FAIRFAX TOWN COUNCIL MEETING
SUPPLEMENTAL STAFF REPORT
1 SUPPLEMENT TO SPECIAL AGENDA ITEM #2
MEETING DATE February 7, 2024
PREPARED FOR Mayor and Town Council
PREPARED BY Christine Foster, Deputy Town Clerk
SUBJECT Supplement to Agenda Item #2 Consideration of a Resolution Rescinding Resolution No. 09-24 and Implement Updated Town-Wide Records Retention Schedule
RECOMMENDATION
Add to Exhibit A of Resolution to include the Planning and Building Department retention schedule. The Town Clerk schedule now includes the RESJ and Citizens Disaster Council, and the Finance Department schedule includes the Finance Committee.
ATTACHMENT
Planning and Building Department, and revised Town Clerk, and Finance Department retention schedules to be added to Exhibit A to the Resolution
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Enforcement, Planning)
Page P&B-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).
BUILDING & SAFETY
Lead Dept. P&B-001 _Permit Database (Basic Gov) Indefinite (Perm) Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850 Building & Safety P&B-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Building & Safety P&B-003 Address Files / Building Permits P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Building & Safety P&B-004
Building Plans - Finalled - INDUSTRIAL,
COMMERCIAL, MULTI-FAMILY DWELLINGS,
PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Building & Safety P&B-005 Building Plans - Cancelled or Withdrawn Upon
Cancellation
or withdrawal
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Building & Safety P&B-006 Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Building & Safety P&B-007 Building Plans - Finalled - TENANT IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, 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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Enforcement, Planning)
Page P&B-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).
Building & Safety P&B-008 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL SFR and APPURTENANCES P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Building & Safety P&B-009 California Building Codes / Uniform Building Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Building & Safety P&B-010 Certificate of Occupancy (CofO) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Building & Safety P&B-011
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Building & Safety P&B-012 Correction Notices - Building Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Building & Safety P&B-013 Energy Calculations
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Building & Safety P&B-014 Geotechnical and Soils Reports / Structural Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Building & Safety P&B-015 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); 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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Enforcement, Planning)
Page P&B-3
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).
Building & Safety P&B-016 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Building & Safety P&B-017 Structural Calculations P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
CODE ENFORCEMENT
Code
Enforcement P&B-018
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Code
Enforcement P&B-019 Hearing Officer Determinations / Appeals of Code Enforcement Actions Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Code
Enforcement P&B-020 Short-Term Rental Complaints & Violations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference GC §34090
Code
Enforcement P&B-021 Short-Term Rental Registrations
Upon
Change of
Ownership of
Property -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference (registrations
have no expiration); GC §34090
PLANNING
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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Enforcement, Planning)
Page P&B-4
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).
Planning P&B-022
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:
Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Plan Developments
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Planning P&B-023 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Planning P&B-024 Aerial Photographs (Historical) P
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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Enforcement, Planning)
Page P&B-5
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).
Planning P&B-025 Affordable Housing Advisory 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
Planning P&B-026 Affordable Housing Advisory Committee -
MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Planning P&B-027 Affordable Housing Advisory Committee -
AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Planning P&B-028 Annexations / Boundaries / Consolidations /
LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau P&B-029 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Planning P&B-030
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning 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
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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Enforcement, Planning)
Page P&B-6
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).
Planning P&B-031
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside Town boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Planning P&B-032
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Planning P&B-033 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Planning P&B-034 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Planning P&B-035 Planning Commission - AGENDAS & STAFF
REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Planning P&B-036 Planning 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
Planning P&B-037 Planning Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Planning P&B-038 Temporary Permits (Approved & Unapproved) Banner Permits, Tree Removal Permit, etc.
Expiration +
2 years
Yes:
During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Planning P&B-039 Tree 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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Enforcement, Planning)
Page P&B-7
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).
Planning P&B-040 Tree 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
Planning P&B-041 Tree Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Planning P&B-042 Zoning Clearance Forms / Zoning Verification Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Planning P&B-043 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Planning P&B-044 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department Preference (copies); 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:
Ver. 3.0 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,
Citizens' Disaster Council, Racial Equity and
Social Justice 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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-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 CLERK
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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-3 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
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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-4 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
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 candidatecontrolled)
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:
Ver. 3.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-5 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
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
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,
FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 3.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-6 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
Town Clerk TC-033
Minutes: Open Space Committee, Open
Space Committee, Citizens' Disaster Council,
Racial Equity and Social Justice 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
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 FAIRFAX, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Ver. 3.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-7 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
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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).
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 Finance Committee, 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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-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).
Finance /
Admin. FIN-008
Finance Committee, 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 Finance Committee, 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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 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).
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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 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).
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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 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).
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:
Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 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).
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: