.

TPMs, TSMs
Private Land Development Projects / Job
Files: Permanent Files
Covenants/Agreements, Drainage, Driveway,
Grading Plans (prior to Building being the
Office of Record), Rights of Way, Soil
Reports, Stormwater, etc.

Public Works /
PW-021
P
Yes: Until
Mag, Mfr, Yes: After
S/I
CBC §§ 1.8.4.3.1,.. . 104.7 and 107.5;
Engineering
Dedications, Easements, Abandonments (City
Completed
OD, Ppr QC & OD
H&S §19850; GC §34090
Clerk is OFR)
Examples: CUPs, Lot Line Adjustments,
Parcel Maps, Precise Alignment, Specific
Plans, Split Lots, Subdivisions, Tracts, TPMs,
TSMs
Public Works /
Public Works Committee
Minimum 2
Mag, Mfr Yes: After
Brown Act challenges must be filed within 30
Engineering
g g
PW-022

AGENDAS, AGENDA PACKETS
years
S / I
Ppr QC & OD
or 90 days of action; GC §§34090,
54960.1(c)(1)
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Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
No.

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

Public Works /
Public Works Committee
Department preference; State law only
Engineering
PW-023
AUDIO RECORDINGS of Meetings / Audio
2 years
Mag
requires for 30 days; GC §54953.5(b)
Tapes
Public Works /
PW-024
Public Works Committee
P
Yes: After
Mag, Mfr, S / I QC & OD
p �^ ^^^;
Department olic p GC §34090 et
Engineering

MINUTES / BYLAWS
OD, Ppr No
seq.

Public Works /
PW-025
Site Clearance / Soil Remediation / Mitigation
P
Yes:

Before
Mag, Mfr, Yes: After
S / I
Department olic pfefefenee; GC §34090 et
Engineering
Completion
OD, Ppr QC & OD
seq.

Public Works /
Solid Waste Reduction / AB 939 Compliance /
Mag, ,_ Yes: After
Department olio pfefef e,ec; SB 1383
Engineering
PW-026
SB 1383 Compliance (Organic Waste
10 years
__Mfir

OD PSS / II
Ppr QC & OD
compliance is required for 5 years; 14 CCR §
Collection / Recycling) / Tonnage Reports
18995.2; GC §34090
Public Works /
PW-027
Traffic Counts
15 years
Ma Mfr Yes: After
g° —�- S / I
De artment olio ^ efefen e
p �" , GC §34090 et
Engineering
Ppr _ QC & OD
seq.

Public Works /
PW-091
Traffic Signal Timing Sheets
Superseded
p
Ma g� --�-Mfr S / 1 Yes: After
artment olic ^r^f^r^ ;
De p GC §34090 et
Engineering
+ 3 years
Ppr QC & OD
seq.

Public Works /
Mag, Mfr Yes: After Department olic preference ce (required every /
Engineering
PW-028
Traffic Speed Surveys
10 years
S 1 QC & OD 5 years, but can be extended to 7 or 10
CID Ppr
years); GC §34090
Department Preference; EPA PAQs
Public Works /
Underground Service Alerts (USA's) / Dig
Mag, Mfr, Yes: After recommend Life of the Tank- applies to both Engineering
PW-029
Alert
3 years
S / 1 Tier I and Tier II Tanks; (Tier 11 tanks are
OD, Ppr QC & OD
required to have an integrity test every 20
years); GC §34090
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Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

Retention
O ptions M=Mfr Imaged &
S=Scan C'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder.

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

PUBLIC WORKS
/ MAINTENANCE
Aboveground CNG Storage Tanks (Agency
® • EPA FAQs
Department olio-n-�.-,-e,,-,
Owned)
recommend Life of the Tank- applies to both
Public Works /
PW-030
-y Life
Mag, M_ fr, Yes: After
S - 11
Tier I and Tier II Tanks; (Tier 11 tanks are
Maint.

Spill Prevention Control / Countermeasures
of the Tank;
OD Ppr QC & OD
required to have an integrity test every 20
(SPCC), Inspections, Integrity Testing,
years); GC §34090
Maintenance, Repairs
Public Works /
PW-031
AQMD Permits (Generators, etc.)
5 years
Mag, Mfr Yes: After
S l I
40 CFR 70.6; GC §34090
Maint.

OD Ppr QC & OD
Public Works /
PW-032
Daily Journals /Work logs
2 years
Mag, Mfrs Yes: After
S I
Department olio c c c ; GC §34090 et
Maint.

OD Ppr QC & OD
seq.

Public Works /
'Indefinite -
Mag, Mfr Yes: After
Data Fields / Records are interrelated; GC
Maint.

PW-033
Fleet Database
Minimum Life
Yes
S / I
OD Ppr QC & OD
§34090
of the Vehicle
Public Works /
Generator Operation Logs (for fixed /
Mag, Mfir Yes: After
Department clic P+efe e ; AQMD Rule
Maint.

PW-034
stationary generators) / Inspections
5 years
Ppr S / I QC & OD
1470; Form 400-E-13a instructions, GC
§34090
Public Works /
Hazardous Waste Manifests /Certificates of
Mag, Mfr, Yes: After
Department ppficy+efere (City has
,
Maint.

PW-035
Disposal
P
OD, Ppr S I II QC & OD
cradle to grave" liability); 40 CFR 262A0, 8
CCR 3204(d)(1)(A), 22 CCR 66262.40
Public Works /
PW-036
Operations /Maintenance Manuals (O&M
Life of
Facility
Mag, Mfr Yes: After
S I
Department olie nf� �nn , GC §34090 et
Maint.

Manuals)
Equipment
_0D Ppr QC & OD
seq.

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Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

Public Works /
Pre -Trip Inspections / DOT Program / CHP
Mag,Mfr, Yes: After 13 CCR 1234(e); VC 34505.5fc ; 49 CFR Maint.

PW-037
Inspections / Vehicle Safety Checks / Daily
2 yearsS
/ I
CID, Ppr QC & OD 396.11 GC §34090
Vehicle Inspections / Daily Equipment Checks
Public Works /
Indefinite -
_
Mag, Mfr, Yes: After Data Fields / Records are interrelated; GC Maint.

PW-038
Tree Maintenance Database
Minimum 5
Yes
O_ DP r S / 1 QC & OD §34090
years
Public Works /
Mag, Mfr Yes: After Consistent with CHP requirements; OSHA Maint.

PW-039
Transportation Audits: DMV / CHP
5 years
S / I QC & OD requires 1 year; 8 Ca. Code Reg. §
OD Ppr
3203(b)(1); GC § 34090
Department Preference; EPA FAQs
Public Works /
PW-040
Underground Service Alerts (USA's) / Dig
Mag, Mfr, Yes: After recommend Life of the Tank applies to both I Tier II Tanks; 11
Maint.

Alert
3 years
S/i Tier and (Tier tanks are
OD, Ppr QC & OD
required to have an integrity test every 20
years); GC §34090
Monitoring and Maintenance records are
Underground Storage Tank (City Owned)
Public Works /
Mag, Mfrs Yes: After required on site for 3 years, 6'/2 years for Maint.

PW-041
UST Monitoring, Inspections / Maintenance,
7 years
S / I QC & OD cathodic protection maintenance, 5 years for OD P
Ppr
Release Detection Systems, Cathodic
calibration & maintenance of release detection
Protection Maintenance Records
systems; 23 CCR 2712(b); H&S §25284.2(i)
Underground Storage Tanks - USTs (City
Yes: After
Public Works /
PW-042
Owned)
Life of the
Mag, Mfr,
S / i QC & OD
23 CCR 2712(b), H&S §25284.2(i)
Maint.

Tank
I
I
OD, Ppr
Repairs, Lining, Upgrades
Underground Storage Tanks (City -Owned)
Yes: After
Department olic Pre efenec (required for
Public Works /
PW-043
P
Mag, Mfr,
S / 1 QC & OD
the life of the tank); 23 CCR 2712(b), H&S
Maint.

Location, Soil Remediation, Monitoring Well
OD, Ppr
§25284.2(i); GC §34090 et. seq.

Records
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

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Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

Public Works /
PW-044
Used Oil Disposal
3 years
Mag, Mfrs Yes: After
S f I
22 CCR 66266.130(c)(5), H&S §25250.18(b),
Maint.

OD Ppr QC & OD
25250.19(a)(3) et seq.

Department Preference; If a motor carrier,
Vehicle / Equipment History Files,
Disposal of
required for 18 months after vehicle is sold;
Public Works /
PW-045
Vehicle or
Mag, M_ fr, S / I Yes: After
CHP requires life of vehicle; OSHA requires 1
Maint.

AQMD Certifications, Maintenance,
Equipment +
OD Ppr QC & OD
year; 8 CCR § 3203(b)(1); 49 CFR
Registrations, Safety Certifications, etc.
2 years
396.21(b)(1); 49 CFR 396.3(c); CCP §337 et.

Seq., GC §34090
Work Orders / Service Requests CMMS
Indefinite -
Data is interrelated; Databases where sewer
Public Works /
PW-046
DATABASE (Computerized Maintenance
_
Minimum 5 '
Yes
Mag, Mfr Yes: After
S l I
records may be stored are required for 5
Maint.

O_ Dr QC & OD
eWRCI3 Order 2022-0103-DWQ- CCP
ars SP
Management System)
ypars
338 et se 340 et se .342, GC §34090
Work Orders / Service Requests - All
When No
Public Works /
PW-047
Information Entered in CMMS Database
Longer
Yes
Mag, Mfr, Yes: After
S / I
Preliminary drafts (the database is the
Maint.

Required
®D Ppr QC & OD
original); GC §34090
(Paper drafts)
Work Orders / Service Requests - NOT
entered in CMMS Database (/ partial
Department olio Ptre ere .; Ma contain
Public Works /
information entered into CMMS Database)
Mag, Mfr Yes: After
sewer records, which are required for 5
Maint.

PW-048
5 years
Yes
S f I
Ppr QC & OD
ears; SWRCS Order 2022-0103-DWQ CCP
(Division providing service retains originals;
§§338 et seq., 340 et seq., 342, GC §34090
Division requesting service is considered a
copy)
PUBLIC

WORKS / UTILITIES
- RECYCLED
WATER
Public Works /
Cross Connection Testing, Inspections, Leak
Mag, Mfr, Yes: After
Department olio pfefef fiec; GC §34090 et
Utilities /
PW-049
Repairs, Valve Turning, etc.
5 years
S / I
OD, Ppr QC & OD
seq.

Recycled Water
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Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

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

Public Works /
:

Mag, Mfr, YesAfter
Department olic pfefefec^; GC §34090 et
Utilities /
PW-050
Recycled Water Reports
5 years
OD, Ppr S / I QC & OD
seq.

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
No.

HOLDS: Liti ation, complaints, claims, public records act requests, audits and/or investi ations suspend normal retention periods retention resumes after settlement or completion).

PUBLIC WORKS
/ UTILITIES - STORMWATER
/ NPDES
Public Works /
Yes: After
Mag, Mfr, QC & OD
Required for a minimum of 5 years; 40 CFR
Utilities /
PW-051
Stormwater Illicit Discharges
5 years
ODPpr S / I
,
122.410)(2); SWRCB Order 2006-03; 40 CFR
Stormwater
§§122.21, 122.41, 122.44; GC §34090
Public Works /
Stormwater Monitoring / NPDES Monitoring /
Mag, M Yes: After
Department olic Prcfef epee; Monitoring
Utilities /
PW-052
Inspection
3 years
S / I
OD Ppr QC & OD
records required for 3 years; 40 CFR
Stormwater
§§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
PW-053
Business
Mag, Mfr, I Yes: After
Required for a minimum of 5 years; 40 CFR
122.410)(2); 2006-03; 40
Utilities /
Stormwater: Inspections
5 years
S /
OD, pr QC & OD
P
SWRCB Order CFR
Stormwater
§§122.21, 122.41, 122.44; GC §34090
Public Works /
Mag, Mfr, Yes: After
Department olio , nse pfefc; Monitoring
Utilities /
PW-054
Stormwater: NPDES Annual Reports
3 years
S / I
P
OD, pr QC
records required for 3 years; 40 CFR
Stormwater
§§122.21, 122.41, 122.44
Public Works /
Expiration +
Yes: Until
Mag, Yes: After
Department olic Pfefefenc-e; Monitoring
Utilities /
PW-055
Stormwater: NPDES Permits
3 years
Expiration
—Mfr
aD Ppr SS 1 ll QC & OD
records required for 3 years; 40 CFR
Stormwater
§§122.21, 122.41, 122.44; CCP §337 et seq.

Public Works /
Stormwater: Operation / Maintenance (Catch
Department olic of ; plans must be
Utilities /
PW-056
Basins, Field, General Cleaning, Open
5 years
Mag, Mfr, S / I Yes: After
updated every 5 years, audits are required
Stormwater
Channels, Slots, Stormwater Treatment
OD, Ppr QC & OD
every 2 years; SWRCB Order 2006-03; 40
Measures / Trash Cleaning)
CFR §§122.21, 122.41, 122.44; GC §34090
Public Works /
Department olic preference; plans must be
Utilities /
PW-057
Stormwater: TMDL Plan (Total Maximum
5 years
Mag, Mfr, S / I Yes: After
updated every 5 years, audits are required
Stormwater
Daily Load) Plan
OD, Ppr QC & OD
every 2 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC §34090
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Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

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

PUBLIC
WORKS t UTILITIES - SEWER
Department poticy pefefenoe; Monitoring
Public Works /
PW-058
FOG (Fats, Oil / Grease) / Source Control /
3 years
Mag, Mfr Yes: After
_
S / I
records required for 3 years; POTW reports
Utilities / Sewer
Pretreatment Annual / Semi -Annual Reports
OD Ppr QC & OD
are required for 3 years; 40 CFR 403.12; GC
§34090
Public Works /
Mag' Mfr, Yes: After
Required for a minimum of 5 years; SWRCB
Utilities /Sewer
PW-059
Sanitary Spills / Overflows (SSOs)
5 years
S / I
OD, Ppr QC & OD
Order 2022-0103-DWQ• 2002 0 r, z 4WAD
; 40 CFR 122.410)(2); GC §34090
Indefinite -
Data is interrelated; Databases where sewer
Public Works /
PW-060
SCADA Database (Supervisory Control / Data
Minimum 5
Yes
Mag, Mag, Mfr Yes: After records may be stored are required for 5 S / II
Utilities /Sewer
Acquisition)
OD�P r QC & CiD ears SWRCB Order 2022-0103-DWQ GC
ears
§§34090, 12168.7
Department olic p,refefen .; SSMPs are
Sewer System Management Plans (SSMP) /
required to be retained 5 veers and updated
Public Works /
PW-061
Sanitary Spills Overflow Prevention Plan
Superseded
Mag, Mfr, S / I Yes: After every 6 5 years; SSOs are required for a Utilities / Sewer
(SSOPP) / Sanitary Sewer Overflow
+ 5 years
OD, Ppr QC & OD minimum of 5 years; 40 CFR 122.410)(2); Response Plan
SWRCB General Order 2006 n3- u 2022-
0103-DWQ: GC §34090
Department Preference; EPA FAQs
Public Works /
Underground Service Alerts (USA's) / Dig
Mag, Mfr, Yes: After recommend Life of the Tank applies to both Utilities /Sewer
PW-062
Alert
3 years
OD, Ppr S/i QC & OD Tier I and Tier 11 Tanks; (Tier 11 tanks are required to have an integrity test every 20
years); GC §34090
Data is interrelated; Databases where sewer
Work Orders / Service Requests CMMS
Indefinite -
Public Works /
PW-063
DATABASE (Computerized Maintenance
_
Minimum 5
Yes
Mag, Mfr Yes: After records may be stored are required for 5 S / I
Utilities / Sewer
OD P r QC & OD yggLsSWRCB Order 2022-0103-DWQ' CCP
Management System)
ears
§§ 38 et seq., 340 et seq., 342, GC §34090
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

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

Work Orders / Service Requests
When No
Public Works /
PW-064
Information Entered in CMMS D
Longer
Yes
Mag, Mfir Yes: after
S / I
Preliminary drafts (the database is the
Utilities / Sewer
Required
Ppr QC & OD
original); GC §34090
(Paper drafts)
jabae
Work Orders / Service Requests
entered in CMMS Database (/ p
Department olio Pfefer nce; May contain
Works /
information entered into CMMSPublic
Mag, M Yes: After
sewerrecords, whsch arePW-065
/ Sewer
5 years
Yes
S/IUtilities
OD Ppr QC & OD
years; SWRCB Order 2022-0103 DWQ; CCP
(Division providing service retains
§§338 et seq., 340 et seq., 342, GC §34090
Division requesting service is considered a
copy)
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

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

PUBLIC WORKS / UTILITIES - WATER
Public Works /
PW-066
AQMD Permits (Generators, etc.)
5 years
7 Mag, Mfr Yes: After
S l I
40 CFR 70.6; GC §34090
Utilities / Water
OD Ppr QC & OD
Department olic P efe^r ;exceeds
Public Works /
Mag, Mfr, Yes: After
SWRCB Cross -Connection Control Policy
Utilities /Water
PW-066.1
Backflow Testing / Cross Connection Testing
3 years
S / I
OD, Ppr QC & OD
Handbook Section 3.5.1 re wires records be
retained for the previous three calendar ears
'7 CCR 76 f1; GC §34090
Public Works /
PW-067
Confined Space Entries
2 years
Mag, Mfr, Yes: After
S l I
8 CCR 5157(d)(14) & (e)(6); 29 CFR
Utilities / Water
0Q, Ppr QC & OD
1910.146(e)(6); GC §34090
Public Works /
Conservation Program Grants /Rebates
Mag, Mfr, Yes: After
_ � Department olic f^ epc-e (meets
Utilities /Water
PW-068
(Toilets, etc.)
5 years
S / I
OD, Ppr QC & OD
municipal government auditing standards);
GC §34090
Public Works /
Customer Concerns / Customer Complaints:

Mag, Mfr, Yes: After
5 years is required in State and Federal law
Utilities /Water
PW-069
Odor / Taste / Visual Complaints about
5 years

S / I Q
OD P
PpC & OD
for any complaints; 40 CFR 122.410)(2) & 40
Potable Water
CFR 141.33(b); 22 CCR 64470
Public Works /
PW-070
Fire Hydrant Flow / Pressure Tests
Minimum 10
Mag, Mfr, S / I Yes: After
Department olic pefe enee; GC §34090 et
Utilities / Water
(Development / Maintenance)
years
OD Ppr QC & OD
seq.

Public Works /
PW-072
Generator Operation Logs / Inspections -
5 years
Mag, Mfrs S 1 I Yes: After
AQMD Rule 1470; Form 400—E-13a
Utilities / Water
Portable / Emergency Generators)
OD Ppr QC & OD
instructions, GC §34090
Public Works /
PW-071
Generator Operation Logs (for Fixed /
3 years
Mag, Mfr Yes: After
S f I
AQMD Rule 1470; GC §34090
Utilities / Water
Stationary Generators) / Inspections
Obi Ppr QC & OD
Public Works /
PW-073
Operations / Maintenance Manuals (O&M
Life of
Facility or
Mag, Mfr Yes: After
S 1 1I
Department olic ce; GC §34090 et
Utilities / Water
Manuals)
Equipment
Obi Ppr QC & OD
seq.

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-14 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Paper
Retention
Total
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
No.

Retention
O ptions M=Mfr
(OFR)
Imaged &
S=Scan
C'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions be in when the act is completed, and imply a full file folder e. . last document + 2 years), since destruction is normally performed by file folder.

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

Public Works /
PW-073.5
Public Notices - Potable Water Tier 1 2 13
3 eats
Ma Mfr, Yes: After
S / I
22 CC R §64470; GC §34090
Utilities / Water
OD, Ppr QC & OD
Public Works /
Regulatory Agency Compliance -
Mag, Mfr, Yes: After
GC §34090 et
Department olio preference;
PW-074
Correspondence, Supporting Documentation
�, ,�
R d
S / I
Utilities /Water
(DPH, EPA, etc.)
Minimum 5
OD, Ppr QC & OD
seq.
ears
Public Works /
PW-074.3
Reservoirs: Dive Videos
10 ears
Mag, Mfr, Yes - After
�
Lie artment olio covers 2 mandated
Utilities / Water
OD_Pp r QC & OD
c crclles)• GC §34090
Public Works /
Reservoirs: Ejushin Disinfection /
Minimum 3
Mag, Mfr, Yes - After
Flushincg, Disinfection, inspection and
Utilities /Water
PW-074.4
Cleaning
ears
a
OD P r QC & OR
Cleaningis required for 3 ears, 22 CCR
64604 c ; GC §34090
Public Works /
Reservoirs: Inspection Reports
Mag, Mfr, Yes - After
Utilities / Water
PW-074.5
Maintenance Records
OD Ppr QC & OD
De artment polio GC34090
Indefinite -
Data Fields / Records are interrelated;
Public Works /
Mag, Mfrs Yes: After
Databases where sewer records ma be
Utilities / Water
PW-075
SCADA Database
: Minimum 5
Yes
S / I
OD _ QC & OD
stored are required for 5 tears; SWRCS
ears
_Ppr
Order 2022-0103-DWQ' GC §34090
Public Works /
PW-076
Surveys of Water System
10 years
Mag, Mfr, S / I Yes: After 22 CCR §64470; 40 CFR 141.33© Utilities / Water
OD, Ppr QC & OD
Department Preference; EPA FAQs
Public Works /
Underground Service Alerts (USA's) / Dig
Mag, Mfr, Yes: After recommend Life of the Tank applies to both Utilities / Water
PW-077
Alert
3 years
S/i Tier I and Tier 11 Tanks; (Tier 11 tanks are
OD, Ppr QC & OD
required to have an integrity test every 20
years); GC §34090
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-15 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
No.

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

Public Works /
PW-078
Variances /Exemptions
Expiration +
Mag, Mfrs Yes: After
S f l
Department olic P Tc o 5-years is
Utilities / Water
5 years
OD Ppr QC & OD
required); 22 CCR §64470; GC §34090
Public Works /
PW-079
Violations /Corrections
Correction +
Mag, M_ fr Yes: After
S I
Department olic P+efefe ; 40 CFR
Utilities / Water
3 years
OD Ppr QC & OD
141.33(b)(3)
Public Works /
Vulnerability Assessment / Emergency
'
Superseded
Mag, M__fir,_ Yes: After
^n^rtme P-refe ^
ems,-�-,-,�;�,-pce Confidential; 42 USC
Utilities / Water
PW-092
Response Plan / Risk / Resiliency
+ 5 ears
OD Ppr SS / ll QC & OD
300i-2(c); GC §34090
Assessment / Hazard Mitigation Plan
Public Works /
PW-080
Water Main Break Reports
5 years
Mag, M_ fr, Yes: After
SI
Department olio pp^{^�^^^^; GC §34090 et
Utilities / Water
OD Ppr QC & OD
seq.

Public Works /
PW-081
Water Production Reports
5 years
Ma Mfr Yes: After
g' r S / I
Department olio ^�^�^^^^
p preference; GC §34090 et
Utilities / Water
Ppr QC & OD
seq.

Public Works /
PW-082
Water Quality - Lab Reports / Chains of
5 years
Mag, Mfr, Yes - After
S / I
40 CFR 141.33(a); and (b)(1); 22 CCR
Utilities / Water
Custody: Bacteriological / Organics
OD, Ppr QC & OD
§fL4470
Water Quality - Lab Reports / Chains of
Public Works /
Custody: Chemical (Includes Chlorine
Mag, Mfr, Yes -After
40 CFR 141.33(a); 22 CCR 64470 64537,
Utilities /Water
PW-083
Residuals Disinfectant Residuals Disinfection
10 years
S / I
OD, Ppr QC & OD
64692
g roducts / Disinfection B roduet
Precursors))
Public Works /
Water Quality - Lab Reports / Chains of
Mag, Mfr, Yes - After
Required for 12 years or 2 compliance cycles;
Utilities /Water
PW-084
Custody: Lead /Copper
12 years
S / I
OD, Ppr QC & OD
22 CCR 64400.25; 22 CCR §64470; 22 CCR
64690.80 40 141.33(a); 40 141.91

CFR CFR
Department ppjicy; fie uired for
Public Works /
PW-085
Water Quality Reports / Annual Consumer
Minimum 5
Mag, Mfr, Yes: After
S I
12 years or 2 compliance cycles, 22 CCR §§
Utilities / Water
Confidence Reports
years
OD, Ppr QC & OD
64400.25; 64470, 64483 40 CFR
141.33(a); 40 CFR 141.91; GC §34090
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Ver. 17.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-16 (Engineering, Maint., Utilities / Recycled Water, Stormwater, Sewer, Water) Destroy
Image:

Office of
Retention
Total
Paper
Media 1=Import
Record
Records Description
Vital?
after
Comments / Reference
(OFR)
No.

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

Public Works /
Water Rights
Yes: After
Water &
PW-086
P
Mag, Mfr,
S / i QC & OD
Department olio preference; GC §34090 et
City Clerk
(Send final contracts / agreements to City
OD, Ppr
seq.

Clerk)
Public Works /
Wells: History / Operations (Includes
Mag, Mfr, Yes: After
Department olio pfefeferrce; GC §34090 et
Utilities /Water
PW-087
Abandoned /Destroyed Wells)
P
S / i QC & OD
OD, Ppr
seq.

Work Orders / Service Requests CMMS
Indefinite -
Data is interrelated; Databases where sewer
Public Works /
PW-088
DATABASE (Computerized Maintenance
_
Minimum 5
Yes
Mag, Mfr Yes: After
S / I
records may be stored are required for 5
Utilities /Water
OD�P r QC & OD
ears SWRCI3 Order 2022-0103-DWQ- CCP
Management System)
ears
§„�338 et seq., 340 et seq. 342, GC §34090
Work Orders / Service Requests - All
When No
Public Works /
PW-089
Information Entered in CMMS Database
Longer
Yes
Mag, Mfrs Yes: After
S f I
Preliminary drafts (the database is the
Utilities / Water
Required
OD Ppr QC & OD
original); GC §34090
(Paper drafts)
Work Orders / Service Requests - NOT
entered in CMMS Database (/ partial
Department olio P-refefen .; Ma contain
Public Works /
information entered into CMMS Database)
Mag, Mfr Yes: After
sewer records, which are required for 5
Utilities / Water
PW-090
5 years
Yes
S f I
Ppr QC & OD
ears; SWRCS Order 2022-0103-DWQ CCP
(Division providing service retains originals;
§§338 et seq., 340 et seq., 342, GC §34090
Division requesting service is considered a
copy)
DOWNEY, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 11 /10/2022

Downey City CouncilMarch 24, 2026

Downey City Council
March 24, 2026