Item-2-Records-Retention — Fairfax City Council, February 7, 2024

FAIRFAX TOWN COUNCIL MEETING

STAFF REPORT
1 AGENDA ITEM #2
MEETING DATE: February 7, 2024
PREPARED FOR: Mayor and Town Council
PREPARED BY: Christine Foster, Deputy Town Clerk
SUBJECT: Consideration of a Resolution Rescinding Resolution No. 09-24 and Implement Updated Town-Wide Records Retention Schedule

RECOMMENDATION
Adopt a resolution to rescind Resolution No. 09-24 and approve the updated Town-Wide Records Retention Schedule as presented.

EXECUTIVE SUMMARY
This report presents a proposal for the Town Council to consider rescinding the existing Resolution No. 09-24, which established the Town's records retention policy in 2009, and adopting a new, comprehensive records retention schedule. The updated schedule has been developed in consultation with Gladwell Governmental Services, Inc., reflecting modern practices, legal requirements, and technological advancements.

BACKGROUND
The Town's record retention policy has been a crucial aspect of its governance and administrative functions. The existing policy, Resolution No. 09-24, was adopted in 2009 and has been the guiding framework for the Town's record management practices. However, it is imperative to note that since its adoption, there have been significant changes in laws and regulations pertaining to record retention.

The absence of updates since 2009 has resulted in an accumulation of challenges, hindering efficient record management. Recent evaluations by staff and professional consultant Diane Gladwell from Gladwell Governmental Services, Inc. have identified several areas where the existing policy does not align with current legal, regulatory, and technological contexts. Key provisions of law, including updated state and federal records management statutes, necessitate a thorough reevaluation and update of the Town’s records retention schedule.

Implementing an updated records retention schedule is essential for:
• Legal Compliance: The landscape of laws and regulations governing records retention has evolved since the adoption of Resolution No. 09-24. Implementing an updated policy ensures compliance with current legal requirements, reducing the risk of legal repercussions. • Operational Efficiency: Outdated records retention policies can impede the workflow processes of town staff. An updated schedule streamlines operations, making it easier for staff to manage, retrieve, and organize records efficiently.
• Technological Advancements: With the rapid evolution of technology, a modern records retention policy is essential to adapt to new systems and tools, ensuring that the town remains at the forefront of efficient record management practices.
• Risk Mitigation: An updated policy mitigates potential risks associated with outdated practices, safeguarding the town against legal and operational challenges. 2 DISCUSSION
The Town selected Gladwell Governmental Services, Inc. for a comprehensive reevaluation of its records retention strategy and upgrade to its existing retention program to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency, and take advantage of current technology and changes in law.

The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of Town records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the Town will see significant savings in labor costs, storage expenses, free up filing cabinets and office space, and improve operational efficiency.

The following are updates and modifications proposed in the records retention policy being presented to the Council:

1. Updated Retention Periods: Reflecting changes in legal requirements and organizational needs, the updated policy revises the duration for which various types of records should be retained.

2. Inclusion of New Record Types: Technological advancements and changes in organizational practices have introduced new types of records, including, but not limited to; Solid Waste Recycling / AB 939 Compliance / SB 1383 Compliance, Vehicle Titles, and Body Worn Camera Recordings. The updated policy incorporates new record types to ensure comprehensive coverage.

3. Revised Categorization and Classification of Records: To improve clarity and ease of management, the new policy proposes a more structured approach to categorizing and classifying records.

4. Enhanced Compliance with Legal Requirements: The update places greater emphasis on adhering to current legal and regulatory mandates, acknowledging changes since 2009.

5. Adaptation to Technological Changes: Recognizing the growing significance of digital records, the updated policy incorporates strategies for effective digital records management.

6. Clarifications and Definitions: The proposed policy includes detailed explanations and definitions to facilitate clear understanding and implementation.

7. Changes in Responsibility and Management Practices: New roles, responsibilities, and practices are outlined to reflect contemporary records management approaches.

The updates will benefit staff by streamlining workflow processes and improving efficiency in managing records. Ensuring the policy is current and comprehensive enhances the Town's ability to effectively manage its records in line with legal obligations and modern practices.

FISCAL IMPACT
There is no direct fiscal impact associated with the adoption of the updated records retention schedule.

Costs associated with the development of the policy totaled $4,800 which were covered within the existing 01-221-822 Town Clerk Professional Services budget allocations. 3 The Town has subscribed to the “Records Retention Schedule Maintenance” service with Gladwell Governmental Services, Inc. for $450.00 annually. The Records Retention Schedule Maintenance does not begin until a new schedule has been adopted. The subscription may be canceled at any time by the Town.

OPTIONS

1. Adopt the resolution as recommended, updating the Town’s records retention schedule.

2. Maintain the existing records retention schedule (Resolution No. 09-24) and not adopt the new policy.

3. Request further modifications or additional information before proceeding with the adoption of the new policy.

RECOMMENDED ACTION
Staff supports the adoption of the updated records retention schedule, as it ensures compliance with current standards and effectively addresses the evolving needs of the Town's records management practices.

ATTACHMENTS
Resolution
RESOLUTION 24-__

A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX RESCINDING RESOLUTION NO. 09-24 AND ADOPTING AN UPDATED TOWN-WIDE

RECORDS RETENTION SCHEDULE
WHEREAS, the Town of Fairfax has recognized the need for efficient and effective records management as an essential component of its governance and administrative functions, and WHEREAS, the existing records retention policy, established under Resolution No. 09-24 in 2009, has served the Town of Fairfax but now requires updating to reflect changes in laws, regulations, and technology, and
WHEREAS, significant changes in state and federal laws and regulations pertaining to record retention have occurred since the adoption of Resolution No. 09-24, necessitating its reevaluation and update, and
WHEREAS, the absence of updates to the Town's records retention policy since 2009 has led to challenges in compliance, legal liabilities, and inefficiencies in records management, and WHEREAS, Gladwell Governmental Services Inc. has been consulted to assist in the comprehensive reevaluation and updating of the Town's records retention strategy, ensuring legal compliance, operational efficiency, and adaptation to technological changes, and WHEREAS, the proposed updated Town-Wide Records Retention Schedule for 2024 includes updated retention periods, inclusion of new record types, revised categorization and classification of records, and enhanced compliance with current legal and regulatory mandates, and WHEREAS, the adoption of the updated records retention schedule is expected to bring significant improvements in the management and efficiency of the Town's records, in line with current legal obligations and modern practices, without direct fiscal impact as the costs are covered within existing budget allocations.

NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Fairfax:

1. Hereby rescinds Resolution No. 09-24 in its entirety.

2. Adopts the updated Town-Wide Records Retention Schedule as presented in the Exhibit A, effective immediately.

3. Authorizes the Town Clerk to certify the passage and adoption of this resolution and to take all necessary actions to implement the updated records retention schedule.

PASSED AND ADOPTED by the Town Council of the Town of Fairfax at a regular meeting held on 7th day of February 2024 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:
_____________________________
Barbara Coler, Mayor
ATTEST:
________________________________
Christine Foster, Deputy Town Clerk

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

STRUCTURE: TOWN-WIDE, DEPARTMENTS & DIVISIONS
The Town-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original)l record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the Town-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the Town with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the Town
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the Town Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an official (original) record that has exceeded its retention period must be authorized according to Town Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

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

EXHIBIT A
1 RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

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

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

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

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

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

Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
2 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. TW-001 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. TW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. TW-003
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Change Orders, Project Schedules, RFP -
Request for Proposal or Successful Proposal,
etc.)
Send all Original Agreements / Contracts, and
Insurance certificates to the Town Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Town preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
Lead Dept. TW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Change Orders, Project Schedules, RFP -
Request for Proposal or Successful Proposal,
etc.)
Send all Original Agreements / Contracts, and
Insurance certificates to the Town Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. TW-005
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to RFPs
(Request for Proposals) and/or RFQs (Request
for Qualifications) that don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Includes unopened bids; GC §34090
TOWN-WIDE (Used by All Departments)
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
3 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

TOWN-WIDE (Used by All Departments)
n/a TW-006
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. TW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the Town
Council

AGENDAS & STAFF REPORTS
Send inactive / sunset Minutes to the Town
Clerk
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Staffing Dept. TW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the Town
Council
AUDIO or VIDEO RECORDINGS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. TW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the Town
Council

MINUTES
Send inactive / sunset Minutes to the Town
Clerk
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. TW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Only Citizen Advisory Boards appointed by
the Town Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. TW-011
Committees: Subcommittees of the Town
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Council Subcommittees present their
recommendations to the full Council; GC
§34090 et seq.

FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
4 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

TOWN-WIDE (Used by All Departments)
Lead
(Responding)
Dept.

TW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Town preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. TW-013 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
Town's Original
Document
TW-014
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
5 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

TOWN-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
Town's Original
Document
TW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or that
ARE made or retained for the purpose of
preserving the informational content for
future reference are saved by printing
them out and placing in a file folder, or
saving them electronically in a folder
outside the e-mail system; If not
mentioned here, consult the Town
Attorney to determine if a record is
considered transitory / preliminary drafts.

GC §34090, GC §7927.500; Ops. Cal.

Atty. Gen. 317 (1981)); Town of San Jose
v. Superior Court (Smith). S218066.

Supreme Court of California, 2017
Lead Dept. TW-016 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the Town Attorney to
determine if a record is considered a draft.

GC §§34090, 6252, 6254(a)
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
6 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

TOWN-WIDE (Used by All Departments)
Lead Dept. TW-017 GIS Database / Data / Layers (both Town-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept. TW-018 Grant Applications funded by the Town's General Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept. TW-019 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. TW-020
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; statewide guidelines propose
4 years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. TW-021 Newspaper Clippings
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
7 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

TOWN-WIDE (Used by All Departments)
Human
Resources TW-022 Personnel Files (Department Copies)
Send all originals to Human Resources
Send any
copies to
Human
Resources
upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. TW-023 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. TW-024 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
TW-025
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. TW-026 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
TW-027 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
TW-028 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
8 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

TOWN-WIDE (Used by All Departments)
Lead Dept. TW-029
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
n/a TW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc.:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag,
Ppr Non-Records
Lead Dept. TW-031
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
YOUR Department
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. TW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. TW-033 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. TW-034 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. TW-035 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. TW-036 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
9 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

TOWN-WIDE (Used by All Departments)
Lead Dept. TW-037
Surveys / Questionnaires (that the Town
issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. TW-038
Training Presented by Town Staff - COURSE

RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics Training is
5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years for personnel
actions; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
10 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database / ERP Database Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Town Clerk
& Finance /
Admin.

FIN-002 Audit Reports / Financial Statements / Annual
Audit P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (also retained
in the Council Agenda Packet
Permanently); GC §34090 et seq.

Finance /
Admin. FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag, Ppr Preliminary Drafts; GC §34090
Finance /
Admin. FIN-004
Bond Official Statements / Certificates of
Participations (COPs) See Bank Statements for
statement retention.

Fully
Defeased
+ 10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq, 337.5(a); 26
CFR 1.6001-1(e): GC §43900 et seq.

Town Clerk FIN-005 Budgets - Adopted / Final
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (retained in the
Council Agenda Packet Permanently);
GC §34090.7
Finance /
Admin. FIN-006 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Preliminary Drafts; GC §34090
Finance /
Admin. FIN-007 Measure “F” Oversight Committee - AGENDAS & STAFF REPORTS
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
11 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Admin. FIN-008 Measure “F” Oversight Committee - AUDIO or VIDEO RECORDINGS 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Audio
Required for 30 days; GC §54953.5(b);
video recordings of meetings are
required for 90 days; GC §34090.6
Finance /
Admin. FIN-009 Measure “F” Oversight Committee - MINUTES P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
Finance /
Admin. FIN-010 Sales Tax Reports
When No
Longer
Required
Mag, Ppr Not a City Record (used to project
revenue)
Finance /
Admin. FIN-011 Single Audits / Transportation Audits / PERS Audit, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090

FINANCE / BUSINESS LICENSING, REVENUE
Finance /
Business
License,
Revenue
FIN-012
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Business
License,
Revenue
FIN-013 Business License Applications, Registrations
and Renewals 5 years Ppr Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License,
Revenue
FIN-014
Checks deposited to Bank (Town scans them
for the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions Mag, Ppr These are bank instruments, and not Town records; per bank agreement.

Finance /
Business
License,
Revenue
FIN-015 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Ppr Department preference; GC §§34090, 26 CFR 31.6001-1 FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
12 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Business
License,
Revenue
FIN-016
Reports (Support for Business License):

Balance Sheets, Proof & Merge Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Ppr Financial system can re-create reports
accurately; GC §34090

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-017 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-018
Accounts Payable / Invoices and Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
Finance /
General
Accounting
FIN-019
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Ppr Department preference; GC §§34090,
26 CFR 31.6001-1
Town Clerk FIN-020 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (retained in the
Council Agenda Packet Permanently);
GC §34090.7
Finance /
General
Accounting
FIN-021 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
13 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
General
Accounting
FIN-022
Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-023 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-024
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 Finance /
General
Accounting
FIN-025 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
Finance /
General
Accounting
FIN-026
Reports, General Ledgers Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Ppr Financial system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-027
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Ppr Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-028 Treasurer's Reports / Quarterly Budget Reports
(to Council - Copies) 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-029 W-9s
Vendor
Inactive + 5
years
Mag, Ppr Meets IRS auditing standards; GC
§34090
FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
14 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

FINANCE / PAYROLL
Finance /
Lead Div. FIN-030 _Payroll Database / ERP Database
Indefinite -
Minimum 5
years
Yes Mag Data Fields / Records are interrelated;
GC §34090
Finance /
Payroll FIN-031
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-032 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-033 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Ppr Department Preference; GC §34090, 26 CFR 31.6001-1 Finance /
Payroll FIN-034
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-035 Deferred Compensation (Town Statements) 5 years Mag, Ppr Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Finance /
Payroll FIN-036 Payroll File (Deductions, etc.) Separation + 5 years Mag, Ppr Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-037 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Ppr Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-038 PERS Statements (Books) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
15 Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Finance /
Payroll FIN-039 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-040 W-2's 5 years Mag, Ppr
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
16 Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES (Human Resources, Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-002
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 2 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-005
Contracts for Investigators (Employees Only -
Town Manager retains Department Heads)
Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
17 Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES (Human Resources, Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-006 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6409.6(k), GC §34090 Human
Resources HR-007 Employee Investigations Separation + 6 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-008 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-009
Ethics Training Certificates, Harassment
Training Certificates - Employees and
Elected Officials / Councilmembers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
GC §§ 3105, 12946, 12960, 34090;;
53235.2(b); 53237.2(b)
Human
Resources HR-010 Grievances Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-011 I-9s Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
18 Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES (Human Resources, Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-012 Job Descriptions / Job Classification / Job Specifications Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Human
Resources HR-013
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Backgrounds,
Discipline, Evaluations, Policy
Acknowledgements, Employee's Oath of
Office / Oath for Disaster Worker, PAF /
Personnel Action Forms, 1095-C, 1094-C
(Employer-Provided Health Insurance Offer
and Coverage & Transmittal Form), DE-34
(Report of New Employees), W-4's, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; LC 1198.5
Human
Resources HR-014
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately; Claims
can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
19 Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES (Human Resources, Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-015
Recruitment and Testing File / NeoGov
Database
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-016 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
Human
Resources HR-017
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk
Management
HR-018 Claim for Damages / Claims Against the
Town
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Human
Resources /
Risk
Management
HR-019 Insurance Policies -
General Liability, Workers Compensation P
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP §337
et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i); GC §§ 911.2, 34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
20 Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES (Human Resources, Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Human
Resources /
Risk
Management
HR-020 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.;
GC §34090
Human
Resources /
Risk
Management
HR-021 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources /
Risk
Management
HR-022 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources /
Risk
Management
HR-023 Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
21 Ver. 1.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Information
Technology IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.

Information
Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted online) When
Superseded Yes Mag. GC §34090 et seq.

Information
Technology IT-003 Network Configuration Maps & Plans
When No
Longer
Required
Yes Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.

Information
Technology IT-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r /
Blue Ray-R) or other unalterable media that
does not permit additions, deletions, or
changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.

Information
Technology IT-005
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
See Town Clerk's schedule for Town Council
Video Recordings
1 year Mag Records regular and ongoing operations;
GC §34090.6 et seq,
Information
Technology IT-006 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

INFORMATION TECHNOLOGY
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
22 Ver. 1.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY EVENTS Page P&R&CE-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

RECREATION & COMMUNITY EVENTS
Recreation &
Community
Events
R&CE-001 _Recreation Activity Registration Database
(CivicRec)
Indefinite -
Minimum 2
years
Mag, Department preference; GC §34090
Recreation &
Community
Events
R&CE-002
Activity / Special Programs / Event Files
Children's Programs, Cultural Arts, Sports,
Seniors, Filming, Theatre Programs etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Recreation &
Community
Events
R&CE-003 Activity Guide / Class Guide / Program Guide
(Final)
Minimum 2
years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Recreation &
Community
Events
R&CE-004
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Recreation &
Community
Events
R&CE-005 Evaluations / Surveys (Programmatic Evaluations of Recreation programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Recreation &
Community
Events
R&CE-006 Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Recreation &
Community
Events
R&CE-007 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Recreation &
Community
Events
R&CE-008
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (Includes
Insurance Certificates and ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
23 Ver. 1.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION & COMMUNITY EVENTS Page P&R&CE-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Recreation &
Community
Events
R&CE-009 Parks & Recreation Commission - AGENDAS &

STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Recreation &
Community
Events
R&CE-010 Parks & Recreation Commission - AUDIO or
VIDEO RECORDINGS 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Recreation &
Community
Events
R&CE-011 Parks & Recreation Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Recreation &
Community
Events
R&CE-012 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Recreation &
Community
Events
R&CE-013 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Recreation &
Community
Events
R&CE-014 Volunteer Coimmittee - AGENDAS & STAFF

REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Recreation &
Community
Events
R&CE-015 Volunteer Coimmittee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
24 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. PD-001
CCW Applications / Renewals (Carry Concealed Weapon Applications and Permits) - UNSUCCESSFUL / DENIED 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-002
CCW Applications / Renewals (Carry Concealed Weapon Applications and Permits) - SUCCESSFUL / APPROVED Expiration +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-003
Complaints from Employees / Internal Investigations WITH or WITHOUT Sustained Finding of Misconduct
Final
Disposition
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Consistent with Lexipol Policy; GC §§12946,12960, 34090, PC §§801.5, 803(c), VC §2547 Police /
Admin. /
Chief
PD-004
Complaints from Members of the Public / Internal Investigations WITH Sustained Finding of Misconduct
Final
Disposition
+ 15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 Police /
Admin. /
Chief
PD-005
Complaints from Members of the Public / Internal Investigations WITHOUT Sustained Finding of Misconduct
Final
Disposition
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires for at least 5 years for complaints by members of the public; other State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct after the discovery of the offense for misconduct in office; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, 832.7, VC §2547 Fire /
Admin.
and Police
/ Admin. /
Chief
PD-006
Emergency Operations Plan (includes Office of Emergency Management & Homeland Security) When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
25 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Admin. /
Chief
PD-007 Officer Recordings: Body-Worn Cameras
– LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Admin. /
Chief
PD-008
Officer Recordings: Body-Worn Cameras - that ARE evidence, Officer Involved Shootings / Detention or Arrest / Complaints Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Admin. /
Chief
PD-009 Officer Recordings: Body-Worn Cameras - that are NOT evidence Minimum 90 days Mag, Department preference (law recommends 90 days); PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

Police /
Admin. /
Chief
PD-010
Policies & Procedures / Lexipol / Operation Directives / General Orders (Department Policies and Procedures) Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-011 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Chief
PD-012 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-013
Reports to State or Federal Agencies: Report to POST Commission of peace officer employment, compliant, finding, disposition, or judgement pursuant to §PC 13510.9, etc.Report of data regarding the number, type, or disposition of complaints made against its officers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
26 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Admin. /
Chief
PD-014 Use of Force Reviews - Not as a result of a complaint from a member of the public 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §§12946, 12960, 34090 Police /
Records PD-015 Video Recordings - Building Security / Department Operations 1 year Mag Records regular ongoing operations of the Town; GC §34090.6 et seq.

Police /
Records PD-016 Video Recordings - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq,

COMMUNICATIONS / CAD / DISPATCH
Police /
Commun. PD-017
Audio Recordings or Tapes - (CAD/RMS)
Recordings of Telephone & Radio Communications Dispatch Tapes (CAD) Minimum
180 days Mag
Department Preference; legally mandated for 100 days; (may be discoverable or made public in some circumstances), GC §§34090, 34090.6 Police /
Commun. PD-018 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD system; GC §34090 et seq.

FIELD OPERATIONS / PATROL
Police /
Field Ops /
Patrol
PD-019 Ops Plans (Fourth of July, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-020 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-021 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

Police /
Field Ops /
Patrol
PD-022 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
27 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Field Ops /
Patrol
PD-023 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

State of
California PD-024 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications When No Longer Required Mag, Ppr Not a Town record Police /
Investigat.
/ Detectives
PD-025 Asset Forfeiture Notification 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090 Police /
Investigat.
/ Detectives
PD-026
Criminal Intelligence Files Confidential informant information & activities Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Files contain criminal intelligence information concerning an individual only if there is reasonable suspicion that the individual is involved in criminal conduct or activity and the information is relevant to that criminal conduct or activity. Misleading, obsolete or unreliable information is required to be destroyed; remaining records must not be retained longer than 5 years; 28 CFR 23.20(h); GC §34090 Police /
Investigat.
/ Detectives
PD-027 Detectives Investigation Files and Arrest Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Transfer all Official Reports to Records to be placed in the Crime Report Files.

Police /
Investigat.
/ Detectives
PD-028 Guns: Dealers Record of Sale (DROS) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

INVESTIGATIONS / DETECTIVE BUREAU
FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
28 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Investigat.
/ Detectives
PD-029 Informant Files / Gang Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Informant information; Does not contain criminal intelligence information concerning individuals; Department preference; GC §34090 Police /
Investigat.
/ Detectives
PD-030 Pawn Slips 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to provide information to other agencies; Non-records used for investigations; Originals entered into the State Automated Property System; most agencies retain for 2 years; GC §34090 Police /
Personnel
& Training
PD-031
Background Files - Successful Employee
and Volunteer Applicants (Employees, Cadets, Explorers, CERT, Chaplains, Reserves, etc.) Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; ; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946, 12960, 34090; 29 USC 1113 Police /
Personnel
& Training
PD-032
Background Files - Unsuccessful
Employee and Volunteer Applicants (Employees, Cadets, Explorers, CERT, Chaplains, Reserves, etc.) 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC §§12946,12960, 34090 Police /
Personnel
& Training
PD-033 Canine (Police Dogs) Program Files: Animal Files (includes training) Separation + 3 years Mag, Ppr 3 years is required for animal care / treatment records; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Police /
Personnel
& Training
PD-034 DMV - Addition, Deletion Form (PD only) 2 years Mag, Ppr GC §34090

PERSONNEL & TRAINING
FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
29 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Personnel
& Training
PD-035 DMV-Pull Notices, Waivers for Pull Notices (PD only) When Superseded Mag Ppr Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Police /
Personnel
& Training
PD-036 Patrol Ride-A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police /
Personnel
& Training
PD-037
Personnel / Volunteer Training File - Tests, Bulletins, Certificates, Range Files, Program Information, Needs Assessment, Field Training Separation
+ 6 years
Mag, Mfr,
OD, Ppr S Yes: When Inactive
Department Preference; California Labor Department maintains their records for 7 years; OSHA requires 5 years for safety records; State law requires 2 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 8 CCR 14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR 1904.44; GC §34090 et seq.; LC §6429(c), GC §§12946, 34090, 53235.2(b) Human
Resources PD-038 Personnel Files / Volunteer Files - Medical Records (Police Only) Separation + 30 years Yes: Until Separation Mag Ppr Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; P.O.S.T. requires appointments for 3 years; 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 Human
Resources PD-039 Personnel Files / Volunteer Files - Police Only Separation + 6 years Yes: Until Separation Mag Ppr Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; P.O.S.T. requires appointments for 3 years; 8 CCR §3204(d)(1) et seq., GC §§12946, 34090 FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
30 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Personnel
& Training
PD-040
Training - Department Training Records - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety training, etc.) Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires safety training 5 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 8 CCR §3203 et seq., 29 CFR 1602.31 , LC §6429(c); GC §§12946,12960, 34090, 53235.2(b)

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-041 _Property & Evidence Database Indefinite Mag Department Preference (data is interrelated); GC §34090 Police /
Property &
Evidence
PD-042 Crime Report Photos
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-043 Gun and Narcotics Destruction Log (Documents related to) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-044 Property & Evidence Logs / Destruction Authorizations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Property &
Evidence
PD-045 Safekeeping: Lost & Found Property (Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

RECORDS BUREAU
Police /
Records PD-046 _RMS Database Indefinite (Perm) Yes Mag Data Fields / Records are interrelated; GC §34090 FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
31 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

State of
California PD-047 CHP Pursuit Report (CHP 187A)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a Town record
Police /
Records PD-048
Citations (Parking, Traffic, Marijuana / Cannabis). Includes requests for dismissals, cancellations, and appeals. 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-049
CRIME REPORTS / SEALED RECORDS:Sealed Juvenile Cases - Childhood Sexual Assault
Age of
Majority +
22 years
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090 Police /
Records PD-050
CRIME REPORTS / SEALED RECORDS:Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing
Date + 5
years)
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD CCP §§340.1, GC §34090; GC §68152(g)(1), W&I §781(d) Police /
Records PD-051
CRIME REPORTS: Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference to facilitate Three Strikes law and ease of document imaging administration; PC§ 11108.2(b); GC §34090 Police /
Records PD-052
CRIME REPORTS: ALL Capital Crimes, Homicide, Juvenile, Child Abuse (substantiated), Elder Abuse (substantiated), & Sexual Assault (Rape), Arson (Suspected or Undetermined) P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI (Child Abuse Central Index) information for adults 100 years; Most have no limitations on commencement of action; PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, and 799; 803(h), 11169 et seq.; 11170(a); WIC 707(b) FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
32 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Records PD-053
CRIME REPORTS: Child Abuse or Neglect Investigation Reports - Unsubstantiated or Inconclusive No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-054
CRIME REPORTS: Except those specifically mentioned in the schedule (ALL Others) Indefinite -
Minimum 5
years
Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are no outstanding warrants, unrecovered identifiable items, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq.

Police /
Records PD-055
CRIME REPORTS: Misdemeanor or Infraction - Adult Marijuana / Cannabis - H&S §11357(b)(c)(d)(e) or H&S §11360(b) (with procedure in H&S §11361.5) - Except those with outstanding stolen property, including firearms, or lost firearms Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq.

Police /
Records PD-056
CRIME REPORTS: Misdemeanor or Infraction - Juvenile Marijuana / Cannabis - H&S §11357(E) - Except those with outstanding stolen property, including firearms, or lost firearms 2 years or
Juvenile 18
years old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD If no subsequent conviction ("Shall" Destroy); H&S §11361.5 FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
33 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Records PD-057
CRIME REPORTS: Missing Persons
P
(If
Returned,
Follows the
Retention
for the
Crime
Report)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Records PD-058
CRIME REPORTS: Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding stolen property, including firearms, or lost firearms Date of
Arrest + 3
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record ("Shall" Destroy); GC §34090; PC §851.8(a) Police /
Records PD-059
CRIME REPORTS:Misdemeanor or Infraction Marijuana / Cannabis §11357(de) - Juvenile on School Grounds during School Hours (with procedure in H&S §11361.5) Offender is
18 Years
Old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD (Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e) Police /
Records PD-060
CRIME REPORTS:Vacatur Relief Granted by Court - Victim of Human Trafficking, or Victim of Intimate Partner Violence or Sexual Violence (Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k) FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
34 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Records PD-061
Crime Statistics / National Incident-Based Reporting System (NIBRS) / Uniform Crime Reports (UCR) - Summaries (BCS) P Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department preference; GC §34090 Police /
Records PD-062 Hearing Officer Determinations (Tow appeals, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-063 Registrants: Narcotics 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Records PD-064 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Pursuant to PC §457.1 et seq.; required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090 Police /
Records PD-065
Registrants: Arson Registrations: Juveniles released from California Youth Authority Age 25 or
Sealing
Date + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Pursuant to PC §457.1 et seq.; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090 Police /
Records PD-066 Registrants: Sex Offender Registrations: Adults P, or Death of Registrant Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; GC §34090 FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
35 Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Police /
Records PD-067 Registrants: Sex Offender Registrations: Juveniles P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021, Offenders can petition Court for removal 10 or 20 years after offense, provided there are no subsequent offenses; Pursuant to PC §290 et seq.; GC §34090 Court PD-068
Restraining Orders, Emergency Protective Orders, Temporary Restraining Orders, Legal Stipulations, Orders After Hearing (When Not filed with the case file) Expiration
of the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a Town record
Police /
Records PD-069 Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-070 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-071 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC §34090 Court or
Dist. Attny PD-072 Subpoenas (Personal Appearance of Police Employees) When No Longer Required Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Court or District Attorney records FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
36 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint., Street Lighting) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

ADMINISTRATION / ENGINEERING (CIP, Land Development)
Public Works /
Admin. /
Engineering
PW-001 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Admin. /
Engineering
PW-002
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs,
Correspondence, Costs, Estimates, Daily Inspections,
Insurance Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas &
Minutes, Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP,
etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Public Works /
Admin. /
Engineering
PW-003
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications & Addenda, Successful
Proposal, Change Orders, EIRs, Negative
Declarations, Categorical Exemptions, Materials
Testing Reports, Grading Permits, Hazardous
Materials, Notice of Completion, Photos, Record
Drawings Soils Reports, Studies, Submittals, Surveys,
etc.

P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Admin. /
Engineering
PW-004
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Admin. /
Engineering
PW-005
Encroachment Permits: Temporary
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Street Cuts,
Traffic Control, Transportation Permits, Utility
Cuts (Installation & Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
37 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint., Street Lighting) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Admin. /
Engineering
PW-006
Encroachment Permits: Permanent (Structures
in the Town's Right of Way, Retaining Walls,
etc.)
Includes Insurance Certificates
P
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Admin. /
Engineering
PW-007
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies /
Project Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Admin. /
Engineering
PW-008
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Public Works /
Admin. /
Engineering
PW-009
Private Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Public Works /
Admin. /
Engineering
PW-010
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

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

Public Works /
Admin. /
Engineering
PW-011 Subdivision Maps / Parcel Maps P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Admin. /
Engineering
PW-012 Surveys, Record of Survey P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Admin. /
Engineering
PW-013 Traffic Calming Requests (Speed Humps, etc.) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or Cal
Trans PW-014 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Admin. /
Engineering
PW-015 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Admin. /
Engineering
PW-016 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Admin. /
Engineering
PW-017 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Admin. /
Engineering
PW-018 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / EQUIPMENT MAINTENANCE & FLEET
Public Works /
Lead Div. PW-019 BAAQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Equip. Maint. &
Fleet
PW-020
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
39 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint., Street Lighting) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Equip. Maint. &
Fleet
PW-021
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Lead Div. PW-022 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
BAAQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Div. PW-023 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-024
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090

PUBLIC WORKS / PARK MAINTENANCE
Public Works /
Lead Div. PW-025 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Finance or Town
Clerk PW-026 Playground Equipment Maintenance - Contract to Town Clerk, invoices are sent to Finance, Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
40 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint., Street Lighting) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Park Maint. PW-027 Tree Maintenance,- Park Trees Only Trimming, Arborists Reports (Town-owned trees) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
PW-028
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-029
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-030
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Town Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090

PUBLIC WORKS / STORMWATER (NPDES)
Public Works /
Stormwater PW-031 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Stormwater PW-032 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
Public Works /
Stormwater PW-033 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090

PUBLIC WORKS / STREET MAINTENANCE
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
41 Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint., Street Lighting) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Lead Div. PW-034 Operations & Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Finance or Town
Clerk PW-035
Sidewalk Maintenance: Surveys, Grinding,
Ramping (contracted - Contract to Town Clerk,
invoices are sent to Finance,
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Public Works /
Street Maint. PW-036
Tree Maintenance,- Street Trees Only
Trimming, Arborists Reports (Town-owned
trees)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-037 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Division
Providing
Service / Work
PW-038
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-039
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-040
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Town Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090
PUBLIC WORKS / STREET LIGHTING (Marin General Services Authority (MGSA) & Vendors Finance or Town
Clerk PW-041 Street Lighting Maintenance - Contract to Town Clerk, invoices are sent to Finance, Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
42 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Town Clerk TC-001 Agenda Packets - Town Council 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-002 Agenda Packets - Open Space Committee 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-003
Agreements & Contracts, Amendments - ALL (NON-INFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificates Examples of Non-Infrastructure: Consultants, Franchises, Landscaping, Painting, Slurry Seals (Paving), Tree Trimming, Leases, Personnel, Professional Services, etc.

Completion
+ 10 years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a)

TOWN CLERK
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
43 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

Town Clerk TC-004
Agreements & Contracts, Amendments - ALL (INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificates Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc.

P
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; All infrastructure contracts should be permanent for emergency response; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) Town Clerk TC-005 Articles of Incorporation P
Mag,
Mfr, OD,
Ppr
S / I No Department preference; GC §34090
Town Clerk TC-006 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Ppr Yes: After QC & OD GC §34090 Town Clerk TC-007 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090 Town Clerk TC-008 Cannabis Permits - Approved
No Longer
In Business
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-009 Cannabis Permits - Denied Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-010 Community Emergency Preparedness Committee - AGENDAS & STAFF REPORTS P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
44 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

Town Clerk TC-011
Community Emergency Preparedness Committee - AUDIO or VIDEO

RECORDINGS
2 years
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After QC
& OD
Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.6 Town Clerk TC-012 Community Emergency Preparedness Committee - MINUTES P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a)Town Clerk TC-013 FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After 2 years Town maintains original statements; GC §81009(d)(e)(f)&(g) Town Clerk TC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e) Town Clerk TC-015 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Should post on website for 4 years; GC §81009(e) Town Clerk TC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)Town Clerk TC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; 2 CCR 18705.5; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
45 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

Town Clerk TC-018
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) Town Clerk TC-019
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g) Town Clerk TC-020
Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH Town CLERK (copies) 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(f)&(g) Town Clerk TC-021
Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g) Town Clerk TC-022
Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - SUCCESSFUL CANDIDATES Term of
Office + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 Town Clerk TC-023
Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 Town Clerk TC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the Town Council, Planning Commission, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Town Clerk TC-025
Elections - HISTORICAL Files (Copies of Sample Ballot, Copy of Resolution Declaring Results, etc.) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090

ELECTIONS (CONSOLIDATED)
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
46 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

Town Clerk TC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 Town Clerk TC-027 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section)
Town Clerk TC-028 Ethics Certificates for Town Council, Board and Commission Members & Employees 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD GC §§ 3105, 12946, 34090;; 53235.2(b); 53237.2(b)Town Clerk TC-029 Historical Records, Photographs, & Historical Projects (e.g. Town Anniversaries, Incorporation, Town Seal, Awards of significant historical interest, Grand Openings, etc.) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD
Town Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 Town Clerk TC-030
Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and DOES NOT have a current agreement / contract with the Town When No
Longer
Required
Mag, Ppr Not a Town record
Town Clerk TC-031
Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and MAY have a current agreement / contract with the Town 11 years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD
Longest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); CCP §337 et seq.; GC §34090 FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
47 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

Town
Attorney TC-032 Lawsuits / Litigation
Final
Resolution
+ 5 years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Town Clerk TC-033 Minutes: Open Space Committee P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Town Clerk TC-034 Minutes: Town Council P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Town Clerk TC-035
Oath of Office / Appointments: Town Council, Commission & Committee Members, Employees Separation
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Town Clerk TC-036 Ordinances P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Town Clerk TC-037 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Town Clerk TC-038
Recorded Documents / Real Property: Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Town Clerk TC-039 Recordings: Audio or Video of Town Council Meetings Minimum 10 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
48 Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

Town Clerk TC-040
Records Destruction Authorization Forms & Certifications / Authorization to Update Records Retention Schedules (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; GC §34090 Town Clerk TC-041
Resident Petitions (submitted to Council on any subject - Dog Parks, Parking, Pickleball Courts, Traffic Calming, etc.)See Elections for Initiative, Recall or Referendum Petitions 1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 Town Clerk TC-042 Resolutions: Town Council P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Town Clerk TC-043 Vehicle Titles ("Pink Slips") Sale or Disposal Ppr Given to Auction House / New Owner; GC §34090 FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
49 Ver. 1.5 RECORDS RETENTION SCHEDULE: TOWN MANAGER Page TM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

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

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

TOWN MANAGER
Town Manager TM-001 Cannabis Permits - Approved
No Longer
In Business
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Town Manager TM-002 Cannabis Permits - Denied Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Town Manager TM-003
Contracts for Investigators (Department
Heads only - Human Resources retains
Employees)
Excludes Police
Completion
+ 5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations for
contractual obligations is 4 years; CCP §§337.
337.1(a), 337.15, 343; GC §34090
Town Manager TM-004
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Town Manager TM-005 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et seq.

Finance TM-006 Travel Records / Expense Reports
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7

TOWN MANAGER / CLIMATE ACTION
Town Manager
/ Climate
Action
TM-007 Climate Action Committee - AGENDAS &

STAFF REPORTS
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et seq.

Town Manager
/ Climate
Action
TM-008 Climate Action Committee - AUDIO or
VIDEO RECORDINGS 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC §34090.6
Town Manager
/ Climate
Action
TM-009 Climate Action Committee - MINUTES P
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090(a)
FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
50 Ver. 1.5 RECORDS RETENTION SCHEDULE: TOWN MANAGER Page TM-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards .

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

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

Town Manager
/ Climate
Action
TM-010 Climate Action Events 2 years Mag, Mfr,
OD, Ppr S
Yes:

After QC
& OD
GC §34090
Town Manager
/ Climate
Action
TM-011
Solid Waste Recycling / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling) .

CalRecycle Annual Waste Diversion Report
/ Measure D annual report / Form 303 report
(HHW report) / CalREcycle Used Oil report /
CalREcycle Bottles & Cans report, etc.
10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an
extension; 14 CCR § 18995.2; H&S §39730.7;
GC §34090
Town Manager
/ Climate
Action
TM-012 Solid Waste Tonnage Reports / Statistics 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Town Manager
/ Climate
Action
TM-013 Solid Waste: Construction Waste
Management 10 years Mag, Mfr, OD, Ppr S
Yes:

After QC
& OD
Department Preference; GC §34090
FAIRFAX, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
51

Fairfax City CouncilFebruary 7, 2024

Fairfax City Council
February 7, 2024