Agenda packet — El Cerrito City Council, May 2, 2023 (part 1 of 3)

Mayor Councilmembers
Lisa Motoyama Paul Fadelli
Mayor Pro Tem Gabriel Quinto
Tessa Rudnick AGENDA Carolyn Wysinger

Page 1 of 5 ends

TUESDAY, MAY 2, 2023
REGULAR CITY COUNCIL MEETING (6:00 PM)
City Council Chambers - 10890 San Pablo Ave, El Cerrito Join Via Zoom:
https://us06web.zoom.us/j/81644758253?pwd=YndPdGhEcFVveEw0TWdzd3VjcmZydz09 Meeting ID: 816 4475 8253 Password: 839822 Dial in: 1-408-638-0968 View:

1. Cable T.V. Broadcast on KCRT Channel 28

2. Livestream Online at www.el-cerrito.org/CouncilMeetingMaterials Accommodations: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the City Clerk at 510- 215-4305. Notification 48 hours prior to the meeting will enable the City to make reasonable accommodations. Closed Captions available via zoom.

Conduct: This meeting shall be conducted pursuant to the El Cerrito City Council Rules of Order and Procedure, including adjourning by 11:00 PM unless extended to a specific time determined by a majority of the Council.

Public Comments:

1. In-person by submitting a request to speak to the City Clerk.

2. Via Zoom using the “Raise Hand” icon to request to speak.

3. By Phone at 1-408-638-0968, dial *9 to "raise your hand".

4. By Email to [email protected] identified in the subject line as Public Comments – Agenda Item #.

Written comments received by 2:00 p.m. the day of the meeting will be provided to the City Council and posted online in advance of the meeting. Comments received after the deadline will be provided to the City Council and will be posted after the meeting. 6:00 PM ROLL CALL – CONVENE REGULAR CITY COUNCIL MEETING

1. CONSIDER AND TAKE ACTION ON ANY REQUEST FROM A

COUNCILMEMBER TO PARTICIPATE IN THE MEETING REMOTELY DUE TO EMERGENCY CIRCUMSTANCES PURSUANT TO AB 2449

2. PLEDGE OF ALLEGIANCE TO THE FLAG OR OBSERVATION OF A

MOMENT OF SILENCE

3. TELECONFERENCE AND PUBLIC COMMENT INSTRUCTIONS
Agenda Packet Page 1 of 301
Mayor Councilmembers
Lisa Motoyama Paul Fadelli
Mayor Pro Tem Gabriel Quinto
Tessa Rudnick AGENDA Carolyn Wysinger

Page 2 of 5 ends

4. COUNCIL/STAFF COMMUNICATIONS
Reports of closed session, commission appointments and informational reports on matters of general interest which are announced by the City Council and staff.

5. ORAL COMMUNICATIONS FROM THE PUBLIC
Remarks are typically limited to 3 minutes per person. The Mayor may reduce the time limit per speaker depending upon the number of speakers and may limit the total time for public comment to facilitate the completion of business on the agenda. Comments regarding non-agenda, presentation and consent calendar items will be heard first.

Comments related to items appearing on the Public Hearing or Policy Matter portions of the Agenda will be heard prior to the City Council taking action on each item.

6. PRESENTATIONS

7. ADOPTION OF THE CONSENT CALENDAR
All items on the consent calendar shall be acted upon in one motion, unless a member of the City Council or staff request separate consideration.

A. Asian Pacific American Heritage Proclamation
Action Proposed: Approve a proclamation declaring the Month of May 2023 as Asian Pacific American Heritage Month in the City of El Cerrito.

Contact: Shannon Bassi, Senior Human Resources Analyst, Human Resources Department
B. Jewish American Heritage Month Proclamation
Action Proposed: Approve a proclamation declaring the Month of May 2023 as Jewish American Heritage Month in the City of El Cerrito.

Contact: Shannon Bassi, Senior Human Resources Analyst, Human Resources Department
C. National Public Works Week Proclamation
Action Proposed: Pass a motion approving a proclamation designating May 21 through 27, 2023 as National Public Works Week in El Cerrito and encouraging all residents, businesses, and community organizations to recognize the substantial contributions Public Works personnel make to protect our health, safety, and quality of life.

Contact: Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department
Agenda Packet Page 2 of 301
Mayor Councilmembers
Lisa Motoyama Paul Fadelli
Mayor Pro Tem Gabriel Quinto
Tessa Rudnick AGENDA Carolyn Wysinger

Page 3 of 5 ends

D. Affordable Housing Month Proclamation
Action Proposed: Approve a proclamation designating May 2023 as Affordable Housing month in El Cerrito.

Contact: Aissia Ashoori, Housing Manager, Community Development E. Bike to Work Day Proclamation
Action Proposed: Approve a proclamation recognizing May 18, 2023 as Bike to Work Day in El Cerrito.

Contact: Jennifer Bright, Management Assistant; Melanie Mintz, Community Development Director, Community Development Department F. Proclamation Recognizing East Bay Municipal Utility District's Centennial Anniversary
Action Proposed: Approve a proclamation recognizing East Bay Municipal Utility District's centennial anniversary.

Contact: Holly M. Charlety, City Clerk, City Management G. Revisions to Citywide Records Retention Schedule
Action Proposed: Adopt a Resolution to approve an update to the Citywide Records Retention Schedule and rescind Resolution No. 2018-

54. Contact: Holly M. Charléty, City Clerk, City of El Cerrito H. Execute an Agreement for the Lease Purchase of Two Replacement Command Vehicles in an Amount Not to Exceed $150,000
Action Proposed: Adopt a Resolution to authorize the lease-to-own purchase of two (2) Chevrolet Tahoe SSV command staff vehicles from California Automotive Retailing Group, INC DBA Dublin Chevrolet of Dublin, CA.

Contact: Eric Saylors, Fire Chief; Joseph Torres, Battalion Chief; Anthony Dawson, Engineer, Fire Department

8. PUBLIC HEARINGS
Agenda Packet Page 3 of 301
Mayor Councilmembers
Lisa Motoyama Paul Fadelli
Mayor Pro Tem Gabriel Quinto
Tessa Rudnick AGENDA Carolyn Wysinger

Page 4 of 5 ends

A. Public Hearing on Master Fee Schedule Revisions for Fiscal Year 2023-24
Notice Published 4/22/23 & 4/28/23
Action Proposed: Conduct a public hearing, and upon conclusion adopt a resolution approving the Fiscal Year 2023-24 Master Fee Schedule.

Contact: Sandra Dalida, Finance Director/Treasurer, Finance Department
B. Public Hearing regarding Fiscal Year 2023-24 Storm Drain Annual Report and method of collecting storm drain fees
Notice Published 4/22/23 &4/28/23. 2/3 vote required to pass.

Action Proposed: Conduct a public hearing and upon conclusion adopt a resolution approving the Fiscal Year 2023-24 Storm Drain Annual Report and directing that Storm Drain Fees be collected on the property tax rolls.

Contact: Sandra Dalida, Finance Director/Treasurer, Finance Department; Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department
C. Public Hearing to Confirm the Diagram and to Levy the Assessment for Fiscal Year 2023-24 for Landscape and Lighting Assessment District No. 1988-1
Notice Published 4/22/23
Action Proposed: Conduct a public hearing, and upon conclusion adopt a resolution setting the annual Landscape and Lighting Assessment for Fiscal Year (FY) 2023-24 as $72 per single-family residential parcel, and as noted in the Engineer’s Report for other classes of properties.

Contact: Sandra Dalida, Finance Director/City Treasurer, Finance Department; Yvetteh Ortiz, Public Works Director/City Engineer, Public Works Department

9. POLICY MATTERS
A. Fiscal Year 2023-2024 Budget Study Session
Action Proposed: Conduct a study session on the Fiscal Year 2023- 2024 Budget including:
• Feedback from the April 22, 2023 Community Budget Town Hall Agenda Packet Page 4 of 301
Mayor Councilmembers
Lisa Motoyama Paul Fadelli
Mayor Pro Tem Gabriel Quinto
Tessa Rudnick AGENDA Carolyn Wysinger

Page 5 of 5 ends

• Discussion of priorities for FY 2023-24 Budget
• City Council Budget
Contact: Karen Pinkos, City Manager, City Management

10. CITY COUNCIL LOCAL & REGIONAL LIAISON ASSIGNMENTS
Mayor and City Council communications regarding local and regional liaison assignments, committee reports, and any required reporting under AB 1234 for meetings (as defined by the Brown Act) attended at the public's expense.

11. ADJOURN REGULAR CITY COUNCIL MEETING
In memory of former Police Chief Patrick Reeve.

The next regularly scheduled City Council meeting is Tuesday, May 16, 2023 at 6:00 p.m.

The City of El Cerrito serves, leads and supports our diverse community by providing exemplary and innovative services, public places and infrastructure, ensuring public safety and creating an economically and environmentally sustainable future.

Agenda Packet Page 5 of 301
Agenda Item No. 7.A.

EL CERRITO CITY COUNCIL PROCLAMATION
Declaring the Month of May 2023 is Asian Pacific American Heritage Month in the City of El Cerrito
WHEREAS, the earliest Asian Americans immigrated to the United States in the 1800s and many Asian laborers contributed to the completion of the transcontinental railroad during the 1860s, and in the development of California’s agricultural industry to this day. Asian Americans and Pacific Islanders have played a critical role in the social, economic, and political development of California throughout its history; and WHEREAS, Asian Americans and Pacific Islander immigrants have contributed greatly to California’s economic success, rural growth and urban development; and WHEREAS, Asian Americans and Pacific Islander entrepreneurs have led many of California’s businesses to the pinnacle of their respective industries; and WHEREAS, approximately 27 million Asian Americans and Pacific Islanders in the nation are one of the fastest growing ethnic populations in the country; and WHEREAS, Asian Americans and Pacific Islanders represent 27.2 percent of El Cerrito’s population, representing ancestries throughout Asia; and WHEREAS, Asian Americans and Pacific Islanders will continue to be an important part of El Cerrito’s cultural diversity and understanding; and WHEREAS, Asian Americans and Pacific Islanders have a proud legacy of service and dedication to our community, our City, our State and our Country; and WHEREAS, May has become a symbolic month in which Asian Americans and Pacific Islanders and supporters come together in various celebrations of culture, traditions and history.

NOW THEREFORE, the City Council of the City of El Cerrito does hereby proclaims the month of May 2023 Asian Pacific American Heritage Month in the City of El Cerrito and invites everyone to reflect on the notable accomplishments and outstanding services provided by Asian Americans and Pacific Islanders to the Nation, California and the City of El Cerrito.

Dated: May 2, 2023
___________________________
Lisa Motoyama, Mayor
Agenda Packet Page 6 of 301
Agenda Item No. 7.B.

EL CERRITO CITY COUNCIL PROCLAMATION
May 2023 is Jewish American Heritage Month
WHEREAS, Jewish Americans have been an important part of the American story and have greatly contributed to all areas of American life and culture since our nation’s earliest days; and
WHEREAS, on April 20, 2006, the Federal Government proclaimed May as Jewish American Heritage Month, stating, “As a nation of immigrants, the United States is better and stronger because Jewish people from all over the world have chosen to become American citizens,” and, since then, proclamations in support of Jewish American Heritage Month have been made by Presidents of the United States annually; and WHEREAS, generations of Jews have fled to the United States in search of a better life for themselves and their families, and these immigrants made invaluable contributions in support of equality and civil rights through their leadership and achievements; and
WHEREAS, Jewish Americans are racially, ethnically, socially, politically, and economically diverse, and around 25 percent of Bay Area Jewish households include a person of color, increasing to nearly 40 percent of households if the head of the household is younger than 35; and
WHEREAS, in 2022 Jewish Americans faced a dramatic rise in antisemitic incidents—36% higher than in 2021—including but not limited to physical attacks, vandalism, verbal and physical harassment, and hateful comments posted on social media; and
WHEREAS, the City of El Cerrito shares an obligation to condemn and combat antisemitism wherever it exists, to include Jewish Americans in all facets of civic life, and to stand with the Jewish American community against hatred or bigotry in our city and country.

NOW THEREFORE, the City Council of the City of El Cerrito does hereby proclaim the month of May as Jewish American Heritage Month in appreciation of the achievements and contributions made by members of the Jewish community, calls upon all residents to celebrate Jewish Americans who have woven the fabric of our country and community, and supports opportunities to learn more about Jewish American history and culture.

Dated: May 2, 2023
___________________________
Lisa Motoyama, Mayor
Agenda Packet Page 7 of 301
Agenda Item No. 7.C.

EL CERRITO CITY COUNCIL PROCLAMATION
Designating May 21 through 27, 2023 as National Public Works Week in the City of El Cerrito
WHEREAS, Public Works personnel focus on infrastructure, facilities and services that are of vital importance to sustainable and resilient communities and to the public health, safety and quality of life of the people of El Cerrito; and WHEREAS, Public Works personnel of the City of El Cerrito are involved in the maintenance, planning, design, and construction of streets, multimodal transportation facilities, parks, playfields, open space, creeks, paths, storm drains, stormwater treatment, public buildings; operations of recycling, solid waste and environmental programs and facilities; right-of-way management; and emergency planning and response; and
WHEREAS, during the COVID-19 pandemic, severe weather and other emergencies, El Cerrito Public Works personnel are essential workers who continue to work hard each and every day to keep our community safe and functioning; and WHEREAS, it is in the public interest for El Cerrito community members, including civic leaders and children, to gain knowledge of and to maintain a progressive interest and understanding of the importance of Public Works infrastructure and services in our city; and
WHEREAS, the year 2023 marks the 63rd annual National Public Works Week sponsored by the American Public Works Association; and WHEREAS, the 2023 National Public Works Week theme is “Connecting the World Through Public Works" highlighting how Public Works personnel connect us physically through infrastructure, and inspirationally through service to their communities, whether as first responders, or daily workers carrying out their duties with pride.

NOW THEREFORE, the City Council of the City of El Cerrito does hereby proclaim the week of May 21 through 27, 2023 as “National Public Works Week” in the City of El Cerrito and encourages all residents, businesses, and community organizations to recognize the substantial contributions Public Works personnel make to protect our health, safety, and quality of life.

Dated: May 2, 2023
___________________________
Lisa Motoyama, Mayor
Agenda Packet Page 8 of 301
Agenda Item No. 7.D.

EL CERRITO CITY COUNCIL PROCLAMATION
Designating May as Affordable Housing Month in the City of El Cerrito WHEREAS, quality affordable homes are vital to healthy, safe, and racially just communities; and
WHEREAS, stable affordable homes are the solution to homelessness, and support seniors, families, youth, veterans, people with disabilities or special needs, and our whole community; and
WHEREAS, affordable homes close to public transit and jobs reduce greenhouse gas emissions and provide low-income households better access to opportunities and amenities; and
WHEREAS, the 2017 El Cerrito Affordable Housing Strategy identifies four policy pillars for implementation to produce, protect and preserve affordable housing for El Cerrito residents; and
WHEREAS, the City of El Cerrito’s 6th Cycle Housing Element allocated 1,391 total new housing units, with 55% designated for very-low, low- and moderate incomes, to meet affordable housing needs while also implementing programs and policies that promote affordable development and affirmatively further fair housing for low-income communities and communities of color; and
WHEREAS, the State of California’s COVID-19 emergency declaration has been terminated and the short-term protections afforded to renters during the pandemic are ending, requiring long-term solutions that are sustainable to preserve housing security and mitigate displacement; and
WHEREAS, local housing organizations are continuing to recognize May as Bay Area Affordable Housing Month because regional action to a growing regional housing crisis is an essential part of recovery from the pandemic and the work to ensure that everyone has an affordable and stable home; and
WHEREAS, East Bay Housing Organizations has organized Affordable Housing Week for 27 years, acknowledging the need for and benefits of affordable homes.

NOW THEREFORE, the City Council of the City of El Cerrito does hereby proclaims May as Affordable Housing Month in El Cerrito, and that the City of El Cerrito will work to support affordable and stable housing at the local, regional, state, and federal levels and encourage residents to participate in Affordable Housing Month activities listed at www.ebho.org.

Dated: May 2, 2023
___________________________
Lisa Motoyama, Mayor
Agenda Packet Page 9 of 301
Agenda Item No. 7.E.

EL CERRITO CITY COUNCIL PROCLAMATION
Recognizing May 18, 2023 as Bike to Work Day
WHEREAS, May is National Bike Month; and
WHEREAS, bicycling has multiple environmental and personal health benefits; and
WHEREAS, the City of El Cerrito is committed to making the City a more bikefriendly city and encouraging increased bicycle use; and WHEREAS, in 2013, the Council adopted a Climate Action Plan to reduce locally produced greenhouse gas emissions, help El Cerrito respond to the effects of climate change and create a safer and more sustainable El Cerrito, including strategies to increase bicycle use and reduce vehicle miles traveled; and WHEREAS, in April 2016, the Council adopted a citywide Active Transportation Plan, an update to the City’s Circulation Plan for Bicyclists and Pedestrians adopted in 2007; and
WHEREAS, the San Francisco Bay Area’s Bike to Work Day will take place on Thursday, May 18, 2023 with all nine Bay Area counties participating in the celebration; and
WHEREAS, as part of Bike to Work Day, energizer stations will be located along Bay Area commute routes including along the Ohlone Greenway at El Cerrito Plaza BART station where bicyclists can stop for refreshments, giveaways and bicycling information or simply to be ‘cheered on’ by fellow participants; and WHEREAS, drivers should remember to drive the speed limit, share the roadway, and always watch for bicyclists; and
WHEREAS, the Council encourages everyone to consider participating in Bike to Work Day and other Bike Month activities, to participate in a bicycle safety class, and to consider bicycling more often.

NOW THEREFORE, the City Council of the City of El Cerrito does hereby proclaim May 18, 2023 as Bike to Work Day in the City of El Cerrito, recognizing the value of increased bicycle use and encouraging participation in the Annual Bike to Work Day and other bicycling activities during the month of May.

Dated: May 2, 2023
___________________________
Lisa Motoyama, Mayor
Agenda Packet Page 10 of 301
Agenda Item No. 7.F.

EL CERRITO CITY COUNCIL PROCLAMATION
Recognizing East Bay Municipal Utility District’s 100 Years of Public Service WHEREAS, The California State Legislature adopted the Municipal Utility District Act (MUD Act) in 1921, allowing the creation of a special district to provide domestic water services across city and county jurisdictional boundaries; and
WHEREAS, East Bay Municipal Utility District (EBMUD) was established on May 8, 1923, by the voters of seven East Bay cities to consolidate numerous private companies and provide safe, reliable water service; and
WHEREAS, EBMUD provides high-quality Mokelumne River water to homes and businesses of the East Bay through an extensive infrastructure system that includes Pardee and Camanche Reservoirs in the Sierra foothills, aqueducts spanning 90 miles, five East Bay reservoirs, state-of-the-art water treatment plants and pumps, and 4,200 miles of distribution pipes; and WHEREAS, EBMUD’s duties were expanded in 1944, when voters established Special District No. 1, and since that time EBMUD built and has operated a wastewater treatment system to protect the health of San Francisco Bay, and EBMUD became the first utility in the nation to generate net renewable energy by capturing methane gas from the wastewater treatment process; and WHEREAS, EBMUD successfully manages its water system to concurrently provide municipal water supply, restore and protect the environment, meet the needs of downstream water users, meet flood control requirements, and generate renewable energy through hydropower; and WHEREAS, EBMUD acquired additional water rights and built facilities to access Sacramento River water in dry years, purchases supplemental supplies during dry years, and invests in water conservation and water recycling to ensure reliable, high-quality water supplies for generations to come; and WHEREAS, EBMUD has been recognized for excellence in water treatment; is a leader in research and innovation; and is committed to investing in and maintaining infrastructure to ensure customers have dependable water supplies; and
WHEREAS, EBMUD now serves 1.4 million drinking water customers in 20 incorporated and 15 unincorporated cities and communities and supports a regional $748 billion Bay Area economy that is essential to the economic health of California; and
WHEREAS, EBMUD’s wastewater treatment system protects San Francisco Bay and serves 740,000 people from the communities of Alameda, Albany, Berkeley, El Cerrito, Emeryville, Kensington, Oakland, Piedmont, and part of Richmond; and
WHEREAS, EBMUD is a major Bay Area employer with employees working in a broad range of trades, technical, administrative and scientific fields, and is committed to cultivating diversity, advancing equity and ensuring an inclusive culture for its employees, customers, and the communities it serves; and WHEREAS, the East Bay Municipal Utility District has provided 100 years of responsible and exemplary public service.

NOW THEREFORE, the City Council of the City of El Cerrito congratulates the East Bay Municipal Utility District on its Centennial Anniversary.

Dated: May 2, 2023
__________________________
Lisa Motoyama, Mayor
Agenda Packet Page 11 of 301

AGENDA BILL
Agenda Item No. 7.G.

Date: May 2, 2023
To: El Cerrito City Council
From: Holly M. Charléty, City Clerk, City of El Cerrito Subject: Revisions to Citywide Records Retention Schedule

ACTION PROPOSED
Adopt a Resolution to approve an update to the Citywide Records Retention Schedule and rescind Resolution No. 2018-54.

BACKGROUND/ANALYSIS
The City’s Records Retention Schedule provides legal authority to dispose of specified records that no longer have administrative, legal, fiscal, or historical value and are eligible for destruction by law. Retention schedules should be reviewed on a regular basis to ensure that all classifications of records are included and that all legal citations are current. The current Records Retention Schedule was adopted on October 16, 2018. Staff has completed a review with department staff and legal counsel and identified a need to add, remove, or revise some classifications of records, adjust the period of time certain records are retained, as well as add or modify some legal citations.

Pursuant to the City's Administrative Policy governing the Records and Information Management Program, the City Council is responsible for review and approval of the Records Retention Schedule. City Council's adoption of the proposed Records Retention Schedule (Attachment 2) will provide staff with the authority upon written approval of the head of the department, the City Attorney, and the City Clerk, to destroy those records identified in the Records Retention Schedule, once they have been deemed to no longer have administrative, legal, fiscal or historical value.

STRATEGIC PLAN CONSIDERATIONS
A current Records Retention Schedule is in alignment with the following organizational values identified in the City's Strategic Plan: Ethics and Integrity, Professional Excellence and Transparency and Open Communication.

ENVIRONMENTAL CONSIDERATIONS
This section is not applicable to this agenda item.

FINANCIAL CONSIDERATIONS
This section is not applicable to this agenda item.

LEGAL CONSIDERATIONS
Agenda Packet Page 12 of 301
Agenda Item No. 7.G.

Government Code Section 34090 provides that the agency's legislative body, by resolution and with the written consent of the city attorney, may give the head of a department authority to destroy certain records when they are no longer required . The Council's adoption of a proposed Records Retention Schedule provides this authority to staff to destroy those records identified in the Records Retention Schedule, with approval from the head of the department, the city attorney, and the City Clerk.

Reviewed by:

Karen Pinkos, City Manager
Attachments:

1. Resolution

2. Exhibit A to Resolution

3. 2023 Retention Schedule Revisions (Redline)
Agenda Packet Page 13 of 301
RESOLUTION NO. 2023–XX

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL CERRITO ADOPTING A RECORDS RETENTION SCHEDULE AND RESCINDING RESOLUTION NO. 2018-54 WHEREAS, the City has an obligation to maintain and store records in accordance with government laws and regulations and accepted records management practices; and WHEREAS, a records retention schedule is an agency’s legal authority to dispose of official records that no longer have administrative, legal, fiscal or historical value and are eligible for destruction by law; and
WHEREAS, Government Code Section 34090 provides a procedure whereby City records which have served their purpose and are no longer required may be destroyed; and
WHEREAS, on October 16, 2018, by Resolution No. 2018-54, the City of El Cerrito adopted a Records Retention Schedule; and
WHEREAS, the City conducts periodic reviews of the Records Retention Schedule to ensure it is accurate as well as in compliance applicable regulations; and WHEREAS, City staff, in consultation with legal counsel, has conducted a review of the existing Records Retention Schedule and identified areas that required revision.

NOW THEREFORE BE IT RESOLVED, that the City Council of the City of El Cerrito adopts the City’s new Records Retention Schedule, Exhibit A, which is attached herein and made a part thereof.

BE IT FURTHER RESOLVED, that the City Council of the City of El Cerrito rescinds Resolution No. 2018-54 in its entirety. Rescinding Resolution No. 2018-54 shall have no effect on records destruction determinations or other decisions made pursuant to the Records Retention Schedule approved by Resolution No. 2018-54.

BE IT FURTHER RESOLVED that this resolution shall become effective immediately upon passage and adoption.

I CERTIFY that at a regular meeting on May 2, 2023 the City Council of the City of El Cerrito passed this Resolution by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

IN WITNESS of this action, I sign this document and affix the corporate seal of the City of El Cerrito on .
________________________
Holly M. Charléty, City Clerk
APPROVED:
________________________
Lisa Motoyama, Mayor
Agenda Packet Page 14 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 1 ends

01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 01-01-00 Administrative Materials
01-01-01 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.

All Depts 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 All Depts CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal All Depts CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-04 Departmental Goals/Objectives All Depts S+5 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-05 Staff, Interdepartmental & Internal Committee
Meetings
Includes informal meeting agendas. All Depts EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-06 Surveys, Studies & Questionnaires - General City All Depts AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
01-01-07 Supervisor's Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

All Depts 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.
01-01-08 Transitory Electronic Communications Includes e-mail, social media, calendars, texts and other transitory communications via electronic sources.

All Depts IND Reference Administrative Procedure 1B4 for retention of electronic communications.
01-02-00 Reference Materials
01-02-01 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.

Administrative Record, State of California Guidelines
01-02-03 Professional Associations/Organizations All Depts CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Community Organizations/Foundations All Depts 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 Police Department.

All Depts AC+7 42 USC 1983; Settlement of complaint plus 7 years 01-02-06 Mailing Lists All Depts S Administrative Record, State of California Guidelines 03-90-84 Community Information/Events All Depts 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 All Depts P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value.

Page 2 ends

01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
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 01-02-09 Public Relations
Information/Handouts/Speeches/Biographies
All Depts EY+7, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 7
Administrative Decision: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
01-02-10 Technical Reference All Depts ACT GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum.
01-02-11 Informational Brochures, Leaflets & Handouts All Depts CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-03-00 Materials from Agencies & Other Cities - Non-project Related 01-03-01 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.

All Depts 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.

All Depts 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.

All Depts 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.

All Depts 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.

All Depts 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.

All Depts 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.

All Depts CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-04-00 Grant Administration
01-04-01 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.

All Depts 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.
01-04-02 Grant Applications & Agreements Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term
applies, as needed.

All Depts AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 16 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 3 ends

01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts AFP+4 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
01-05-00 Purchasing & Material Acquisition
01-05-01 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.

All Depts 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.
01-05-02 RFPs / RFIs / RFQs Includes competitive bid quotes. All Depts AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
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 All Depts AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
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 All Depts CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 for unsuccessful bids
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 17 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 4 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 02-01-00 Clerk Administration
02-01-01 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.

All Depts 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 Information Requests Routine requests from staff and the public for general information and city operations. Transitory in nature.

Clerk 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.
02-01-03 Informational Brochures & Pamphlets Clerk CY+2 GC 34090; 2 year minimum requirement 02-01-04 Public Hearing Notices / Proof of Publication Clerk CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
02-02-00 City Council & Governing Bodies
02-02-01 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.

All Depts 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 Agenda Packets Agenda, staff reports, speaker cards, supplemental communications and all other supporting
documentation for City Council / Redevelopment
Agency / Redevelopment Successor Agency, Public
Financing Authority, Employee Pension Trust Board,
Municipal Services Corporation and Oversight Board
regular and special meetings. Includes letters to the
state or federal legislators supporting or opposing
legislation. Final actions reflected in official minutes, resolutions and ordinances are kept permanently.

Clerk CY + 30 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 30 years for reference purposes.
02-02-03 Affidavits of Posting, Mailing and/or Publication Affidavits of Posting, Mailing and/or Publication Declarations indicating agendas and other notices are
completed in compliance with state law and City Clerk
department guidelines.

Clerk CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
02-02-04 Ceremonial Items Includes Mayoral certificates of special commendation, certificates of recognition.

Clerk H EY+2 GC 34090; 2 years minimum
02-02-06 Minutes Includes City Council / Redevelopment Agency / Redevelopment Successor Agency Oversight Board,
Public Financing Authority, Employee Pension Trust
Board, and Municipal Services Corporation, Official
Written Minutes – Bound Volumes.

Clerk 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
02-02-07 Meeting Recordings Videostream Archives stored with CivicPlus, Video Tapes and DVD (legacy) and Audio Tapes (legacy).

Clerk CY+30 GC 54953.5; 30 days after recording
Administrative Decision: Maintain recordings for the
current year plus 30 years for public and staff reference. 02-02-08 Ordinances Law, statute or regulation enacted by the City Council.

Bound Ordinance Books maintained by the City Clerk.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent

Page 5 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Maintained in paper form by the City Clerk, and
electronically on the City’s website.

Clerk V, H CY+2 GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
02-02-10 Resolutions Resolutions are separate from ordinances and record decisions, opinions or wishes of the Council or
Governing Body and express the municipality’s position
on various issues or concerns about government policy,
regulations or funding and also provide direction to
staff. Resolutions are enacted by the City Council,
Redevelopment Agency (legacy)/Redevelopment
Successor Agency, Public Financing Authority
Employee Pension Trust Board, Municipal Services
Corporation and Oversight Board.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-11 Mayor & Councilmember Correspondence General correspondence to or from outside sources including individual member coorespondance in support
or opposition of legislation.

Clerk / Council CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-12 Council Events Mayors Conference, Commissioner Dinner, Wall of Fame, Other – planning timelines, invitations, program, script, attendance lists, recognition lists, invoices and follow up correspondence.

Clerk H CY+3 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Maintain for the current year
plus 3 years for historical reference. Retain one copy of the invitation and program for historical purposes.
02-02-13 Council Portraits Official portraits taken at the time Councilmembers begin their service on the City Council.

Clerk H P GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Maintain council photographs
permanently for historical purposes.
02-02-14 Oaths of Office 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.
02-02-15 West County Mayors and Supervisors
Association
Agendas, meeting materials, and other records
pertaining to organizing and facilitating the meeting.

Minutes for meetings hosted by the City.

Clerk EY+2
P
GC 34090; 2 year minimum
02-03-00 Boards, Commissions & Committees - Membership Materials 02-03-01 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.

All Depts 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 Attendance reports, web page development, communications to staff liaisons, training and resource materials, programmatic rules review, research and
analysis.

Clerk CY+5 GC 34090; 2 years minimum
State of California Guidelines; 5 years after board,
commission or committee is dissolved.
02-03-03 Appointment History Database Database includes appointment, service and termination history and contact information for
applicants and appointments to advisory bodies
Clerk IND Transitory Record; Databases are maintained while active
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 19 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 6 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
02-03-05 Meeting Calendars Meeting calendar and staff liaison contact information maintained in brochure format for the public’s ease of
reference.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-06 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases and other
vacancy information.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-07 Member Files Includes applications, oath of office, training certificates, coorespondance, and other records related to the
appointment and service of city advisory members.

Retention applies after the member has not served on
any advisory body for a period of 6 years.

Clerk AT+6 GC 34090; 2 years minimum
State of California Guidelines; 5 years after board,
commission or committee is dissolved.

Administrative Decision: Keep the same period of time
as employee files.
02-03-08 Applications, Reserved Additional applications kept on file should an unexpected vacancy occur.

Clerk CY+4 GC 34090; 2 year minimum;
GC 12926; 4 years minimum
Administrative Record, State of California Guidelines
02-03-08 Member Handbook Manual Retain one copy permanently for historical reference. Clerk P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain one copy
permanently for historical purposes.
02-04-00 Agreements / Contracts / MOUs
02-04-01 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.

Primarily public works and capital projects.

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

Administrative Decision: 5 years after completion of
project associated with the bid.
02-04-03 Services, Equipment, Supplies Agreements Contracts with vendors and consultants – includes related records such as disclosure forms, change
orders, term amendments and certificates of insurance.

Clerk/Depts AC+5 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
02-04-04 Lease, Loan and License Agreements Clerk AE+5 CCP 337.2; Statutes of limitations, leases 4 years CCP 343; Statutes of limitations, general 4 years
48 CFR 4.601; 5 years for procurements exceeding
$25,000
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 20 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 7 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITY CLERK
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 02-04-05 Settlement Agreements, General Clerk AC+5 CCP 343; Statutes of limitations, general 4 years State of California Guidelines; Permanent for recorded
documents
Administrative Decision: Maintain general settlement
agreements for 5 years after closure/completion to
coincide with other general city agreements.
02-04-06 Settlement Agreements, Recorded Clerk P CCP 343; Statutes of limitations, general 4 years State of California Guidelines; Permanent for recorded
documents
02-04-07 Franchise Agreements Clerk P CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
State of California Guidelines; Permanent
02-04-08 Capital Improvement Projects Contracts in which the contractor develops real property, or constructs or provides design consultation or construction management services for improvement
to real property. Includes change orders and term
amendments.

Clerk P GC 34090(a); Real property records, maintain
H&S 19850; Life of Building, with exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
02-04-09 Non-CIP Construction Contracts & Agreements Clerk AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after project
completion
02-04-10 Public Agency Funding Agreements Revenue agreements, joint powers, mutual aid and subcontracts with public agencies.

Clerk P State of California Guidelines; Permanent for joint powers authorities for insurance.
02-04-11 Real Property Purchase Agreements Property purchased and maintained by the City. Clerk P GC 34090(a); Real property records, maintain H&S 19850; Life of Building, with exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
02-04-12 Real Property Sale Agreements Property sold by the City Clerk AC+10 GC 34090; 2 years minimum GC 6254; Record disclosure
CCP 337.1; 4 years 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; Completion expiration + 10 years for acquisitions.
02-04-13 Property Development Agreements Includes Subdivision Agreements, Disposition & Development Agreements, Owner Participation
Agreements and Development Agreements under
Subdivision Map Act, approved, amended or cancelled
by resolution.

Clerk P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
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.
02-04-14 Agreements Granting Easements Clerk / Public
Works
P GC 34090(a); Permanent for land and property related
documents
24 CFR 1710; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 21 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 8 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITY CLERK
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 02-04-15 Bond Agreements Clerk AC+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 6 years after
expiration
FC 3368; Maintain
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
02-04-16 Labor Agreements & MOUs Clerk P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
02-05-00 Elections Materials
02-05-01 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.

All Depts 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.
02-05-02 Assessment District Elections Prop. 218 proceedings and election materials. 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 Clerk AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
02-05-04 Municipal Elections (General & Special) Includes ballot material copies, voter rosters, official precinct materials, correspondence, and election signs, notices and legal publications. Original canvass
information and statement of votes from the County
Registrar of Voters are approved and incorporated by
reference by City Council resolution. City Clerk
administrative, research and working files retained for future reference.

Certification of votes maintained permanently with the
approved resolution.

Clerk AC+5 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.
02-05-05 Certificates of Election Presentation to successful candidates required by Government Code. Incorporated into agenda packet.

Clerk CY+7 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain certificates for the
current year plus 7 years to follow retention of the
Council agenda packets.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 22 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 9 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Clerk AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
02-05-07 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Clerk AC+2 GC 34090; 2 year minimum requirement EC 17100; 4 years after term ends
02-05-08 Council Sponsored Measures, Charter-related Clerk P GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
02-05-09 Council Sponsored Measures, Other Ballot Question is approved by Council resolution.

Direct Arguments for and against measures, and
argument rebuttal filer and author are filed with the City Clerk. Does not include charter related measures.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years 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 not related to the City charter for 5 years after closure of the election to match retention for Municipal Election materials.
02-05-10 Initiative Measures, 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.
02-05-11 Council Candidate Handbook Information relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

Clerk AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.

Administrative Decision: Maintain for 2 years after
election closes for relevance to subsequent elections.
02-05-12 Measure Handbook Information regarding filing of direct arguments and rebuttals and timelines. Revised and replaced each
election.

Clerk AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.

Administrative Decision: Maintain for 2 years after
election closes for relevance to subsequent elections.
02-05-13 Historical Election Files Voting statistics for each election. Clerk P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decison: Maintain historical election files permanently for historical purposes.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 23 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 10 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts 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 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
02-06-03 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 AT+5 GC 81009(b); 5 years for unsuccessful candidates 02-06-04 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+7 GC 81009€; 7 years for all other reports or statements not specified 81009 (a-d)
02-06-05 Campaign and Form 700 tracking databases. Tracks noticing, correspondence and filing dates. Clerk IND Transitory Record; Databases are maintained while active
02-06-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Mayor, 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(f); 4 year requirement for copies
Administrative Decision: Maintain all forms for 7 years per GC 81009(e) for consistency in retention.
02-06-07 Statement of Economic Interests (Form 700) –
Employees & Commissioners, Consultants as
applicable
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
02-06-08 Statement of Economic Interests (Form 700) –
Candidates for Elective Office
Prior to election, Candidates’ Statement of Economic
Interests are filed with the City Clerk along with other election forms [see Elections]. (Originals are filed with the FPPC).

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-06-09 Ethics Training Certifications Mayor and City Councilmembers are required to file with City Clerk every two years by state law. All city
board, commission, and committee members are also
obligated to file with City Clerk (Resolution No. 2021- 56)
Clerk AC+6 GC 53235(b); 5 years
02-06-10 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 FPPC Recommendation; 7 years as relates to 2 CCR 18944
02-07-00 Records Management
02-07-01 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.

All Depts 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 Laserfiche EDMS Repository for official electronic records. All Depts IND Transitory Record; Databases are maintained while active
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 24 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 11 ends

02-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-07-04 Deeds of Gift Certificates of gifts or transfers to outside agencies of City of El Cerrito records which are deemed to have
historical value. Examples: El Cerrito Historical
Society, Bancroft Library, California Local Government
Records Program and archives.

Clerk P GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value
02-07-05 Forms/Form Control Records Inventory, transfer and disposition forms and worksheets. Records retention update forms.

Clerk S Administrative Record, State of California Guidelines 02-07-06 Destruction Certificates, Destruction
Documentation and Department Destruction Logs
Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Decision: Permanent for destruction
approvals for tracking purposes.
02-07-07 Public Records Act and Information Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments by the City Clerk. (Department specific
Public Records Act Requests and Responses are
maintained by the Department.)
All Depts AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 02-07-08 Records Center Inventories Index to all permanent and inactive records maintained in offsite storage.

Clerk S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 02-07-09 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 25 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 12 ends

03-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 03-01-00 General City Management Materials
03-01-01 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.

All Depts 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 City Manager Off-Agenda Reports to Council Periodic operational news and off-agenda reports to Council from all City departments. Maintained
electronically.

Clerk CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for
management reports
03-01-03 Strategic Planning Manager S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years
after strategic plan is superseded.
03-01-04 Administrative Policies & Procedures Manager 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.
03-01-05 Grand Jury Responses to routine Grand Jury requests that are sent to all cities in the County.

Manager CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years
03-01-06 Public Outreach Includes flyers, brochures and other community outreach.

Manager S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years
after superseded
03-01-07 Press Releases Manager CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current
year plus 2 years
03-01-08 Newsletters Retain one copy for historical purposes. Manager H CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years
after superseded
Administrative Decision: Maintain
newsletters for the current year plus 2
years; review annually for historical
content.
03-01-09 Event Planning Manager CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current
year plus 2 years

CITY MANAGEMENT
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 26 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 13 ends

03-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Manager CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years
Administrative Decision: Maintain
requests for the current year plus 5 years
for reference purposes.
03-01-11 Certificates of Insurance, Contractors Certificates provided by contractors and vendors for liability coverage.

Manager CY + 10 GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
for insurance certificates filed separately
from contracts/agreements, including
insurance filed by licensees.
03-01-12 Tobacco License Renewal Manager P GC 34090; 2 years minimum State of California Guidelines; Current
year plus 2 years for temporary use
permits
Administrative Decision: Maintain
permanently for retention purposes.
03-02-00 City Attorney Records
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.

All Depts 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.
03-02-02 Legal Opinions Attorney 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.
03-02-03 Litigation Duplicate of originals on file with the County.

General cases
High profile cases
Attorney
AC+7
P
GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years
after closure for case records; maintain
high profile cases permanently.
03-02-04 City Attorney Correspondence Attorney / Client privelige Attorney C CY+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 27 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 14 ends

03-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITY MANAGEMENT
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
03-02-05 Subpoenas Duces Tecum, Summons and
Bankruptcy Notices
Subpoenas and supoenas for records or property. Records CY+2 GC 34090.7; Duplicate records may be destroyed at any point before the total
retention period
State of California Guidelines; Current
year plus 2 years. Courts/County maintain
the original record.
03-03-00 General Information Techologies
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.

IT IND Transitory Record; Databases are
maintained while active
03-03-03 Technical Network Diagrams Documents related to network configuration. IT C IND Transitory Record; Databases are maintained while active
03-04-00 IT Projects & Licensing Records
03-04-01 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.

All Depts 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 Software Installation Includes executable software systems. IT S+2 Transitory Record; Maintain as long as necessary for current business activities.

Administrative Decision: Maintain
software executables for 2 years after
updates are released and installed to
allow for roll-backs if errors occur.
03-04-03 Licenses & Support Includes software EULA licenses, and maintenance and support agreements. Also may available on the
vendor's website.

IT AT+5 CCP 337.2; Statutes of limitations of 4
years
CCP 343; Statutes of limitations of 4
years
48 CFR 4.601; 5 years after completion
for procurements exceeding $25,000
03-04-04 Process / Users Guides Includes vendor provided manuals and in-house created how-to guides.

IT 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 28 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 15 ends

03-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years for maintenance and
operations
03-04-06 IT Supported Projects Assistance with departments on software acquisition and evaluation.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current
year plus 2 years for maintenance and
operations
03-05-00 Backup and Recovery Plans
03-05-01 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.

All Depts 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 Daily backup 1 week incremental IT 1 Week Rotating GC 34090.7; Duplicate records may be destroyed within the 2 year minimum
period
State of California Guidelines; Current
month plus 2 months for daily backups
Administrative Decision: Maintain a 1
week rotating set of daily backups to
allow for recovery. Information is
duplicated on the file servers.
03-05-03 Weekly Backup 8 weeks full IT 8 Weeks Rotating GC 34090.7; Duplicate records may be destroyed within the 2 year minimum
period
State of California Guidelines; Current
Month plus 6 months for weekly backups
Administrative Decision: Maintain an 8
week rotating set of weekly backups to
allow for recovery. Information is
duplicated on the file servers.
03-05-04 Monthly Backup Currently 12 month rotation full backup IT 12 Months Rotating
GC 34090.7; Duplicate records may be
destroyed within the 2 year minimum
period
State of California Guidelines; Current
month plus 1 year for monthly backups
Administrative Decision: Maintain a 12
month rotating backup set to allow for
electronic record retention compliance.
03-05-05 E-mail Backup System See e-mail policy for inbox and archive retention periods.

IT Varies City Policy
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 29 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 16 ends

03-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts 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.
03-06-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain
for the Current Year plus 2 years
03-06-03 Minutes Clerk 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
03-07-00 Centenial Task Force
03-07-01 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.

All Depts 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.
03-07-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain
for the Current Year plus 2 years
03-07-03 Minutes Clerk 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
03-08-00 Charter Committee
03-08-01 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.

All Depts 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.
03-08-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain
for the Current Year plus 2 years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 30 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 17 ends

03-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

CITY MANAGEMENT
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
03-08-03 Minutes Clerk 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 31 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 18 ends

04-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 04-01-00 General Accounting Group
04-01-01 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.

All Depts 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 New World Systems Financial Database Tyler Technologies Finance IND Transitory Record; Databases are maintained while active
04-01-03 Journal Entries Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-02-00 Accounts Payable
04-02-01 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.

All Depts 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 Accounts Payable Files Includes invoices and vendor information, and payroll related AP charges. Hardcopy checks, invoices and
backup information are maintained.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-03 Payment Registers Paper format check registers. Finance AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
04-02-04 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by
administrative staff in each department.

All Depts AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-05 Quarterly Tax Payments Includes payments on sales and other taxes due. Finance AA+5 GC 34090; 2 year minimum 29 USC 436; 5 years
26 CFR 31.6001; 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
04-02-06 CalCard Statements Currently in paper format. Moving to electronic statements.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
04-02-07 W-9 / 1099 Reporting Also includes 1096 summary forms. Finance AA+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 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
04-02-08 Purchase Orders Printed copy of the purchase order automatically required when the purchase order is created.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
04-03-00 Budgeting
04-03-01 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.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-03-03 Budget Workpapers, Finance Includes workpapers, forecasts and other budget creation related documents maintained by the
departments.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit

Page 19 ends

04-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
04-03-05 Budget Adjustments & Journal Entries Includes documentation on sales tax and Measure I receipts.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-04-00 Accounts Receivable
04-04-01 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.

All Depts 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 Tax Billing Includes sales, utility user, and other tax billing. Finance AA+3 GC 34090; 2 year minimum requirement CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
04-04-03 Master Fee Schedule Finance CY+2 GC 34090; 2 year minimum requirement 04-04-04 Miscellaneous Receivables Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-04-05 Cash Receipts & Deposits Includes cash, credit cards, credit card receipts and other miscellaneous revenue.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-04-06 Collections Finance AA+6 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 for 6 years after the annual audit to follow credit improvement time periods. 04-04-07 Adjustments & Accruals Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-04-08 Trust Accounts Includes developer escrow, police asset seizure and other trust accounts maintained by the City.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-05-00 Debt Financing
04-05-01 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.

All Depts 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.
04-05-02 Bond Issues Finance P GC 43900-43903; Destruction guidelines for bonds FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues
04-05-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond
covenance and cash/surety bonds.

Finance AC+10 GC 34090; 2 year minimum requirement
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 10 years after
expiration
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 33 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 20 ends

04-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts 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.
04-06-02 CAFR Annual Financial Statement Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Administrative Decision: Maintain annual financial
statements permanently.
04-06-03 Single Audit Includes the general audit of City financials. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-04 Annual Individual Audits Includes sales tax, utility users and other annual audits. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-05 IRS Audits Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-06-06 Year-End Work Papers Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit.
04-07-00 Payroll
04-07-01 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.

All Depts 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.
04-07-02 Employee Time Sheets Maintained by the department and signed by the employee. Includes time spreadsheets and working
documents for time tracking. Soon to be electronic
submissions.

Finance AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
04-07-03 Payroll Registers For reference and retention of old payroll processes and printouts.

Finance 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 34 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 21 ends

04-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FINANCIAL SERVICES RECORDS
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 04-07-04 PERS Retirement Reports Employer contribution reports and circulars. Finance 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
working documents, 4 years after termination for
employee deduction reports.
04-07-05 Quarterly Returns Includes Form 941, DE9 and other quarterly returns. Finance P GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 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
04-07-06 W-4 / DE-4 Forms Finance AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 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
04-07-07 W-2s / W-2 Reporting Finance AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 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
04-07-08 Accrual Report Management report for fringe benefit accruals. Finance AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for management reports
Administrative Decision: Maintain accrual reports for 2 years after the annual audit to follow common finance
retention periods.
04-07-09 Withholding Orders Includes active garnishments, child support, IRS liens, FTB liens, vehicle registration liens, etc.

Finance AT+6 GC 34090; 2 years minimum
R&T 19704; 6 year statute of limitations
29 USC 436; 5 years
26 CFR 31.6001-1; 4 years
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 3 years after termination 04-08-00 Banking & Investing
04-08-01 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.

All Depts 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.
04-08-02 Bank Statements & Reconciliations 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 35 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 22 ends

04-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts 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 Controllers Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-03 GASB 45, 68 & 72 Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-04 Annual Street Reports - SCO Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
04-09-05 Maintenance of Effort for Public Safety Report Relates to an assembly bill. Required report for the annual street report.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
04-09-06 CCTA Transit Reports - SCO Includes reports on fuel and depreciation for fleet vehicles. Goes to the State Controller, MPC and the
federal government.

Finance P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
04-09-07 Use Tax Reports Reported to the BOE electronically and printed for reference. Includes sales & use tax reporting.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 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
04-09-08 Underground Storage Tank Reports BOE fuel usage reports. Finance AA+5 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 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
04-11-00 Fixed Assets
04-11-01 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.

All Depts 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 Capital Assets Includes the depreciation schedule spreadsheet. Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for tax reporting.

Administrative Decision: Maintain depreciation
schedules for 4 years after the annual audit to follow
retention for tax reporting.
04-11-03 Fixed Asset Inventory Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 36 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 23 ends

04-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts 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.
04-12-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
04-12-03 Minutes Clerk 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 37 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 24 ends

05-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 05-01-00 Personnel Files
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.

All Depts 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.
05-01-02 Full & Part Time Employees Includes Personnel Action Forms, original application, training certificates, educational incentive programs & tuition reimbursement, performance evaluations,
disciplinary actions, EDD claims, DOJ fingerprinting,
employment contracts / agreements (not including union
negotiations and resulting contracts/agreements),
insurance information, fingerprints and miscellaneous
communications.

HR C 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
05-01-04 Councilmembers Includes minimal pay structure. HR C 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
05-01-05 Employee Medical Files FMLA, exposure, doctor's notes, worker's compensation claim approvals and other medical information.

HR C AS+30 8 CCR 15400; Maintain reports
LC 110 - 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
05-01-06 I-9 Forms - Full Time Employees Maintained in a binder. HR AS+4 GC 12946; 4 years after completion/position filled GC 6250; Public Records Act, release of confidential
information
29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain
29 CFR 1627.3(b)(1); 1 year from action
29 USC 211c; Maintain, no retention period stated
USCIS Form I-9; Maintain for 3 years after completion
or 1 year after employment is terminated, whichever
is longer.

Administrative Decision: Maintain for 3 years after
separation to follow the longest retention on the I-9
Form guidelines.

HUMAN RESOURCES
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 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 38 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 25 ends

05-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
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 05-02-00 Personnel Management Records
05-02-01 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.

All Depts 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 Personnel Rules & Regulations HR S+2 GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded
05-02-03 Job Descriptions 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.
05-02-04 Salary Schedule Specific for each job and broken down by bargaining unit. HR S+10 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.

Administrative Decision: Maintain salary schedules
for 10 years after superseded for trending reference
and relation to current and previous contracts.
05-02-05 Salary Surveys HR AC+4 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.
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year plus 2 years.
05-02-06 EEOC Claims Hired employees, non-sworn:

Hired employees, sworn:

Applicants who filed a complaint:

HR AT+4
AT+5
AT+4
GC 34090; 2 year minimum requirement
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
05-02-07 Employee Complaints Including harrassment complaints.

Hired employees, non-sworn:

Hired employees, sworn:

HR
AT+4
AT+5
GC 34090; 2 year minimum requirement
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 39 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 26 ends

05-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
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 05-03-00 Personnel Recruitment Records
05-03-01 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.

All Depts 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 Physical files include applications, practical test and assessment centers, oral board, rejection letters 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
05-04-00 Safety & Training Records
05-04-01 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.

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 Employee Training Programs Sign-in sheets, handouts, consultant training programs, tailgate meetings and other program information for
general employee training and lunchtime workshops. Does not include Police or Fire training.

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 6250; 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 - DOT Records of inspection, maintenance, and calibration of EBTs
Records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02 Records of alcohol test results indicating an alcohol
concentration of 0.02 or greater; records of verified
positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including
substituted or adulterated drug test results); SAP reports; and all follow-up tests and schedules for follow-up tests.

All filed by year completed.

HR C CY+2
CY+1
CY+5
49 CFR 40.333; 1 to 5 years depending upon
document type. All documents must be maintain in a
secured area.
05-04-05 DMV Pull Notice Program HR C S VC 1808.1; must pull record at least every 12 months 05-05-00 Worker's Compensation Records
05-05-01 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.

All Depts 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 40 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 27 ends

05-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HR C AS+30 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 - MPA Correspondence, reports and general information 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 as attachments to e-mail. 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 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.

Original hardcopy maintained by the City Clerk.

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
05-06-03 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 Valuation Reports 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
05-07-00 Benefit Records
05-07-01 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.

All Depts 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 41 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 28 ends

05-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
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 05-07-02 Employee Benefits 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
05-08-00 Labor Relations Records
05-08-01 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.

All Depts 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.
05-08-02 Negotiations HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
05-08-03 Memorandums of Understanding Includes management / confidential resolution. HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
05-08-04 Grievances Hired employees, non-sworn:

Hired employees, sworn:

HR AS+4
AS+5
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
05-09-00 Risk Management Records
05-09-01 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.

General information and correspondence with the JPA.

Does not include liability loss reports.

HR CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidlines; Administrative Record
05-09-03 Claims Against the City Filed individually by claim. HR 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
05-09-04 Recovery Claims Claims by the City for damages from another person or entity.

HR 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 42 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 29 ends

05-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
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 05-09-05 Incident Reports Reports submitted by the associated department. HR AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
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 Guideline; 7 years after settlement or closure
05-09-06 Liability Loss Reports HR CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guideline: 5 years after completed
05-09-07 General City Insurance Policies & Certificates Includes facilities, auto and other general insurance policies
HR CY+10 GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and property insurance
05-09-08 Ergonomic Requests & Accommodations HR AC+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2
years for employee statistics, benefit activity and
liability loss reports.

Administrative Decision: Maintain requests for 2 years
after completed.
05-10-00 Civil Service Board
05-10-01 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.

All Depts 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.
05-10-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
05-10-03 Minutes Clerk 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
05-11-00 Human Relations Commission
05-12-01 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.

All Depts 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.
05-12-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 43 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 30 ends

05-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

HUMAN RESOURCES
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 05-12-03 Minutes Clerk 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 44 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 31 ends

06-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 06-01-00 Community Development Administration
06-01-01 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.

All Depts 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 CRW Trackit Database CD Admin IND Transitory Record; Databases are maintained while active
06-01-03 Community Surveys CD Admin AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
06-01-04 Public Noticing CD Admin CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
06-01-05 Business License Files Includes applications, renewals, notices, zoning information/questionaire, and other supporting
documentation.

CD Admin 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.
06-01-06 Residential Parking Permit Program Includes resident’s vehicle and address documentation as part of the application.

CD Admin CY+5 GC 34090; 2 year minimum requirement
06-01-07 Rental Registry Includes general rental property information including rents and occupancy data submitted to the City
annually. May also include letters/notices.

Annual Statistical Report run from the database.

CD Admin CY+2
CY+15
GC 34090; 2 year minimum requirement
Administrative Decision: 15 years, older data would not be relevent.
06-01-08 Progressive Solutions Incorporated (PSI)
Database
Residential Parking Permits, Rental Registry and
Business License database
CD Admin IND Transitory Record; Databases are maintained while active
06-02-00 Planning Applications & Projects
06-02-01 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.

All Depts 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.
06-02-03 Certificate of Compliance Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
06-02-05 Design Review Administrative and Board approved 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
06-02-06 Development Agreements Includes Inclusionary Housing Agreements to demonstrate affordable housing compliance.

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

COMMUNITY DEVELOPMENT
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 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 45 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 32 ends

06-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Planning P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent
recommendation for environmental related documents.
06-02-13 Lot Line Adjustments Planning P GC 34090(a), Real property records, maintain Permanently
06-02-14 Lot Merger Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-16 Subdivision / Parcel Maps Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-17 Rebuild or Interpretation Letter Planning P GC 34090(a), Real property records, maintain Permanently
06-02-19 Sign Permits - Temporary Planning AC+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits
06-02-20 Specific Plans 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
06-02-21 Street Vacations Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-22 Temporary Use Permits Including temporary COVID outdoor dining and retail. Planning AC+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits
06-02-23 Tentative Maps - Major Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-24 Tentative Maps - Minor Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-26 Use Permits Administrative and commission approved. Includes conditional use permits and notice of approval.

Administrative and supporting documentation for
approval.

Planning P
CY+2
GC 34090(a); Real property records, maintain
Permanently
State of California Guidelines; Current year plus 2 years for forms and documents related to federal and state
agency permits
06-02-27 Variances Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 46 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 33 ends

06-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

COMMUNITY DEVELOPMENT
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 06-02-28 Zoning Map & Ordinance Amendments Planning P GC 34090(a); Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-02-29 Ministerial Land Use Permits Permits issued for determinations in compliance with established standards. Includes, but not limited to,
Fence, Goat Weed Abatement, Honeybee and Chicken
clearances, home occupancy permits, large family
daycare, massage operator, signs, Residential
Architectural Design Review (RAD), Accessory
Dwelling Units, SB9 compliance, Individual Business
Signs, etc. Includes notice of approval.

Administrative and supporting documentation for
permits.

P
CY+2
GC 34090; 2 years minimum; 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; Current year plus 2 years for temporary use permits, property records permanent.

Administrative Decision: Maintain permanently.
06-03-00 Plans & Policies
06-03-01 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.

All Depts 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 General Plan Includes elements. Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-03-03 General Plan Amendments Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Completion plus 2 years for approved, current year plus 3 years for denied.

Administrative Decision: Maintain amendments
permanently to support the general plan.
06-03-04 Annual Reports Required reports for compliance with state policies on reporting regarding the General Plan and Housing
Element.

Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-03-05 Plan Development Workpapers General plan formation documents. Planning CY+2 GC 34090; 2 year minimum requirement 06-03-06 Plans & Plan Amendments Includes specific plans, urban greening plans, active transportation plans and associated amendments.

Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-04-00 Building Records
06-04-01 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.

All Depts 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 Building Permits - Not Issued/Withdrawn Building CY+2 GC 34090; 2 year minimum requirement 06-04-03 Building Permits - Residential Includes Site Plan, Floor Plan, Structural Plans, 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, and other documents for
building projects.

Other administrative and supporting documentation for
approval.

Building P
CY+2
H&S 19850; Building plans - Life of Building, with
exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 47 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 34 ends

06-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

COMMUNITY DEVELOPMENT
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 06-04-04 Building Permits - Commercial Includes Site Plan, Floor Plan, Structural Plans, 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, and other documents for
building projects.

Administrative and supporting documentation for
approval.

P
CY+2
H&S 19850; Building plans - Life of Building, with
exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
06-04-05 Certificates of Occupancy Building LOB+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of building
Administrative Decision: Maintain certificates of
occupancy for the life of the associated business, since the certificate depends upon the business operations.
06-05-00 Neighboorhood Preservation Records
06-05-01 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.

Code AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
06-05-03 Administrative Appeals Appeals for code enforcement violations. Code AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
06-05-04 Rental Inspections Includes inspection notices, inspection results, correction notices, certificates of compliance and tenant authorizations. Completed bi-annually.

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.
06-06-00 Economic Development
06-06-01 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.

Proposed Projects - Not Completed
Includes renderings, correspondence and legal
documents, any other project related documents. May
include feasibility studies.

ED C AC+5
AT+2
GC 34090; 2 year minimum requirement
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
Administrative Decision: Maintain proposed and not
completed projects for 2 years after termination of the project.
06-06-03 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials.

ED EY+7, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 7
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 48 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 35 ends

06-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

State of California Guidelines; 2 years plus the current year for event records.
06-07-00 Redevelopment / Successor Agency
06-07-01 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.

All Depts 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.
06-07-02 Loan Agreements SA / Clerk AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
06-07-03 Disposition & Development Agreements SA / Clerk P GC 34090(a), Real property records, maintain H&S 19850; Life of Building, with exceptions.
06-07-04 Feasibility & Technical Studies Attorney work product. Includes potential parking use, potential recreation use, engineering studies, proposed retail use and all other feasibility studies and reports.

SA C AC+5 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines; 5 years
06-07-05 City Appraisals SA AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.

State of California Guidelines; 2 years after completion 06-07-06 RDA Projects Includes correspondence and supporting documents.

All disposition agreements, contracts, construction
contracts, future agreements and deeds are maintained
by the City Clerk.

SA AC+10 CCP 337.15; SOL of 10 years for construction defect actions
06-07-07 Soils & Geological Reports Agency sponsored reports. SA P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils
reports.
06-07-08 General Surveys & Studies SA AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
06-08-00 Planning Commission
06-08-01 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.

All Depts 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.
06-08-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-08-03 Minutes CD Admn 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
06-08-04 Resolutions CD Admn P GC 34090(e); Permanent for decisions of the City GC 40801; Maintain
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 49 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 36 ends

06-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

COMMUNITY DEVELOPMENT
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 06-08-05 Meeting Audio Recordings CD Admn EY+2 GC 54953.5; 30 days after recording Administrative need to keep longer
06-09-00 Design Review Board
06-09-01 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.

All Depts 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.
06-09-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-09-03 Minutes CD Admin 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
06-09-04 Resolutions CD Admin P GC 34090(e); Permanent for decisions of the City GC 40801; Maintain
State of California Guidelines; Permanent
06-09-05 Meeting Audio Recordings CD Admin 30 Days GC 54953.5; 30 days after recording 06-10-00 Subdivision Subcommittee
06-10-01 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.

All Depts 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.
06-10-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-10-03 Minutes CD Admin 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
06-10-04 Resolutions CD Admin P GC 34090(e); Permanent for decisions of the City GC 40801; Maintain
State of California Guidelines; Permanent
06-10-05 Meeting Audio Recordings CD Admin 30 Days GC 54953.5; 30 days after recording 06-11-00 Economic Development Committee
06-11-01 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.

All Depts 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.
06-11-02 Agendas & Agenda Packets CD Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
06-11-03 Minutes CD Admin 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 50 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 37 ends

07-00-00 PUBLIC WORKS
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 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.

All Divisions 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.
07-01-03 Trakit Project Management System Work order system and citizen requests. All Divisions IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
07-01-04 General Studies All Divisions CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for general studies and reports.

Administrative Decision; Current year plus 2 years,
review annually for relevance to projects.
07-01-05 Nuisance Abatement/Code Enforcement Abatement of graffiti, illigal dumping, homeless encampments and other nuisances. Includes letters to residents for:
i) Illegal Dumping
ii) Vegetation Management
iii) Sidewalk Repairs
PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-01-06 Outreach, Education & Notifications Documents include:
i) Graphics
ii) Maps
iii) Newsletter Articles
iv) Photos
v) Public Notices & Signs
vi) Special Events - includes Earth Day, 4th of July, Hillside Festival, and other City wide events.
vii) Website Resources
All Divisions 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 for event records.
07-01-07 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and events. Includes IIPP.

All Divisions CY+7 GC 34090; 4 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for training records.
07-01-08 Material Safety Data Sheets All Divisions 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.
07-01-09 Uniform and IT Logs Records of who has what equipment All Divisions CY+2 GC 34090; 2 year minimum State of California Guidlines; Administrative Record
07-01-10 Emergency Management EOC Organizational Chart, CCC EOC Exercise. All Divisions S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded.
07-01-11 Interagency Coordination WCCUSD, CCEAC and Private Schools. Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content.

All Divisions CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
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 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 51 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 38 ends

07-00-00 PUBLIC WORKS
Legend:

State of California Guideline; 5 years after settlement or closure
07-01-13 Climate Action Implementation Includes the climate action plan, technical data, outreach, 5 year inventories, tracking information and working documents.

PW Ops S+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years after
superseded for various programs.
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.

All Divisions 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 Master Plans PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master
plan is superseded.
07-02-03 Geotechnical & Soils Reports PW Eng P GC 34090(a) Real property records, maintain Permanently
State of California Guidelines; Permanent
07-02-04 Surveys & Studies - General PW Eng CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for general studies and reports.

Administrative Decision; Current year plus 2 years,
review annually for relevance to projects.
07-02-05 Underground Services Alert Reports PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-02-06 GIS / Mapping Includes truck routes and circulation maps. Hosted on the GIS web server.

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

Administrative Decision: Maintain on the GIS system
until superseded.
07-02-07 Infrastructure Maps Maps for storm drains, lighting, utilities and other infrastructure maps.

PW 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
07-03-00 Citizen Streets Oversight Committee
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.

All Divisions 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 52 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 39 ends

07-00-00 PUBLIC WORKS
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 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 07-03-02 Agendas and Agenda Materials PW Eng CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
Administrative Decision: Maintain agendas for 5
years for reference purposes.
07-03-03 Minutes PW Eng 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
07-03-04 Meeting Recordings PW Eng 30 Days GC 54953.5; 30 days after recording 07-04-00 Environmental Quality Committee
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.

All Divisions 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.
07-04-02 Agendas and Agenda Materials All Divisions CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
Administrative Decision: Maintain agendas for 5
years for reference purposes.
07-04-03 Minutes All Divisions 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
07-04-04 Meeting Recordings All Divisions 30 Days GC 54953.5; 30 days after recording 07-05-00 Urban Forest Committee
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.

All Divisions 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.
07-05-02 Agendas and Agenda Materials All Divisions CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
Administrative Decision: Maintain agendas for 5
years for reference purposes.
07-05-03 Minutes All Divisions 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
07-05-04 Meeting Recordings All Divisions 30 Days GC 54953.5; 30 days after recording 07-06-00 ADA Program
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.

All Divisions 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 53 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 40 ends

07-00-00 PUBLIC WORKS
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 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 07-06-02 ADA Transition Plan PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master
plan is superseded.
07-06-03 ADA Working Group PW Eng CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the
Current Year plus 2 years
07-06-04 Citizen Requests PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-07-00 City Facilities
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.

All Divisions 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.
07-07-02 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.473(a); 4 years after final payment
07-07-03 Inventory & Assessments Includes facility asset and condition inventories. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-07-04 Buildings Includes permits and regulatory compliance documents for City buildings and facilities. Also include backflow testing.

PW Ops AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2
years for municipal facility use permits and licenses
07-07-05 Utility Tracking Tracking of utility usage and efficiency throughout City facilities. PW Ops CY+2 GC 34090; 2 year minimum requirement 07-07-06 Inspection Calendar Spreadsheet tracking inspections. PW Ops CY+2 GC 34090; 2 year minimum requirement 07-07-07 Facility Safety Checklist Inspection Form Filed by year. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-08-00 Parks, Public Landcapes & Urban Forest
07-08-01 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.

All Divisions 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.
07-08-02 Park, Natural Area & Greenway History Files General information and history of City parks, natural areas, pedestrian pathways and greenways. Includes Arlington Park, Canyon Trail, Castro Park, Central, Cerrito Vista, Dorothy Rosenberg Park, Harding, Hillside Natural Area, Cerrito Creek Greenway, Ohlone Greenway and other City parks, natural areas and greenways.

PW Ops 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
07-08-03 Parks Maintenance Projects Includes landscape, irrigation and general maintenance project documents.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
completion for maintenance projects.
07-08-04 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.473(a); 4 years after final payment
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 54 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 41 ends

07-00-00 PUBLIC WORKS
Legend:

PW Ops CY+2 GC 34090; 2 year minimum requirement
07-08-07 Pesticide Usage Reports PW Ops P GC 34090; 2 year minimum requirement F&AC 14011.5 - 12, maintain and submit Pesticide
Use Reports
F&AC 14007, Restricted Materials Permits issued for
1 to 3 years.
07-08-08 Street Landscape Maintenance PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion for maintenance projects.
07-08-09 Tree Inventory Maintenance and Urban
Forest Program
Includes general management reports submitted to the City for tree status. And on Urban Forest Program
PW Ops CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for
management reports
07-08-10 Tree Permits Encroachment permits for planting or removing trees. All Divisions AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for temporary use permits.
07-09-00 Stormwater, Drainage & Creeks
07-09-01 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.

All Divisions 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.
07-09-02 Inspections & Assessments Records of inspections and condition assessments. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-09-03 Maintenance Contracts Includes contracts under City Manager's authority for services maintained within Public Works.

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.473(a); 4 years after final payment
07-09-04 Storm Season Preparation & Maintenance Includes storm season preparation projects, outreach to the public, and maintenance of the trash rack on EBMUD property.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-09-05 Storm Drain Issues, Private Property All Divisions AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion for code issues, 2 years plus
the current year for maintenance projects.
07-09-06 Creeks Includes issues and general information on creeks. PW Ops P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for dams,
lakes, basins and creeks.
07-10-00 Transportation System
07-10-01 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.

All Divisions 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.
07-10-02 Transportation Programs Safe Routes to School, Car Share, Transportation Demand Management and other tranportation programs.

All Divisions S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
superseded for traffic safety programs.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 55 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 42 ends

07-00-00 PUBLIC WORKS
Legend:

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.473(a); 4 years after final payment
07-10-04 Pavement Management System Includes planning, studies and assessments for pavement management. Completed every 2 to 3 years.

PW Eng S+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master
plan or traffic safety program is superseded.

Administrative Decision: Maintain assessments for 5
years after superseded to reference previous actions.
07-10-05 Sidewalks PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion for maintenance projects.
07-10-06 Signs, Striping & Pavement Markings PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for maintenance projects.
07-10-07 Street Lighting PW Ops 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
07-10-08 Traffic Signals PW Ops 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
07-10-09 Detailed Traffic Order, (DTO) Includes implementation of traffic requests and other city-led traffic changes
PW Eng P GC 34090; 2 year minimum requirement
CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
Administrative Decision: Maintain DTO's
permanently for tracking the infrastructure.
07-10-10 Neighborhood Traffic & Parking Programs Traffic calming, residential parking, blue curb and other neighborhood traffic management systems. Documents include requests, petitions, public meetings and other documents associated with instigating the traffic device.

PW Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
completion for maintenance and operations projects.
07-10-11 Interagency Transportation Coordination Including BART, CalTrans, CCTA, AC Transit, WCCTAC, FHWA and other local agencies.

PW Eng CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
07-10-14 Traffic Engineering Studies & Surveys PW Eng AC+10 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2 years
Administrative Decision: Maintain traffic studies and
surveys for 10 years after completion for trending
purposes.
07-11-00 Fleet Management
07-11-01 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.

All Divisions 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 56 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 43 ends

07-00-00 PUBLIC WORKS
Legend:

PW Ops AC+20 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.473(a); 4 years after final payment
07-11-03 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance and other specific vehicle and
equipment related information. Also tracked in Hansen.

PW Ops 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.
07-11-04 Vehicle Maintenance Reports Received by the contractor summarizing work performed on the fleet.

PW Ops CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for
management reports
07-11-05 Daily & Quarterly Inspection Forms PW Ops CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the
current year.
07-12-00 Clean Water Program
07-12-01 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.

All Divisions 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.
07-12-02 Annual Reporting Compilation of information from C.2 - C.10 subsections for County reporting
PW Ops CY+5 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-03 C.2 Program - Municipal Operations PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-04 C.3 Program - New Development PW Eng P GC 34090a; Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Decision: Maintain development
projects permanently to coincide with CEQA
guidelines and environmental recommendations.
07-12-05 C.4 Program - Industrial & Commercial
Inspections
PW Ops CY+5 40 CFR 122.21; 3 years after approval
40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-06 C.5 Program - Industrial & Illicit Discharge PW Ops AC+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
Administrative Decision: Maintain incidents for 5
years after correction or resolve.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 57 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 44 ends

07-00-00 PUBLIC WORKS
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 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 07-12-07 C.6 Program - Construction PW Eng CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-08 C.7 Program - Public Information & Outreach PW Ops 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 for event records.
07-12-09 C.9 Program - Pesticide Toxicity Control PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-12-10 C.10 Program - Trash Load Reduction PW Ops CY+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
07-13-00 Engineering Permits
07-13-01 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.

All Divisions 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.
07-13-02 Encroachment Permits - Concrete Permanent construction encroachment permits. PW Eng 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.
07-13-03 Encroachment Permits - Paving/Street Cut Includes street cuts and paving temporary encroachments. PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for maintenance projects, and for temporary
use permits.
07-13-04 Oversize Transportation Permits Temporary use permit for access of oversized vehicles. PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2
years for temporary use permits.
07-13-05 Hold Harmless Agreements Non-standard permanent encroachments in City right-of-way. PW Eng P GC 34090(a) Real property records, maintain Permanently
State of California Guidelines; Permanent for
construction based encroachment permits.
07-13-06 Encroachment Permits - Other Large
Projects
Off the Grid, Large Fiber Optic Projects, Large Utility Projects PW Eng 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.
07-14-00 Capital Improvement Program
07-14-01 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.

All Divisions 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 58 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 45 ends

07-00-00 PUBLIC WORKS
Legend:

CIP Engineering Project Records. Supporting documents
including appraisal reports, bidders lists, non-environmental reports, work orders, schedules, exhibits, construction staking documentation and correspondence:

PW Eng
P
AC+10
GC 34090(a); Real property records, maintain
GC 4003, 4004, Maintain
H&S 19850; Life of Building, with exceptions,
CC 1351; Definitions, community property
CCP 337.15; 10 years
State of California Guidelines; Permanent
CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
07-14-03 Capital Improvement Projects - Non-grant
Funded
CIP Construction Records including planning, design,
construction, conversion or modification of local governmentowned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.):

PW Eng
P
AC+10
GC 34090(a); Real property records, maintain
GC 4003, 4004, Maintain
H&S 19850; Life of Building, with exceptions,
CC 1351; Definitions, community property
CCP 337.15; 10 years
State of California Guidelines; Permanent
CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion
07-15-00 Private Developments
07-15-01 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.

All Divisions 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.
07-15-02 Grading & Transportation Permits Includes haul routes and the permit for transportation of 50 cubic yards or more of materials.

PW Eng P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
GC 4003, 4004; Maintain
State of California Guidelines; Permanent
07-15-03 Plan Review/Working Files PW Eng 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.
07-15-04 Subdivision Working Files Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng 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.
07-15-05 Parcel Maps Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng 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.
07-15-06 Lot Line Adjustments Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng 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.
07-16-00 Integrated Waste Management
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 59 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 46 ends

07-00-00 PUBLIC WORKS
Legend:

All Divisions 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.
07-16-02 Hazardous Material Waste Management Includes the hazardous materials business plan, HHW permits, DTSC e-waste, medical waste and other compliance permits and reports to agencies.

Int. Waste Mgmt 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.
07-16-03 Stormwater Pollution Prevention Plan SWPP, Visual Inspection Reports, COC's, PH Tests, Training Docs.

Int. Waste Mgmt 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.
07-16-04 Recycling Purchase Agreements Small contracts for recycling services to the City. Includes materials tracking database and recycling purchase and disposal agreements.

Int. Waste Mgmt AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
07-16-05 Franchise Agreement Management Documents include:
1) Year by year calculation of Solid Waste Rate and IWM Fees, including annual rate application from Franchise Hauler and PostCollection Vendor; public hearing notices; data. 2) Rate Studies
Int. Waste Mgmt CY+2 GC 34090; 2 year minimum requirement 07-16-06 Solid Waste Ordinance, Policy & Code
Enforcement
Documents include:
1) Solid Waste Ordinance - current copy and background for any revisions
2) Solid Waste Exemptions - users excluded from solid waste pick-up
3) Code Enforcement - warning letters and enforcement actions based on address and customer
4) Policy and Legislative LOS or Letters of Opposition
Int. Waste Mgmt AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
07-16-07 Recycling Programs Includes working documents, data and reporting for recycling programs for CalRecycle, commercial, multi-family, single family, C&D recycling, HHW and Unwaste and city facilities.

Int. Waste Mgmt CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for tonnage reports and management
reports.

Administrative Decision: Maintain reporting and
information for the current year plus 4 years for
reference and trending.
07-16-08 Community Events & Outreach Materials include brochures and graphics, newsletters, photos, public notices & signs, special events, website resources, presentations and archives
Int. Waste Mgmt H CY+2, AR 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 for event records.

Administrative Decision: Review annually for
historical content.
07-16-09 Bills of Lading HHW and other materials. Int. Waste Mgmt CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the
current year for tonnage reports, current year plus 10
years for hazardous waste disposal referencing 40
CFR 122.21
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 60 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 47 ends

07-00-00 PUBLIC WORKS
Legend:

Int. Waste Mgmt AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
07-16-11 Route Sheets Driver routes and addresses for recycling pickup. Int. Waste Mgmt S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain route sheets for 2
years after superseded.
07-16-12 Stop Lists Lists from garbage providers for users who have not paid their bill.

Int. Waste Mgmt CY+2 GC 34090; 2 year minimum requirement 07-16-13 Tipping Wall Binder Tipping Wall Daily Logs, Monthly Inspection Reports, Training Docs. Compliance for the County's 5 year environmental health permit.

Int. Waste Mgmt CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion for maintenance and operations activities
Administrative Decision: Maintain logs, inspection
reports and training materials for the current year
plus 5 years to meet the County 5 year
environmental health permit cycle.
07-16-14 IIPP Compliance Binder Training docs and sign-in sheets Int. Waste Mgmt CY+7 GC 34090; 4 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; 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. 07-17-00 Utilities
07-17-01 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.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
Review annually for relevance to current projects.
07-17-03 AT&T Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-04 EBMUD Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-05 Stege Sanitary Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
07-17-06 Telecom Other Includes correspondence, reports and communications with utility for non-City facilities.

PW Eng CY+2, AR GC 34090; 2 year minimum requirement
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 61 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 48 ends

08-00-00 RECREATION
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 08-01-00 Parks & Recreation Administration
08-01-01 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.

All Depts 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 Recreation Registration Database Classes, reservations, facility rentals, enrollment, events and other recreation activities used by members of the
public.

Recreation IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-03 Key Sign In/Out Log Recreation IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-04 Programs Records Includes program rules, code of conduct, curriculum, City contact information, attendee sign in sheets and rosters, emergency contact information, and evaluation forms filed by program. Not for licensed programs.

Recreation 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.
08-01-06 Registration Documentation Includes applications, registration scolarships (and supporting documentation), waivers, schedule change
forms, names, address, emergency contacts, field trip forms and other registration related information for individuals.

Recreation 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.
08-01-08 Payment Plan Agreements Used for payment assistance. Recreation AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
08-01-09 Cash Receipts Written receipts for individuals. Recreation AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
08-01-10 Volunteers Includes the application, contact information, fingerprint verification, correspondence and any general information about the volunteer.

Accepted applications:

Denied applications:

Recreation C
AT+2
AC+2
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
08-01-11 Co-sponsorship Includes organizations that co-sponsor services with the City. Tennis, soccor, garden club, youth baseball and other organizations working with the City.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-01-12 Instructors Agreements Includes contracts, W-9, Livescan and other instructor information.

Recreation AT+4 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
Administrative Decision: Maintain instructor files for 4 years after the instructor terminates the class.
08-01-13 Marketing Materials Includes program fliers, brochures, and activity guides Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
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 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 62 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 49 ends

08-00-00 RECREATION
Legend:

Recreation 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
08-01-16 Training & Certifications, Volunteers & Staff Includes documentation of required employee certifications, driver training, red shirt lifeguard training, skill audits and other training for certificates and regular training.

Recreation AT+7 GC 34090; 4 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records.
08-01-17 Training & Certifications, Paid Participants Includes documentation of certifications fo lifeguard training, red cross, babysitters and other external certifications to the public.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-02-00 Special Events
08-02-01 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.

All Depts 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 Special Event Organization Includes contact information, planning, supply acquisition, staffing, copies of contracts and other event organization information.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-02-03 Vendor Applications Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-02-04 ABC Liquor Licenses Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for Temporary Use Permits
08-02-05 Health Department Inspections Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-02-06 Health Department Permits Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-02-07 Event Outreach Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years
08-03-00 Facilities
08-03-01 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.

All Depts 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.
08-03-02 Rental Agreements Includes applications, proof of insurance and other rental documents for picnic, clubhouses, room rentals and other facility rentals.

Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 63 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 50 ends

08-00-00 RECREATION
Legend:

Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for various permits required by federal and state
agencies
08-03-04 Trust Fund Accounts For facility rental security deposits. Copies sent to Finance to process. May be used for audits of receipts.

Recreation AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
08-03-05 Inspections Includes County health department, OSHA, SERS and other regulatory inspections.

Recreation AC+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 14300.33; current year plus 5 years for OSHA
300 reports
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guidelines; 3 to 5 years after
completion of inspection
08-03-06 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
08-03-07 SDS Information Similar to an MSDS. Recreation 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.
08-03-08 Staff Logs Tracks staff attendance and work schedules, daily issues and unusual activities, and other communications between staff.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-04-00 Paratransit & Vehicles
08-04-01 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.

All Depts 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.
08-04-02 Vehicle Maintenance Includes all maintenance records, smog certificates and Bureau of Automotive Repair documentation for Parks &
Recreation vehicles.

Recreation 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.
08-04-03 Daily Vehicle Inspection Logs Recreation CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
08-04-04 Paratransit Driver Manifest Includes listings of drivers and who they drive for the day. Recreation CY+2 GC 34090; 2 year minimum requirement. 08-04-05 Paratransit Annual Report Measure J sales tax funding report. Recreation CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management
reports
08-05-00 Adult Services
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 64 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 51 ends

08-00-00 RECREATION
Legend:

All Depts 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 Senior Nutrition Program Registration Files on seniors who participate in the program. Annual forms include the name, address, phone number, birth date, emergency contact information, nutritional assessments, and other information on seniors.

Recreation C AT+5 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.

Contra Costa County; Current year plus 5 years.

Administrative Decision: Maintain while applicant is
actively participating in programs plus 5 years.
08-05-03 Senior Nutrition Program Includes menus, sign-in sheets, County daily activity forms, monthly activity summaries, county reimbursement forms, staff and volunteer program training materials, site
inspections and other general program information.

Recreation CY+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; 2 years after completion Contra Costa County; Current year plus 5 years
08-05-08 APS Mandated Reporting Required reporting for child abuse to APS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Administrative Decision: Maintain senior/elder abuse
reports for the same retention as child abuse reports.
08-06-00 Child Care Facility
08-06-01 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.

Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
08-06-03 Caregivers Includes permits, credentials, LiveScan fingerprinting, and other information regarding caregivers. Also for special needs aides.

Recreation C AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
California Social Services Recommendation: 3 years
after termination for personnel records.
08-06-04 Childrens Files Includes registration and licensing for child care. Recreation C AT+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
22 CCR 101221; 3 years after termination
08-06-05 Sign In Sheets Also includes emergency contact information. Recreation C CY+2 GC 34090; 2 year minimum requirement 22 CCR 101229.1; maintain sign-in sheet for 1 month
State of California Guidelines; Current year plus 2
years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 65 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 52 ends

08-00-00 RECREATION
Legend:

Recreation C 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
08-06-07 CPS Mandated Reporting Required reporting for child abuse to CPS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
08-06-08 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
superseded
08-07-00 Park & Recreation Commission
08-07-01 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.

All Depts 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 Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
08-07-03 Minutes Recreation 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 Recreation 30 Days GC 54953.5; 30 days after recording 08-08-00 Committee on Aging
08-08-01 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.

All Depts 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.
08-08-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
08-08-03 Minutes Recreation 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 66 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 53 ends

09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 09-01-00 Fire 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.

Fire IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
09-01-03 Department Personnel Files Includes employee backgrounds, physical ability tests (upon hire), psychological evaluations, history, training, certifications and license cards.

Fire C 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 09-01-04 Strike Team Activities Used to submit forms for reimbursement from the State and Federal government. Filed by incident.

Fire CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
09-01-05 Ride Alongs Forms Includes release waivers. Fire CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.
09-01-06 Communications Binder Includes policies, procedures and directives from the Fire Chief
Fire P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.
09-01-07 Disaster Preparedness Plan Fire S+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after superseded 09-01-08 Mutual Aid Agreements Clerk/Fire AC+4 CCP 335.1; Statutes of limitations, 2 years CCP 343; Statutes of limitations, 4 years
09-01-09 CPR / First Aid Class Rosters Used for public certification. Fire CY+2 GC 34090; 2 year minimum requirement 09-01-10 Background Checks - Unsuccessful Candidates Fire C AC+4 29 CFR 1627.3 - 3 years 8 CCR 11040 (7)(C) - 3 years
GC 12946 - 4 years
09-01-11 Department Personnel Medical Records Similar to HR Medical files and may include records such as FMLA, exposure, doctor's notes, worker's
compensation claim approvals and other medical
information.

Personnel C AS+30 8 CCR 15400; Maintain reports
LC 110 - 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
09-02-00 Fire Prevention
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.

All Depts 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.

FIRE SERVICES
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 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 67 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 54 ends

09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

Non-Arson
Arson with Great Bodily Harm
Arson with Homicide
Fire
AC+3
AC+6
P
CCP 338; 3 year statute of limitations for action
PC 800; 6 year statute of limitations after commission of the offense
PC 799; No statutes of limitations on actions for murder.

Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.
09-02-03 Pending Construction Includes plan checks on new construction. Fire ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.
09-02-04 Building Inspections Includes fire alarm plans, fire sprinkler plans and other inspection documents.

Fire AC+5 UFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
09-02-05 School Inspections Includes fire alarm plans, fire sprinkler plans and other inspection documents.

Fire AC+5 UFC 103.34 New construction/alterations of buildings; Retain inspection records for 3 years.

IFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
09-02-06 Special Permits Includes christmas tree lots, temporary tents, demolition permits, rocket launching and other temporary use
permits related for Fire.

Fire AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
09-02-07 Weed Abatement Commercial and vacant land, and residential abatement.

Fire AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
09-03-00 Fire Suppression & Equipment
09-03-01 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.

All Depts 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.
09-03-02 Station Log Books Maintained by the stations. Fire CY+3 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers is 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCR 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 68 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 55 ends

09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FIRE SERVICES
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 09-03-03 Personal Protective Equipment Logs Individual replacement dates. Fire CY+5 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years
09-03-04 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P 8 CCR 3203; IIPP training, at least 1 year State of California Guidelines; 2 years after superseded for training materials.

Individual training information maintained by employee
is retained for termination/separation plus 2 years, per State of California Guidelines
Administrative Decision: Permanent for long term
potential medical issues and varying retention periods
of the citations.
09-03-05 Hose Testing Records Fire CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.
09-03-06 Ladder Testing Fire CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for equipment and gear logs.
09-03-07 Daily Vehicle & Equipment Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights and other aspects. Also includes HURST, SCBA and air
compressor forms.

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

State of California Guidelines; 2 years plus the current year.
09-03-08 Breathing Compressor / SCBA Fill Station Inspection by an outside company with resulting certificate of compliance.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.
09-04-00 Training & EMS
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.

All Depts 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 69 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 56 ends

09-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

FIRE SERVICES
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 09-04-02 Electronic Training and Tracking Database Computerized training on general city and fire specific training sessions as well as documentation for other
trainings completed by the individual,.

Fire IND 29 CFR 1627.3(b); 1 year for training records
GC 34090; 2 year minimum requirement
GC 12946; 4 years minimum
State of California Guidelines; Current year plus 7 for non-safety training, and 2 years for certificates and
designations training.

Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system. Such transfer
must include at least 7 year history of data.
09-04-03 CERT Training Community Emergency Response Team training.

Records for individual classes.

Fire 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 6250; 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.
09-04-04 Patient Care Reports Includes refusal of care and the patient care report.

Reports for minors are kept for the total retention
beginning when they turn 18 years of age.

Fire C AC+7 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
22 CCR § 70751(c) maintain patient records for 7 years
09-04-05 Paramedic Check Sheets Forms used by paramedics to document equipment checks, narcotics inventories, order supplies. Daily and monthly reports.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years
09-04-06 Narcotic Administration Form Log of adminsitration of narcotics and distribution of remaining narcotics.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 70 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 57 ends

10-00-00 POLICE SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 10-01-00 Administration / Chief of Police
10-01-01 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.

All Depts 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 Administrative Staff Memos General status updates on current projects and items of interest. COP/Admin CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain permanently for
reference purposes.
10-01-03 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a summary of the actions, and proof of delivery from the CHP.

COP/Admin IND VC 17004.7; Maintain vehicle pursuit records, no retention.
10-01-04 Concealed Weapons Permits Includes application, background and records checks reviewed by the Chief of Police for the issuance of the permit. Also includes notification from the Sheriff’s Department of the County of Alameda advising they have issued a Concealed Weapons Permit for a subject residing, employed in or owing a business in the City.

Denied permit applications
COP/Admin AE+2
CY+2
GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
10-01-05 Equipment Inventory Equipment issued to officers and other department equipment. COP/Admin S+2 GC 34090; 2 year minimum requirement State Recommendation; 2 years after superseded for
listings of equipment assigned to divisions and
officers.
10-01-06 General Orders Maintained in Lexipol. COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
10-01-07 Internal Affairs / Investigations Also includes officer involved deaths, traffic collision internal review documents
Sustained findings of misconduct.

COP/Admin C AC+5
AC+15
PC 832.5(b) Statutory minimum is 5 years, 15 years
for sustained misconduct.

EVC 1045; 5 years for conduct
PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2547; SOL of 3 years for officer fraud
GC 12946; 2 4 years after completion/position filled
10-01-08 Livescan Fingerprinting Includes fingerprinting for massage, medical marijuana and taxi permits.

COP/Admin C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint
information for city employment for 2 years after
termination.
10-01-09 Locker & Riot Locker Logs Includes combinations and assigned lockers COP/Admin C S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded
10-01-10 Operation Orders Includes vacation sign ups and special details. Moves the bulk of staff all at once based on the event / order.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for watch assignments, daily schedules and
timekeeping records.
10-01-11 Paid Overtime Signup Sheet Maintained by the individual division. Includes special details. COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for timekeeping records.
10-01-12 Pitchess Motions Copy maintained with the officer's file. COP/Admin CY+2 GC 34090; 2 year minimum requirement 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 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 71 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 58 ends

10-00-00 POLICE SERVICES
Legend:

COP/Admin AE+2 GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
10-01-14 Ride Along Requests COP/Admin CY+2 GC 34090; 2 year minimum requirement retention State of California Guidelines; 2 years plus the current year
10-01-15 Rules & Regulations COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
10-01-16 Supervisor Staff Memos General status updates on current projects and items of interest.

Pertains mainly to operational issues.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-17 Video Surveillance Recordings - City
Facilities and Parks
Includes buildings, parking lots and city parks and pathways. COP/Admin 366 days * 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
10-01-18 Unusual Incident Reports Completed with Use of Force, CHP 187, injuries to employees and other unusual events.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for use of force files
10-01-19 Use of Force Reports COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for use of force files
10-01-20 Vehicle Records Includes registration documents, equipment installation, maintenance records and other associated documentation.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for daily activity logs.
10-01-21 Volunteer Program Includes application, ride-along waiver, background authorization, supplemental background information form, criminal history and records checks, LiveScan fingerprinting, training, community service records, background letters to neighboring agencies, and ID cards.

Denied volunteer applications
COP/Admin AT+3
AC+3
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
termination
Administrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment
retention.
10-01-22 Work & Duty Schedules COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for watch assignments, daily schedules and
timekeeping records.
10-02-00 Records *** Maintain all case files confidential while active. California Public Records Act to be consulted. 10-02-01 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.

All Depts 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 Mark43 Database Electronic case management system. Records C IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 72 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 59 ends

10-00-00 POLICE SERVICES
Legend:

Records V Varies See specific case retention periods and citations listed below this heading:
187 - Murders Records V, C *** P PC 187; Definitions
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Officer Involved Shootings Includes shootings Records V, C *** AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

PC 832.5; 5 years after case closure, confidential
document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25
years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Child Molestation Records V, C *** AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
Drug / Sex Crime Registration Sex offenders - Adult
Sex offenders - Juvenile
Records V, C *** L+2
* Varies
GC 34090; 2 year minimum requirement
* PC 290; definitions and references
W&IC 781; 5 years after record sealed or when
juvenile reaches 38 years. Permanent if tried as an
adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

Sex Crimes Records V, C *** L+2 PC 261; Definitions
PC 220; Definitions & punishments
PC 286; Definitions & punishments
PC 289; Definitions & punishments
W&I 781; Juvenile records, when offender reaches
age 38, or 5 years after records are sealed.

Department of Justice recommends 25 years.

Administrative Decision: Maintain sex crime cases for
2 years after proof of offender's death.

Weapon Crimes Possession of illegal weapons, carrying concealed weapons, and other crimes relating to the possession or use of illegal weapons where no other crime has occurred.

Records V, C *** AC+10 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime
information for 10 years to track potentially violent
individuals.

Crimes with Death Records V, H, C *** P PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 73 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 60 ends

10-00-00 POLICE SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 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 Child Abuse Records V, C *** AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Missing Persons Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for non-criminal occurrences, including missing
persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.

Unattended Death / Suicide Suspicious
No suspicious circumstances
Records V, H, C ***
V, C ***
P
AC+2
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
Robberies / Burglary Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.

Stolen Vehicles Records V, C *** AC+10 CA Law Enforcement Warrant Officers Association recommends keeping for 10 years.

Misdemeanors / Petty Theft Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Marijuana Related Crimes Records V, C *** AC+2 * HS 11361.5, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants associated with
the case. Destroy Juvenile marijuana cases after age

18. Combined cases may be retained for the longest
applicable retention period.

Miscellaneous / Non-Criminal reports Includes Miscellaneous Civil/Juvenile/Investigation/Officer, Found Property, Lost Property, Abandoned Vehicle Abatement, 5150 WI, Private Property Tows, Repossessed Vehicles, vehicle and traffic collisions, etc.

Any type of report listed in this category description that pertains to a criminal case would be retained for the period of time indicated in the applicable case reports type described above.

Records/ Traffic C AC+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 74 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 61 ends

10-00-00 POLICE SERVICES
Legend:

Cases involving Murder
Records 366 Days *
P
GC 34090.6; 100 days. * 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.

Administrative Decision: Maintain for 366 day to meet
restriction of the storage system and to satisfy statutes of limitations.
10-02-05 Cash Receipt Books Log of monies receive at the PD counter. Records CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after annual
audit
10-02-06 Clearance Letters Includes requests from persons residing in the City asking for a cursory records check through our RMS system to ascertain if the person has any negative information on file in our RMS system. This request results in a letter stating the results of the records check.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
completion for requests for criminal history
10-02-07 Criminal Background Checks Requests for criminal history from an outside agency. Records CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations
11 CCR 707(c); 3 years after release of record
10-02-08 Criminal Subpoenas Any subpoenas having to do with a criminal case. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain subpoena logs
and subpoena duplicates for the current year plus 2
years.
10-02-09 DOJ Audit Reports / NCIC Entries National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates, stolen weapons, warrants, missing persons and restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly, and annual
activity/statistical reports.
10-02-10 False Alarm Claims Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for false alarm duplicates.
10-02-11 Monthly DOJ/UCR/BACS (MACR) Report Electronic statistical report maintained on a flash drive for future analysis. MACR - Monthly Arrest & Citations Register - DOJ form JUS 750.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
10-02-12 Record Sealings Adults
Juveniles
Records V, C *** AC+3 *
AC+5 **
PC 851.8(a); Factually innocent records, 3 years after
arrest, * with district attorney approval.

Date of court ordered destruction
W&IC 781; 5 years after sealed by court order for atrisk youth; ** W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occuring before the child is
14 years of age
** W&IC 781; For murder and/or sex crimes occuring
on or after the child reaches age 14, DO NOT
DESTROY.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 75 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 62 ends

10-00-00 POLICE SERVICES
Legend:

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
10-02-14 Subpoenas Duces Tecum Subpoenas for records or property. Records CY+2 GC 34090.7; Duplicate records may be destroyed at any point before the total retention period
State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.
10-03-00 Traffic Unit
10-03-01 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.

Traffic CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for parking and traffic citations.

Administrative Decision: Maintain commercial vehicle
inspections for the current year plus 2 years to support traffic citations.
10-03-03 Equipment Calibrations Preliminary Alcohol Screening Device and radar calibration. Traffic AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
termination for radar calibration records
10-03-04 Taxi Permits & Inspections Includes vehicle inspections for service providers. Traffic CY+2 GC 34090; 2 year minimum requirement 10-03-05 Traffic Citations Includes Citations and supporting documents such as Certified Copies of DMV Order of Suspension / Revocation
Traffic CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for parking and traffic citations.
10-03-06 Traffic Data Collection Used to monitor traffic speed and data for specific locations. Traffic CY+2 GC 34090; 2 year minimum requirement 10-04-00 Personnel & Training Records
10-04-01 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.

All Depts 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.
10-04-02 Department Personnel Records Includes equipment released, employee transaction forms, step increases, corrective performance evaluations, background checks, and other materials related to the employee.

Similar to the files maintained by HR but contains other confidential information on officers.

Personnel C 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
PC 832.5; 5 years for officer complaints
State of California Guidelines; 3 years after
termination for non-safety employees; 5 years after
termination for safety employees.
10-04-03 Background Checks - Unsuccessful
Candidates
Personnel C AC+4 29 CFR 1627.3 - 3 years
8 CCR 11040 (7)(C) - 3 years
GC 12946 - 4 years
10-04-04 Citizen Inquires Form completed by a citizen. Complaints become formal investigations. Non-complaints are forwarded to other divisions or departments, as needed.

Personnel ACT Transitory Record: Maintain indefinitely or until data is transferred to record series.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 76 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 63 ends

10-00-00 POLICE SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 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 10-04-05 Field Training Includes binders filed by officer containing class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, daily evaluations, qualification criteria and training scenarios, range lesson plans, firearms safety plan, weapon maintenance, firearm training manuals, simulation training, range master and safety officer for firearms and less-lethal weapons.

Personnel AC+15 State of California Guidelines; 15 years after completion for range lesson plans. No citation given.
10-04-06 Supervisory Notes / Records of Discussion Maintained under lock and key by each division for employees.

Notes and observations on performance related issues for the deployment period. Cycle varies and results are maintained by the highest level supervisor of the officer. Related to training.

Personnel C AT+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 for non-safety employees; 5 years after
termination for safety employees.
10-04-07 Training Management System Database
(TMS)
Used to track all training for officers, including inhouse, POST and other training sessions.

Personnel IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-04-08 Training Reimbursement Forms Used for officer training reimbursements. Duplicated information that is sent to Finance for processing. Maintained for 1 year in PD.

Personnel AC+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-04-09 Department Personnel Medical Records Similar to HR Medical files and may include records such as FMLA, exposure, doctor's notes, worker's compensation claim approvals and other medical information.

Personnel C AS+30 8 CCR 15400; Maintain reports
LC 110 - 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
10-05-00 Criminal Investigation Services
10-05-01 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.

All Depts 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.
10-05-02 Alcohol Licensing - Temporary Use Includes one day events. ABC form 221. CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for temporary use permits
10-05-03 Annual Card Room Permits CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for bingo licenses.

Administrative Decision: Maintain annual card room
permits for the current year plus 2 years to follow
bingo retention requirements by the State.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 77 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 64 ends

10-00-00 POLICE SERVICES
Legend:

Comm 1 year GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
Administrative Decision: Maintain for 1 year to meet
statute of limitations for misdemeanors.
10-05-05 Body Worn Cameras Includes all recording systems whether body worn, handheld, or integrated into portable equipment.

Records or logs of access and deletion of data.

Traffic 366 Days *
P
PC 832.18; GC 3301; 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.
10-05-06 Cabaret Permits - Annual Approved annually by Council. CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for certain licenses.

Administrative Decision: Maintain cabaret permits for
the current year plus 2 years to follow similar retention required by the State.
10-05-07 Cabaret Permits - Temporary CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for temporary use permits
10-05-08 Informant Files Maintained in paper form and reviewed annually for activity.

Includes vice crimes (gang, narcotics, prostitution, robbery).

CIS C AT+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after
termination for informant files, no citation stated
10-05-09 Massage Parlor Establishments CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion plus 2
years for massage parlor permits.
10-05-10 Patrol Bulletins Informational notice about crimes in areas of the City. CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
10-05-11 Pawn Slips CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for Secondhand Dealers and Pawn Brokers.
10-05-12 Registration Files - 11590 HS Drug registrants CIS L+2 GC 34090; 2 year minimum requirement H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 78 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 65 ends

10-00-00 POLICE SERVICES
Legend:

Adults
Juvenile
CIS
L+2
* Varies
GC 34090; 2 years minimum
* PC 290; definitions and references
W&IC 781; 5 years after record sealed or when
juvenile reaches 38 years. Permanent if tried as an
adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
10-05-14 Registration Files - 457.1 Arson - Adults
Arson - Juveniles
CIS L+2
* Varies
GC 34090; 2 years minimum
H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
10-05-15 Second Hand Dealer Licenses Includes licenses for antique dealers and other second hand sellers.

Property CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for Secondhand Dealers and Pawn Brokers.
10-05-16 Track Fliers Includes BOLOs from to other agencies. CIS CY+2 GC 34090; 2 year minimum requirement 10-06-00 Property & Evidence
10-06-01 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.

All Depts 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.
10-06-02 Asset Seizure/Forfeiture Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately scanned to Records with the case file. Originals are maintained by the DA, a copy is maintained by the City.

Property ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-06-03 Auction Reports Property CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property.
10-06-04 Criminal Case Disposition
Notification/Reports
Case disposition confirmation from the District Attorney or court system. DOJ form 8715.

Property CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for case tracking records
10-06-05 Evidence Purge/Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition memorandums and returns to owners.

Property P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2
years for property control logs recording items coming
into and going out of property rooms.
10-06-06 Property Record / Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Not destroyed with the case file.

Property P GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given.

Current year plus 2 years for property control logs
recording items coming into and going out of property
rooms.
10-07-00 Crime Prevention Committee
10-07-01 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.

All Depts 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 79 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 66 ends

10-00-00 POLICE SERVICES
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis 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 10-07-02 Agendas & Agenda Packets Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
10-07-03 Minutes Clerk 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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. 5.02.2023 Agenda Packet Page 80 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 1 ends

01-00-00
Legend:

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

Attachment 3
Agenda Packet Page 81 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 2 ends

01-00-00
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Total Retention © Citations & Legal Basis

All Depts 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.

All Depts 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.
01-04-02 Grant Applications & Agreements Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term
applies, as needed.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Systems Associates, Inc. 2017. All rights reserved. XX.XX.2023 Agenda Packet Page 82 of 301
The City of El Cerrito
Records Retention Schedules and UFIRST Index

Page 3 ends

El Cerrito City CouncilMay 2, 2023

El Cerrito City Council
May 2, 2023