Agenda packet — Duarte City Council, March 25, 2025 (part 2 of 2)

CITY OF DUARTE

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
7 4.26 Trusted Copy: A “Trusted Copy” is a copy of an originally created record if the copy is created on a Trusted System. “Trusted Copies” are photographically, or electronically generated documents controlled by daily operational procedures and policies to ensure reasonable expectations of document integrity, free from physical or electronic additions, subtractions or other modifications that would change the content of the original document.

Once a “Trusted Copy” is created, it will replace the original source document, and the “Trusted Copy” must then be retained as the Official Record in accordance with the requirements of this Policy and the Record Retention Schedules.

4.27 Trusted System: As defined by GC §12168.7(c), “Trusted System” means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.”
Thus, a “Trusted System” includes any method of creation, management and/or storage of an Official Record, as defined within this Policy.

4.28 Vital Record: Includes records that are needed to continue or resume basic City operations in the event of a disaster.

4.29 Writing: As defined by Government Code §7920.545, “Writing” means any handwriting, typewriting, printing, photo stating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.” Thus, “Writing” is a comprehensive definition that includes the subsets of public records, trusted copies, confidential records, duplicate copies, non-record writings, vital records, historical records, active records, inactive records, electronic records, and transitory records, as defined within this Policy.

5. RESPONSIBILITIES
Active management of the City’s records is required to ensure that the records are properly maintained.

This section identifies elected officials and staff members responsible for managing the City’s records.

5.1 City Council
The City Council reviews and approves this Policy, the Citywide Records Management Program, the original Record Retention Schedules, and any amendments to the Policy.

5.2 City Manager
The City Manager (or designee) shall be responsible for administering this Policy and approving minor amendments and administrative changes to the Record Retention Schedules.

5.3 City Attorney
The City Attorney (or designee) shall be responsible for the following:
a. Providing legal review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
b. Providing legal review of changes in the law relating to this Policy and the Record Retention Schedules.
c. Notifying the affected OOR and the City Clerk when the City must suspend the destruction of records due to pending or potential litigation, discovery requests, or for any other reason. d. Reviewing all requests for records destruction and exercising discretion to approve or deny requests for destruction in accordance with this Policy. e. Forwarding all approved requests for destruction to the City Clerk.

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CITY OF DUARTE

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
8 5.4 City Clerk
The City Clerk (or designee) shall be responsible for the following:
a. Implementing and coordinating the City’s Records and Information Management (RIM) program. b. Providing review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
c. Disseminating information and providing RIM program training to departments. d. Establishing and maintaining a program to assist departments in the destruction of records once their respective retention periods have expired.
e. Assisting all departments in complying with this Policy. f. Performing periodic training to assist departments in complying with the Record Retention Schedules and this Policy.
g. Providing review of changes in records management practices relating to this Policy and the Record Retention Schedules.
h. Receiving City Attorney approved requests for records destruction for final review and processing. i. Maintaining the Official Record of all documents related to the City’s RIM program, and any amendments or updates thereto, including the following:
● Policy
● Record Retention Schedules
● Lists of Records Coordinators and alternates
● Master Index of Record Series, as submitted by each department ● Requests for Destruction of Records
● Authorizations to Destroy Records
● Certifications of Destroyed Records

5.5 Department Directors
Department Directors are responsible for the following:
a. Administering the City’s RIM program in their respective departments and overseeing that Policy parameters are implemented in a timely manner.
b. Appointing a Records Coordinator, and an alternate, to work with the City Clerk’s Office to implement this Policy. Large departments with several divisions may have multiple Records Coordinators and alternates.
c. Establishing and maintaining an inventory of departmental records and providing an updated electronic copy to the City Clerk, when requested. The inventory shall identify the following aspects of each record:
● Associated records series
● Activity status (e.g., active, inactive)
● Media format of the Official Record
● Importance (e.g., vital, historical, confidential), where applicable d. Coordinating with the City Clerk’s Office in the development of a departmental Record Retention Schedule.
e. Periodically reviewing its departmental Record Retention Schedule to ensure that the schedule is complete, current and accurate.
f. Providing the City Clerk’s Office written proposed amendments to the Record Retention Schedule, when needed.
g. Ensuring the security of records that have been identified as confidential. h. Notifying the City Clerk’s Office of any information received regarding legal issues related to the retention of records within their department.
i. Reviewing proposed changes to the Record Retention Schedule, as prepared by the City Clerk’s Office and City Attorney.
j. Reviewing requests for the destruction of departmental records as authorized by this Policy and the Record Retention Schedules and forwarding such requests to the City Attorney.

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CITY OF DUARTE

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
9 k. Approve the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
l. Providing written notification to the City Manager and the City Clerk’s Office of any discrepancies or violations of this Policy or the Record Retention Schedule within their department.

5.6 Records Coordinators
The Records Coordinator(s) for each department, under the direction of the Department Director, are responsible for:
a. Creating an index of department records series, and working with the City Clerk, or designee, to develop a Record Retention Schedule.
b. Informing and updating employees in the department about this Policy and the department’s Record Retention Schedule.
c. Ensuring that active records within the department are maintained according to methods described in this Policy and the department’s Record Retention Schedule. d. Maintaining the security of records that have been identified as confidential. e. Maintaining a master inventory of all department records kept internally and at off-site storage facilities.
f. Monitoring all records that are sent off-site for storage to ensure the records are properly packaged and labeled, accurately and completely inventoried, and assigned proposed disposition dates. g. Coordinating all requests to retrieve documents from off-site storage and ensuring that documents are returned to off-site storage in a timely manner.
h. Annually reviewing records and preparing a list of records eligible for destruction when the retention period has expired, as described in this Policy and the Record Retention Schedule. i. Securing the Department Director’s approval for destruction of records when the retention periods have expired.
j. Ensure the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
k. Providing written notification to their Department Director of any discrepancies or violations of this Policy or the Record Retention Schedule within their department.

5.7 City Staff
Any City staff member who routinely works with the City’s records, as required by their assignment, is responsible for:
a. Reviewing this Policy and their department’s Record Retention Schedule. b. Maintaining the security of records that have been identified as confidential. c. Retaining Duplicate Copies, Transitory Records and Non-records only if they are of direct importance to the current operation of their department. d. Surrendering all City records to their supervisors, the City Clerk, City Manager, or City Attorney, when requested.
e. Providing written notification to their Records Coordinator(s) and Department Director of any non-compliance with this Policy or the Record Retention Schedule.

6. POLICY
The Policy for the management, storage and preservation, and destruction of records is as follows:

6.1 Management of Records

6.1.1 Access Controls
All documents, writings, or other forms of information prepared, owned, used, produced, acquired, or retained by employees in the course of their duties, regardless of physical form or characteristics, are the exclusive property of the City. Employees shall have no expectation of privacy relating to City records.

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RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
10 When it is necessary for employees to work on physical documents away from the City, those documents must be returned to the City, and all copies deleted from the outside location, within 72 hours of final use or reference. Employees shall not have any City physical records in such places as private homes.

When it is necessary for employees to work on electronic documents away from the City, those documents must only be accessed via a City Device, and no copies shall be stored on private computer equipment or other electronic media.

Records managed by outgoing officials, employees, contractors, or volunteers shall be delivered to their successors prior to separation from the City.

6.1.2 Migration of an Original Record to a Trusted Copy To ensure the accuracy of a Trusted Copy, employees of the OOR must follow the department’s approved process before replacing an original record.

Before designating a record as a Trusted Copy, legibility must be validated, and indexes or metadata confirmed as accurately reflecting the content of the original record.

Once the Trusted Copy has been validated and designated as the Official Record, the original record shall be immediately destroyed in the approved manner, unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

6.1.3 Historical Records
Historical Records are records that are valuable to future researchers to document the accomplishments, changes, and growth of the City. Record Series’ that may contain historical records will be identified within the Record Retention Schedules. Historical Records may be maintained within each department based on individual departmental procedures.

In the normal course of business, the historical value of a record may not be apparent. Routine business practices may cause certain records to be destroyed before or after historical value is determined.

6.1.4 Confidential Records
There are many sources of legal authority to exempt a record from disclosure including, but not limited to, the California Public Records Act, Government Code §7920 through §7931. It would be impractical to list all definitions of “confidential” records in this Policy. If there is any question as to whether a particular record should be designated as “confidential,” the Department Director will consult the City Attorney.

Confidential records must be maintained with sufficient security, and in accordance with applicable laws, to protect their contents from unauthorized access. Departmental procedures to ensure the security of confidential records will be the responsibility of the Department Director.

6.1.5 E-mail Communication
E-mail messages and any electronic attachments will be reviewed regularly to determine relevance to current City business. When relevant, the e-mail must be converted to an electronic record, or printed in hard copy, and retained with the associated topic or record series (e.g., project file, purchase order, professional services agreement) for the required retention period as designated in the Record Retention Schedules.

Routine e-mail messages are comparable to telephonic communications and are considered either Transitory Records or Non-records. Such e-mail is not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City use or reference.

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CITY OF DUARTE

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
11 E-mail systems are not intended to be, and will not be, used for the electronic storage or maintenance of official records, or as document management systems. E-mail communications are retained pursuant to the adopted Email Policy.

6.1.6 Databases
For Record Retention purposes, the City considers all databases, whether residing on City systems or hosted by an outside source, to be Transitory Records. The blanket retention period for databases is “Until Superseded” to reflect that only the current version has informational value to the City.

The OOR that uses, maintains and modifies a database must assure the information contained within the database is correct and accurate, and has the obligation to produce information from the database, as needed, to perform City business. Due to the transitory nature of databases, periodic reports produced from a database, and used for administrative, fiscal, legal or historical purposes, may become Official Records. Reports designated as Official Records must be maintained in accordance with the Record Retention Schedules.

For example, the City’s Annual Budget Report captures the financial position at the end of a fiscal year, and is used to inform the City Council, staff and citizens of the City’s financial state. Thus, the report must be retained for the retention period designated in the Record Retention Schedule to reflect operational needs.

6.2 Storage and Preservation of Records

6.2.1 Active Records
Storage and preservation methods for active Official Records must meet all the following minimum specifications:
a. Records must be stored and maintained using complete inventories and accurate indexes which allow them to be identified, retrieved and disposed of in an expeditious manner. b. Records must be maintained so they are readily accessible to conduct current City business. c. Storage systems for Official Records will accommodate hard-copy or electronic records and must also conform to the requirements of a Trusted System. Migration of original records to electronic form requires a process that complies with Section 6.1.2 of this policy.

Cloud or Hosted Electronic Records
Cloud stored or hosted electronic records must follow the City’s record retention schedules.

6.3 Destruction of Records

6.3.1 Destruction of Physical or Electronic Records
The City Clerk’s Office oversees and administers the Program, Record Retention Schedules, and the annual destruction of records. This applies to all records, regardless of format.

Annual destruction of records occurs in January of each year and departments may request authority to destroy records at that time or any time during the year. Departments must complete destruction processes at least once each calendar year to stay in compliance with the Program and Record Retention Schedules.

Departments must identify all records eligible for destruction pursuant to the Record Retention Schedules and submit a Records Destruction Request Form to the City Clerk’s Office by or before December 31st of the year prior to the record’s obsolescence. The form shall list all documents to be shredded, deleted, or otherwise destroyed and the corresponding retention periods pursuant to the Record Retention Schedules. The Department Director or designee must approve and sign the Records Destruction Request Form and submit it to the City Clerk’s Office.

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CITY OF DUARTE

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
12 The City Clerk’s Office are responsible for reviewing and approving or denying all requests and checking with the City Attorney’s Office for any litigation holds, by February 1st of the year in which obsolete records may be destroyed.

6.3.2 Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy, in accordance with the procedures for creating a Trusted Copy, the original record may be immediately destroyed in the approved manner.

6.3.3 Destruction of Duplicate Copies
No Duplicate Copy will be maintained longer than the retention period of the Official Record and may be destroyed at any time within the retention period.

Department Directors will ensure that employees follow the established procedures within Section 7 of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:
a. The writing is, in fact, a Duplicate Copy and not an Official Record. b. The writing is no longer required for the operational needs of the department.

Duplicate Copies of certain records may be requested by, and provided to, outside entities via the California Public Records Act, legal discovery or other valid and approved methods of dispersion. The City realizes that it neither has control over, nor can it enforce the storage, management and disposal of, Duplicate Records released to outside entities.

6.3.4 Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:
a. The writing is, in fact, a Transitory Record and not an Official Record. b. The writing is no longer required for the operational needs of the department.

6.3.5 Destruction of Non-Records:

A Non-Record may be destroyed at any time. Prior to the destruction of a Non-Record, the employee shall ensure that:
a. The writing is, in fact, a Non-Record.
b. The writing is no longer required for the operational or reference needs of the department.

6.3.6 Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment, including Trusted Systems, used by the City may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business.

The City understands that, as electronic equipment and technology change, information processing systems and new storage methodologies may allow for the capture of confidential and non-confidential City information.

Prior to decommissioning the equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruction or other disposition until the City information has been deleted.

Written confirmation of the destruction of the information will be provided to the City Clerk.

6.3.7 Destruction of Non-paper Media Records
Official Records stored on non-paper media must be destroyed in a manner consistent with this Policy.

Documentation for the destruction of these records shall be prepared and retained in accordance with Section 7 of this Policy.

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CITY OF DUARTE

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
13 After all Official Records stored on non-paper media (e.g., magnetic tape, disks, diskettes, or other magnetic medium) have been destroyed, the medium itself may be reused, recycled or destroyed.

7. PROCEDURES
The Procedures for the management, storage and preservation, and destruction of records are as follows:

7.1 Access to Electronic Records Systems
A Department Director, or designee, shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.

Any electronic records system is subject to audit on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.

7.2 Process for Scanning and Imaging of City Records and Documents Laserfiche is the City’s document management system for archiving electronic Trusted Copies and for electronic copies of documents for which there is no legal authorization for destruction (e.g., records affecting title to real property or liens thereon; minutes, ordinances, or resolutions of the legislative body or of a city board, agency, or commission). These documents may be stored within Laserfiche as a Portable Document Format for Archiving (PDF/A), indexed as required by this Policy, and searchable utilizing Optical Character Recognition (OCR).

Laserfiche is also used by departments as an operational tool for access and storage of documents related to current City business.

Procedures for scanning a hard-copy document as a PDF/A image for storage in Laserfiche as an Official Record shall be established and reviewed periodically by each department, based upon their specific needs.

Priority shall be given to those records that must be retained on a permanent basis, and to those records which need to be frequently retrieved. Examples of records eligible for scanning include, but are not limited to, the following:
● Ordinances & Resolutions
● Minutes
● Plans and Permits
● Contracts and Agreements
● Approved Construction Plans
Departments shall review and purge unnecessary documents from their records prior to scanning. Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies or Non-Records.

After the PDF/A images are created, the department shall verify the images are legible and complete.

Images will be verified, indexed, and the OCR process completed as soon as possible after scanning occurs.

When creating an electronic Trusted Copy, the department must determine that the original record has been successfully transferred into electronic format as defined above. The original record may then be destroyed in accordance with this Policy.

Non-scanned images must be imported into Laserfiche in PDF/A format, indexed and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.

These procedures will be evaluated by the City Clerk and updated, as needed.

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RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY
14 7.3 Destruction of Official Records
Official Records, for which the retention period identified on the Record Retention Schedules has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.

A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year. For example:

If expiration occurs on: Then destroy no earlier than: or no later than:

January 1, 2025 January 1, 2026 December 31, 2026
December 31, 2025 January 1, 2026 December 31, 2026
Periodic reviews of records will be performed by Records Coordinators. Additionally, to ensure compliance with this Policy and the Record Retention Schedules, the City Clerk will annually designate a date for departments to review their records and prepare requests for destruction.

Records for which the retention period has elapsed must be identified and included on a Destruction Approval Form, which is signed by the Department Director and forwarded to the City Clerk. The City Clerk will review the form for completeness and then forward the form to the City Attorney (or designee) for approval along with a complete inventory listing of the records to be destroyed.

Upon approval, the City Attorney shall return the form and inventory listing to the City Clerk for final review and processing.

Hard-copy records approved for destruction must be destroyed by the City Clerk (or designee) using one of the following methods:
● Recycle Bin: Expired documents that are not confidential. ● Shredding: All other records approved for destruction.

NOTE: Commercial services may be used for destruction of paper documents, provided that destruction is completed at City facilities.

Destruction of Official Records in electronic format must follow the same approval process as outlined above for the destruction of hard-copy records. Upon approval, electronic records must be destroyed using methods that permanently delete the records.

The destruction process must include all Duplicate Copies of the Official Record, regardless of which department maintains the duplicates.

Following the destruction of records, the City Clerk (or designee) shall certify that the records have been destroyed. All certificates of destruction shall be maintained by the City Clerk.

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Record Retention Schedules and UFIRST Index

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01-01-00 Administrative Materials
01-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-01-02 Correspondence & Reports - External Not related to a specific record series in the schedules. City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal Not related to a specific record series in the schedules. City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-04 Departmental Goals/Objectives City-wide S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded.
01-01-05 Administrative Policies & Procedures Does not include personnel rules, regulations, policies & procedures.

City-wide S+2 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded.
01-01-06 Staff & Interdepartmental Meetings Includes informal meeting agendas. City-wide EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-07 Surveys, Studies & Questionnaires - General City City-wide AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
01-01-08 Supervisor's Personnel Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

City-wide ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
01-01-09 Budget Workpapers, Departmental City-wide S+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
Administrative Decision: Maintain departmental budget
workpapers until superseded plus 2 years since
information is compiled into the final budget and/or
Finance budget workpapers.
01-00-00 CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Record Retention Schedules and UFIRST Index

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01-02-00 Reference Materials
01-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.

Administrative Record, State of California Guidelines
01-02-03 Professional Associations/Organizations City-wide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Community Organizations/Foundations City-wide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-05 Complaint Files General complaints to City departments. Does not include claims against the City or formal complaints with the Sheriff's Department.

City-wide AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Settlement of civil rights complaint plus 7 years
01-02-06 Community Information/Events City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
01-02-07 City-sponsored Event Planning For events sponsored and put on by the departments.

Does not include Council events.

CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
01-02-08 Historical Information / Events / Photos City-wide H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value.
01-02-09 Public Relations Information / Handouts /
Speeches / Biographies
Public outreach. City-wide EY+5, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 5
Administrative Decision: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
01-02-10 Technical Reference City-wide ACT GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum.
01-00-00 CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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01-02-11 Informational Brochures, Leaflets & Handouts City-wide CY+5, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain for the current year
plus 5 years for reference purposes. Review annually
before destruction for potential historical content and reclassification to Historical Information/Events as a
permanent record.
01-03-00 Materials from Agencies & Other Cities - Non-project Related 01-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-03-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-04-00 Grant Administration
01-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-00-00 CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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04-11-02 Federal & State Grant Applications & Agreements Includes all documentation related to the grant. City-wide AFP+10, AR 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. State recommends referring to grant
application close-out procedures, if any.

Administrative Decision: Maintain grant applications and agreement working files for 10 years after final payment or closure of the grant to meet the longest Federal
requirement for grant documents. Review annually for
relevance to the grant activity.
04-11-03 CDBG Grant Applications & Agreements Includes all documentation related to the grant. Community Developme
nt
AFP+10, AR 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
Administrative Decision: Maintain grant applications and agreement working files for 10 years after final payment or closure of the grant to match State, Federal and
County grant retention. Review annually for relevance
to the grant activity.
04-11-04 Other Grant Applications & Agreements Includes all documentation related to the grant from local sources.

City-wide AFP+10, AR 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
Administrative Decision: Maintain grant applications and agreement working files for 10 years after final payment or closure of the grant to match State, Federal and
County grant retention. Review annually for relevance
to the grant activity.
01-05-00 Purchasing & Material Acquisition
01-00-00 CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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01-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AC+5 GC 34090; 2 years minimum
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-03 Bids - Successful Newer bids processed through PlanetBids. City-wide AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations of 4 years
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-04 Bids - Unsuccessful Newer bids processed through PlanetBids. City-wide CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 for unsuccessful bids
01-06-00 Records Management
01-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-06-02 Laserfiche EDMS Repository for official electronic records. City-wide IND Transitory Record; Databases are maintained while active
01-06-03 Administration Program planning and policy development research and reference materials.

City-wide CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
01-06-04 Record Retention Schedules Includes currently approved schedules and previous versions.

P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded RCS Suggestion: Permanent for destruction approvals
for tracking purposes.
01-06-05 Destruction Certificates & Destruction
Documentation
Signed certificates indicating final disposition of
documents which have met or exceeded approved
retention policy guidelines and have been destroyed.

Each Department / Division will also maintain a
permanent file of destruction certificates and logs
subject to annual audits by City Clerk staff.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded RCS Suggestion: Permanent for destruction approvals
for tracking purposes.
01-00-00 CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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01-06-06 Records Inventories, Active & Inactive Includes inventories created by departments of all active, permanent and inactive records.

City-wide S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 01-06-07 Records Management Manual Manual of Records Management procedures and policy including instructions and forms. City Clerk will
maintain one copy permanently. Departments to
maintain current edition only.

Clerk S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-00-00 CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS) Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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02-01-00 Clerk Administration
02-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-01-02 Public Records Act and Information Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments by the City Clerk.

Clerk AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 02-01-03 Oaths of Office / Deputizations Administered upon certification of election results.

Employee oaths are kept with personnel files. See HR.

Clerk AT+6 GC 34090; 2 year minimum requirement
State of California Guidelines; 6 years after termination for elected officials.
02-01-04 Donation Forms For donations received by the City. Form tracked by the City Clerk's Office.

Clerk AA+4 GC 34090; 2 year minimum requirement
CCP 337(b); Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
02-02-00 City Council
02-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-02-02 Agendas / Agenda Packets Agendas supplemental communications and all other supporting documentation for City Council regular and
special meetings.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets
permanently for reference value.
02-02-03 Legal Notices Affidavits of Posting, Mailing and/or Proof of Publication, Hearing Notices indicating agendas and other notices
are completed in compliance with state law and City
Clerk departmen guidelines.

Clerk CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statute of limitations, 4 years
02-02-04 Minutes Includes City Council, Redevelopment Agency / Successor Agency, Oversight Board, Community
Facilities Financing Authority and Housing Authority.

Clerk V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-02-05 Meeting Recordings Audio for the purpose of creating minutes. Video service provided by CivicPlus.

Clerk P GC 54953.5; 30 days after recording
Administrative Decision: Maintain meeting recordings
permanently for reference value.
02-02-06 Speaker Cards Clerk CY+2 GC 34090; 2 year minimum requirement CCP 1094.6; 90 days to file petition, 190 days to
respond to petition
State of California Guidelines; Maintain for the Current Year plus 2 years
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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02-02-07 Ordinances Law, statute or regulation enacted by the City Council. Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-08 Resolutions Law, statute or regulation enacted by the City Council. Clerk V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
02-02-09 Municipal Code Codification and Supplementation of the City’s Municipal Code. Maintained in paper form by the City
Clerk, and electronically on the City’s website.

Clerk V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
02-02-10 Ceremonial Items Includes adjournment letters, memorials, special commendation, certificates of recognition and other
ceremonial recognition. Items are kept in Canva and not printed since 2021.

Clerk H CY+2, AR GC 34090; 2 years minimum
Potential historical content. Review for permanent
retention.
02-02-11 Mayor & Councilmember Correspondence General correspondence to or from Councilmembers.

For outside correspondence sent to Council, Clerk to
maintain the original and a copy is sent to Council.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-12 City Council Handbooks Clerk S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain handbooks for 2
years after superseded.
02-03-00 Boards, Commissions & Committees - Membership Materials 02-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-03-02 Administrative Files Communications to staff liaisons, training and resource materials, appointment, termination and leave of
absense correspondence, programmatic rules review,
research and analysis, and memos.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-03 Appointment History Spreadsheet Excel database includes appointment, service and termination history and contact information.

Clerk H IND Transitory Record; Databases are maintained while active
02-03-04 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy and other vacancy
information.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-05 Applications, Appointed Applications submitted as part of the Council recruitment/interview or Committee appointment
process.

Clerk AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
02-03-06 Applications, Unsuccessful Also includes "thank you for applying" letters. Clerk AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2 years after completion
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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02-04-00 Agreements / Contracts / MOUs
02-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Primarily public works and capital projects.

Clerk / PW CY+2 GC 34090; 2 years minimum
CCP 337; Statute of limitations
State of California Guidelines; 2 years for unsuccessful bids.
02-04-03 Service, Equipment, Supply & Lease Agreements Vendors, product acquisitions, professional service agreements, services, individual employment,
organization funding, professional services and
consultants, purchase, leases, licenses and all other
general City agreements. Also includes certificates of
insurance for the associated contract.

Clerk AC+5 CCP 337.2; Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

State of California Guidelines; Maintain agreements and contracts for 5 years after closure or completion.
02-04-04 Infrastructure & Cooperation Agreements Capital improvement, development, subdivision, franchise, joint powers, mutual aid, labor MOU and
other infrastructure related agreements. Also includes
certificates of insurance for the associated contract.

Clerk P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statute of limitations of 4
years
CCP 337.2; Statute of limitations of 4 years
CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
02-04-05 Grant Agreements Clerk AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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02-04-06 Settlement Agreements Clerk P CCP 343; Statute of limitations, general 4 years State of California Guidelines; 5 years after termination for non-capital improvement agreements and contracts
Administrative Decision: Maintain settlement
agreements permanently to support the final settlement. 02-04-07 Housing Loan Agreements Includes first time homebuyers, affordable housing, silent second and other housing programs and loans.

Clerk /
Finance /
CD
P CCP 337.2; Statute of limitations, leases 4 years
CCP 343; Statute of limitations, general 4 years
48 CFR 4.703(a)(2); 3 years after final payment
State of California Guidelines; 5 years after termination for non-capital improvement agreements and contracts
Administrative Decision: Maintain housing loan
agreements permanently to support the disposition of
the associated property.
02-04-08 Firework Sales Applications Sales of fireworks prohibited since 2018. Record series intended for destruction of obsolete records.

Clerk AC+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
02-05-00 Property Related Records
02-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Clerk /
Public
Works
P GC 34090(a); Permanent for land and property records
CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
02-05-03 Assessment District Ballots & Protest Letters Prop 218 related. Clerk AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
02-05-04 Easements, Deeds, Quitclaim Deeds, Grant
Deeds & Promissory Notes
Currently maintained in Community Development and
Public Works. City Clerk to become the office of record.

Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-05 Right of Way Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-06 Vacations/Abandonments Clerk P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
02-05-07 Annexations Clerk P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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02-05-08 Real Property Acquisitions / Dispositions Clerk / City Manager
P GC 34090(a); Permanent for real property records
GC 6254; Record disclosure
CCP 337.1; 5 years maximum after completion of
construction or improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Permanently for real
property records within the City.
02-05-09 RDA Property Acquisitions / Dispositions Clerk P GC 34090(a); Permanent for real property records GC 6254; Record disclosure
CCP 337.1; 5 years maximum after completion of
construction or improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Permanently for real
property records within the City.
02-05-10 Miscellaneous Recorded Documents Clerk P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for recorded
documents
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Record Retention Schedules and UFIRST Index

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Draft: 3/13/2025
02-06-00 Elections Materials
02-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-06-02 Municipal Elections (General & Special),
Administration
Includes ballot material copies, voter rosters, official precinct materials, correspondence, election signs,
notices and legal publications. City Clerk administrative, research and working files retained for future reference.

Clerk AC+10 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records
may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.

Administrative Decision: Maintain election materials for 10 years after closure of the election to cover 2 election cycles.
02-06-03 Candidate Filing Forms and Nomination
Documents, Elected Officials
Elected officials. Submitted in order to qualify for
candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and
residency verification, consent forms, ballot designation worksheet, optional Code of Fair Campaign Practices
declaration, filing checklists and candidate statement
receipt. Nomination petitions may be viewed by the
public but not copied or distributed.

Clerk AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
02-06-04 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Clerk AC+2 GC 34090; 2 year minimum requirement 02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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02-06-05 Council Sponsored Measures Direct arguments for and against measures, and argument rebuttal filer and author are filed with the City Clerk. Ballot Question is approved by Council
resolution.

Clerk AC+10 GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
Administrative Decision: Maintain council sponsored
measures for 10 years after closure of the election for reference purposes and life of the measure.
02-06-06 Initiatives, Referendums & Recall Petitions Includes petitions with original signatures. Clerk C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
02-06-07 Candidate Orientation Materials Information relating to running for and qualifying for elected officials and filing requirements and obligations.

Revised and replaced each election.

Clerk S+2 GC 34090; 2 year minimum requirement
Administrative Decision: Maintain for 2 years after
superseded for relevance to subsequent elections.
02-07-00 Fair Political Practices Commission
02-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-07-02 Campaign Statements – Elected (Forms 410,
460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
Elected officials and candidate controlled and/or
committees primarily formed to support or oppose them.

Filing obligation exists until committee is terminated.

Includes noticing and processing correspondence.

Clerk P GC 81009(b); maintain elected indefinitely
02-07-03 Campaign Statements – Unsuccessful (Forms
410, 460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
unsuccessful candidates for office including committees that directly support or oppose them. Filing obligation exists until committee is terminated. Includes noticing and processing correspondence.

Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates 02-07-04 Campaign Statements – Committees (Forms 410,
460, 470, 497)
FPPC Campaign Financial Disclosure Statements for
general purpose and ballot measure committees. Filing
obligation exists until committee is terminated. Includes noticing and processing correspondence.

Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates Administrative Decision: Maintain committees campaign
statements for 5 years after closure of the committee
02-07-05 Campaign and Form 700 Tracking Database Tracks noticing, correspondence and filing dates.

NetFile system.

Clerk ACT Transitory Record; Databases are maintained while active
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Draft: 3/13/2025
02-07-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
City Councilmembers, Planning Commissioners, City
Manager and City Attorney. Since 2016 Govt. Code
Section 87200 filers file electronically with the FPPC.

Copies retained on file.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-07-07 Statement of Economic Interests (Form 700) –
Designated
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-07-08 Ethics & Harrassment Training Certificates City Councilmembers and Planning and Ecomonic Development Commissioners are required to file both
certificates with the City Clerk every two years by state law. All other commissioners are required to file only
ethics certificates with the City Clerk every two years.

Clerk AC+5 GC 53235(b); 5 years
02-07-09 Forms 801, 802 and 806 Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802) and Public Official
Appointments (Form 806) as applicable and necessary.

Clerk AC+7 GC 82015; 7 years for form 803
2 CCR 18944 et. seq.; 7 years for forms 801 and 802
02-08-00 Public Utilities, Communications & Technology Commission 02-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-09-02 Resolutions Clerk P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-10-00 Duarte Redevelopment Oversight Board
02-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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02-10-02 Agendas Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
02-10-03 Minutes Clerk P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-10-04 Notices Clerk 30 Days GC 54953.5; 30 days after recording 02-10-05 Resolutions Clerk P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
Clerk
02-11-00 Duarte Communities Facilities Financing Authority 02-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-11-02 Resolutions Clerk P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-12-00 Ad Hoc Committees
02-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-13-02 Promissor Notes Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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02-13-03 Resolutions Clerk P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-00-00 CITY CLERK
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Draft: 3/13/2025
03-01-00 City Manager
03-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Documents from quarterly updates from department
heads.

Manager S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after strategic plan is superseded.
03-01-03 Federal & State Legislation Letters Includes letters of support or against legislation / appropriations.

Manager CY+2 GC 34090; 2 year minimum requirement
03-02-00 Public Information Officer
03-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Manager H CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 5 years
03-02-03 Archived Social Media Posts Includes the City website, Twitter, Facebook and other social media formats and hosts. Posts saved with
Archive Social.

Manager CY+5 GC 34090; 2 year minimum requirement;
Administrative Decision Maintain for the Current Year
plus 5 years for reference purposes.
03-02-04 Press Releases Released by the City and through Tripepi Smith. Manager CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for press releases.

Administrative Decision: Maintain press releases for the current year plus 5 years for reference.
03-02-05 Event Planning Includes records and videos of State of the City and City Council related events.

Manager CY+5, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 5 years for
reference purposes, review annually for historical
content.
03-02-06 Public Educational Government Channel Streamed on cable. Includes Council meeting recordings, City events, advertisements, and other
public recorded events. Non-profit organizations can
submit requests to post materials with approval from the City. Videos are maintained on the channel for 30 days.

Manager 30 Days GC 54953.5; 30 days after recording
03-00-00 CITY MANAGEMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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03-03-00 City Attorney
03-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide C AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Decision: Maintain legal opinions for 2
years after the matter is closed. The State's guideline is inconsistent with the type of documents.
03-03-03 Legal Opinions City-wide C AC+2 or
S+2
GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Decision: Maintain legal opinions for 2
years after the matter is closed or 2 years after
superseded, subject depending. The State's guideline is inconsistent with the type of documents.
03-03-04 Subpoenas Subpoenas for records or property. Clerk CY+2 GC 34090; 2 year minimum requirement 03-03-05 Declarations Used to certify records produced in court for litigation. Clerk AC+7 GC 34090; 2 year minimum requirement State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.
03-03-06 Monthly Reports Record series intended for destruction of obsolete records
Clerk CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
03-04-00 General Information Techologies
03-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-04-02 Work Order System Staff requests for service. Ticket issued to complete the process for software and hardware requests and issues.

Maintained by the contractor.

AS IND Transitory Record; Databases are maintained while active
03-04-03 Process / Users Guides & Training Includes vendor provided manuals and in-house created how-to guides.

AS ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
03-04-04 End User License Agreements For general software like Google, MS 365, special software systems and other software.

AS AC+4 CCP 337(b); Statute of limitations of 4 years
CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
03-00-00 CITY MANAGEMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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03-04-05 Network Diagrams Maintained by the contractor on the Google drive. AS C CY+4 CCP 343; SOL of 4 years State of California Guidelines; Current year plus 4 years for network configuration and diagrams
03-00-00 CITY MANAGEMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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03-05-00 Risk Management
03-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-05-02 California JPIA Joint powers authority as the insurance organization for workers compensation, property, liability and other City acquired insurance. Includes correspondence and
communications with the JPA.

AS CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
03-05-03 City Insurance Policies Includes annual memorandums of coverage, and certificates of additional insured.

AS P GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and property insurance
03-05-04 Claims Against the City Includes property damage claims filed against the City and submitted to Carl Warren for processing.

AS AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
03-05-05 Certificates of Insurance, Non-project Related Certificates provided by contractors and vendors for liability coverage. Project related certificates of
insurance are maintained with the agreement in
Laserfiche.

Comm Dev CY+2 GC 34090; 2 year minimum
State of California Guidelines; Permanent for
certificates of insurance from vendors and contractors.

No citation referenced.

Administrative Decision: Maintain certificates of
insurance not related to a specific project or agreement for the current year plus 2 years to meet the minimum
requirement of GC 34090.
03-05-06 Mobile Phones/Devices/Computer Inventory Reflects purchase date and cost. AS S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for equipment inventory records
03-00-00 CITY MANAGEMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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04-01-00 General Accounting
04-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-01-02 Tyler Incode Financial management system. Finance IND Transitory Record; Databases are maintained while active
04-01-03 Journal Entries Include year-end journal entries. Finance AA+5 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-01-04 Year End Reports Finance AA+5 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-02-00 Accounts Payable
04-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-02-02 Purchase Orders Includes purchase requisitions, PO change orders, written quotes, City Council Agenda reports, and copies of contracts for goods and services.

Finance AA+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-02-03 Warrants / Checks Includes invoices and vendor information. Includes W-9, EFT authorization or vendor direct deposit forms, letter from the bank institution confirming the correct bank
account information, and copies of voided checks
submitted by the vendor.

Finance AA+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-02-04 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by
administrative staff in each department but information is sent to Finance.

Finance AA+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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04-02-05 Credit Card Statements Includes monthly statements, credit card reconciliation and authorization forms, and invoices.

Finance AA+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-02-06 Annual Tax Payments Includes payments on sales, fuel and other taxes due. Finance AA+5 GC 34090; 2 year minimum 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-02-07 1099 Reporting Includes 1096 and 1099 forms, summary and detailed vendor reports, and 1099 B Notices.

Finance AA+5 GC 34090; 2 year minimum
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-02-08 Canceled and Voided Checks Includes remittance advice and checks paid. Finance AA+5 GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 5 years after audit
04-03-00 Accounts Receivable & Cashiering
04-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-03-02 Invoices Billed Invoice request from other departments. Includes copies of invoices, supporting documents and edit proof list.

Finance AA+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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04-03-04 Daily Cash and Balancing Reports Includes Daily Cash Reports, Drawer Balancing Reports,and credit card summary reports.

Finance AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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04-04-00 Auditing
04-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group, includes audit workpapers.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-04-02 ACFR Annual Financial Statement Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-04-03 Audits Includes single audits, annual individual audits and special audits.

Finance P GC 34090; 2 years minimum
State of California Guidelines; Permanent
04-04-04 Year-End Work Papers Includes PBC lists. Finance AA+5 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-05-00 Banking & Investing
04-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AA+5 GC 34090; 2 years minimum
26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
04-05-03 Investment Policy Presented to Council for approval. Updated as needed. Finance S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
04-05-04 Investments Broker notices, transaction confirmations and endowments.

Finance P GC34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; Permanent
04-05-05 Monthly Investment Reports Management report sent to staff and City Council monthly.

Finance CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for
management reports
04-06-00 Budgeting
04-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Draft: 3/13/2025
04-06-02 Budget Workpapers, Finance Includes workpapers, forecasts, documents relating to budget book compilation, correspondence and other
budget creation related documents maintained by the
departments. This includes salary templates, rate
schedules, & CIP documents.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-06-03 Annual Budgets Includes general City and CIP budget books. Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Administrative Decision: Maintain annual budgets
permanently for reference.
04-06-04 Budget Adjustments Entries Includes any relevant backup for budget adjustment entries.

Finance AA+5 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-06-05 Schedule of Fees & Charges Includes workpapers, such as cost studies, reference materials, surveys, cost detail worksheets, and
correspondence related to the schedule of fees and
charges.

Finance S+2 GC 34090; 2 years minimum
04-07-00 Business Licensing
04-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Daily reports under Accounts Receivable. Paper
records exist from before the online system was used
and follow the same retention period.

Finance AT+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after
termination
04-07-03 Business License Renewals Renewals maintained in the online system. Finance CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations
State of California Guidelines; 4 years after
termination
Administrative Decision: Maintain renewals for the
current year plus 4 years to support the business
license activity and to simplify retention.
04-08-00 Debt Financing
04-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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04-08-02 Bond Issues Includes formal bond documents, including bond indenture and other formal documents.

Finance P GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statute of limitations of 10 years
FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues.
04-08-03 Bond Statements & Reports Include arbitrage, annual statements, bond disclosure, bond pay-offs, bond covenance and cash/surety bonds.

Finance AFP+10 GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statute of limitations of 10 years
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
04-08-04 Construction Loans Escrow lease payments. Include annual statements, loan disclosure, and pay-offs.

Finance AFP+4 CCP 337(b); Statute of limitations of 4 years CCP 337.2; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
04-09-00 Financial Reporting
04-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-09-02 State Reports Includes Financial Transaction Report, PSAF, CDIAC, State Controllers Report, Housing Authority Reports
and Annual Street Report and all related backup.

Finance P GC 34090; 2 years minimum
State of California Guidelines; Permanent
04-09-03 Sales Tax Reports Reviewed by Finance and the City Manager.

Confidential record for the Board of Equalization.

Finance C AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-10-00 Fixed Assets
04-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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04-10-02 Fixed Asset List Includes the depreciation schedule spreadsheet, backup documentation, ownership slips, auctions for
disposition and other asset information for land,
property, infrastructure, buildings, computers and
software, GASB and other assets.

Finance AA+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain depreciation
schedules for 5 years after the annual audit to follow
retention asset inventories and for simplicity in
destruction.
04-10-03 Construction In Progress Used for CIPs. Includes depreciation schedules. Finance AA+5 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.

Administrative Decision: Maintain for 5 years after the annual audit for reference and simplicity in destruction. 04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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04-11-00 Successor Agency Reporting
04-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-11-02 Recognized Obligation of Payment Schedule -
ROPS
6 month budget provided to the State Controller's
Office. State provided form submitted electronically and printed for signtaure by Finance.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-11-04 RPTTF Payment Report Payments received from ROPS to pay off obligations. Finance AA+5 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
04-00-00 FINANCIAL SERVICES RECORDS
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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05-01-00 Employee Data
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Includes Personnel Action Forms, original application,
training certificates, educational incentive programs & tuition reimbursement, payroll processing documents
(W-4, DE-4), performance evaluations, I-9 (after
separation), EDD claim forms, employment contracts /
agreements (not including union negotiations and
resulting contracts/agreements), disciplinary actions,
fingerprints and miscellaneous communications.

HR C, V AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 05-01-03 Employee Medical Files FMLA, exposure, insurance information and benefit enrollment, accident related drug tests, random drug
pull results, doctor's notes and other medical
information.

HR C AS+30 8 CCR 15400; Maintain reports
LC 90 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after
completion/closure
05-01-04 Confidential Incident Files Includes EEOC complaints, employee complaints, individual grievances, investigations and other
confidential information related to incidents.

HR C AS+5 GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees.
05-01-05 Volunteer & Independent Contractor Background
Checks
Includes livescan from DOJ and/or FBI and other
background check information as required for
volunteers and independent contractors.

HR C AS+4 GC 12946; 4 years after completion/position filled State of California Guidelines; 2 years after
completion/position filled
05-01-06 Retirement Cash-out Forms Includes cash-in-lieu for medical insurance. Form states that the retiree will maintain insurance separate from
City-provided insurance.

HR CY+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
05-01-07 Background Check - Unhired Applicants Includes DOJ fingerprinting, psychological evaluations, polygraph, personal history statements, preemployment physicals and other background checks for unhired candidates. Files created with the background
check and considered as a terminated employee.

HR AC+6 GC 34090; 2 year minimum
State of California Gudelines; 2 years after position
closes for applicants not hired.

Administrative Decision: Maintain for 6 years after
completion to follow retention for terminated/separated employees.
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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05-02-00 Personnel Management Records
05-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HR AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-02-02 Job Descriptions Maintained electronically. HR S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain job description for 2 years after superseded to meet the minimum
requirement and method of managing the documents.
05-02-03 Personnel Rules & Regulations City-wide policies and procedures specifically for personnel. Does not include general policies and
procedures at the department level.

HR S+5 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded
Administrative Decision: Maintain for 5 years after
superseded for reference purposes.
05-02-04 Salary Schedule Specific for each job and broken down by bargaining unit.

HR CY+5 GC 34090; 2 year minimum
GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 05-02-05 Classification & Compensation Program Includes salary surveys, reclassifications and other compensation related documents.

HR CY+5 GC 34090; 2 year minimum
GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 05-02-06 Employee Benefit Information / Handouts Includes the benefits guide and plan documents given to employees for medical, dental, vision, flexible
benefits, short & long term disability, life insurance, deferred compensation, employee assistance program
and other benefit plans. Also includes the annual benefit renewals from the broker.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
05-02-07 Employee Programs Includes annual employee recognition events for years of service and other recognition events.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
State of California Guidelines; 2 years after action
05-03-00 Personnel Recruitment Records
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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05-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HR AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-03-02 Recruitment File Files include job advertisements, applications, oral board, rating sheets, practical test and assessment
centers and eligibility lists. Remaining documents
managed in NeoGov.

HR AC+4 GC 12946; 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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05-04-00 Safety & Training Records
05-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HR S+5 GC 34090; 2 year minimum,
8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after superceded or expired
05-04-03 Safety & Employee Training Programs Sign-in sheets, handouts, consultant training programs, tailgate meetings and other program information for
general employee training and lunchtime workshops.

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
05-04-04 Random Drug Pulls Name List - DOT Includes a listing of names in the random pull. All filed by year completed. Results filed in the employee's
medical file.

HR C CY+5 49 CFR 40.333; 1 to 5 years depending upon document type. All documents must be maintain in a secured
area.
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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05-05-00 Worker's Compensation
05-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HR C P 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party administrator. 05-05-03 Third Pary Administrator & JPIA Correspondence, reports and general information & administration from the TPA.

HR CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
05-05-04 OSHA 300 Reports & Logs Maintained electronically. Also includes quarterly audit reports.

HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports
8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102;5 years from date of injury
State of California Guideline: 5 years after completed
05-05-05 Workers Compensation Loss Run Reports Monthly reports HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; State recommends
Permanent retention, but no relevant statues; Risk
Management Reports (including Loss Analysis Reports)
are 5 years after completion/closure.
05-06-00 CalPERS & PARS Records
05-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HR AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-06-02 CalPERS Plan Contracts & Plan Amendments Supplied by CalPERS for rate changes. Accessible electronically on the myCalPERS website.

HR / Clerk P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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05-06-03 CalPERS Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-06-04 PARS Plan Contracts & Plan Amendments HR / Clerk P GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-06-05 PARS Rate Changes HR P GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-06-06 Actuarial Valuation Reports HR P GC 34090; 2 year minimum requirement GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
05-06-07 Correspondence HR CY+2 GC 34090; 2 year minimum requirement State of California Guidlines; Administrative Record
05-07-00 Payroll
05-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Payroll AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-07-02 Time Sheet System Entered electronically into Tyler Employee Self Service (ESS) system. Time sheet reports exported and saved
electronically with the payroll register. No paper version maintained. When employee separates, time sheets are
made inactive and can not be referenced.

Payroll IND Transitory Record; Databases are maintained while active
05-07-03 Registers Pulled from Tyler payroll system by payroll period.

Includes time sheet, leave, longevity and other ondemand registers, including Payroll Detail Registers, accounts payable and PERS/PARS Retirement
Reports.

Payroll P GC 34090; 2 years minimum
GC 12946; 4 years after termination
29 CFR 516.2-6; 4 years after tax return filing
29 CFR 1627; 3 years
State of California Guidelines; Permanent
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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05-07-04 Quarterly Returns Includes Form 941, DE9 and other quarterly returns. Payroll AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
05-07-05 W-2s / W-2 Reporting Includes W-2's and all related backup. Payroll C AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
05-07-06 State Compensation Report Includes report and all related backup. Payroll CY+7 GC 34090; 2 years minimum State of California Guidelines; Permanent
Administrative Decision: Maintain submitted reports for the current year plus 7 to follow the State's retention period for submitted reports.
05-07-07 Annual Payroll Census Survey As-need report and all related backup. Submitted to Department of Commerce, US Census Bureau,
annually or on-demand.

Payroll CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Record Retention Schedules and UFIRST Index

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Draft: 3/13/2025
05-08-00 Labor Relations Records
05-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HR C CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
05-08-03 Labor Negotiations Administrative notes. HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
05-08-04 Memorandums of Understanding Includes management / confidential resolution and side letters.

HR / Clerk P 29 USC 211c; Maintain, indefinite
29 CFR 516.5(b); 3 years
State of California Guidelines; Recommend Permanent
retention without relevant Statute or regulations cited. 05-08-05 Grievances Grievances filed by the union, not by individual employees. Grievance appeals and arbitration are
maintained with the grievance file.

HR P GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
Administrative Decision: Maintain permanently since the grievance would be filed by the union.
05-00-00 HUMAN RESOURCES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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06-01-00 Community Development Administration
06-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-01-02 Management Reports CD Admin CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management
reports
06-02-00 Planning Applications & Entitlements
06-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-02-02 Planning Applications & Entitlements General Plan Amendment, Zoning Change/Zoning Map Amendment, Zoning Verification Letters,
Development/Municipal Code Amendment, Specific
Plans and Amendments, Subdivisions (all types),
Conditional Use Permit, Variance, Precise Plan of
Design, Minor Use Permit, Administrative Variance, Site Plan & Design Review, Reasonable Accomodations,
Unclassified Use Permits, Development Code
Interpretations, Development Policies and other similar applications. Documents may include report, plans,
radius map and labels, approval letters and other
supporting documentation.

Planning P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
06-02-03 Temporary Use Permits Includes signs and uses, tree permits, film permits, general correspondence.

Planning AE+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
06-02-04 Tree & Film Permits Planning AE+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits
06-00-00 COMMUNITY DEVELOPMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. in 2023. All rights reserved.

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06-02-05 CEQA Reports Initial studies, DEIRs, FEIRs, M&ND, Technical Review (Consultant) and other environmental reports.

Working documents supporting environmental litigation,
including emails and other communications, staff
reports, meeting schedules, comments,
correspondence, transcripts/minutes, staff notes,
memoranda and other documents supporting
environmental decisions and reports.

Planning P
AC+7
GC 34090(a); Real property records, maintain
Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent for
environmental reports
GC 34090; 2 year minimum requirement
PRC 21167.6(e); Maintain working documents
supporting environmental litigation during the case
State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently
06-02-06 Annual Reports Required reports for compliance with state and county policies on reporting regarding the General Plan,
Housing Element, MWELO and ADUs.

Planning P GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for periodic reports
Administrative Decision: Maintain annual reports
permanently for historical reference.
06-00-00 COMMUNITY DEVELOPMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. in 2023. All rights reserved.

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Record Retention Schedules and UFIRST Index

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06-03-00 Building
06-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-03-02 CityTech Used for Building and Public Works permits. Building / PW
IND Transitory Record; Databases are maintained while
active
06-03-03 Building Permits - Not Issued / Withdrawn /
Canceled
Building AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after cancelation or denial.
06-03-04 Building Permits - Expired Building AE+2 GC 34090; 2 year minimum requirement 06-03-05 Building Permits - Approved Residential /
Commercial
Includes Structural Calculations, Soils Reports, Land
Surveys, Pad Elevations, Special Inspection Reports,
Plan Check Comments / Responses, Request for
Waiver for Accessibility Requirements, Inspection
Reports and Cards with wet signatures for building
projects.

Building P H&S 19850; Building plans - Life of Building, with exceptions
State of California Guidelines; Permanent including
commercial plans
06-03-06 Building Plans - Commercial Includes Site Plans, Floor Plans, Structural Plans, Asbuilt Plans and other construction plans.Building P H&S 19850; Building plans - Life of Building, with exceptions
State of California Guidelines; Permanent including
commercial plans
06-03-07 Building Plans - Residential Includes Site Plans, Floor Plans, Structural Plans, Asbuilt Plans and other construction plans for single family residents.

Building AC+2 H&S 19850(a) thru (d); Building plans - Plans for certain buildings do not need to be filed.

State of California Guidelines; 2 years after completion for blueprints and specifications.
06-03-08 Certificates of Occupancy Building L GC 34090(a); Real property records, maintain State of California Guidelines; Life of business
06-04-00 Planning Commission
06-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-04-02 Agendas / Agenda Packets Planning P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain Planning Commission
agenda packets permanently for reference purposes.
06-04-03 Public Hearing Notices / Proof of Publication Planning CY+4 GC 34090; 2 year minimum requirement CCP 343; Statute of limitations, 4 years
06-00-00 COMMUNITY DEVELOPMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. in 2023. All rights reserved.

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06-04-04 Minutes Action minutes based on the meeting recordings. Planning V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
06-04-05 Resolutions Planning V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
06-04-06 Meeting Recordings Used to create and support action minutes. Planning P GC 54953.5; 30 days after recording GC 34090; 2 year minimum requirement
CCP 343; Statute of limitations, 4 years
Administrative Decision: Maintain meeting recordings
permanently to support the action minutes.
06-05-00 Architectural Review Board
06-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-05-02 Agendas/Agenda Packets Core original documents for a business in the City. Planning CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-05-03 Minutes Planning V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
06-06-00 Public Works & Traffic Safety Committee
06-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-06-02 Agendas/Agenda Packets PW CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-06-03 Minutes PW V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
06-00-00 COMMUNITY DEVELOPMENT
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. in 2023. All rights reserved.

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07-01-00 Public Works Administration
07-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-01-02 Work Order Log Manual work processing system. Emails received by the public for services. Projects placed into the log and
routed to Field Services or added to future CIP
projects.

PW Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations records.
07-01-03 ADA Transition Plan Live document updated as projects are completed.

Public Facilities are also included in the ADA Transition plan. ADA Transition Plan is managed by City's Risk
Management group.

PW Admin /
Risk Mgmt
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for curb and sidewalk improvements
07-01-04 Other Required Reporting Includes Regional Water Quality Control Board NPDES permit and CDPH Title 22 reporting.

PW Admin AC+3, AR 40 CFR 122.41; 3 years after completion for other discharge records, including calibration records
NPDES Permit No. CA0038776 IV. Standard
Provisions, Records; 3 years from date of sample.

Administrative Decision: Review reports annually for
relevance to current projects and permit activities.
07-01-05 GIS / Mapping System Includes truck routes, pavement management, traffic signals, ADA ramps and circulation maps. Hosted on
the GIS web server. Both Public Works and Planning
source information for the system.

PW Admin S Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.

Administrative Decision: Maintain on the GIS system
until superseded.
07-01-06 Hazard Mitigation Plan Protocols for hazardous material and spill mitigation. PW Admin P GC 34090; 2 year minimum requirement State of California Guidelines: Current year plus 2
years, with caveat recommendation of permanent for
environmentally sensitive documents.
07-01-07 Maintenance Agreements Includes maintenance for traffic signals, CalTrans, landscaping, trees and other outsourced maintenance
activities.

PW Admin AC+4 CCP 337.2; Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
07-02-00 Engineering Administration
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-02-02 Geotechnical & Soils Reports Not project specific. Eng P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils
reports.
07-00-00 PUBLIC WORKS & FIELD SERVICES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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07-02-03 Surveys & Studies - General Eng AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
07-02-04 Infrastructure Maps Maps for storm drains, lighting, utilities and other infrastructure maps.

Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
07-02-05 Survey Monuments & Centerline Ties Eng P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
State of California Guidelines; Permanent for surveys
07-02-06 Pavement Management Study Schedules maintenance of streets and pavements. 3 year cycle for Citywide pavement system study required
by the State.

Eng S+3 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

Administrative Decision: Maintain pavement
management studies for 3 years after superseded to
match the 3 year study cycle.
07-02-07 5 Year Pavement Management Plan Based on the pavement study. Eng S+5 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.

Administrative Decision: Maintain pavement
management plans for 5 years after superseded to
match the 5 year plan cycle.
07-02-08 Professional Services Agreements For non-CIP related services. Eng AC+4 CCP 337.2; Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
07-03-00 Capital Improvement Programs
07-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-00-00 PUBLIC WORKS & FIELD SERVICES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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07-03-02 Capital Improvement Projects Construction of new facilities.

CIP Construction Records including planning, design,
construction, conversion or modification of local
government- owned facilities, structures & systems;
environmental / CEQA reports and documents (ie.
streets, curbs, gutters, sidewalks, storm drains, etc.):

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
07-03-03 Capital Improvement Projects - Construction CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists,
non-environmental reports, work orders, schedules,
exhibits, construction staking documentation and
correspondence. PS&E Information including PSA for
professionals services.

Eng AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
07-03-04 Capital Improvement Projects - Administration General administration and correspondence. Eng AC+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain CIP administrative
documents for 2 years after completion of the project to support the project documents.
07-04-00 Traffic Safety
07-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Eng AC+2 GC 34090; 2 year minimum requirement
Administrative Decision: Maintain traffic change
requests for 2 years after the request is accommodated
or denied.
07-04-04 Safe Routes to School Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
07-05-00 Environmental Services
07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-00-00 PUBLIC WORKS & FIELD SERVICES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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07-05-02 Joint Powers Authority General correspondence, agreement and contract copies, meetings and other administrative materials.

Eng CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
07-05-03 Stormwater & Water Conservation Reporting Urban Water Management Plans, USBR Water Management Plans, Annual USBR Plan Update
Submittals, Water Conservation Program Records
including basic water system statistics and supporting
documentation of plan implementation by Best
Management Practice (budget, expenditures, level of
effort, program results).

Eng AC+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for conservation reports.

Administrative Decision: Review reports annually for
relevance to current projects and permit activities.
07-05-04 NPDES Permitting Includes the Water Discharge Report and other backup information for the report. Some information forwarded
to Water Admin for State report preparation and
submission.

Eng P 40 CFR 122.28; Maintain NPDES general permits
State of California Guidelines; Permanent for NPDES
permits
07-05-05 AQMD Annual Reporting Compliance reports. Eng CY+12 40 CFR 141.91; 12 years after completion State of California Guidelines; Current year plus 12 for compliance documents.
07-05-06 Catch Basin Cleaning Program Completed twice annually by County Public Works and paid for by the City. Includes reports on cleaning
services.

Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
07-05-07 Sewer Overflow Reports Received from County Public Works for work completed.

Eng CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
07-06-00 Public Works Permits
07-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-06-02 Construction Permits Permanent construction encroachment permits, includes street cuts, curbs, driveways, landscaping and other construction related encroachments.

PW Admin P GC 34090(a) Real property records, maintain
Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
07-06-03 Encroachment Permits Includes temporary encroachments, such as traffic control, storage pods, trash bins and other temporary
encroachments.

PW Admin AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2
years for maintenance projects, and for temporary use
permits. 07-06-04 Oversize Transportation Permits Temporary use permit for access of oversized vehicles. PW Admin AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for temporary use permits.
07-07-00 Streets
07-00-00 PUBLIC WORKS & FIELD SERVICES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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07-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Field Svcs LOS+2 GC 34090; 2 year minimum requirement
CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
07-07-03 Street Cleanup Program Includes spreadsheets on cleanup efforts for homeless encampments, 4th of July, illegal dumping and other
cleanup. Combined service between Field Services and
waste hauler.

Field Svcs AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.
07-07-04 Graffiti Removal Field Svcs AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects.
07-00-00 PUBLIC WORKS & FIELD SERVICES
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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08-01-00 Parks & Recreation Administration
08-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-01-02 ActiveNet Includes program rules, code of conduct, curriculum, City contact information, electronically signed waivers and
releases, registration information, schedule change forms, names, address, emergency contacts, IEPs, allergies,
special accomedations, field trip forms and other
registration related information. and receipts are included in ActiveNet for recreation classes.

P&R Adm IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-03 WhenToWork Scheduling software for part time staff. P&R Adm IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-04 City News Brochure listing events, classes, updates from City Manager's Office and schedules for programs.

P&R Adm CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-01-05 Attendance & Rosters Sign in sheets and rosters, and emergency contact information for programs maintained by the contractor / instructor as the Office of Record. Retention requirement stated in the contract.

P&R Adm C CY+2 GC 34090; 2 year minimum requirement
08-01-06 Evaluation Forms For fee based classes. Create and maintained in Google Forms.

P&R Adm CY+2 GC 34090; 2 year minimum requirement
08-01-07 Scholarships May include sensitive personal information. Subsidized discount to elligible students. Paper applications.

P&R Adm C CY+2 GC 34090; 2 year minimum requirement
08-01-08 Employee Development Training for staff. Includes training agenda, content, sign-in sheets and attendance.

P&R Adm CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records. Current year plus 2 years for certificates and designations training.
08-01-09 Instructors / Independent Contractors
agreements Includes instructor contact information, executed agreements, class proposals, COI, acknowledgement of
independent contractor instructor policies and procedures.

P&R Adm AS+4 CCP 337(b); Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
Administrative Decision: Maintain instructor files for 4 years after the instructor separates from the City.
08-01-10 Special Event Organization Includes contact information, planning, supply acquisition, staffing, vendor applications and evaluations, outreach, copies of contracts and other event organization
information. For City picnic, holiday in the park and other special events. Mostly electronic.

P&R Adm CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-00-00 PARKS & RECREATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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08-01-11 Accident / Incident Reports Includes accidents, incidents, APS/CPS incidents and other related reports.

P&R Adm AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
08-01-12 Grant Applications & Agreements One time grant funds, Measure A, Prop 68 Per Capita, Rivers & Mountains Conservance (RMC) and other grants.

P&R Adm AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report
for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
08-02-00 Senior Center
08-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-02-02 Lunch Roster Provided by YWCA for current lunch participants (Sign-in sheets)
Seniors CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-02-03 Health Inspections County inspections for the Senior Center kitchen as used by YWCA and Western Exterminator Company service
inspection reports.

Seniors CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-02-04 Appointment Sheets For seniors receiving legal, tax and other services. Seniors CY+2 GC 34090; 2 year minimum requirement 08-02-05 Special Events Includes waivers and sign-in sheets most often for nonresidents / guests.Seniors CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-02-06 Senior Volunteers Includes the application, contact information, fingerprint verification, correspondence and any general information about the volunteer.

Accepted applications:

Denied applications:

Seniors C
AS+4
AC+2
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
08-00-00 PARKS & RECREATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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08-02-07 Cooling Center Sent to the County for when cooling centers are open. Signin sheets and other materials.Seniors CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-02-08 Cash & Checkbook Receipts Handwritten receipts for senior center purchases. Seniors AA+4 GC 34090; 2 year minimum requirement CCP 337(b); Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
08-03-00 Teen Center
08-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Teen Ctr C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-03-03 Boxing Program Membership Release of liability waivers, rosters, personal information, emergency contacts and other information.

Teen Ctr C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-03-04 Drop-in Waivers For infrequent participants. Teen Ctr CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-03-05 Deposit slips Teen Ctr AA+4 GC 34090; 2 year minimum requirement CCP 337(b); Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
08-03-06 Daily Sign In Sheets Daily attendance of all young people (minors) entering the facility
Teen Ctr CY+2 GC 34090; 2 year minimum requirement
08-04-00 Fitness Center
08-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-00-00 PARKS & RECREATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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08-04-02 Drop-in Waivers For fitness center / pool. Paper format with signatures. Fitness CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-04-03 SDS Information Maintained in a binder at the facility. Fitness CY+30 29 CFR 1910.1020; Retain MSDS records for 30 years unless another record of what, where and when a
chemical was used is maintained.
08-04-04 Pool Maintenance Checklist Checklists by staff and lifeguards for pool conditions.

Includes daily chemical and water testing logs.

Fitness CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
08-04-05 Pool Rentals Rental applications, payment receipts, signed waivers Fitness AC+4 CCP 337(b); Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
08-04-06 LAC Fire - Health Hazrdous Division Completed inspection reports. Fitness CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-04-07 Chemicals Reporting Receipt of quantity of chemicals delivered Fitness CY+2 GC 34090; 2 year minimum requirement 08-05-00 City Facilities
08-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-05-02 Maintenance Contracts Maintenance contracts under $25,000, including painting, roofing, janitorial and other contracted maintenance work.

P&R Adm AC+4 CCP 337(b); Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
08-05-03 Facility Inspections Includes facility asset and condition check lists, inspections and the quarterly facility safety checklists for health, pool lifts, water chemistry and other inspections.

P&R Adm CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-05-04 Facility Permits Includes permits and regulatory compliance documents for City buildings and facilities, including fire, elevator, ADA, confined space and other permits.

P&R Adm AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits
08-00-00 PARKS & RECREATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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08-05-05 Facility Rental Agreements Includes applications, proof of insurance and other rental documents for gazebos, park buildings, Community, Senior and Teen Centers and other facility rentals.

P&R Adm AC+4 CCP 337(b); Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
08-05-06 Rental Checklist for post rental Final inspection report of condition of city facilities after its been rented.

P&R Adm CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-00-00 PARKS & RECREATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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08-06-00 Parks
08-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

P&R Adm P GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
08-06-03 Play Structure Inspection & Maintenance P&R Adm AC+3 CCP 338; 3 years for action State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories.
08-06-04 Park Maintenance Includes maintenance of tennis, basketball and volleyball courts, gazebos, park restrooms and other park amenities.

P&R Adm AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.
08-06-05 Field Rentals Applications, 501-C3 status, rental agreements, payment receipts, certificate of insurance.

State of California Guidelines; 4 years after audit for receipts
08-06-06 Day Camps Attendance records P&R Adm CY+2 GC 34090; 2 year minimum requirement 08-07-00 Parks & Recreation Commission
08-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-07-02 Agendas/Agenda Packets P&R Adm CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
08-07-03 Minutes P&R Adm V, H P GC 34090(e); Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent 08-07-04 Meeting Recordings P&R Adm 30 Days GC 54953.5; 30 days after recording 08-00-00 PARKS & RECREATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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08-08-00 Mayor's Youth Council
08-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

P&R Adm C CY+2 GC 34090; 2 year minimum requirement
08-00-00 PARKS & RECREATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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09-01-00 Public Safety Administration
09-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

PS IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
09-01-03 Parking Citations Paper citation books maintained. Electronic citations go directly to Citation Processing Center.

PS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations.
09-01-04 Administrative Citations Code Enforcement and Animal Control citations.

Maintained in paper format.

PS AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
09-01-05 LASD Police Reports Copy sent to the City for reference. Management reports for traffic and criminal activities.

PS CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
09-01-06 DUI Cases Police report from the County. Used to collect funds for DUI incidents.

PS CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
09-01-07 FTB Reports Report for collections to the Franchise Tax Board for withholding.

PS C CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain withholding reports for the current year plus 4 years to match collections
retention under Finance.
09-01-08 Found Property Logs For found property by the public. Documented in Comcate and paper files maintained.

PS CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for property logs 09-01-09 Animal / Code Weekly Logs Activities completed by the officers and compiled into weekly log. Weekly logs compiled into a monthly log.

PS CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for daily activity logs
09-01-10 Monthly Animal / Code Statistics Compiled from the weekly logs. PS CY+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.

FAC 32003; 3 years for animal disposition records.
09-01-11 Emergency Operations Program PS S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for emergency management and mutual aid strategic
plans.
09-00-00 PUBLIC SAFETY
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Draft: 3/13/2025
09-01-12 Body Worn Cameras (Future project) Body Worn Cameras used by CSO's, Code, Animal Control and Out Reach Coordinator.

Non-evidence, Police Report with No Arrest, Detention / Arrest, Traffic / Pedestrian Contact with No Report:

Violent Crime Report, Use of Force, Administrative,
Complaint Against Employee or Agency:

Critical Incident, Homicide:

PS
C
2Y *
5Y or 15Y *
P
PC 832.18(5)(A)-(B); 60 days for nonevidetiary data, 2
years for evidentiary data. * If the evidence is relevant to a criminal prosecution, retain for any time in addition to that specified in subparagraphs (A) and (B).

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.

PC 832.5; 5 years after case closure with no sustained
misconduct, *15 years with sustained misconduct;
confidential document not for public exposure.

PC 799; No Statute of limitations on actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
09-01-13 EOC Field Cameras Cameras used in the field to provide live feed of emergency situations and criminal activity. Currently on a 30 day recycle retention. If crime is observed and
within 30 days, data is given to Sheriffs Department for retention.

PS 30 Days GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.

Administrative Decision: Survelliance videos are
overwritten every 30 days.
09-01-14 Security Cameras Security Cameras used at each facility. Currently on a 30 day recycle retention. If crime is observed and within 30 days, data is given to Sheriffs Department for
retention.

PS 1 Year
Rotating
GC 34090.6; 1 year. * If a claim is filed or pending
litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6.

PC 832.7(b)(8)(c); 180 days after discovery, or 30 days after closure of case, to release records as part of a
PRA, use of force.
09-00-00 PUBLIC SAFETY
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Draft: 3/13/2025
09-02-00 Public Safety Commission
09-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

FAC 32003; 3 years for animal disposition records.
09-03-03 Vicious Animal Permits Annual permit issued. May include potentially dangerous animals, dangerous dogs, animal fanciers
and other special animals.

PS AE+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
09-03-04 Complaints Initiated internally or by citizens. Includes complaint, reports and findings.

PS C AC+2 CCP 335.1; Statute of limitations of 2 years
09-03-05 Animal Bite Reports PS AC+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.

FAC 32003; 3 years for animal disposition records.
09-03-06 Vicious Animal Reports PS AC+3 GC 34090; 2 year minimum requirement PC 597.1(d); 3 years after animal's impoundment ends.

FAC 32003; 3 years for animal disposition records.
09-03-07 Bat Reports Report created from calls or notifications about bats.

Physical document.

PS CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
09-03-08 Mountain Lion / Bob Cat Incidents Calls received from the public. PS CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
09-03-09 Bear Property Damages Calls received from the public. PS CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
09-03-10 Firearm Discharge Reports Management report of non-lethal discharge of weapons for Animal Control.

PS CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
09-00-00 PUBLIC SAFETY
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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Record Retention Schedules and UFIRST Index

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Draft: 3/13/2025
09-03-11 Rabies Report Compiled from animal reports and sent to the County.

Required compliance document.

PS AC+3 GC 34090; 2 year minimum requirement
PC 597.1(d); 3 years after animal's impoundment ends.

FAC 32003; 3 years for animal disposition records.

Administrative Decision: Maintain rabies reports for 3
years after completion to match and support animal bite report retention.
09-03-12 Canvassing Logs Logs of each house Animal Control officers checked for dog license.

PS CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
09-04-00 Code Enforcement
09-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-04-02 Property Case Files Includes warning letters, notice of correction and other code enforcement information on property violations.

Information is maintained in Comcate indefinitely.

Code C AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
09-04-03 Person Case Files Includes warning letters, notice of correction and other code enforcement information on individual persons.

Information is maintained in Comcate indefinitely.

Code C AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
09-04-04 Hearing Requests Appeals for code enforcement violations. Code AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
09-04-05 Recorded Liens Against Property Copy sent to Building for property tracking. Code ACT GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement.
09-00-00 PUBLIC SAFETY
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Record Retention Schedules and UFIRST Index

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Draft: 3/13/2025
09-05-00 Crime Prevention
09-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-05-02 Grant Applications & Agreements State grants provided to the City. PS AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
09-05-03 DART Applications Duarte Area Resource Team. Includes applications, waivers, emergency contacts and other personal
information for activities.

Approved Applicants:

Denied Applicants:

PS C
AS+4
AC+4
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after termination 09-05-04 DART / A-Team Activities Includes permission slips, sign-in sheets, activity information and other records.

PS CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
09-06-00 Homeless Outreach Services
09-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

PS C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for outreach
09-06-03 Monthly Activity Logs Includes contact with persons experiencing homelessness. Contains personal information.

PS C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for various logs
09-06-04 Found Property Reports Management report for homeless locations. Property kept for 90 days until claimed. Unclaimed property is
destroyed.

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Record Retention Schedules and UFIRST Index

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Draft: 3/13/2025
10-01-00 Solid Waste Administration
10-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-01-02 Franchise Agreements Include all backup information for the agreement. City Manager's
Office
P GC 34090(a), Real property records, maintain
14 CCR 18995.2; 5 years for organic waste recycling
records
CCP 337(b); Statute of limitations of 4 years
CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

State of California Guidelines; Permanent
10-01-03 Annual Performance Review Use to measure and evaluate trash hauler performance from past fiscal year.

City
Manager's
Office
CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
10-01-04 Rate Change Applications Includes correspondence between the haulers, third party application reviews, review analysis reports,
approvals and other rate setting information.

City
Manager's
Office
CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
GC 34090; 2 year minimum
State of California Guidelines; Current year plus 2 years for solid waste and sanitary rate setting.
10-01-05 Notices of Rate Change Provided through the franchise hauler. City Manager's
Office
CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
GC 34090; 2 year minimum
State of California Guidelines; Current year plus 2 years for solid waste and sanitary rate setting.
10-01-06 Quarterly Usage Reports Use for trending purposes and verification for the annual report. Received from the franchise haulers.

Mandated report submitted to CalRecycle. Includes
landfill disposal quantity reports, medical waste,
hazardous waste (Form 303), and other summary
reports.

City
Manager's
Office
CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
State of California Guidelines; 2 years plus the current year for tonnage reports and management reports.
10-00-00 SOLID WASTE
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Record Retention Schedules and UFIRST Index

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Draft: 3/13/2025
10-01-08 AB 1826, AB 341, SB 1383 Compliance (Organic
Waste and Recycling)
Records required to be maintained by CalRecycle
including Ordinances and Enforceable Mechanisms,
Written Program Descriptions, Organic Waste Service
Collection, Contamination Minimization, including Route Reviews and Waste Evaluations Waivers and
Exemptions, Education and Outreach, Jurisdiction
Oversight of Hauler Programs, Edible Food Recovery,
Recovered Organic Waste Product Procurement, Paper
Procurement, Inspection and Enforcement, Compliance
Reviews, Investigation of Complaints and Alleged
Violations
City
Manager's
Office
CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
State of California Guidelines; 2 years plus the current year for tonnage reports and management reports.
10-02-00 Solid Waste Programs & Community Outreach
10-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-02-02 Program Grants Grant monies coming into the City. Includes the applications, grant agreements, invoices, check copies
and other grant related documents.

City
Manager's
Office
AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report
for federal grants
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
10-02-03 Recycling & Waste Programs E-waste, recycling art contest, shredding services and other non-grant based waste and recycling programs.

Most occur on Earth Day. Includes event coordination
documents.

City
Manager's
Office
CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
10-02-04 Education & Community Outreach, NonRecyclingNational Night Out, school children visits, corp yard visits and other outreach documents. Includes
promotional, advertizing, coordination with other
agencies, and other outreach.

City
Manager's
Office
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 10-00-00 SOLID WASTE
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2023. All rights reserved.

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Records Retention Schedules and UFIRST Index

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11-01-00 Transporation Administration
11-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
11-01-02 Duarte E Bus Administration of the contract with Foothill Transit to run the fixed route system. Includes copy of the contract,
rate setting and administrative materials. Original
contract maintained by the City Clerk.

Transp AC+4 CCP 337.2; Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
11-02-00 Fleet Services
11-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
11-02-02 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance and other specific
vehicle and equipment related information.

Maintenance also included as part of Enterprise leases.

Transp LOV+4 GC 34090; 2 year minimum requirement
CCP 343; 4 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
11-02-04 BIT Audits Review drivers licenses, drug pull records, driver training and medical records for drivers.

Transp CY+2 GC 34090; 2 year minimum requirement
VC 34501.12; Maintain inspection reports for at least 2 years. 25 month inspection period.
11-02-05 45-day & 90-day Inspection Reports Keep records of Inspection reports for 15 Passenger Van.

Transp CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
11-02-06 BAR Inspections Combined with California Air Resources Board. Transp CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.
11-02-07 Portable Diesel Equipment Reports Reports to the AQMD and California Air Resource Board.

Transp CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.
11-02-08 Diesel & Gas Smog Inspections Maintained in CFA and in hard copy form. Transp AC+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.
11-02-09 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights.

Maintain the old and new books in the vehicle.

Transp CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
11-00-00 TRANSPORTATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved. REV: 3/13/2025

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11-02-10 Fuel Usage & Tax Reports Includes underground storage tank reports and other fuel tax reports to AQMD.

Transp AA+3 GC 34090; 2 year minimum requirement
State of California Guidelines; 3 years after audit
11-02-11 Safety Meetings Includes tailgate meeting rosters, subject matter and other meeting information for weekly and monthly
sessions.

Transp CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
11-02-12 DMV pull notice program Includes printout of notices from DMV on any employees with DMV related charges.

Transp S VC 1808.1; must pull record at least every 12 months 11-00-00 TRANSPORTATION
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2023. All rights reserved. REV: 3/13/2025

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AGENDA REPORT
MEETING DATE: March 25, 2025
TO: Mayor and Members of the City Council
FROM: Jason Golding, Planning Manager
Albert Nuñez, Management Analyst
SUBJECT: Update on Utility Box Art Installations
RECOMMENDATION: It is recommended that the City Council receive and file the Utility Box Art Installations update.

FISCAL IMPACT: This project was completed within the budget of $16,000 that Council approved in November 2024.

BACKGROUND
The City of Duarte’s Utility Box Art Program transforms traffic control boxes into vibrant public art pieces that reflect the city’s identity and values. As part of the 2024 Call for Artists, the City received 53 submissions, which were reviewed and scored by the Freeway Wall and Utility Boxes Arts Ad Hoc Committee. The top designs were selected based on artistic quality, theme relevance, and community engagement potential.

At its regular meeting on November 12, 2024, the City Council approved four final designs for installation at key intersections throughout Duarte. The selected designs and locations are as follows:
● "Snapshots Down the Ol’ Route 66" by Raquel Martinez Rodriguez ○ Location: Southeast corner of Huntington Drive and Mountain Avenue ○ Theme: Route 66
● "Hope and Healing" by Laishan Mui Ito
○ Location: Southwest corner of Duarte Road and Circle Road ○ Theme: Medical Health
● "Tracks of Time” and “Connected Journeys" by Samantha Chang ○ Location: Northeast corner of Fasana Road and Highland Avenue ○ Theme: Transportation
● "ABC, 123!" by Cheyne Ellett
○ Location: Southeast corner of Huntington Drive and Crestfield Drive Agenda Item: 13.C.

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2 ○ Theme: Childhood

DISCUSSION/ANALYSIS
Artwork installations at the four locations, with a total of six utility boxes, were successfully completed in March 2025. Marketing of the completion was done on the City’s website, social media platforms, and a press release.

Each utility box location features a QR code that links to the Utility Box Art Program webpage, providing residents and visitors with easy access to information about the artists and their inspirations. The addition of these QR codes aims to increase community engagement and appreciation of public art in Duarte.

Attachment A of this report showcases each completed utility box and its corresponding location.

RECOMMENDATION
It is recommended that the City Council receive and file the Utility Box Art Installations update.

FISCAL IMPACT
This project was completed within the budget of $16,000 that Council approved in November 2024.

ATTACHMENTS
A. 2024 Call for Artists Design Installations
Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

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Attachment A
2024 Call for Artists Design Installations

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“SNAPSHOTS DO W N
THE OL ’ ROUT E 66”
L O C A T I O N :

S O U T H E A S T C O R N ER O F

H U N T I N G T O N DRI V E

A N D M O U N T A I N A V E N U E
A RT I S T :

R A Q U E L M A RT I N E Z R O DRI G U E Z

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“HOPE AND
HEAL ING”
L O C A T I O N :

S O U T H W E S T C O R N ER

O F DU A RT E R O A D

A N D CIRCL E R O A D
A RT I S T :

L A I S H A N I T O

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“ TRACKS OF
T I M E ” AND
“CONNECT ED
JOURNEYS”
A RT I S T :

S A M A N T H A C H A N G
L O C A T I O N :

N O RT H E A S T C O R N ER

O F F A S A N A R O A D

A N D H I G H L A N D

A V E N U E

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“ABC, 123! ”
L O C A T I O N :

S O U T H E A S T C O R N ER O F

H U N T I N G T O N DRI V E

A N D CRE S T F I E LD DRI V E
A RT I S T :

C H E Y N E E L L E T T

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AGENDA REPORT
MEETING DATE: March 25, 2025
TO: Mayor and Members of the City Council
FROM: Jason Golding, Planning Manager
Albert Nuñez, Management Analyst
SUBJECT: Selection for Recommending Body on Public Art Projects RECOMMENDATION: It is recommended that the City Council approve the Planning & Economic Development Commission to review and recommend public art projects.

FISCAL IMPACT: None.

BACKGROUND
The City has participated in several public art projects, generally associated with development projects or as required by three of the City’s Specific Plan zones. There are a variety of public art projects at City of Hope, a large sculpture in front of “The Huntington” apartment project, and a dimensional mural on the soundwall of the 210 Freeway. By and large, decisions for public artwork have been evaluated and approved by Staff, or as in the case of the existing freeway mural, the City Council.

In 2023, the City Council decided to further advance and foster public art. To those ends, the City appointed the Freeway Walls and Utility Boxes Arts Ad Hoc Committee (Committee) on September 12, 2023. As with the nature of ad hoc bodies, the Committee disbanded after one-year on October 15, 2024. On November 12, 2024, the City Council approved public art designs for four decorative vinyl wraps on utility box locations throughout the community and recommended to prioritize a future “Community Identifier” public art project on Mountain Avenue. The four decorative utility box art projects have been completed. However, the body or group responsible for future consideration of public art projects has yet to be decided.

DISCUSSION/ANALYSIS
Scope of Public Art
The scope of what is considered public art is important to consider. The future body will be responsible for analyzing and recommending a variety of public art projects at different locations.

Considered artwork will be viewed or accessible to the public, be placed on either private and Agenda Item: 13.D.

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2 public property, and may require a high level of coordination with property owners and or other agencies, such as Caltrans.

Last year’s Arts Ad Hoc Committee was the first City body tasked to evaluate art projects. It specifically considered two different types of public art projects - Freeway Walls and Utility Boxes.

The City has approximately 14 remaining locations available for utility box art, and has yet to initiate the freeway wall art projects.

Public Art projects are also required under three of the City’s Specific Plan zones: Town Center, Duarte Station, and City of Hope. Within the Town Center Specific Plan area, a 15’ tall red sculpture, named “Phoenix”, was installed in 2022 as part of “The Huntington” apartment project.

Also in the Duarte Town Center, the future Wyndham project proposed the use of a mosaic and metal art wall on the east elevation of the five-story hotel building. The City of Hope Specific Plan requires public art based upon the valuation of a project. Since the adoption of the Specific Plan in 2018, the City of Hope has placed publicly visible paintings in the lobby and corridors of the Hope Village Hotel, installed two large metal shade structures at Schwartz Family Park, and mounted mosaic tiles on the front of the Duarte Outreach Clinic. Future artwork is expected to be submitted at City of Hope as new buildings are constructed on-campus. These artwork projects have been considered by City Staff.

Other likely locations for public art projects include:
• Duarte Promenade (along Highland Avenue near the Metro Station); • Developments in the Town Center Specific Plan – projects over $100,000 must contribute

0.5% of the total valuation to public art/fee;
• Developments in the Duarte Station Specific Plan - projects over $1,000,000 must contribute 0.25% of the total valuation to public art/fee; and • Future public or private murals (as allowed by the Duarte Development Code).

Options for Organization
Staff has considered several options for a permanent body to review and recommend public art projects to the City Council for ultimate consideration.

Planning and Economic Development Commission
The Planning and Economic Development Commission (PEDC) regularly deals with land use and design-based projects, much of which occur on private properties. The skills used to make these types of decisions share many similarities with evaluating artwork. Furthermore, public art can be a powerful tool for economic development by attracting tourists, boosting local businesses, enhancing property values, and fostering a vibrant community atmosphere, ultimately contributing to a more prosperous and livable environment. Allowing the Commission to evaluate and recommend artwork helps fulfill the purpose of the Commission and includes their contributions to the overall success of the City’s economic development plan. It will also allow the ability for public participation and comment prior to the decision being made by the City Council.

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3 The PEDC is already supported by the Community Development Department, which is regularly involved in variety of tasks that relate to evaluating artwork. This Department has unique skill sets that will help to abet the Commission, such as: reviewing design-based projects, administering zoning documents that require public art projects/fees, understanding of the public contracting process, familiarity working with private property owners, and maintaining city property (e.g. graffiti abatement, work on utility boxes). Current Department staff have experience with public art projects and new staff would not need to be trained to provide support to the PEDC.

Due to these reasons, Staff is recommending the use of the Planning and Economic Development Commission to review and recommend art projects to the City Council.

Staff/City Council
Many of the Cities surveyed during the Freeway Walls and Utility Boxes Arts Ad Hoc Committee review process evaluated public art projects through a staff liaison that took items directly to the City Council for approval. Cities that have used this format include Bellflower and Placentia for freeway art and Arcadia for utility box art. Arcadia additionally used a professional art consultant to help administer the program and guide Staff in the limited role they played in their art program process. This format does; however, limit the ability for public input during the art evaluation process and leaves the Council as the only public body considering art projects. Staff would need to be trained and an organizational structure for this staff would need to be established in order to effectively operate under this option. Furthermore, many cities that elect to use this organization have dedicated staff with public art experience; our staff does not currently have this level of expertise. Due to these factors, Staff does not recommend this option.

Other Options
Two other organizational structures were considered, including future ad hoc committees and a dedicated art commission/committee. Ad hoc committees are limited in purpose and duration (generally no more than one-year) and must be reappointed each time they are formed. Since not all art projects can be decided in a one-year timeframe, Staff expects the constant re-establishing of an ad hoc committee will be burdensome. Dedicated committees/commissions are generally found in larger cities or cities with either a more robust or long-standing public art program. The volume of future art decisions is expected to be limited and sporadic. In the near term, there are roughly 14 utility boxes and a focus on providing public art at the Mountain Avenue underpass that will need to be completed. Additional artwork within Caltrans right-of-way is anticipated in the future, but will need to consider larger capital expenses, budget considerations, and coordination with Caltrans. The nature of public-focused art in private locations will be very sporadic, dependent upon the volume and costs of development within a select number of specific plan areas in the City. Due to the inconsistent and unknown nature of the volume of proposed art projects, Staff does not recommend these options, as any formed dedicated committee/commission likely will not have enough projects to maintain a regular agenda.

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4 RECOMMENDATION
It is recommended that the City Council approve the Planning and Economic Development Commission as the recommending body for public art projects.

FISCAL IMPACT
None related to this decision. Staff is including a proposed budget for next fiscal year to allocate funds to continue the utility box art program and begin the process of selecting an artwork project for the Mountain Avenue underpass and abutting entry area.

Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

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AGENDA REPORT
MEETING DATE: March 25, 2025
TO: Mayor and Members of the City Council
FROM: Manuel Enriquez, Director of Parks and Recreation SUBJECT: Authorization for the City Manager to execute Community Recreation Joint Use Agreement with Duarte Unified School District
RECOMMENDATION: Staff recommends the City Council authorize the City Manager to execute this updated Community Joint Use Agreement between the City and Duarte Unified School District
FISCAL IMPACT: None at this time.

BACKGROUND
Since 1981, the City of Duarte and the Duarte Unified School District have had in place a joint use lease agreement. Under the Agreement, the City has the right to utilize the leased properties as community park spaces and for general recreational purposes for residents. The latest one, which was approved by City Council back in June of 2022, has since lapsed.

DISCUSSION/ANALYSIS
Prior to the end of this school year, City staff met with district personnel to review the longstanding agreement and discuss necessary updates based on each party’s current usage. Some notable changes in the updated agreement include:
• The removal of Northview Park from Site #4, and addition of the gymnasium. • The City relinquishing its usage of Site #6 and all associated responsibilities, with the exception of the site being available for community use for the City's annual Independence Day Celebration.
• With respect to the on-going construction encroaching on Site #7, language included on page A-1 allowing the City to revisit the terms of this agreement based on the overall condition and status of the site at the completion of the new gymnasium.

This updated agreement is a three-year term, and retroactively commences on June 14, 2024, and, unless terminated earlier in accordance with its terms, expires on June 30, 2027. The Agenda Item: 13.E.

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2 District’s Board of Education approved this Agreement on Thursday, March 13, 2025, at its regular scheduled board meeting.

RECOMMENDATION
Staff recommends the City Council authorize the City Manager to execute this updated Community Joint Use Agreement between the City and Duarte Unified School District

FISCAL IMPACT
None at this time.

ATTACHMENTS
A. Community Recreation Joint Use Agreement
Fiscal Review: Reviewed and Approved:

Kristen Petersen Brian Villalobos
Assistant City Manager/ City Manager
Director of Administrative Services

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Duarte City CouncilMarch 25, 2025

Duarte City Council
March 25, 2025