01-00-00 General Administrative Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 01-01-00 Administrative Records Group
01-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
01-01-02 Correspondence & Reports - External All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 01-01-03 Correspondence & Reports - Internal All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 01-01-04 Departmental Goals/Objectives All Depts MX S+2 S+2 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines recommends retaining for 2 years after superseded. Remove SOS reference. No longer current per SOS website. 01-01-05 Administrative Policies & Procedures Includes office procedures specific to a department. All Depts V MX S 5 S+5 GC 34090(d); 2 year minimum requirement.
CCP 343; 4 years to commence after the cause of action shall have occurred (ADD)* Administrative Record., State of California Guidelines recommends retaining for 5 years after superseded. Remove SOS reference. No longer current per SOS website. *Add CCP 343 to support retention.
01-01-06 Staff Meetings All Depts MX EY 2 EY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 01-01-07 Calendars/Schedules All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 01-01-08 General Surveys & Studies Not related to construction or environmental projects All Depts MX AC+2 AC+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years after completion for general studies and surveys Remove SOS reference. No longer current per SOS website. 01-02-00 Reference Materials Group
01-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
01-02-02 Chronological Files May contain duplicate files and documents. All Depts MX ACT ACT GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7.
Non-records may be destroyed at any time.
01-02-03 Professional Associations/Organizations All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 01-02-04 Community Organizations/Foundations All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 01-02-05 County/City Fee Schedules Schedules for outside services. May contain duplicate documents All Depts MX S S GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7.
Non-records may be destroyed at any time.
01-02-06 Suggestions/Complaints Does not include requests for service or complaints against safety employees/officers All Depts MX AC+2 5 AC+7 42 USC 1983; Settlement of complaint plus 7 years. 01-02-07 Mailing Lists All Depts MX S S GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7.
Non-records may be destroyed at any time.
01-02-08 Community Information/Events All Depts H MX CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines
Review annually for historical content. Remove SOS reference. No longer current per SOS website. 01-02-09 Historical Information/Events All Depts H MX CY+2 P P GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines
Administrative Decision: Retain permanently for historical value. Remove SOS reference. No longer current per SOS website. 01-02-10 Public Relations Information/Handouts/Speeches/Biographies All Depts H MX EY+2, AR 5 EY+7, AR GC 34090(d); 2 years minimum.
State of California Guidelines; Current year plus 7
Administrative Decision: Review before destruction for potential historical content and reclassification to Historical Information/Events as a permanent record. Remove SOS reference. No longer current per SOS website. 01-02-11 Technical Reference All Depts MX S S GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7.
Non-records may be destroyed at any time.
01-02-12 Dues/Subscriptions All Depts MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 01-03-00 Records Management Program Group
01-03-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
10302 Inactive Records and Archives Includes listings of box contents and organization of the records storage center. All Depts MX P P P GC 34090(d); 2 years minimum.
Administrative Policy: Permanent for inventory tracking purposes. (ADD)* State of California Guidelines; 2 years after superseded *Add administrative decision to support maintaining records beyond minimum required.
Remove SOS reference. No longer current per SOS website. 10303 Active Filing System Includes listings of active files, the file plan, the UFIRST™ Index and filing systems. All Depts MX S+2 S+2 GC 34090;(d) 2 years minimum.
State of California Guidelines; 2 years after superseded. Remove SOS reference. No longer current per SOS website. 10304 Certificates of Destruction CC EL P P P GC 34090(d); 2 years minimum.
State of California Guidelines; 2 years after superseded
Administrative Policy: Permanent for destruction tracking purposes. Remove SOS reference. No longer current per SOS website. 10305 Vital Records Protection Program Part of the City business continuation plan All Depts V MX S+2 S+2 GC 34090(d); 2 year minimum requirement. 01-04-00 Forms/Label/Graphics Management Group
01-04-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 01-04-02 Forms & Graphics Samples All Depts MX ACT ACT Non-record. Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. * Add "non-records" designation.
01-04-03 Blank Forms All Depts MX S S Non-record. Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. * Add "non-records" designation.
01-04-04 Form Letters All Depts MX S S Non-record. Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. * Add "non-records" designation.
01-04-05 Forms & Graphics Master/Originals All Depts MX S S Non-record. Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. * Add "non-records" designation.
01-04-06 Labels All Depts MX S S Non-record. Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. * Add "non-records" designation.
100000 Community Services Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 100100 General Community Services Group
100101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
100102 Volunteer Information Includes emergency contact information, liability waivers, volunteer applications and other volunteer documents.
Accepted applications:
Denied Applications: Comm Svcs C PA
AT+2
AC+2
AT+2
AC+2 GC 12946; 2 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1602.13; Maintain EEOC demographic information
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 2 years after completion/position filled Remove SOS reference. No longer current per SOS website. 100103 Monthly Attendance Reports Comm Svcs PA CY+2 CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion Remove SOS reference. No longer current per SOS website. 100104 Membership Badges Identification badges for when person is playing or on the field. Comm Svcs PA ACT+2 ACT+2 GC 34090; 2 year minimum requirement 100105 City Annual Report Compiled by Community Services and Economic Development, approved by City Manager and then printed by Economic Development. Comm Svcs / Econ Dev PA CY+2 CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management reports Remove SOS reference. No longer current per SOS website. 100106 Mayor's Youth Advisory Board Commissioner listings, appointments, resignations, Maddy Act postings, rosters and other membership information Comm Svcs PA LOB 5 LOB+5 GC 34090; 2 year minimum requirement State of California Guidelines; 5 years after board is dissolved. Remove SOS reference. No longer current per SOS website.
100106 Scholarships Comm Svcs PA CY+2 CY+2 GC 34090; 2 year minimum requirement 100107 Incident Reports Comm Svcs PA CY+5 CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; For OSHA 301 Incident Report forms, 5 years after the year the records cover
100200 Programs & Registration Group
100201 General Information & Administration All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
100202 Safari Tracks Recreation Management Software Database Includes information on reservations, registration, monies received and donations for programs. Comm Svcs C EL ACT ACT Transitory Record; Databases are maintained while active 100203 Marketing One copy of each brochure is maintained as the official record for the program. Comm Svcs EL S+2 S+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after superseded or closed. Remove SOS reference. No longer current per SOS website.
100204 Program Schedules Comm Svcs EL CY+2 CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years Remove SOS reference. No longer current per SOS website.
100205 Reservations Comm Svcs PA CY+2 CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years Remove SOS reference. No longer current per SOS website. 100206 Participant Registration Includes registration, waivers, emergency contacts and may include birth certificates. Comm Svcs C PA CY+2 CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by neglect.
State of California Guidelines; 2 years plus the current year. Remove SOS reference. No longer current per SOS website. 100207 Transfer/Credit Forms Comm Svcs PA CY+2 2 CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of Limitations is 4 years
State of California Guidelines; 4 years after audit Remove SOS reference. No longer current per SOS website. 100208 Correct Transaction Requests (Voids) Comm Svcs PA CY+2 2 CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of Limitations is 4 years
State of California Guidelines; 4 years after audit Remove SOS reference. No longer current per SOS website. 100209 Requests for Refund Comm Svcs PA CY+2 2 CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of Limitations is 4 years
State of California Guidelines; 4 years after audit Remove SOS reference. No longer current per SOS website. 100300 Facilities Group
100301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
100302 Reservations & Use Schedules Comm Svcs PA CY+2 CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years Remove SOS reference. No longer current per SOS website.
100303 Facility Use Permits Comm Svcs PA CY+2 CY+2 GC 34090(d); 2 years minimum State of California Guidelines; Current year plus 2 years for facility use permits and insurance binders Remove SOS reference. No longer current per SOS website.
100304 Insurance Policies Insurance provided by the renter / customer. Comm Svcs PA CY+2 CY+2 GC 34090(d); 2 years minimum State of California Guidelines; Current year plus 2 years for facility use permits and insurance binders Remove SOS reference. No longer current per SOS website.
110000 Successor Agency/Oversight Board (Former Redevelopment Agency) Function Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 110100 Former Redevelopment Agency Group
110101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
110102 Agency Formation Includes by-laws, duties, etc. CC PA P P P GC 34090e; Minutes of governing bodies, Permanent.
GC 40801; Maintain record of proceedings.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 110103 Five Year Implementation Plan CC EL P P P GC 34090; 2 year minimum retention.
State of California Guidelines; 2 years after superseded for strategic planning and master plans.
Administrative Decision: Maintain permanently for historical purposes. Remove SOS reference. No longer current per SOS website. 110107 Project Area & Special Committees Tied to the project area. CC EL P P P GC 34090; 2 year minimum retention.
GC 40801; Maintain.
State of California Guidelines; 5 years after board, commission or committee is dissolved.
Administrative Decision: Maintain permanently since the PAC is tied in to the formation or amendment of the project area. Remove SOS reference. No longer current per SOS website. 110108 Wildlife Preservation & Conservation Includes information on the Delhi Sands Flower Loving Fly, the Multi-species Habitat Conservation Plan and the San Bernardino Kanagroo Rat. Federal government regulated documents. CC MX P P P GC 34090; 2 year minimum retention.
State of California Guidelines; 2 years after completion for environmental conservation and issues
Administrative Decision: Maintain permanently since documents are environmentally sensitive. Remove SOS reference. No longer current per SOS website. 110109 Workshops Workshops to inform the public about ongoing redevelopment issues. CC EL CY+2 5 CY+7 GC 34090; 2 year minimum retention.
State of California Guidelines; Current year plus 7 years for external public relations and outside promotional marketing; no citation given Administrative Decision: Maintain for 7 years after current year for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119100 Downtown Redevelopment Project Area Group
119101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 119102 Project Area Formation CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119103 Project Plan Amendments CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119104 Property Acquisition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119105 Property Disposition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119106 Property Owner Participation, Relocation & Property Mgmt CC MX AC+2 3 AC+5 GC 34090; 2 year minimum retention CCP 343; Statutes of limitations of 4 years
State of California Guidelines; 2 years after completion for relocation files, 5 years after closure for agreements.
Administrative Decision: Maintain for 5 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119107 Project Area Improvements CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119108 Specific Projects Includes wildlife studies, environmental studies, city-related buildings and projects, CIP projects and other specific projects to improve the project area. CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent; 2 years after completion for environmental conservation and issues, but with the caveat of permanent for environmentally sensitive documents.
Remove SOS reference. No longer current per SOS website. 119200 Jurupa Hills Redevelopment Project Area Group
119201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 119202 Project Area Formation CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119203 Project Plan Amendments CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119204 Property Acquisition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119205 Property Disposition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119206 Property Owner Participation, Relocation & Property Mgmt CC MX AC+2 3 AC+5 GC 34090; 2 year minimum retention CCP 343; Statutes of limitations of 4 years
State of California Guidelines; 2 years after completion for relocation files, 5 years after closure for agreements.
Administrative Decision: Maintain for 5 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119207 Project Area Improvements CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119208 Specific Projects Includes wildlife studies, environmental studies, city-related buildings and projects, CIP projects and other specific projects to improve the project area. CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent; 2 years after completion for environmental conservation and issues, but with the caveat of permanent for environmentally sensitive documents.
Remove SOS reference. No longer current per SOS website. 119300 Southwest Industrial Park Redevelopment Project Area Group 119301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
119302 Project Area Formation CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119303 Project Plan Amendments CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119304 Property Acquisition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119305 Property Disposition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119306 Property Owner Participation, Relocation & Property Mgmt CC MX AC+2 3 AC+5 GC 34090; 2 year minimum retention CCP 343; Statutes of limitations of 4 years
State of California Guidelines; 2 years after completion for relocation files, 5 years after closure for agreements.
Administrative Decision: Maintain for 5 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119307 Project Area Improvements CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119308 Specific Projects Includes wildlife studies, environmental studies, city-related buildings and projects, CIP projects and other specific projects to improve the project area. CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent; 2 years after completion for environmental conservation and issues, but with the caveat of permanent for environmentally sensitive documents.
Remove SOS reference. No longer current per SOS website. 119400 North Fontana Redevelopment Project Area Group
119401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
119402 Project Area Formation CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119403 Project Plan Amendments CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119404 Property Acquisition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119405 Property Disposition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119406 Property Owner Participation, Relocation & Property Mgmt CC MX AC+2 3 AC+5 GC 34090; 2 year minimum retention CCP 343; Statutes of limitations of 4 years
State of California Guidelines; 2 years after completion for relocation files, 5 years after closure for agreements.
Administrative Decision: Maintain for 5 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119407 Project Area Improvements CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119408 Specific Projects Includes wildlife studies, environmental studies, city-related buildings and projects, CIP projects and other specific projects to improve the project area. CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent; 2 years after completion for environmental conservation and issues, but with the caveat of permanent for environmentally sensitive documents.
Remove SOS reference. No longer current per SOS website. 119500 Sierra Corridor Commercial Redevelopment Project Area Group 119501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
119502 Project Area Formation CC MX AC+2 P P GC 34090a; Real property records, maintain State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119503 Project Plan Amendments CC MX AC+2 P P GC 34090a; Real property records, maintain *Add administrative decision to support retention. Remove SOS reference. No longer current per SOS website. 119504 Property Acquisition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119505 Property Disposition CC MX AC+2 8 AC+10 GC 34090; 2 year minimum retention State of California Guidelines; Completion or expiration + 10 years Administrative Decision: Maintain for 10 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119506 Property Owner Participation, Relocation & Property Mgmt CC MX AC+2 3 AC+5 GC 34090; 2 year minimum retention CCP 343; Statutes of limitations of 4 years
State of California Guidelines; 2 years after completion for relocation files, 5 years after closure for agreements.
Administrative Decision: Maintain for 5 years after completion for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
119507 Project Area Improvements CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 119508 Specific Projects Includes wildlife studies, environmental studies, city-related buildings and projects, CIP projects and other specific projects to improve the project area. CC MX AC+2 P P GC 34090a; Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent; 2 years after completion for environmental conservation and issues, but with the caveat of permanent for environmentally sensitive documents.
Remove SOS reference. No longer current per SOS website. 119900 San Bernardino County Redevelopment Projects Group 119901 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
119902 San Sevaine Redevelopment Project Area CC PA CY+2, AR CY+2, AR GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7.
Non-records may be destroyed at any time.
120000 Information Technologies Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 120100 General Information Technologies Group
120101 General Information Includes general informational letters, memos and communications unrelated to specific records series listed in this group. All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
120102 IT Service Management System (ITSM) Database for management of maintenance and operations for network, software and hardware systems. IT EL ACT ACT Transitory Record; Databases are maintained while active. 120103 Application Documentation & Manuals Manuals and procedures for maintaining and operating software applications. Provided by the software developer or vendor, and occasionally modified/enhanced by IT. IT MX ACT ACT GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7.
Non-records may be destroyed at any time.
Administrative Record; Reference materials.
120104 Technical Network Diagrams & Configuration Parameters Dynamic documents related to network configuration. IT C EL ACT ACT GC 34090(d); 2 year minimum requirement.
CCP 343; SOL of 4 years.
State of California Guidelines; Current year plus 4 years for network configuration and diagrams
Administrative Decision: Maintain all technical network diagrams and configuration documents while they are active, due to the transitory nature of the materials. Remove SOS reference. No longer current per SOS website. 120105 General IT Projects Projects and tasks not related to software or hardware acquisition. IT EL AC+2 AC+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Current year plus 2 years for maintenance and operations Remove SOS reference. No longer current per SOS website. 120106 Hardware/Software Acquisition Projects Projects generated from service requests/incidents that turn into technology assets. IT EL AT+2 AT+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Current year plus 2 years for maintenance and operations Remove SOS reference. No longer current per SOS website. 120107 License, Service, Maintenance & Support Agreements Includes renewal notifications supporting original agreements. IT MX AT 5 AT+5 CCP 337.2; Statutes of limitations of 4 years.
CCP 343; Statutes of limitations of 4 years.
48 CFR 4.601; 5 years after completion for procurements exceeding $25,000.
Administrative Decision: Maintain all agreements and supporting documents for 5 years after termination of the system. May conflict with 04-02-02 as these are maintained permanently if approved by the City Council. 120108 IT Emails IT EL CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record, State of California Guidelines Remove SOS reference. No longer current per SOS website.
120109 IT Cell Phone Logs IT EL CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
Administrative Record, State of California Guidelines Remove SOS reference. No longer current per SOS website.
130000 Housing & Economic Development Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 130100 Housing Group
130101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
130102 Affordable Unit Rehabilitations May contain DDAs, construction contracts, compliance monitoring, lease agreements, rental agreements, property management and other affordable housing information H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
State of California Guidelines; Closure of loan plus 3 years.
Remove SOS reference. No longer current per SOS website. 130103 Affordable Housing New construction properties including loans, construction, land purchase, maps, DDAs, monitoring, GAP loans and other information for construction financing tax credits H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130104 First Time Homebuyer Program Loan files-- Including deed copies, loan information, applications and recorded documents H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130105 Emergency Grant Program Repairs for health and safety issues including income verification, contracts and other program documents H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130106 Residential Rehabilitation Loans Great Neighborhood and other property improvement programs. Loan files--Including deed copies, loan information, applications and recorded documents H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130107 Fontana Employee & Teachers Housing Assistance Program Loan files-- Including deed copies, loan information, applications and recorded documents H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130108 Workshops & Events H&ED PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Maintain for the Current Year plus 2 years Remove SOS reference. No longer current per SOS website.
130109 Property Management Documents Reimbursements, financial expenditures, rent receipts, general maintenance, improvements H&ED PA CY+4 CY+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of Limitations of 4 years.
State of California Guidelines; Current year plus 2 years for code enforcement Remove SOS reference. No longer current per SOS website.
130110 Property Compliance Monitoring H&ED PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Current year plus 2 years for code enforcement Remove SOS reference. No longer current per SOS website. 130200 Economic Development Group
130201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 130202 Project Files Completed Projects
May include feasibility studies.
Proposed Projects - Not Completed
Includes renderings, correspondence and legal documents, any other project related documents.
May include feasibility studies. H&ED MX AC+2
CY+3 8 AC+10
CY+3 GC 34090(d); 2 year minimum requirement.
CCP 337.15; SOL of 10 years for construction defect actions.
GC 34090; 2 year minimum requirement.
CCP 343; SOL of 4 years.
130203 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials. H&ED MX CY+2 5 CY+7 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Current year plus 7 years for external promotional marketing, no legal citation given. Remove SOS reference. No longer current per SOS website.
130204 Workshops & Events H&ED MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years Remove SOS reference. No longer current per SOS website.
130300 Property Acquisition Group
130301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
130302 Property / Title Insurance H&ED PA AC+2 8 AC+10 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 10 years after closure for supporting documents Remove SOS reference. No longer current per SOS website. 130303 Property Agreements Includes copies of leases, loans and other property related agreements. H&ED PA P P P GC 34090(d); 2 year minimum requirement.
CCP 337.2; SOL of 4 years for leases.
State of California Guidelines; 10 years after closure for supporting documents Remove SOS reference. No longer current per SOS website. 130304 Appraisals & Title Reports - Purchased Land H&ED C PA AC+2 8 AC+10 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 10 years after closure for supporting documents Remove SOS reference. No longer current per SOS website. 130305 Appraisals & Title Reports - Land Not Purchased H&ED C PA AC+2 AC+2 GC 34090(d); 2 year minimum requirement. 130306 Environmental Reports Obtained for pre-purchase due diligence H&ED PA P P P GC 34090(a); Permanent for land related documents.
State of California Guidelines; Permanent for soil reports, State also recommends permanency for environmentally sensitive documents Remove SOS reference. No longer current per SOS website. 130307 Purchase & Sale Agreements Also includes realtor forms H&ED PA AC+2 8 AC+10 GC 34090(d); 2 year minimum requirement State of California Guidelines; 10 years after closure for supporting documents Remove SOS reference. No longer current per SOS website. 130308 Escrow & Financial Documents H&ED PA AC+2 8 AC+10 GC 34090(d); 2 year minimum requirement State of California Guidelines; 10 years after closure for supporting documents Remove SOS reference. No longer current per SOS website. 130309 Recorded Property Documents Copies of deeds and other recorded documents maintained by the City Clerk H&ED PA P P P GC 34090(a); Permanent for real property records State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 130310 Property Tax Information H&ED PA CY+2 8 CY+10 GC 34090(d); 2 year minimum requirement State of California Guidelines; 10 years after closure for supporting documents Remove SOS reference. No longer current per SOS website. 130400 Incoming Grant Programs Group
130401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
130402 HOME Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. H&ED PA AFP+1 * 4 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
130403 ESG Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. H&ED PA AFP+1 * 4 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
130404 CDBG Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. H&ED PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied
130405 HUD Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. H&ED PA AFP+1 * 4 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
130406 Grant Reimbursement/Draw Requests Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. H&ED PA AFP+1 * 4 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
130500 Fontana Housing Authority Group
130501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 130502 By-laws & Formation Documents CC V PA P P P GC 34090(e); Permanent for ordinances and resolutions State of California Guidelines; Permanent for administrative records and for decisions made by public agencies Remove SOS reference. No longer current per SOS website. 130503 Agendas & Agenda Packets CC PA ACT CY+10 CY+10 GC 34090(d); 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on website for reference purposes and to follow Administrative Decision: Current Year plus 10 years for reference purposes, and to follow City Clerk retention for Council agenda packets. Remove SOS reference. No longer current per SOS website. *Packets are available on the website back to 2012. Suggest updating. 130504 Minutes CC V, H PA P P P GC 34090(e); Minutes of governing bodies, Permanent State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 130505 Affordable Unit Rehabilitations May contain DDAs, construction contracts, compliance monitoring, lease agreements, rental agreements, property management and other affordable housing information H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130506 Affordable Housing New construction properties including loans, construction, land purchase, maps, DDAs, monitoring, GAP loans and other information for construction financing tax credits H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130507 Residential Rehabilitation Loans Great Neighborhood and other property improvement programs. Loan files--Including deed copies, loan information, applications and recorded documents H&ED PA AC+2 2 AC+4 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
State of California Guidelines; Closure of loan plus 3 years Remove SOS reference. No longer current per SOS website. 130508 Workshops & Events H&ED PA CY+2 CY+2 GC 34090; 2 year minimum requirement.
State of California Guidelines; Maintain for the Current Year plus 2 years Remove SOS reference. No longer current per SOS website. 130509 Property Management Documents Reimbursements, financial expenditures, rent receipts, general maintenance, improvements H&ED PA CY+4 CY+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of Limitations of 4 years.
State of California Guidelines; Current year plus 2 years for code enforcement Remove SOS reference. No longer current per SOS website. 130510 Property Compliance Monitoring H&ED PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Current year plus 2 years for code enforcement Remove SOS reference. No longer current per SOS website. 130600 Fontana Community Foundation Group
130601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
130602 By-laws & Formation Documents CC V PA P P P GC 34090(d); 2 year minimum requirement.
State of California Guidlines; Permanent Remove SOS reference. No longer current per SOS website. 130603 Agendas & Agenda Packets CC PA ACT CY+10 CY+10 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on website for reference purposes.(ADD)*. Remove SOS reference. No longer current per SOS website. *Packets are available on the website back to 2012. Suggest updating. 130604 Minutes CC V, H PA P P P GC 34090e; Minutes of governing bodies, Permanent.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 130605 Capital Campaigns Includes brochures, flyers and other promotional materials for FCF programs. H&ED PA CY+2 5 CY+7 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Current year plus 7 years for external promotional marketing, no legal citation given Remove SOS reference. No longer current per SOS website.
20000 City Management Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 02-01-00 City Council Group Includes related bodies such as Successor Agency, Housing Authority, Fire Protection District, Industrial Development Authority, Public Financing Authority, and Fontana Community Foundation 02-01-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
02-01-02 Agendas/Agenda Packets Includes letters/memos to council submitted prior to or during meetings regarding agenda items, staff reports, agendas, legal and meeting Notices, affidavits of posting, speaker cards, meeting handouts, the packet and other related documents. Meetings include closed sessions and special meetings/work study sessions. CC EL ACT CY+10 CY+10 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on website for reference purposes.(ADD)* Remove SOS reference. No longer current per SOS website. *These packets are available on the website for the past 10 years, consistent with the established retention period. going back to 2012 retention requires updating.
02-01-03 Minutes CC V, H PA P P P GC 34090e; Minutes of governing bodies, Permanent.
GC 36814; Maintain record of proceedings.
GC 40801; Maintain record of proceedings.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 02-01-04 Agenda Notification/Minute Requests Requests from outside agencies/companies for copies of agendas, agenda packets and/or minutes. CC PA CY+1 CY+1 GC 34090(d); 2 year minimum requirement.
Administrative Record., State of California Guidelines Remove SOS reference. No longer current per SOS website. 02-01-05 Electronic Meeting Recordings Audio and video recordings of public meetings. Kept by KFON and maintained on the website for the current month plus 6 monthswhile active. Includes Successor Agency, Housing Authority, Fire Protection District, Industrial Development Authority, Public Financing Authority, and Fontana Community Foundation recordings. CC EL CM+12 CM+12 GC 54953.5; 30 days after recording.
Administrative Decision: Maintain electronic meeting recordings for 12 months plus the current month for reference purposes while active on website for reference purposes.(ADD)* *These videos are available on the website for the past 10 years, consistent with the established agenda retention period. going back to 2013 retention requires updating. 02-01-06 Council Policy Meeting policies developed by the Council, including policies related to the Brown Act and Roberts Rules of Order. CC PA S+2 S+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years after superseded for policies and directives rendered by Council not assigned a resolution or ordinance number. Remove SOS reference. No longer current per SOS website. 02-01-07 Proclamations & Certificates CC PA EY+2 EY+2 GC 34090(d); 2 years minimum. 02-01-08 Meeting Adjournment Certificates Used to commemorate a citizen's passing. CC H PA EY+2 EY+2 GC 34090(d); 2 years minimum.
Administrative Decision: Check annually for historical content. 02-02-00 Boards, Commissions & Committees - Membership
02-02-01 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
02-02-02 Planning Commission Commissioner Applications: Commissioner listings, appointments, resignations, Maddy Act postings, rosters and other membership information CC EL LOB 5 LOB+5 GC 34090(d); 2 years minimum.
State of California Guidelines; 5 years after board, commission or committee is dissolved.
Administrative Decision: Keep applications for 5 years after the end of the commissioner's term. Remove SOS reference. No longer current per SOS website. 02-02-03 Parks & Community Services Commission Commissioner Applications: Commissioner listings, appointments, resignations, Maddy Act postings, rosters and other membership information CC EL LOB 5 LOB+5 GC 34090(d); 2 years minimum.
State of California Guidelines; 5 years after board, commission or committee is dissolved.
Administrative Decision: Keep applications for 5 years after the end of the commissioner's term. Remove SOS reference. No longer current per SOS website. 02-02-04 Other Appointed Boards, Commissions, Committees & Subcommittees Commissioner Applications: Commissioner listings, appointments, resignations, Maddy Act postings, rosters and other membership information CC EL LOB 5 LOB+5 GC 34090(d); 2 years minimum.
State of California Guidelines; 5 years after board, commission or committee is dissolved.
Administrative Decision: Keep applications for 5 years after the end of the commissioner's term. Remove SOS reference. No longer current per SOS website. 20300 Parks & Community Services Commission Group
20301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 20302 Agendas/Agenda Packets CC EL ACT CY+10 CY+10 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on website for reference purposes.(ADD)*. Remove SOS reference. No longer current per SOS website. *These packets are available on the website for the past 10 years, consistent with the established retention period. going back to 2012 retention requires updating.
20303 Minutes CC EL P P P GC 34090e; Minutes of governing bodies, Permanent.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 20304 Electronic Meeting Recordings Recorded separately from City Council meetings. CC EL CM+12 CM+12 GC 54953.5; 30 days after recording.
Administrative Decision: Maintain electronic meeting recordings for 12 months plus the current month for reference purposes. *These videos are available on the website for the past 10 years, consistent with the established agenda retention period. going back to 2013 retention requires updating. 20400 Planning Commission Group
20401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 20402 Agendas/Agenda Packets CC EL ACT CY+10 CY+10 GC 34090;(d) 2 year minimum requirement.
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain while active on website for reference purposes.(ADD)*. Remove SOS reference. No longer current per SOS website. *These packets are available on the website for the past 10 years, consistent with the established retention period. going back to 2012 retention requires updating.
20403 Minutes CC EL P P P GC 34090e; Minutes of governing bodies, Permanent.
State of California Guidelines; Permanent.
20404 Electronic Meeting Recordings Recorded separately from City Council meetings. CC EL CM+12 CM+12 GC 54953.5; 30 days after recording.
Administrative Decision: Maintain electronic meeting recordings for 12 months plus the current month for reference purposes. Audio? Video? Both? Should indicate. 30-day assigned retention implies audio only. Should still state in description. *These videos are available on the website for the past 10 years, consistent with the established agenda retention period. 20500 Elections Group
20501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 20502 Nomination Papers/Candidates Statements Folder contains candidate files and the candidate binder. Nomination papers and candidates statements for successful candidates.
Documents for unsuccessful nominations are kept 2 Years After Election Closes. CC PA AC+2
AC+2 2 AC+4
AC+2 EC 17100; 4 years after expiration of term, nomination documents and signatures.
State of California Guidelines; 2 years after election closes for unsuccessful nominations. Remove SOS reference. No longer current per SOS website. 20503 Municipal Elections Proof of publication, copies of documents, records used to compile final election results, including tally sheets, voting machine tabulation, detailed breakdown of results, special election results, and campaign reports are kept 5 Years After Election Closes. Originals are kept with the County.
Any original canvass information including records used to compile final election results, tally sheets, voting machine tabulation, detailed breakdown of results and special election results, are also kept at the County. The City will maintain copies of these documents for 5 years after the election closes. CC PA AC+2 3 AC+5 EC 17000-1; Affidavits and indexes are 5 years.
EC 17300; 5 years after election for election rosters.
EC 17302-6; 6 months after election, if no contest, for election records.
GC 81009; Original (ADD)* Campaign reports, not including candidate's campaign statements GC 34090.7; Duplicate copies may be destroyed at any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7.
Non-records may be destroyed at any time.
For all election documents where the State's requirement is permanent, but for which the County maintains the original documents. Add GC 81009 citation. 20504 Initiative/Referendum/Recall Petitions CC PA AC+8M AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.
EC 17400; 8 months after election/final examination for election recall petitions. 20505 Candidate Binders CC PA MX AC+2 AC+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period.
Administrative Decision: Maintain for 2 years after election closes for relevance to subsequent elections. The Candidate Handbook is provided electronically, with paper forms available for completion and return to the City Clerk. 20506 Oaths of Office For elected officials and appointed mayor and council members. CC PA AT+2 4 AT+6 GC 34090; 2 year minimum requirement. 29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation, whichever comes first.
State of California Guideline; 6 years after termination Remove SOS reference. No longer current per SOS website. 20507 Appointment Process Applications, procedures and interview schedules for Council vacancies to appoint the vacant position. Successful Applicants:
Unsuccessful Applications. CC PA AC+2
AC+2 2 AC+4
AC+2 EC 17100; Similar to successful nominations; 4 years after expiration of term
GC 34090; 2 year minimum requirement.
20600 General City Management Group
20601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
20602 City Manager Memorandum CM PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years for management reports Remove SOS reference. No longer current per SOS website. 20603 Department Work Plans Yearly plan for department projects. All Depts PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years for management reports. Remove SOS reference. No longer current per SOS website. 20604 State of the City Yearly report on the state of the City. CM PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years for management reports Remove SOS reference. No longer current per SOS website.
30000 Management Services Finance Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 30100 General Accounting Group
30101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
30102 Sungard Pentamation Database Enterprise Resource Planning (ERP) System FN EL ACT ACT Transitory Record; Databases are maintained while active. 30103 Journal Entries FN EL P P P GC 34090(d); 2 years minimum.
State of California Guidelines; 2 years after audit
Administrative Decision: Maintain permanently for 5 years after annual audit as supporting information. Remove SOS reference. No longer current per SOS website. *Add "permanently" to match retention.
30104 Annual Popular Financial Report FN EL AA+1 6 AA+7 GC 34090(d); 2 years minimum.
Administrative Decision: Maintain for 7 years after annual audit as supporting information. (ADD)* State of California Guidelines; 7 years after audit. Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30105 Monthly Financial Performance Report FN EL AA+2 AA+2 GC 34090(d); 2 years minimum State of California Guidelines; 2 years after audit. Remove SOS reference. No longer current per SOS website. 30106 Annual Cost Allocation FN EL AA+1 6 AA+7 GC 34090(d); 2 years minimum.
State of California Guidelines; 7 years after audit
Administrative Decision: Maintain for 7 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30107 User Fee Schedules FN EL S+2 S+2 GC 34090(d); 2 years minimum. 30108 Cell Tower Leasing Includes copies of the agreement, amendments and recorded memorandums FN MX P P P GC 34090(d); 2 year minimum requirement.
CCP 337; 4 years for action on a contract.
Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* State of California Guidelines; Current Year plus 3 Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30200 Audit Group
30201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
30202 Annual Financial Statement (CAFR) (ACFR) FN EL AA+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; 7 years after audit.
Administrative Decision: Maintain permanently after annual audit as supporting information. (ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30203 Audit Mailing List FN EL S S Administrative Reference Record; maintain while current. 30204 Annual Audit Worksheets FN EL AA+2 AA+2 GC 34090(d); 2 years minimum.
State of California Guidelines; After audit plus 2 years for review workpapers. Remove SOS reference. No longer current per SOS website. 30205 Single Audit FN EL AA+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines;
Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* * Add Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* 30206 Fixed Assets FN PA AA+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30207 RDA Annual Financial Statements/Compliance Reports Although the RDA has been dissolved, maintain record series until all records have been destroyed. FN EL AA+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30208 AQMD Audit FN EL AA+1 6 AA+7 GC 34090(d); 2 years minimum.
State of California Guidelines; Current year plus 7 years.
Administrative Decision: Maintain for 7 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30209 Measure I/Article 3 Audits FN PA AA+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30300 Banking/Investing Group
30301 General information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 30302 Bank Statements / Fiscal Agent Statements FN MX AA+1 4 AA+5 GC 34090(d); 2 years minimum. 26 CFR 31.6001-1(e)(2); 4 years.
Administrative Decision: Maintain for 5 years after annual audit as supporting information.(ADD)* State of California Guidelines; 5 years after audit Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30303 Investments FN P P P GC34090(d); 2 year minimum requirement.
CCP 337; Statutes of limitations, 4 years for action.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30304 Financial Advisors MS CY+2 CY+2 GC 34090(d); 2 year minimum requirement. 30400 Bonds Group
30401 General information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
30402 Bond Agreements Maintained by Management Services FN PA AC+1 9 AC+10 GC 34090(d); 2 years minimum.
GC 43900-43903; Destruction guidelines for bonds.
CCP 337.5; Statutes of limitations.
FC 30210; Maintain.
State of California Guidelines; 10 years after closure/expiration Remove SOS reference. No longer current per SOS website. 30403 Letters of Credit FN PA AC+1 9 AC+10 GC 34090(d); 2 years minimum.
GC 43900-43903; Destruction guidelines for bonds.
CCP 337.5; Statutes of limitations.
FC 30210; Maintain.
State of California Guidelines; 10 years after closure/expiration Remove SOS reference. No longer current per SOS website. 30404 Bond Issues - Development FN PA P P P GC 34090(d); 2 years minimum.
GC 43900-43903; Destruction guidelines for bonds.
CCP 337.5; Statutes of limitations.
FC 30210; Maintain.
State of California Guidelines; Permanent for development bond issues Remove SOS reference. No longer current per SOS website.
30405 Annual Disclosure Reports FN EL AC+1 9 AC+10 GC 34090(d); 2 years minimum.
GC 43900-43903; Destruction guidelines for bonds.
CCP 337.5; Statutes of limitations.
FC 30210; Maintain.
State of California Guidelines; 10 years after closure/expiration Remove SOS reference. No longer current per SOS website. 30406 California Debt & Investment Advisory Commission Reports - CDIAC FN EL P P P GC34090(d); 2 year minimum requirement.
CCP 337; Statutes of limitations, 4 years for action.
Administrative Decision: Maintain permanently as supporting information.(ADD)* *Add administrative decision to match retention. 30500 Payroll & Employee Tax Group
30501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
30502 Deductions & Authorizations FN PA AT+1 3 AT+4 GC 34090(d); 2 year minimum requirement.
LC 1174; 3 years for payroll records.
LC 1197.5(d); 2 years for payroll records.
22 CCR 1085.2(c); 4 years for unemployment contributions. 29 CFR 516.2(a)(10); Maintain.
29 CFR 516.6; 2 years.
LC 1174; 2 years after pay period.
29 USC 255(a); 2 to 3 years statute of limitations for minimum and unpaid wages.
State of California Guidelines; 4 years after termination Remove SOS reference. No longer current per SOS website. 30503 Deduction Registers FN PA P P P GC 34090(d); 2 year minimum requirement.
LC 1174; 3 years for payroll records.
LC 1197.5(d); 2 years for payroll records.
22 CCR 1085.2(c); 4 years for unemployment contributions. 29 CFR 516.2(a)(10); Maintain.
29 CFR 516.6; 2 years.
LC 1174; 2 years after pay period.
29 USC 255(a); 2 to 3 years statute of limitations for minimum and unpaid wages.
State of California Guidelines; 4 years after termination Remove SOS reference. No longer current per SOS website. 30504 Payroll Files - Active & Terminated Filed by employee. Includes W-4s, personnel action forms, café plan forms, employee deduction authorizations, direct deposit authorizations, involuntary deductions, copies of social security cards, copy of BSO verifications, corrections to Pentamation database, payroll corrections/modifications and paycheck pickup authorizations FN PA AT+1 9 AT+10 29 CFR 1627.3 - 4; 3 years after termination. 29 CFR 1602.30 - 32; 2 - 3 years after termination.
29 CFR 1650.202; 10 years from date of action for tax payments. 29 CFR 516.5 - 6; 3 years after action.
29 USC 1113; 6 years after date of last action.
GC 12946; 2 4 years after termination or action.
30505 Payroll Registers & Journals FN MX CY+5 P P GC 34090(d); 2 years minimum.
GC 12946; 4 years after termination( CA Leg indicates 4 years)(ADD)* 29 CFR 516.2-6; 4 years after tax return filing.
29 CFR 1627; 3 years.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently in electronic form. Electronic storage started in 2008/09 fiscal year; earlier paper registers are maintained offsite. Remove SOS reference. No longer current per SOS website. *Add GC 12946 to support retention.
30506 Tax Forms / Records Includes W-2s, W-2 reports, and federal and state quarterly tax reports FN PA AA+4 2 AA+6 GC 34090(d); 2 year minimum requirement. 29 USC 436; 5 years.
26 CFR 31.6001; 4 years after tax return is filed.
R&T 19530; 3 years after tax return is filed.
R&T 19704; 6 year statute of limitations.
29 CFR 516.2-6; Maintain at least 3 years.
State of California Guidelines; 4 years after audit Remove SOS reference. No longer current per SOS website. 30507 Time Cards, Time Sheets, & Check Registers Information transferred into Pentamation FN PA AA+4 2 AA+6 GC 34090(d); 2 year minimum requirement. 29 CFR 516.2; Maintain.
29 CFR 516.6; 2 years.
R&T 19530; 3 years after tax return due.
LC 1174; 2 years after pay period.
26 CFR 31.6001-1; 4 years after tax return due.
29 USC 255(a); 2 to 3 years statute of limitations for minimum wages.
State of California Guidelines; 6 years after audit Remove SOS reference. No longer current per SOS website. 30508 Work Papers Work papers include W-2 backup information, Federal and State Quarterly Report Backup, Child Support and Garnishment support records. FN PA AA+1 5 AA+6 GC 34090(d); 2 year minimum requirement. 29 CFR 516.2; Maintain.
29 CFR 516.6; 2 years.
R&T 19530; 3 years after tax return due.
LC 1174; 2 years after pay period.
26 CFR 31.6001-1; 4 years after tax return due.
State of California Guidelines; 6 years after audit. Remove SOS reference. No longer current per SOS website. 30509 PERS Reports FN MX AA+4 P P GC 34090(d); 2 years minimum.
GC 12946; 4 years after termination (CA Leg indicates 4 years)(ADD)* 29 CFR 516.5; 3 years
29 USC 1027; 6 years
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently in electronic form. Electronic storage started in 2008/09 fiscal year; earlier paper registers are maintained offsite. Remove SOS reference. No longer current per SOS website. *Add GC 12946 to support retention.
30510 PERS Audit FN PA AA+4 P P GC 34090(d); 2 years minimum.
Administrative Decision: Maintain PERS audits permanently. 30511 Garnishments Kept separate from the individual Payroll file while active, then filed by person FN PA AFP AT+10 AT+10 GC 34090(d); 2 years minimum.
R&T 19704; 6 year statute of limitations.
29 USC 436; 5 years.
26 CFR 31.6001-1; 4 years.
29 CFR 516.5; Maintain at least 3 years.
State of California Guidelines; 3 years after termination.
Administrative Decision: Garnishments maintained until final payment is made, then filed in the person's payroll file. Remove SOS reference. No longer current per SOS website. 30600 Budget Group
30601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
30602 Operating Budget Includes the budget and quarterly updates FN MX CY+1 P P GC 34090(d); 2 years minimum.
GC 53901; Budgets copy must be filed with the County.
State of California Guidelines; Permanent
Permanent refers to one final copy of the approved budget. Working copies can be destroyed after use. Remove SOS reference. No longer current per SOS website.
30603 Operating Budget Workpapers Includes staff reports, adjustments and budget work papers. All Depts PA AA+2 AA+2 GC 34090;(d) 2 years minimum State of California Guidelines; 2 years after audit Remove SOS reference. No longer current per SOS website. 30604 Capital Improvement Projects Budget Includes the budget and quarterly updates FN PA CY+1 P P GC 34090(d); 2 years minimum.
CCP 337.15; 10 years after project completion.
State of California Guidelines; Permanent for budgets
Administrative Decision: Maintain permanently as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30605 CIP Budget Workpapers Includes staff reports, adjustments and budget work papers. All Depts PA AA+2 AA+2 GC 34090(d); 2 years minimum. 30700 Business Licenses & Permits Group
30701 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 30702 HDL Business License Software System FN EL ACT ACT Transitory Record; Databases are maintained while active. 30703 Business License Applications & Supporting Documents Includes renewal notices, application workpapers, trade licenses / certifications, articles of incorporation, alarm company permits and backup documentation. FN PA ACT+1 3 ACT+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations.
State of California Guidelines; 4 years after termination Remove SOS reference. No longer current per SOS website. 30704 Firework Permits FN PA AE+2 AE+2 GC 34090(d); 2 years minimum.
State of California Guidelines; Current year plus 2 years for temporary use permits Remove SOS reference. No longer current per SOS website. 30705 Transient Occupancy Tax Forms Form for payment of the transient occupancy tax by hotels and motels. FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.
CCP 338; Statute of limitations, 3 years for action.
State of California Guidelines; 3 years after audit Remove SOS reference. No longer current per SOS website. 30706 Animal Licenses To track payment of the animal license. License is closed when the animal no longer resides in the City. FN EL ACT+3 ACT+3 GC 34090(d); 2 year minimum requirement.
PC 597.1(d); 3 years after animal's impoundment ends.
30800 Customer Services Group
30801 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 30802 Sewer Billing Stored electronically in Pentamation FN V EL AA+2 AA+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years after audit. Remove SOS reference. No longer current per SOS website. 30803 Miscellaneous Billing Billing for weed abatement, code enforcement, engineering, collections, alarm billing and any other invoicing and any related backup documentation. FN V MX AA+2 AA+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years after audit. Remove SOS reference. No longer current per SOS website. 30804 Cash Receipts Stored electronically in Pentamation FN MX AA+2 2 AA+4 GC 34090(d); 2 years minimum.
State of California Guidelines; 4 years after audit.
Administrative Decision: Maintain for 4 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30900 Accounts Payable Group
30901 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 30902 Invoices Paid Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 4 years after audit.
Administrative Decision: Maintain for 4 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
30903 Warrant Listing (Checklist) / Check Registers FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; After audit plus 2 years for warrant registers.
Administrative Decision: 4 years after audit for warrant listings and check registers to coincide with retention for Invoices Paid. Remove SOS reference. No longer current per SOS website. 30904 1099's Issued FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement. 26 CFR 31.6001; 4 years after tax return is filed.
R&T 19530; 3 years after tax return is filed.
29 CFR 516.5; Maintain at least 3 years.
State of California Guidelines; 4 years after audit. Remove SOS reference. No longer current per SOS website. 30905 Vendor Information Updated by vendors FN EL AR AR Administrative Record; Review annually for activity. Keep while current. 31000 Revenue Group
31001 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
31002 Mandated Costs FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations of 4 years.
31003 Police Services FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations of 4 years.
31004 Growth Impact Fees FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations of 4 years.
31005 Parkland Dedication Fees FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations of 4 years.
31006 Rental of Property FN PA AA+1 3 AA+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations of 4 years.
31100 Tax Revenue
31101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
31102 Sales Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.
CCP 338; Statute of limitations, 3 years for action.
State of California Guidelines; 3 years after audit Remove SOS reference. No longer current per SOS website. 31103 Transient Occupancy Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.
CCP 338; Statute of limitations, 3 years for action.
State of California Guidelines; 3 years after audit Remove SOS reference. No longer current per SOS website. 31104 Franchise Fees FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.
CCP 338; Statute of limitations, 3 years for action.
State of California Guidelines; 3 years after audit. Remove SOS reference. No longer current per SOS website. 31105 Property Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.
CCP 338; Statute of limitations, 3 years for action.
State of California Guidelines; 3 years after audit. Remove SOS reference. No longer current per SOS website. 31106 Motor Vehicle Tax FN PA AA+1 2 AA+3 GC 34090(d); 2 year minimum requirement.
CCP 338; Statute of limitations, 3 years for action.
State of California Guidelines; 3 years after audit Remove SOS reference. No longer current per SOS website. 31200 Grants Group
31201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
31202 Police (COPS) Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal.
31203 Federal Emergency Management Agency Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal
31204 Community Services Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 45 CFR 75.361; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 45 CFR 75.361(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 45 CFR 75.361(b); For real property or equipment acquired with federal funds, 3 years after final disposition. 45 CFR 75.361(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 45 CFR 75.361(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal.
31205 Fire Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal.
31206 Public Works Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal.
31207 Community Development Block Grants Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied.
31208 Fontana Community Foundation Grants Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal.
State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application close-out procedures, if any.
31209 Miscellaneous Grants Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term records series, as needed. Departments should maintain grant applications, financial and performance reports, and any purchasing documents that support the procurement process (quotes, bids, purchase orders, contracts, etc.) in addition to any documents that relate to the grant award, from application to closeout. FN PA AFP+5 * AFP+5 * 2 CFR 200.333; 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively. 2 CFR 200.333(a); If litigation, then 3 years after claim has been resolved/settled/final action is taken.. 2 CFR 200.333(c); For real property or equipment acquired with federal funds, 3 years after final disposition. 2 CFR 200.333(f)(1); For indirect cost rate proposals and cost allocation plans submitted for negotiation, 3 years from the date of submission. 2 CFR 200.333(f)(2); For indirect cost rate proposals and cost allocation plans not submitted for negotiation, 3 years from the end of the fiscal year covered by the proposal. 24 CFR 570.502(a)(7)(i); 4 years after execution of closeout agreement. 24 CFR 570.502(a)(7)(ii); For records for individual activities subject to the reversion of assets/change of use provisions, 3 years after those provisions no longer apply. 24 CFR 570.502(a)(7)(iii); For records for individual activities for which there are outstanding loan balances/other receivables/contingent liabilities, 3 years after receivables/liabilities satisfied. 29 CFR 97.42(b)(1), (c)(1); Generally, 3 years after submission of final expenditure report or, for federal awards that are renewed quarterly or annually, from the date of the submission of the quarterly or annual financial report, respectively State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 31300 Mandated Reports Group
31301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
31302 State Controllers Reports - City FN EL CY+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31303 State Controllers Reports - RDA/Successor Agency Although the RDA has been dissolved, maintain record series to satisfy the retention period. FN EL CY+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31304 Annual Street Reports FN EL AA+7 AA+7 GC 34090(d); 2 years minimum.
State of California Guidelines; 7 years after audit for annual financial reports Administrative Decision: Maintain for 7 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31305 Housing/Commercial Development Reports FN EL AA+7 AA+7 GC 34090(d); 2 years minimum.
State of California Guidelines; 7 years after audit for annual financial reports Administrative Decision: Maintain for 7 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31306 Statement of Indebtedness FN EL AA+7 AA+7 GC 34090(d); 2 years minimum.
State of California Guidelines; 7 years after audit for annual financial reports Administrative Decision: Maintain for 7 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31307 SBE Returns FN EL CY+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31308 State Controllers Reports - Fire District FN EL CY+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31309 State Controllers Reports - Public Financing Authority FN EL CY+1 P P GC 34090(d); 2 years minimum.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31310 Federal/State Tax Returns - Community Foundation FN EL AA+1 4 AA+5 GC 34090(d); 2 year minimum requirement. 29 USC 436; 5 years.
26 CFR 31.6001; 4 years after tax return is filed.
R&T 19530; 3 years after tax return is filed.
29 CFR 516.5; Maintain at least 3 years.
State of California Guidelines; 4 years after audit Remove SOS reference. No longer current per SOS website. 31311 Miscellaneous Reporting Includes Strong Motion Tax, Prop 172, Ten-Ninety and other miscellaneous reports FN MX AA+2 5 AA+7 GC 34090(d); 2 years minimum.
State of California Guidelines; 7 years after audit for annual financial reports Administrative Decision: Maintain for 7 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
31400 Purchasing Group
31401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
31402 RFP/RFQ/RFI All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.
CCP 337; Statute of limitations.
State of California Guidelines; 5 years after audit for successful bids.
Administrative Decision: 5 years after completion of project associated with the bid. Remove SOS reference. No longer current per SOS website. 31403 Bids - Successful All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.
CCP 337; Statute of limitations.
State of California Guidelines; 5 years after audit for successful bids.
Administrative Decision: 5 years after completion of project associated with the bid. Remove SOS reference. No longer current per SOS website. 31404 Bids - Unsuccessful All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.
State of California Guidelines; Current year plus 2 for unsuccessful bids
Administrative Decision: Maintain unsuccessful bids as long as the successful bids for simplicity in destruction of documents. Remove SOS reference. No longer current per SOS website. 31405 Bid Protests All Depts EL AC+5 AC+5 GC 34090(d); 2 years minimum.
State of California Guidelines; Current year plus 2 for unsuccessful bids
Administrative Decision: Maintain bid protests as long as the successful bids for simplicity in destruction of documents. Remove SOS reference. No longer current per SOS website. 31406 Purchase Orders Purchasing EL AC+5 AC+5 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations.
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain purchase orders for 5 years after closure to coincide with project files and for simplicity in destruction of documents. Remove SOS reference. No longer current per SOS website. 31407 Field Purchase Orders Amounts under $2,500 Purchasing PA AA+4 AA+4 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations.
State of California Guidelines; 4 years after audit Remove SOS reference. No longer current per SOS website. 31408 Purchase Order Amendments Purchasing EL AC+2 3 AC+5 GC 34090(d); 2 year minimum requirement.
CCP 337; Statute of limitations.
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain purchase orders for 5 years after closure to coincide with project files and for simplicity in destruction of documents. Remove SOS reference. No longer current per SOS website. 31409 Contract Change Orders / Amendments Purchasing EL AC+2 5 AC+7 CCP 337.2; Statutes of limitations.
CCP 343; Statutes of limitations.
48 CFR 4.6; 5 years for procurements exceeding $25,000. 48 CFR 4.703 - 4.705-3; up to 4 years.
48 CFR 4.805; up to 6 years and 3 months.
Administrative Decision: Maintain for 7 years after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. 31410 Cal Card / Credit Cards Records of purchases made with City credit card. Includes receipts, purchase orders, etc. Purchasing EL AA+2 2 AA+4 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for 4 years after annual audit as supporting information.(ADD)* *Add administrative decision to match retention. 31500 Assessment/Community Facilities Districts Group
31501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
31502 Formation Documents Includes Community Facilities Districts, Landscape & Lighting Districts and Landscape, Lighting & Maintenance Districts FN PA P P P GC 34090(a); Permanent for land and property records.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 31503 Annual Levy Resolutions & Attachments Annual levy resolutions and attachments FN EL P P P GC 34090(e); Permanent for resolutions.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 31504 Annual Engineer's Report Annual Engineer's reports for LMD's and LLMD's. Reports are for annual levy, which are attached to annual resolutions. FN EL P P P GC 34090(e); Permanent for resolutions.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 31505 Delinquency Reports FN EL AA+2 2 AA+4 GC 34090(d); 2 year minimum requirement.
Administrative Decision: Maintain for 4 years after audit to follow receipt and collections retention. Remove SOS reference. No longer current per SOS website.
40000 Legislative and Legal Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 40100 Legislative Group
40101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
40102 Ordinances - City Council Includes the proof of publication CC V EL P P P GC 34090(e); Permanent for decisions of the City.
GC 40806; Maintain.
State of California Guidelines; Permanent. Remove SOS reference. No longer current per SOS website. 40103 Resolutions - City Council Includes the proof of publication CC V EL P P P GC 34090(e); Permanent for decisions of the City.
GC 40801; Maintain.
State of California Guidelines; Permanent. Remove SOS reference. No longer current per SOS website. 40104 Resolutions - Planning Commission Includes the proof of publication CC V EL P P P GC 34090(e); Permanent for decisions of the City.
GC 40801; Maintain.
State of California Guidelines; Permanent. Remove SOS reference. No longer current per SOS website. 40105 Resolutions - City Council Related Bodies Includes the proof of publication. For the Successor Agency, Housing Authority, Public Financing Authority, Fire Protection District, Industrial Development Authority, and Fontana Community Foundation. CC V EL P P P GC 34090(e); Permanent for decisions of the City.
GC 40801; Maintain.
State of California Guidelines; Permanent. Remove SOS reference. No longer current per SOS website. 40106 Municipal Code & Supplements Maintained electronically online by the codifier (Quality Codes). Paper copies maintained for reference. Includes supplements. CC V EL S P P GC 34090(e); Permanent for decisions of the City.
State of California Guidelines; Permanent. Remove SOS reference. No longer current per SOS website. 40107 State & Federal Legislation Informational reference to state legislation, including lobbying documents, copies of proposed laws, League of California Cities conference, appointed voting delegates and other related documents. Depts PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement 40108 Oaths - Deputization Oaths to deputize staff, attorneys CC PA AT+2 4 AT+6 GC 34090(d); 2 year minimum requirement.
State of California Guideline; 6 years after termination Administrative Decision: Maintain for 6 years after termination as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
40109 Lobbyists CC PA CY+2 5 CY+7 GC 81009(e); 7 years for other reports and statements. 40200 Agreements/Contracts/Memorandums of Understanding Group 40201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
40202 General City Contracts & Agreements - City Manager Authorized For amounts under $25,000. Includes Community Services agreements. CC EL AC+5 AC+5 CCP 337.2; Statutes of limitations, leases 4 years.
CCP 343; Statutes of limitations, general 4 years.
Administrative Decision: Maintain for 5 years after closure/completion to coincide with other general city agreements. 40203 General City Contracts & Agreements - City Council Authorized For amounts over $25,000. CC EL P P P CCP 337.2; Statutes of limitations.
CCP 343; Statutes of limitations.
48 CFR 4.601; 5 years for procurements exceeding $25,000.
Administrative Decision: Maintain permanently after closure/completion to coincide with other general city agreements. *Add administrative decision to match retention. 40204 Capital Improvement Project Agreements Agreement only. Project files maintained by the coordinating department. CC EL P P P Authority- GC 34090a; Real property records, maintain.
H&S 19850; Life of Building, with exceptions.
CCP 337.15; 10 years.
State of California Guidelines; Permanent
Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
40205 Development Agreements Includes development & disposition agreements (DDAs) CC EL AC+2 P P GC 34090a, Real property records, maintain.
CCP337, 337.1(a), 337.15; Statutes of limitations.
48 CFR 4.703; 3 years after final payment.
48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.
H&S 19850; Life of Building, with exceptions.
Administrative Decision: Maintain permanently after annual audit as supporting information.(ADD)* *Add administrative decision to match retention. 40206 Lease Agreements CC EL P P P CCP 337.2; Statutes of limitations, leases 4 years.
CCP 343; Statutes of limitations, general 4 years.
48 CFR 4.601; 5 years for procurements exceeding $25,000.
Administrative Decision: Maintain permanently after closure/completion to coincide with other general city agreements. Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
40207 Non-CIP Construction Contracts & Agreements CC EL P P P CCP 337.15; 10 years State of California Guidelines; 10 years after project completion Administrative Decision: Maintain permanently after closure/completion to coincide with other general city agreements.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
40208 Owner Participation Agreements CC EL AC+2 3 AC+5 CCP 337.2; Statutes of limitations, leases 4 years.
CCP 343; Statutes of limitations, general 4 years.
48 CFR 4.601; 5 years for procurements exceeding $25,000.
Administrative Decision: Maintain for 5 years after closure/completion to coincide with other general city agreements. Remove SOS reference. No longer current per SOS website.
40209 Settlement Agreements General settlements
Recorded settlements CC C EL AC+2
P 3 AC+5
P CCP 343; Statutes of limitations, general 4 years.
State of California Guidelines; Permanent for recorded documents.
Administrative Decision: Maintain general settlement agreements for 5 years after closure/completion to coincide with other general city agreements. Remove SOS reference. No longer current per SOS website.
40210 Subdivision Agreements CC EL AC+4 P P GC 34090a, Real property records, maintain.
CCP337, 337.1(a), 337.15; Statutes of limitations.
48 CFR 4.703; 3 years after final payment.
48 CFR 4.705-1; 4 years after completion for accounting, payroll, purchasing records, et. al.
H&S 19850; Life of Building, with exceptions.
40300 City Attorney Group .
40301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current. .
40302 Legal Opinions All Depts C PA S S GC 34090; 2 year minimum requirement.
Administrative Decision: Maintain legal opinions until superseded. 40400 General Legal Group
40401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
40402 Claims Filed Against the City (Tort Claims Act) CC EL AC+2 4 AC+6 GC 34090(d); 2 year minimum requirement. 29 USC 1113; 6 years after date of last action, or 3 years after plaintiff had knowledge of breach or violation, whichever comes first.
State of California Guideline; 5 years after settlement or closure Remove SOS reference. No longer current per SOS website. 40403 Litigation/Lawsuits - City as Named Party General cases
High profile cases CC PA AC+2
AC+2 5
P AC+7
P GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.
Administrative Decision: Maintain permanently after closure/completion.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
40404 Legal Notices Includes adjudication and other general legal notices. CC PA CY+2 2 CY+4 GC 34090(d); 2 year minimum requirement.
CCP 343; Statutes of limitations, 4 years
40405 Subpoenas - Received CC PA EY+2 EY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Current Year plus 2 years for copies of subpoenas. Remove SOS reference. No longer current per SOS website. 40406 Public Records Act Requests - Received CC EL AC+2 AC+2 GC 34090(d); 2 years minimum.
State of California Guidelines; 2 years after completion Remove SOS reference. No longer current per SOS website. 40407 Pitchess Motions (Notice of Motion for Pre-trial Discovery) Requesting information and appearance from Police Department by an outside agency or organization CC PA AC+2 5 AC+7 GC 34090(d); 2 years minimum.
State of California Guidelines; 7 years after completion/closure Administrative Decision: Maintain for 7 years after closure/completion.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
40500 Property Related Documents Group
40501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
40502 Grant Deeds & Easements Filed by APN number. Includes title insurance policy for the property. CC V EL P P P GC 34090(a); Permanent for land and property related documents. 24 CFR 1710; Permanent.
40503 Annexations Reports, agreements and public notices CC EL P P P GC 34090(a); Permanent for land and property records.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 40504 Street Vacations Temporary or permanent closure of streets CC PA AC+2 P P GC 34090(a); Permanent for land and property records.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 40600 Agencies/Other Cities Group
40601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
40602 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content. All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidlines; Administrative Record Remove SOS reference. No longer current per SOS website. 40603 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content. All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidlines; Administrative Record Remove SOS reference. No longer current per SOS website. 40604 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content. All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidlines; Administrative Record Remove SOS reference. No longer current per SOS website. 40605 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content. All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidlines; Administrative Record Remove SOS reference. No longer current per SOS website. 40606 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content. All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidlines; Administrative Record Remove SOS reference. No longer current per SOS website. 40607 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for content. All Depts PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidlines; Administrative Record Remove SOS reference. No longer current per SOS website. 40700 Fair Political Practices Commission Group
40701 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current. Remove SOS reference. No longer current per SOS website. 40702 Blank Forms CC PA ACT ACT State of California Guidelines; Administrative Record Remove SOS reference. No longer current per SOS website. 40703 Campaign Statements - Elected Officials Including committees supporting elected officials CC EL P P P GC 81009(b); maintain elected indefinitely. 40704 Campaign Statements - Political Action Committees PAC that do not support a candidate and only support an issue. CC EL AC+2 3 AC+5 GC 81009(b); 5 years for unsuccessful. 40705 Campaign Statements - Unsuccessful Candidates Includes unsuccessful candidates and committees supporting unsuccessful candidates. CC PA AC+2 3 AC+5 GC 81009(b); 5 years for unsuccessful candidates. 40706 Statement of Economic Interest (Form 700) - All Filers CC / FPPC EL AC+2 5 AC+7 GC 81009(e); 7 year requirement for originals.
GC 81009(f); 4 year requirement for copies.
Administrative Decision: Maintain all forms for 7 years per GC 81009(e) for consistency. 40707 Ethics Training Attended by elected officials and designated employees. Records or certificates showing dates of attendance and the entity that provided training. Records must be disclosed under the Public Records Act. CC PA AC+5 AC+5 GC 53235(b); 5 years 40708 Sexual Harassment Prevention Training and Education. Attended by elected officials and employees. Records or certificates showing dates of attendance and the entity that provided training. Records must be disclosed under the Public Records Act. CC PA AC+5 AC+5 GC 53237.2; 5 years Add GC 53237.2. May need to shift to other department - client's input.
50000 Human Resources Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 50100 Personnel Data Group
50101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 50102 Individual Personnel Data - Full Time Employees Includes retirees and terminated employees. Documents include I-9 forms. Retirees are maintained in active files until death or health coverage ends. HR C PA AT+3 3 AT+6 29 CFR 1627.3 - 4; 3 years after termination. 29 CFR 1602.30 - 32; 2 - 3 years after termination.
29 CFR 516.5 - 6; 3 years after action.
29 USC 1113; 6 years after date of last action.
GC 12946; 2 4 years after termination or action.
State of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees. Remove SOS reference. No longer current per SOS website. 50103 Individual Personnel Data - Part Time Employees Includes City Council and commissioners HR C PA AT+3 3 AT+6 29 CFR 1627.3 - 4; 3 years after termination. 29 CFR 1602.30 - 32; 2 - 3 years after termination.
29 CFR 516.5 - 6; 3 years after action.
29 USC 1113; 6 years after date of last action.
GC 12946; 2 4 years after termination or action.
State of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees. Remove SOS reference. No longer current per SOS website. 50104 Individual Personnel Data - Volunteers Includes fingerprinting information, applications, acknowledgements, record of hours, and other volunteer position related documents. Waivers are part of the application. Accepted Applications:
Denied Application: HR C PA
AT+3
AC+3
AT+3
AC+3 GC 12946; 2 4 years after completion/position filled. 29 CFR 1602.14; 1 year after position filled.
29 CFR 1627.3(a); 3 years.
State of California Guidelines; 2 years for Public Safety volunteers Remove SOS reference. No longer current per SOS website. 50105 Personnel Medical File Includes full time, part time and elected officials. Retiree files are stored in active files until coverage ceases. For employees of less than 1 year, no need to retain medical records if they are returned to the employee upon termination. HR C PA 3 27 AT+30 8 CCR 15400.2; Maintain workers compensation claims. 8 CCR 10102; 5 years after injury.
8 CCR 3204(d)(1)(A), (B); 30 years after termination.
29 CFR 1910.1020; 30 years after employee termination.
State of California Guidelines; 30 years after termination Remove SOS reference. No longer current per SOS website. 50200 Personnel Management / Salary / Wages Group
50201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50202 Position Information/Specifications/Job Descriptions Includes quarterly organizational changes an surveys. HR C MX P P GC 34090(d); 2 year minimum requirement.
State Recommendation; 2 years after superseded
Administrative Decision: Maintain position information, etc. permanently for historical purposes. Remove SOS reference. No longer current per SOS website.
50203 Rules, Regulations & Policies City personnel rules and regulations, and HR department policies. HR C MX P P GC 34090(d); 2 year minimum requirement.
State Recommendation; 2 years after superseded.
Administrative Decision: Maintain rules, regulations & policies permanently for historical purposes. 50204 Reclassifications Approved reclassifications are maintained in the employee's file.
Unapproved reclassifications are maintained with the quarterly organizational changes. May include salary survey information. HR C PA 3
AC+2 7 AT+10
AC+2 GC 34090(d); 2 year minimum requirement.
GC 12946; 2 4 years after termination/separation.
29 CFR 516.6(a)(2); 2 years for wage rate tables, etc.
29 CFR 1602.14; 1 year after action/change.
State of California Guidelines; Retain records for the current year they are drafted, plus two additional years.
Administrative Decision: Maintain approved reclassifications for 10 years after termination/ separation for simplicity in destruction since approved reclassifications are kept in the individual personnel file. Remove SOS reference. No longer current per SOS website. 50205 Temporary Agencies Includes agreements and record of hours HR C PA AC+4 AC+4 CCP 337, 343; Keep agreements and record of hours for statute of limitations of 4 years.
Administrative Decision: Maintain 4 years after completion of use of services. 50206 Position Control Documents Database of position information, including position control number, department, position approved, current position, name of occupant, underfill status, and position approved date. Dynamic document kept up to date as the position changes. Snapshots of the database are created and maintained permanently. HR EL ACT ACT Transitory Record; Databases are maintained while active.
Administrative Decision: Maintain snapshots of the database permanently for historical tracking purposes. 50207 Salary Tables HR MX P P GC 34090; 2 year minimum requirement.
GC 12946; 2 4 years after completion/position filled.
29 CFR 516.6(2); 2 years for wage rate tables, etc.
29 CFR 1602.14; 1 year after action/change.
State of California Guidelines; Retain records for the current year they are drafted, plus two additional years.
Administrative Decision: Maintain pay & classification plan permanently for historical purposes.
Remove SOS reference. No longer current per SOS website. 50208 EE04 Category Department of Justice annual report for demographics. HR C PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement State of California Guidelines; Current year plus 2 years for employee statistics reports. Remove SOS reference. No longer current per SOS website.
50209 DMV Pull Notice Program Kept separately from the employee file. HR C PA S+2 S+2 VC 1808.1; must pull record at least every 12 months.
Administrative Decision: DMV Pull Notice is a supplemental personnel record. Keep until superseded plus 2 years. Bureau of National Affairs recommends 2 years for supplemental personnel records. 50210 Drug / Alcohol Program DOT program maintained in separate DMV file.
Includes records of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02, records of alcohol test results indicating an alcohol concentration of 0.02 or greater; records of verified positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including substituted or adulterated drug test results); SAP reports; and all follow-up tests and schedules for follow-up tests. HR C MX 3 7 AT+10 GC 34090(d); 2 year minimum requirement.
GC 12946; 2 4 years after completion/position filled.
49 CFR 40.333; 1 to 5 years depending upon document type. All documents must be maintain in a secured area.
State of California Guidelines; Maintain for 2 years after completion of the program
Administrative Decision: Maintain for 10 years after termination/separation for simplicity in destruction since program documents are kept in the individual personnel file. Remove SOS reference. No longer current per SOS website.
50211 DFEH / EEO Complaints Hired employees, non-sworn:
Hired employees, sworn:
Applicants who filed a complaint: HR PA 3
3 AC+2 AT+2
AT+5 AT+2
AT+5
AC+2 GC 34090(d); 2 year minimum requirement.
GC 12946; 4 years and Until complaint and appeals are resolved. 29 CFR 1602.14; Until final disposition, approx 18 months. 29 USC 211c; Maintain records per regulations.
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees Remove SOS reference. No longer current per SOS website.
50212 Training General City training. Does not include safety personnel. HR MX CY+7 CY+7 GC 34090(d); 2 year minimum requirement. 29 CFR 1627.3(b); 1 year for training records.
GC 12946; 2 4 years after termination, general personnel records retention.
State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training.
Administrative Decision: Maintain for 7 years after termination/separation.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
50300 Personnel Recruitment Group
50301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50302 Position Recruitment Includes job flyers, announcements, advertising, applications, statistical survey sheets, demographic information, oral board data and examinations, advertising/hiring sources and background investigation inquiries. HR PA AC+3 AC+3 GC 12946; 2 4 years after completion/position filled. 29 CFR 1602.14; 1 year after position filled.
29 CFR 1627.3; 1 year after position filled.
State of California Guidelines; 3 years after completion/position filled Remove SOS reference. No longer current per SOS website. 50303 Application Assessment Chart Chart of ethnicity and recruitment sources HR MX AC+3 4 AC+ 3 4 GC 12946; 2 4 years after completion/position filled. 29 CFR 1602.14; 1 year after position filled.
29 CFR 1627.3; 1 year after position filled.
State of California Guidelines; 3 years after completion/position filled Remove SOS reference. No longer current per SOS website. 50400 Benefits Group
50401 General Information May include cost sheets, benefit booklets and benefit fair information. All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50402 Benefit Broker Agreement Workpapers HR PA AE+5 AE+5 CCP 343; Statutes of limitations, general 4 years. 48 CFR 4.601; 5 years for procurements exceeding $25,000.
State of California Guidelines; 5 years after termination
Administrative Decision: Maintain for 5 years after closure/completion to coincide with other general city agreements. Remove SOS reference. No longer current per SOS website. 50403 Cafeteria Plan Documents Plan documents define the cafeteria plan including flex spending and Section 125. Original plan contracts are maintained by Human Resources. HR PA S+2 * S+2 * GC 34090(d); 2 year minimum requirement.
GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan termination.
State of California Guidelines; 2 years after action.
Administrative Decision: Maintain all benefit plan contracts permanently for historical purposes. Other superseded plan documents may be destroyed after 2 years. Remove SOS reference. No longer current per SOS website. 50404 Deferred Compensation - 457, 401, 529 Includes original contracts, plan review, reports, fund performance and miscellaneous documents. HR PA S+2 * S+2 * GC 34090(d); 2 year minimum requirement.
GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan termination.
State of California Guidelines; 2 years after action
Administrative Decision: Maintain all deferred compensation contracts permanently for historical purposes. Other superseded plan documents may be destroyed after 2 years. Remove SOS reference. No longer current per SOS website. *Add administrative decision to match retention.
50405 Health Benefits - Medical/Dental/Vision/LTD/Life Includes original contracts, plan review, reports, fund performance and miscellaneous documents. HR PA S+5 * S+5 * GC 34090(d); 2 year minimum requirement.
GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan termination.
State of California Guidelines; 2 years after action
Administrative Decision: Maintain all benefit plan contracts permanently for historical purposes. Other superseded plan documents may be destroyed after 5 years for historical tracking. Remove SOS reference. No longer current per SOS website. 50406 Public Employees Retirement System - CalPERS Plan documents and circular letters HR PA P P GC 34090(d); 2 year minimum requirement.
GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan termination. Maintain.
State of California Guidelines; Permanent. Remove SOS reference. No longer current per SOS website. 50407 Other Employee Services Flexible spending, dependent care HR PA S+2 S+2 GC 34090(d); 2 year minimum requirement.
GC 12946; 2 4 years after submission or creation.
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan termination.
State of California Guidelines; 2 years after action Remove SOS reference. No longer current per SOS website. 50408 Employee Discount Information Includes agreements on discount programs. HR PA AE+5 AE+5 CCP 343; Statutes of limitations, general 4 years. 48 CFR 4.601; 5 years for procurements exceeding $25,000.
State of California Guidelines; 5 years after termination
Administrative Decision: Maintain for 5 years after closure/completion to coincide with other general city agreements. Remove SOS reference. No longer current per SOS website.
50409 Benefit Bulletin HR H EL CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years after superseded.
Administrative Decision: Current year plus 2 years, review for historical content. Remove SOS reference. No longer current per SOS website.
50500 Worker's Compensation Group
50501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50502 Annual State of California Report HR PA CY+10 P P 8 CCR 15400; Maintain reports.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 50503 Workers Compensation Claim Files HR C PA AT+2 P P 8 CCR 15400; Maintain reports. 8 CCR 15400.2; 5 years.
8 CCR 10102; 5 years.
LC 129(a); 5 years for auditing.
State of California Guidelines; Permanent for workers compensation working files (claim files, reports, incidents). Originals filed with third party administrator. Remove SOS reference. No longer current per SOS website. 50504 Third Party Administrator Contract HR PA AE+2 3 AE+5 CCP 343; Statutes of limitations, general 4 years. 48 CFR 4.601; 5 years for procurements exceeding $25,000.
State of California Guidelines; 5 years after termination
Administrative Decision: Maintain for 5 years after closure/completion to coincide with other general city agreements. Remove SOS reference. No longer current per SOS website. 50505 OSHA 300 Reports HR PA CY+5 CY+5 GC 34090(d); 2 year minimum requirement. 29 CFR 1904.33; 5 years for OSHA reports.
8 CCR 14300.33; 5 years for OSHA 300 reports.
8 CCR 10102;5 years from date of injury.
State of California Guideline: 5 years after completed Remove SOS reference. No longer current per SOS website. 50506 Workers Compensation Loss Reports HR EL CY+5 CY+5 8 CCR 15400; Maintain reports. 8 CCR 15400.2; 5 years.
8 CCR 10102; 5 years.
LC 129(a); 5 years for auditing.
State of California Guidelines; State recommends Permanent retention, but no relevant statues; Risk Management Reports (including Loss Analysis Reports) are 5 years after completion/closure. Remove SOS reference. No longer current per SOS website. 50600 Liability Group
50601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50602 General Insurance Policies Includes facilities, auto and other general insurance policies HR PA AE+2 AE+2 GC 34090(d); 2 year minimum requirement. 50603 Certificates of Insurance Departments should submit all certificates of insurance to the Risk Manager for long term retention. Documents may be scanned and submitted electronically or sent as paper. All Depts MX AE+2 AE+2 GC 34090(d); 2 year minimum requirement. 50604 Third Party Contractors HR PA AE+2 3 AE+5 CCP 337.2; Statutes of limitations.
CCP 343; Statutes of limitations.
48 CFR 4; 5 years for procurements exceeding $25,000.
State of California Guidelines; 5 years after termination Remove SOS reference. No longer current per SOS website. 50700 Safety Group
50701 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50702 Safety Training HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year for certifications and designations. Remove SOS reference. No longer current per SOS website. 50703 Safety Meetings Includes tailgate meetings. HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement 50704 Policies HR PA P P GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines recommends retaining for 5 years after superseded.
Administrative Decision: Maintain permanently for historical reference. Remove SOS reference. No longer current per SOS website. 50705 Newsletter HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement. 50706 Safety Fair / Wellness HR PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement. 50800 Labor Relations Group
50801 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50802 Employee Bargaining / Labor Relations Salary surveys, job description surveys, classification surveys, benefit surveys, negotiations, etc. completed within the labor relations process. HR PA P P GC 34090(d); 2 year minimum requirement GC 12946; 2 years after completion/position filled
29 CFR 516.6(2); 2 4 years for wage rate tables, etc.
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the current year they are drafted, plus two additional years.
Administrative Decision: Maintain general and salary surveys relating to labor relations negotiations permanently to support the negotiation. Remove SOS reference. No longer current per SOS website. 50803 Memorandums of Understanding / Employee Bargaining HR PA P P 29 USC 211c; Maintain, indefinite. 29 CFR 516.5(b); 3 years.
State of California Guidelines; Recommend Permanent retention without relevant statutes or regulations cited. Remove SOS reference. No longer current per SOS website. 50804 Employee/Employer Resolution HR PA P P GC 34090(e); Permanent for decisions of the City.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 50805 Workforce Reduction Plan and Documents HR PA AC+4 AC+4 CCP 434; 4 years. 50806 Grievance/Disciplinary Actions Non-Police employees HR PA 3 AT+10 AT+10 GC 12946; 4 years and Until resolved. 29 CFR 1602.14; 1 year after action/change.
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees
Administrative Decision: Maintain for 10 years after termination/separation to coincide with destruction of the individual personnel file. Remove SOS reference. No longer current per SOS website. 50900 Rideshare Group
50901 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
50902 Monthly Monitoring forms Day by day monitoring of rideshare HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement.
Rule 2202 Guidelines; Maintain for 3 compliance years.
State of California Guidelines; Maintain for 2 years after completion of the program. Remove SOS reference. No longer current per SOS website. 50903 Monthly Incentive forms Request form for individual quarter incentive (gift cards) HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement.
Rule 2202 Guidelines; Maintain for 3 compliance years.
State of California Guidelines; Maintain for 2 years after completion of the program Remove SOS reference. No longer current per SOS website. 50904 Rule 2202 AQMD Annual Report Annual report with guidelines of program HR PA AC+3 AC+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
50905 Marketing Brochures Posters, flyers and memos regarding events HR MX S+3 S+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years after completion of the program Remove SOS reference. No longer current per SOS website. 50906 Demographic Log Annual report of current participants residence HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years after completion of the program Remove SOS reference. No longer current per SOS website. 50907 Registration Log Names and addresses of participant and rideshare partners. HR PA CY+3 CY+3 GC 34090(d); 2 year minimum requirement GC 12946; 2 4 years after completion
Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years after completion of the program Remove SOS reference. No longer current per SOS website. 50908 Plan document HR PA S+3 S+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years after completion of the program Remove SOS reference. No longer current per SOS website. 50909 Annual Update HR PA S+3 S+3 GC 34090(d); 2 year minimum requirement Rule 2202 Guidelines; Maintain for 3 compliance years
State of California Guidelines; Maintain for 2 years after completion of the program Remove SOS reference. No longer current per SOS website.
60000 Planning & Community Development Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 60100 General Planning & Community Development Group
60101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
60102 Tidemark Software-as-a Service (SaaS) Database (Accela) Plng EL ACT ACT Transitory Record; Databases are maintained while active. 60103 CRW Database - Confirming w/ Planning on this item. CR Plng EL ACT ACT Transitory Record; Databases are maintained while active. 60104 Studies & Surveys General studies and surveys, not project related. Plng MX CY+2, AR CY+2, AR GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year for general studies and reports.
Administrative Decision; Current year plus 2 years, review annually for relevance to projects. Remove SOS reference. No longer current per SOS website. 60200 Planning Applications & Projects Group
60201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
60202 Planning Projects - Master Number Includes projects with a unique master number is assigned to most new planning/entitlement applications. This number is in addition to the specific entitlement application. Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
GC 4003, 4004; Maintain costs, records and plans.
H&S 19850; Building plans - Life of Building, with exceptions.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website.
60203 Planning Projects - General Includes projects with a unique identification number given to projects that do not fit any of the entitlement application description. Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
GC 4003, 4004; Maintain costs, records and plans.
H&S 19850; Building plans - Life of Building, with exceptions.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website.
60204 Planning Projects - County Includes projects with a unique identification number given to projects outside City boundaries. Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
GC 4003, 4004; Maintain costs, records and plans.
H&S 19850; Building plans - Life of Building, with exceptions.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60205 Appeals Includes projects with a unique number given to an application that allows someone the ability to appeal the approval body’s decision. Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
GC 4003, 4004; Maintain costs, records and plans.
H&S 19850; Building plans - Life of Building, with exceptions State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60206 Administrative Site Plans Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
GC 4003, 4004; Maintain costs, records and plans.
H&S 19850; Building plans - Life of Building, with exceptions.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60207 Annexations Plng PA AC+10 P P GC 34090a; Real property records, maintain Permanently State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 60208 Density Bonus Plng MX CY+5 P P H&S 19850; Building plans - Life of Building, with exceptions.
CC 1351; definitions, community property.
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. 60209 Design Review Projects Plng MX CY+5 P P H&S 19850; Building plans - Life of Building, with exceptions.
CC 1351; definitions, community property.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website.
60210 Design Review Sign Applications Approved
Denied Plng MX CY+5
CY+2 CY+5
CY+2 GC 34090; 2 year minimum requirement.
Administrative Decision: Maintained in paper format for the Current Year plus 5 years.
GC 34090; 2 year minimum requirement.
60211 Development Agreement Applications Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
CC 1351; definitions, community property.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website.
60212 Development Code Amendments Approved
Denied
Compiled into the Municipal Code by the City Clerk after approval. City Clerk & Plng PA AP+2
CY+2 P P
CY+2 GC 34090(e); maintain Permanently.
State of California Guidelines; Permanent.
GC 34090; 2 year minimum requirement. Remove SOS reference. No longer current per SOS website.
60213 Environmental Reviews (CEQA or NEPA) Records may include initial studies, environmental checklists, negative declarations, mitigated negative declarations, mitigated monitoring programs, EIRs, Environmental Assessments and EISs. Plng MX CY+5 P P State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website.
60214 General Applications Approved
Denied
Includes miscellaneous applications not listed within this group. Plng MX CY+5
CY+2 P P
CY+2 H&S 19850; Building plans - Life of Building, with exceptions.
GC 34090; 2 year minimum requirement.
Administrative Decision: Maintained approved applications in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Historical value. 60215 Historic Preservation Applications Approved
Denied Plng H MX CY+5
CY+2 P P
CY+2 H&S 19850; Building plans - Life of Building, with exceptions.
GC 34090; 2 year minimum requirement
Administrative Decision: Maintained approved applications in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Historical value. 60216 Irrevocable Agreement to Annex Applications Plng PA AC+5 P P GC 34090a, Real property records, maintain. 60217 Lot Line Adjustments Plng MX CY+5 P P GC 34090a, Real property records, maintain.
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. 60218 Specific Plans Plng MX AP+5 P P GC 34090a; Real property records, maintain Permanently.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60219 Tentative Parcel Maps Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
CC 1351; definitions, community property.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60220 Tentative Tract Maps Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
CC 1351; definitions, community property.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60221 Variances Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
CC 1351; definitions, community property.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60222 Water Quality Plans Plans for stormwater flow treatment prior to leaving a specific property. Part of the state-wide clean water program. Plng MX CY+5 P P GC 34090a; Real property records, maintain Permanently.
CC 1351; definitions, community property.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60223 Zone Changes Plng MX AP+5 P P GC 34090a; Real property records, maintain Permanently.
CC 1351; definitions, community property.
State of California Guidelines; Permanent
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency. Remove SOS reference. No longer current per SOS website. 60224 Zoning Letters Letters to the public about their specific zones. CY+2 CY+2 GC 34090; 2 year minimum requirement. 60300 Permits Group
60301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
60302 Adult Oriented Business Plng MX AE+2 AE+2 GC 34090; 2 years minimum.
State of California Guidelines; Current year plus 2 years for Temporary Use Permits Remove SOS reference. No longer current per SOS website.
60303 Building Relocation Permits Plng MX CY+2 CY+2 GC 34090; 2 years minimum.
State of California Guidelines; Current year plus 2 years for Temporary Use Permits Remove SOS reference. No longer current per SOS website.
60304 Conditional Use Permits & Alcoholic Beverage Licenses Plng MX CY+5 P P GC 34090; 2 years minimum.
State of California Guidelines; Current year plus 2 years for forms and documents related to federal and state agency permits
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency since permit lasts for the life of the property unless revoked. Remove SOS reference. No longer current per SOS website.
60305 Home Occupation Permits Plng MX AP+5 P P GC 34090; 2 years minimum.
State of California Guidelines; Current year plus 2 years for Use Permits.
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency since permit lasts for the life of the property unless revoked. Remove SOS reference. No longer current per SOS website.
60306 Minor Use Permits Commercial and industrial Plng MX CY+5 P P GC 34090; 2 years minimum.
State of California Guidelines; Current year plus 2 years for forms and documents related to federal and state agency permits
Administrative Decision: Maintained in paper format for the Current Year plus 5 years, then scanned to Laserfiche for permanency since permit lasts for the life of the property unless revoked. Remove SOS reference. No longer current per SOS website. 60307 Temporary Use Permits & Oversize Load Permits Includes temporary sign and banner permits Plng MX AE+2 AE+2 GC 34090; 2 years minimum.
State of California Guidelines; Current year plus 2 years for Temporary Use Permits Remove SOS reference. No longer current per SOS website. 60400 General Plan Group
60401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 60402 General Plan & Elements Plng V PA AP+10 P P GC 34090a; Real property records, maintain.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 60403 General Plan Amendments Approved
Denied Plng V PA AC+5
CY+5 P
P GC 34090a; Real property records, maintain.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 60500 Building & Safety Group
60501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
60502 Building Permits Filed by address B&S EL ACT P P H&S 19850; Building plans - Life of Building, with exceptions.
CC 1351; definitions, community property.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 60503 Plans - Residential Residential blueprints submitted with applications B&S EL AC P P GC 34090; 2 years minimum.
H&S 19850; Building plans - Life of Building, with exceptions.
State of California Guidelines; 2 years after completion for blueprints and specifications submitted with applications, yet states Permanent for plans associated with permits.
Administrative Decision: Permanent for general and internal reference. Scanned after project completion. Remove SOS reference. No longer current per SOS website. 60504 Plans - Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Title 24 Energy Report, Land Surveys, Floodplain Documents, and Tenant improvement plans within existing buildings. B&S EL AC P P H&S 19850; Building plans - Life of Building, with exceptions.
CCP 337.15; 10 years for construction defects.
State of California Guidelines; Permanent.
Administrative Decision: Permanent for general and internal reference. Scanned after project completion. Remove SOS reference. No longer current per SOS website. 60600 Development Services Group
60601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
60602 Right-of-Way Projects Filed by project or parcel number. Includes background documents for grant deeds, deeds, easements, lot line adjustments, permanent utility easements, permanent maintenance easements, eminent domain and other recorded documents maintained by the City Clerk. Also includes copies of the recorded documents. Dev Svcs PA P P P GC 34090a; Real property records, maintain.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. 60603 Appraisals Dev Svcs C PA AC+2 AC+2 GC 34090; 2 year minimum requirement.
GC 6254(h); PRA, confidential record designation until acquisition complete.
State of California Guidelines; 2 years after completion
Administrative Decision: Maintain appraisals for 2 years after completion of the related project. Remove SOS reference. No longer current per SOS website. 60604 Title Reports Dev Svcs PA AC+2 AC+2 GC 34090; 2 year minimum requirement.
GC 6254(h); PRA, confidential record designation until acquisition complete.
Administrative Decision: Maintain title reports for 2 years after completion of the right of way. 60605 Litigation Guarantees Type of insurance policy relating to Right of Way. Dev Svcs PA AC+2 AC+2 GC 34090; 2 years minimum. 60606 Legal/Public Hearing Notices Includes notices for condemnation Dev Svcs PA AC+2 2 AC+4 GC 34090; 2 year minimum.
CCP 343, 349; Statutes of limitations, 4 years.
Administrative Decision: Maintain legal and public hearing notices for 4 years after completion of the project to account for potential litigation. 60607 City Manager Authorization Memos / Letters Approval letters for authorization of compensation or negotiation exchange between the property owner and the City. Dev Svcs PA AC+2 2 AC+4 GC 34090(d); 2 year minimum.
CCP 343; Statutes of limitations, 4 years.
Administrative Decision: Maintain authorization letters for 4 years after completion of the project to account for potential litigation. 60608 Sales of Surplus City Owned Property Dev Svcs PA AC+2 2 AC+4 GC 34090(d); 2 years minimum.
CCP 337; Statute of limitations, 4 years.
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain sales of surplus property for 4 years after sale to meet statute of limitations. Remove SOS reference. No longer current per SOS website. 60609 Street Vacations Dev Svcs PA AC+2 P P GC 34090(d); 2 year minimum requirement.
GC 34090(a); Real property records, maintain.
State of California Guidelines; Permanent Remove SOS reference. No longer current per SOS website. *Add GC 34090 to support retention.
60700 Development Advisory Board Group
60701 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
60702 Agendas Plng PA CY+2 CY+2 GC 34090(d); 2 year minimum.
70000 Engineering Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 70100 General Engineering Group
70101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
70102 GIS/Mapping Includes truck routes, all master plans, circulation maps, FEMA maps. Hosted on GIS web server. Eng EL ACT ACT Transitory Record; Databases are maintained while active. 70103 Surveys & Studies - General
General Studies and Reports
Drainage Studies and Water Quality Management Plans (WQMPs) Eng PA CY+2, AR CY+2, AR
P GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year for general studies and reports.
Administrative Decision; Current year plus 2 years, review annually for relevance to projects. Remove SOS reference. No longer current per SOS website.
Drainage Studies and Water Quality Management Plans (WQMPs) should be retained in perpetuity. DSH 3/2/2026 70104 Master Plans Eng EL S+2 P P GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years after master plan is superseded.
Administrative Decision: Maintain permanently for reference purposes. Remove SOS reference. No longer current per SOS website. 70105 FEMA/Flood Mapping Includes elevation, CLOMA, LOMA, LOMR, and other flood related documents. Eng PA S P P GC 34090; 2 year minimum requirement.
State of California Guidelines; Permanent for flood maps. Remove SOS reference. No longer current per SOS website. 70200 Public Improvement Projects Group
70201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
70202 1 Safety Emergency information form Eng PA AC+2 8 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website.
70203 2 Service Contracts Geotechnical reports, surveying/field notes, design consultant and reproduction services. Eng PA AC+2 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website. 70204 3 General Correspondence To and from CalTRANS, property owners, utility companies, county and/or SANBAG Eng PA AC+2 8 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website. 70205 4 Public Relations Public notices, emergency response, press releases, complaints and other public correspondence Eng PA AC+2 8 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 2 years
Administrative Decision: Maintain for 10 years after project completion to support the construction project files. Remove SOS reference. No longer current per SOS website. 70206 5 Pre Bid Activities Bid advertisements, bidders lists, pre bid addendum, bid summary reports, bid tabulations, project cost estimates and engineers estimates Eng PA AC+2 8 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website. 70207 6 Start of Project Information Project requirements and information, list of submittals, CEQA, NOI and other environmental documents Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements. Remove SOS reference. No longer current per SOS website. 70208 7 Contractor Council agenda items and action reports, contract documents, bid specs, pre-construction meetings, correspondence to/from contractor, 20-day preliminary and stop notices, notices to proceed, notices of completion, bond inquires and as built drawings Eng PA AC+4 6 AC+10 GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; 10 years after completion for capital improvement projects. Remove SOS reference. No longer current per SOS website.
70209 8 Photograph Records Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website.
70210 9 Utility Work Performed Notifications, responses and utility agreements Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website.
70211 10 License Agreements/Permits City construction permits, business licenses, CalTRANS encroachment permits, SBC Trans/Flood Control permits, NPDES permits, railroad license agreements and other agreements Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website.
70212 11 Agreements Right of way, right of entry, and temporary construction easements (TCE) Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website.
70213 12 Funding Applications Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website. 70214 13 Labor Compliance and EEO Employee interviews, EEO and contractor's certified payroll Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website. 70215 14 Progress Schedule/Payment Schedules, payments, weekly status reports and other payments Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website. 70216 15 Weekly Statement of Working Days Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion for capital improvement projects Remove SOS reference. No longer current per SOS website. 70217 16 Material Submittal/Assurance Tests Material submittals, certificates of compliance, independent assurance tests and special inspection reports Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website. 70218 17 City Furnished Materials Includes any materials that the City provides to contractors to complete an installation as part of a project, such as traffic signal poles, traffic signal controllers, etc. Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website. 70219 18 Inspector's Daily Reports Inspector's daily reports Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website. 70220 19 Contract Change Orders Change orders and extra work reports Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website. 70221 20 Protests/Potential Claims/Claims Eng PA AC+4 P P GC 4003, 4004, Maintain.
CCP 337.15; 10 years.
State of California Guidelines; Permanent for capital improvements Remove SOS reference. No longer current per SOS website. 70300 Project Studies & Analysis Group
70301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
70302 Completed Projects May include special studies, feasibility studies, constraints studies, general studies and/or analyses. Eng PA AC+4 6 AC+10 CCP 337.15; 10 years.
State of California Guidelines; 10 years after project completion Remove SOS reference. No longer current per SOS website. 70303 In Progress / Abandoned Projects May include special studies, feasibility studies, constraints studies, general studies and/or analyses. Eng PA CY+3 6 CY+3 GC 34090; 2 year minimum requirement
Administrative Decision: Maintain transitory/abandoned projects for the Current Year plus 3 years to account for project 70400 Land Development Group
70401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
70402 Design Review Eng EL AC P P H&S 19850; Building plans - Life of Building, with exceptions CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Decision: Documents scanned after project completion. Some supporting documents maintained in a skeleton file for reference purposes. Remove SOS reference. No longer current per SOS website.
70403 Plan Check & Inspections Eng EL AC P P H&S 19850; Life of Building, with exceptions CC 1351; definitions, community property
Administrative Decision: Documents scanned after project completion. Some supporting documents maintained in a skeleton file for reference purposes. 70404 Infrastructure Includes plans, reviews, tract maps, lot line adjustments and other related documents. Eng EL AC P P GC 34090a; Real property records, maintain Permanently H&S 19850; Building plans - Life of Building, with exceptions CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Decision: Documents scanned after project completion. Some supporting documents maintained in a skeleton file for reference purposes. Remove SOS reference. No longer current per SOS website. 70500 Subdivisions Group
70501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
70502 Tract Map Files Eng EL AP P P GC 34090a; Permanent for land related documents.
State of California Guidelines; Permanent for maps and plans.
Administrative Decision: Maps are scanned after approved and recorded, then maintained electronically for reference. Remove SOS reference. No longer current per SOS website. 70503 Parcel Map Files Eng EL AP P P GC 34090a; Permanent for land related documents.
State of California Guidelines; Permanent for maps and plans.
Administrative Decision: Maps are scanned after approved and recorded, then maintained electronically for reference. Remove SOS reference. No longer current per SOS website. 70600 Traffic & Traffic Maintenance Group
70601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 70602 Traffic Studies Stored in Traffic Engineering. Received from Planning and from developers - Entitlement Projects.
Independent Traffic Studies Eng PA ACT+2 ACT+2
ACT+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Completion of survey plus 2 years Remove SOS reference. No longer current per SOS website.
RH 03/02/2026 - Traffic Studies may relate to independent traffic studies as well as entitlement projects. Studies related to entitlement projects should follow the retention schedule of all other studies/documents related to entitlement. Studies related to independent traffic studies should be retained for ACT+5 for litigation purposes 70603 Traffic Counts Stored in Traffic Engineering. Received from consultants. Eng EL AC+2 3 AC+5 GC 34090; 2 year minimum requirement.
State of California Guidelines; Completion of survey plus 2 years
Administrative Decision: Maintain for 5 years after completion for trending purposes. Remove SOS reference. No longer current per SOS website. 70604 Citizen Requests Stored in an Access database to respond to citizens. Received as paper form and via the City website Eng PA CY+2 8 CY+10 GC 34090; 2 year minimum requirement.
State of California Guidelines; Current Year plus 2 years for maintenance projects.
Administrative Decision: Maintain for the Current Year plus 10 years for potential litigation support. Remove SOS reference. No longer current per SOS website. 70605 Speed Zones Eng PA ACT+7 ACT+7
ACT+28 GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years after superseded
Administrative Decision: Maintain for 7 years after superseded for historical tracking. Remove SOS reference. No longer current per SOS website.
RH 03/02/2026 - AB 43 now allows speed surveys to remain valid for 14 years instead of 7, as well as allows Cities to use previously adopted speed surveys, thus retention should be ACT+28 70606 Signal Maintenance Logs Preventative maintenance cycle Eng PA CY+2 CY+2 CY+4 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects. RH 03/02/2026 - Revise to CY+4 to be consistent with PW maintenance logs for litigation purposes 70607 Equipment Inventory Includes controllers, LED systems and equipment. Eng PA CY+2 CY+2 GC 34090(d); 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for equipment inventories Remove SOS reference. No longer current per SOS website. 70700 Transportation Group
70701 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 70702 Grants Grant Executive Team (GET) researches grants and information for grant applications. Includes Safe Route to School grant. Eng PA AFP+1 * 4 * AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment. 21 CFR 1403.42(b) & (c); 3 years after last expenditure report. 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan. 24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report.
OMB Cir. A-110, (C)(53); 3 years after submission of final expenditure report or final disposition. 29 CFR 97.42; 3 years.
State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application close-out procedures, if any. Remove SOS reference. No longer current per SOS website. 70703 San Bernardino Associated Governments Eng PA CY+2, AR CY+2, AR GC 34090(d); 2 year minimum requirement.
State of California Guidelines; Administrative Record Remove SOS reference. No longer current per SOS website.
80000 Public Works Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 80100 General Engineering & Public Works Group
80101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
80102 LUCITY Maintenance Tracking System Handles service requests and work orders PW EL ACT ACT Transitory Record; Databases are maintained while active. 80103 Work Orders & Requests Requests by the public for repairs PW PA CY+4 CY+4 GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year for service requests for maintenance.
Administrative Decision: Maintain work orders for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website. 80104 Surveys & Studies - General PW PA CY+2, AR CY+2, AR GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year for general studies and reports.
Administrative Decision; Current year plus 2 years, review annually for relevance to projects. Remove SOS reference. No longer current per SOS website. 80200 Environmental Services Group
80201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
80202 Household Hazardous Waste Program PW MX ACT 2 ACT+2 ACT+3 GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years after program materials are superseded.
Administrative Decision: Maintain program records for 2 years after program is closed/ended. Remove SOS reference. No longer current per SOS website.
22 CCR Section 66262.40 requires at least three (3 years).GM
80203 Sewer Pre-treatment Includes inspections of commercial facilities, inspection reports, notices of violation and permitting related to NPDES Permit. PW MX AC+2 AC+2 AC+3 40 CFR 61.54; 2 years for sludge sampling.
State of California Guidelines; Current year plus 2 years for treatment plant operations Remove SOS reference. No longer current per SOS website.
40 CFR 403.12(o)(2)(3) requires minimum of three (3) years and may be extended in the course of litigation.GM
80204 Solid Waste & Recycling Program Includes notices of violation and complaints PW MX AC+2 AC+2 AC+5 GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years after correction or case closure Remove SOS reference. No longer current per SOS website.
SB 1383 requires 5 year records retention. GM
80205 Poultry Inspections For fly abatement PW MX AC+2 AC+2 GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years after correction or case closure Remove SOS reference. No longer current per SOS website. 80206 Stormwater Program PW MX AC+2 P P
AC+3 GC 34090; 2 year minimum requirement.
State of California Guidelines: Current year plus 2 years, with caveat recommendation of permanent for environmentally sensitive documents. Remove SOS reference. No longer current per SOS website.
California State Water Board requires records be maintained of all monitoring, inspection, QA/QC, Chain of Custody be maintained for 3 years. GM 80207 Water Reclamation Program PW MX CY+2 3 CY+5 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration records.
State of California Guidelines; Current year plus 5 years for reclamation. Remove SOS reference. No longer current per SOS website. 80208 Permits PW CY+2 P P GC 34090; 2 year minimum requirement. 22 CCR s 66270.50; 10 years for hazardous waste permits.
State of California Guidelines; Suggests Permanent for permits, based on environmentally sensitive information. Remove SOS reference. No longer current per SOS website. 80300 Utilities Group
80301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
80302 Sewer Operations & Maintenance Projects Includes inspection, repairs, reports, complaints and general sewer repair and maintenance projects. PW MX CY+2 2 CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
Administrative Decision: Maintain operations and maintenance projects for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website.
80303 Discharge Monitoring PW PA CY+2 3 CY+5 40 CFR 122.41; 5 years 40 CFR 503.17; 5 years
80304 Lift and Pumping Stations PW MX P P P GC 34090; 2 year minimum requirement retention State of California Recommendations; Permanent for location records, such as mains, valves, hydrants and wells Remove SOS reference. No longer current per SOS website. 80400 Streets & Sidewalk Maintenance Group
80401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
80402 Street & Sidewalk Operations & Maintenance Projects Includes inspection, repairs, cleaning, reports, complaints and striping. PW MX CY+2 2 CY+4 GC 34090; 2 year minimum requirement.
State of California Guidelines; Current Year plus 2 years for maintenance projects.
Administrative Decision: Maintain operations and maintenance projects for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website. 80403 Signage PW MX LOS 4 LOS+4 GC 34090; 2 year minimum requirement.
CCP 337; 3 year statute of limitations.
State of California Guidelines; Life of system plus 2 years
Administrative Decision: Maintain operations and maintenance projects for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website. 80404 Pavement Management System Includes the pavement management report for repairs to pavement. PW MX AC+2 2 AC+4 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
Administrative Decision: Maintain operations and maintenance projects for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website. 80500 Facilities Maintenance Group
80501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
80502 Building Operations & Maintenance Projects Includes inspection, repairs, reports, complaints and general building repair and maintenance projects. PW MX CY+2 2 CY+4 GC 34090; 2 year minimum requirement.
State of California Guidelines; Current Year plus 2 years for maintenance projects.
Administrative Decision: Maintain operations and maintenance projects for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website. 80503 Contract Services Includes janitorial and general building maintenance contracting workpapers PW MX AC+2 3 AC+5 CCP 337; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
Administrative Decision: Follow retention life of 5 years for the associated contract for the maintenance services to meet statutes of limitations. 80600 Parks & Land Management Group
80601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
80602 Parks Operations & Maintenance Projects Includes inspection, repairs, reports, complaints and general parks and land repair and maintenance projects. PW MX CY+2 2 CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
Administrative Decision: Maintain operations and maintenance projects for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website. 80603 Graffiti Abatement PW MX CY+2 2 CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for graffiti abatement on municipal buildings.
Administrative Decision: Maintain operations and maintenance projects for the Current Year plus 4 years for claims and liability support. Remove SOS reference. No longer current per SOS website. 80700 Fleet Services Group
80701 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series.
Keep while current.
80702 Vehicle / Equipment Records History of equipment and vehicle repairs and maintenance PW EL LOV 4 LOV+4 GC 34090; 2 year minimum requirement.
CCP 343; 4 years for action.
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations. Remove SOS reference. No longer current per SOS website. 80703 Daily Vehicle Log Books Pre-inspection logs of mileage and time vehicle is driven. PW PA CY+2 CY+4 GC 34090; 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year.
Administrative Decision: Maintain logs for the current year plus 4 years for historical tracking. Remove SOS reference. No longer current per SOS website. Changed to CY+2 80704 Bureau of Automotive Repair (BAR) Inspections Inspection of smog books/results and master maintenance lists by State agency. PW PA AC+2 5 AC+7 GC 34090; 2 year minimum requirement.
Administrative Decision: Maintain for 7 years after completion for reference. 80705 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the DOT. PW PA CY+4 CY+4 GC 34090; 2 year minimum requirement VC 3450.12; maintain inspection reports for at least 2 years. 25 month inspection period.
Administrative Decision: Maintain inspection records for the current year plus 4 years for historical tracking. 80706 BIT Audits DOT audit of BIT records. PW PA AA+4 AA+4 GC 34090(d); 2 year minimum requirement VC 34501.12; maintain inspection reports for at least 2 years. 25 month inspection period.
Administrative Decision: Maintain audit records for the current year plus 4 years for historical tracking. 80707 CARB Permits California Air Resources Board PW PA AE+4 AE+4 GC 34090(d); 2 year minimum requirement.
State of California Guidelines; 2 years plus the current year; may depend upon the agency.
Administrative Decision: Maintain permit records for 4 years after expiration for historical tracking. Remove SOS reference. No longer current per SOS website.
90000 Police Administration Function
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOS - Life of Board/Vehicle/System, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Series Code Series Name Description of Documents, As Needed Office of Record Special Attributes Media Format Active Retention Inactive Retention Total Retention Citations & Legal Basis Notes 90100 General Police Administration Group
90101 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90102 CAD Database CAD call card management software system PDA C EL ACT ACT Database is maintained while active. 90103 Policy Manuals Including, but not limited to, Lexipol policies; Special Orders PDA MX CY 3 CY+3 GC 34090(d); 2 year minimum requirement.; State of California Guidelines.
Changes made to any Lexipol policies over the preceding year will be catalogued in line with the 3 year retention set forth herein. Remove SOS reference. No longer current per SOS website. 90104 LiveScan Fingerprinting Public external requests; Registrants, and any other non-City employment PDA C MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.; State of California Guidelines.
Maintain fingerprint information for city employment in employee's personnel file. Remove SOS reference. No longer current per SOS website. 90105 Concealed Weapons Permit Applications Approved/Denied/Retired Peace Officer Permit Applications PDA PA P P P GC § 34090(d); 2 year minimum requirement; PC 26225; State of California Guidelines. State Recommendation, 2 years after the license expires.
Administrative Decision: Maintain for requirements of PC 26225.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
90106 Citizens Correspondence regarding Department business Correspondence received by Citizens PDA MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement.; State of California Guidelines.
Citizen correspondence investigated and placed in
officer’s personnel file is retained in accordance with either 09-02-02 (Individual Personnel Files) or 09-02-
06 (citizen generated complaints resulting in an IA
Investigation) of this Policy. Remove SOS reference. No longer current per SOS website. 90107 Emergency Operations Planning (EOP) EOP-specific to the Police Department PDA MX S+2 S+2 GC 34090(d); 2 year minimum requirement.; State of California Guidelines. Remove SOS reference. No longer current per SOS website.
90108 Grievances Supporting documentation for the Police Department not otherwise covered by Section
05-08-06 PDA MX AC+2 AC+2 4 State requires 2 years after action is taken; 29 CFR §§ 1602.31 & 1627.3 (b)(ii)
GC §§ 12946, 12960,34090; 4 year minimum
29 USC § 1113, LC § 1174 Remove SOS reference. No longer current per SOS website.
90109 ALPR – Automated License Plate Reader Data downloaded and retained by Department PDA EL CM+2 CM+2 GC 34090(d); 2 year minimum requirement.; State of California Guidelines.
If evidence, follow Evidence/Property retention. Remove SOS reference. No longer current per SOS website.
90110 DOJ Crime Statistics Monthly scanned reports PDA MX P P P GC 34090(d); 2 year minimum requirement.; State of California Guidelines.
Administrative Decision: Maintain for reference.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
90111 Permits/Licenses Including, but not limited to, permits for yard sales, RVs, massage establishments, tow truck drivers, carnival workers, pawn brokers, bicycle licensees, etc., issued by the Police Department PDA MX ACT+2 ACT+2 GC 34090(d); 2 year minimum requirement.; State of California Guidelines. Remove SOS reference. No longer current per SOS website. 90112 Work Schedule Database Work scheduling management software system
PDA EL CY+2 CY+2 EEOC’s basic requirement is 1 year after action; Bureau of National Affairs recommends 2 years for
work schedules.
90113 Confidential Informant Files Legal notifications, identification information, payment information, activities
PDA C MX AT+10 AT+10 GC 34090(d); 2 year minimum requirement; State of California Guidelines.
Administrative Decision: Maintain for 10 years after closure.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision.
90114 Business license background files Live Scan and criminal history checks PDA C MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement; State of California Guidelines. Remove SOS reference. No longer current per SOS website. 90115 Department deposit slips Receipts PDA MX CY+2 CY+2 GC § 34090(d); 2 year minimum requirement;
Copies for audits maintained by Management Services (3-10-03) Remove SOS reference. No longer current per SOS website.
90116 Animal Services Clinics Spay/neuter, vaccination clinic receipts PDA MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement; State of California Guidelines.
Remove SOS reference. No longer current per SOS website.
90117 Asset Seizure Annual Reports Expenditures/Revenues PDA MX CY+10 CY+10 GC 34090(d); 2 year minimum requirement; State of California Guidelines.
Administrative Decision: Maintain for 10 years after closure.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision.
90118 Task Force Reimbursement Billing Back-up documentation PDA MX CY+10 CY+10 GC 34090(d); 2 year minimum requirement; State of California Guidelines.
Administrative Decision: Maintain for 10 years after closure.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
90119 Contracted Services Records Traffic, special event, crowd control, police presence, and other contracted services, etc.; billing and back-up documentation PDA MX CY+2 CY+2 GC 34090(d); 2 year minimum requirement; State of California Guidelines. Remove SOS reference. No longer current per SOS website.
90120 Public Records Act requests Received and managed by the police department (as opposed to requests managed by City Clerk) PDA MX AC+2 AC+2 GC 34090(d); 2 year minimum requirement; State of California Guidelines. Remove SOS reference. No longer current per SOS website.
90121 U-Visa/T-Visa Applications Application and back-up documentation PDA MX CY+25 CY+25 GC 34090(d); 2 year minimum requirement; State of California Guidelines.
Administrative Decision: Maintain for 25 years for reference.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision.
90122 Traffic Impound and Towing reports Includes, but is not limited to, any administrative hearing and supporting
documentation; Franchise Tow/Franchise Tow Inspection Reports PDA MX AC+2 AC+2 GC 34090(d); 2 year minimum requirement; State of California Guidelines. Remove SOS reference. No longer current per SOS website.
90123 Agreements Original contracts and agreements and back-up materials, including leases, license agreements, service/maintenance contracts, etc.
Original contracts/agreements regarding the development of real property, design, specifications, surveying, planning, supervision, testing, or observation of construction or improvement to real property; may include records of retention releases, retention withheld, change orders, etc. PDA MX AC + 4
AC+10 AC + 4
AC+10 CCP 337
CCP 337.2
CCP 343
CCP 337.15
90124 Destruction of items memoranda Includes destruction logs for Internal Affairs, Public Records Act Requests, etc. based on
purging in line with this Retention Schedule
PDA MX P P P GC 34090(d); 2 year minimum requirement; State of California Guidelines.
Administrative Decision: Maintain permanently to support records inventory.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
90125 Alarm Business Permit documents Applications, suspension, revocation materials PDA MX AC+2 AC+2 GC § 34090(d); 2 year minimum requirement; State of California Guidelines. 2 years after correction/completion Remove SOS reference. No longer current per SOS website. 90200 Safety Personnel and Non-Sworn PD Personnel Group 90201 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90202 Individual Personnel Files For all PD employees
PDA C*; with
limited
exceptions MX AT+6 AT+6 29 CFR 1627.3 - 4; 3 years after termination. 29 CFR 1602.30 - 32; 2 - 3 years after termination.
29 CFR 516.5 - 6; 3 years after action.
29 USC 1113; 6 years after date of last action.
GC 12946; 2 4 years after termination or action.
State of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees.
*Certain information disclosable under PC § 832.7 in response to Public Records Act request.
Remove SOS reference. No longer current per SOS website. 90203 Medical Records All employees & applicants
Narcotics officers (including chemical exposure reports) PDA C MX AT+6
P
AT+6
P
AT+6
P
State of California Guidelines; 30 years after
termination.
HR maintains all City personnel files for 30 years.
Department keeps record of limited Medical Records for all PD employees and applicants for 6 years after termination, and permanently for task force employees. Remove SOS reference. No longer current per SOS website. 90204 Background File, includes but is not limited to, Release of Information forms for PD Personnel [to and from PD to outside entities, and Record Check letter], Medical and Psychological Suitability Letters and fingerprinting information Hired
Not Hired PDA C MX AT+6
AC+25 AT+6
AC+25 GC 34090(d); GC 12946; 2 4 year minimum requirement; PC 832.5; ; 29 CFR 1627.3; 3 year required for employees; EEOC/FLSA/ADEA (Age) require 3 years. 90205 Release of Liability Waivers Non-employees/Volunteers (Ride a-longs, helicopter flights and other police-involved
activities) PDA MX CY+2 CY+2 GC § 34090(d); 2 year minimum requirement; State of California Guidelines. CCP § 335.1; 2 years for action on injuries caused by neglect Remove SOS reference. No longer current per SOS website. 90206 Internal Affairs Investigations Includes citizen generated complaints resulting in internal investigations, department-initiated discriminatory harassment and hostile work environment internal investigations PDA C*; with
limited
exceptions PA AC+5 AC+5*
(see notes) PC 832.5(b) Statutory minimum of 5 years; EVC 1045; GC §12946; minimum 4 years; PC 801.5; minimum 4 years; PC 803(c) require retention until final disposition of formal complaint.
*Certain Internal Affairs investigation material disclosable under PC § 832.7 in response to Public Records Act request.
For records existing as of January 1, 2022, no sustained findings destruction eligibility is January 1, 2027; for sustained findings destruction eligibility is January 1, 2037; All other records use the following: no sustained findings destruction eligibility is 5 years following the determination, sustained findings destruction eligibility is 15 years following the determination. (ADD)* For records existing as of January 1, 2022, no sustained findings destruction eligibility is January 1, 2027; for sustained findings destruction eligibility is January 1, 2037; All other records use the following: no sustained findings destruction eligibility is 5 years following the determination, sustained findings destruction eligibility is 15 years following the determination 90207 Internal Affairs Investigations-Department-initiated Include both Sustained and Not Sustained Formal Inquiries, Administrative Reviews and
complaints.
Also includes Administrative Reviews of
Officer Involved Shootings. PDA C*; with
limited
exceptions PA AC+2 AC+2 EVC §1045; GC §12946;
PC §§ 801.5, 803(c) require retention until final disposition of formal complaint; state requires 2 years after action is taken
*Certain Internal Affairs investigation material disclosable under PC § 832.7 in response to Public Records Act request.
This series appears to be duplicative of 09-02-06 but not meet minimum retention requirements based on the citations or nature of the records identified. Request client to provide feedback for specific documents that require short retention. 90300 Police Employee Training Group
90301 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90302 Certificates & Designations All training when a certificate is provided PDA MX AT+6 AT+6 GC 34090(d); 2 year minimum requirement State of California Guidelines; 2 years plus the current year for certifications and designations. Remove SOS reference. No longer current per SOS website. 90303 POST Training Internal POST training sign-in sheets, roster, course outline, and instructor roster PDA MX AT+6 AT+6 GC 34090(d); 2 year minimum requirement; 29 CFR 1627.3(b); 1 year for training records; GC 12946; 2 4 years after termination; 29 CFR 516.6 et. seq.
2 years after termination for certificates and designations training. 90304 Non-POST Training Classes All non-certified POST training such as formal departmental training including, but not limited to, rosters, course outline, and training memos. PDA MX AT+6 AT+6 GC 34090(d); 2 year minimum requirement; 29 CFR 1627.3(b); 1 year for training records; GC 12946; 2 4 years after termination; 29 CFR 516.6 et. seq.
2 years after termination for certificates and designations training. 90305 Range Qualifications In-house qualifications PDA MX AT+2 AT+2 GC 34090(d); 2 year minimum requirement. State of California Guidelines. Remove SOS reference. No longer current per SOS website. 90306 Department Employee Training Manuals, related materials Includes, but not limited to, Field Training Officer Manual, and trainee logs for Sworn
personnel and Training Officer Manuals and
trainee logs for non-sworn personnel PDA MX AT+6 AT+6 GC 34090(d); 2 year minimum requirement. State of California Guidelines.
Administrative Decision: Maintain for reference.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
90400 Volunteers Group
90401 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90402 Volunteer/Chaplain Personnel Files Accepted applications:
Includes but is not limited to background
checks, emergency, and contact information.
Denied Applications: PDA MX
AT+6
AC+3
AT+6
AC+3 GC 12946; 2 4 years after completion/position filled. 29 CFR 1602.14; 1 year after position filled.
29 CFR 1602.13; Maintain EEOC demographic information.
29 CFR 1627.3; 1 year after position filled.
State of California Guidelines; 2 years after termination Remove SOS reference. No longer current per SOS website. 90403 Explorer Program Personnel Files Accepted applications:
Includes but is not limited to background
checks, emergency applications, and contact information
Denied Applications: PDA
AT+3
AC+25
AT+3
AC+25 GC 12946; 2 4 years after completion/position filled. 29 CFR 1602.14; 1 year after position filled.
29 CFR 1602.13; Maintain EEOC demographic information.
29 CFR 1627.3; 1 year after position filled.
State of California Guidelines; 2 years after termination Remove SOS reference. No longer current per SOS website. 90500 Code Enforcement Group
90501 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90502 Code Enforcement Case Files – Regular (includes, but is not limited to, weed abatement, and vehicle related citations) Includes inspections, citations, correspondence, notices of liens mailed to property owners, photographs, notes, e-mails, complaints and violation resolution. Code AC+1 1 AC+2 GC § 34090(d); 2 year minimum requirement;; State of California Guidelines. 2 years after correction/completion, and following exhaustion of any administrative remedies. Remove SOS reference. No longer current per SOS website. 90503 Prosecution Cases - Civil Long term and repeat offenders Records AC+1 1 AC+2 GC § 34090(d); 2 year minimum requirement.; State of California Guidelines. 2 years after correction/completion. Administrative Decision: Department retains working copies, City Prosecutor responsible for original court conformed copies.(ADD)* Remove SOS reference. No longer current per SOS website. *Add administrative decision.
90504 Prosecution Cases - Criminal Long term and repeat offenders Records AC+1 1 AC+2 GC § 34090(d); 2 year minimum requirement; State of California Guidelines. 2 years after correction/completion. Administrative Decision: Department retains working copies, City Prosecutor responsible for original court conformed copies. Remove SOS reference. No longer current per SOS website. 90600 Criminal Records
90601 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90602 Drug Offender Registrants Drug Registration Documents PDA MX AC+5 AC+5 GC § 34090(d); 2 year minimum requirement; State of California Guidelines. H&S § 11590 4 Remove SOS reference. No longer current per SOS website.
Update H&S 11590 to 11594 "All registration requirements set forth in this article, as it read on January 1, 2019, are terminated. The statements, photographs, and fingerprints obtained pursuant to this section, as it read on January 1, 2019, are not open to inspection by the public or by any person other than a regularly employed peace or other law enforcement officer." 90603 Sex Offender Registrants Sex Registration Documents PDA MX P P Until Registrant is deceased or sealed for juveniles; PC § 290; W&I § 781(b) Permanent (ADD)* *Add retention requirement. 90604 Arson Offender Registrants Arson Registration Documents PDA MX P P Until Registrant is deceased or sealed for juveniles.
PC § 457.1, W&I § 781(b). Permanent (ADD)* *Add retention requirement. 90605 Gang Registrant Gang Registration Documents PDA MX P P Until Registrant is deceased or sealed for juveniles; PC §§ 186.30; 186.32; W&I §781(b). Permanent (ADD)* *Add retention requirement. 90606 Crime Reports: “Detention Only” Retainable Arrests (Detention certificate) PDA MX AC+5 AC+5 Provided there are no outstanding warrants, deaths, and it is not classified under PC §800 et seq. or §
290; Statute of Limitations is 2 years; Destroy records of juvenile offenders re: marijuana after age 18; H&S §11361.5; PC § 800 et seq.
90607 Crime Reports: Bodies – Natural Death, Released by Coroner PDA MX AC+5 AC+5 GC 34090(d); 2 year minimum requirement. GC 27490; The Coroner’s office maintains files consisting of records collected during the course of the death investigation with respect to response at the scene and investigation, including log of vehicles deployed, log of staff assignment and deployment for 5 years.
The Coroner also maintains a case file which contains all information records pertaining to each decedent and generated in the course of the death investigation. Includes: Autopsy report, investigation report, toxicology report, tool mark analysis, gunshot residue, decedent's photographs, outside agency photographs, x-rays, HIV test results, correspondence, copies of outside agency reports, and related records. These files are Permanent with the office of the coroner.(ADD)*
State of California Guidelines; 2 years after
correction/completion. Remove SOS reference. No longer current per SOS website. *Add retention notes to support retention.
90608 Crime Reports: Infractions, Misdemeanors (Except Marijuana less than 28.5 grams), Lost/Stolen Property (No Serialized Property or NCIC Entry), Suspicious Circumstances PDA MX AC+5 AC+5 Provided there are no outstanding warrants, deaths, and it is not classified under PC §800 et seq. or §
290; Statute of Limitations is up to 3 years; Destroy
records of juvenile offenders re: marijuana after age
18; H&S §11361.5; PC §§ 484-502.9, 802
90609 Crime Reports: Felonies Except Homicide, Juvenile, Child Abuse, or Sexual Assault. PDA MX AC+10 AC+10 NOTE: destruction of felony, misdemeanor and infraction crime and supplemental reports cannot
include: 1) an adjudicated arrest except for H&S §
11357 or H&S § 11360 violations; 2) unserved
warrants; 3) identifiable items which have not been
recovered; 4) any case related to PC §§ 290, 457.1 or H&S § 11590 registrants; 5) any violation listed in PC §§ 799 or 800 et seq.; 6) any case presently involved in either civil litigation or criminal prosecution. 90610 Crime Reports: Felonies: Reduced To Misdemeanor PDA MX AC+5 AC+5 Provided there are no outstanding warrants, deaths, and it is not classified under PC §§ 800 or 290;
Statute of Limitations is up to 3 years; Destroy
records of juvenile offenders re: marijuana after age
18; H&S §11361.5; PC § 801 et seq.
90611 Crime Reports: Felonies: Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder Abuse, Sexual Assault and Neglect, Misuse of Public Funds, Train-wrecking, Treason, Suicide. (Crimes subject to Death Penalty or without Statute of Limitations) PDA MX P P P PC §§ 187, 207-210, 219, 261, 286, 288, 288a, 288.5, 289, 289.5, 799, 803. Permanent (ADD)* *Add retention requirement. 90612 Crime Reports: Child Abuse Unsubstantiated Cases: Child Abuse, Child Neglect PDA MX AC+10 AC+10 PC §§ 11169(c), 11170(a)(3)
90613 Crime Reports: Marijuana Citations or Reports (less than 28.5 grams) PDA MX AC+2 AC+2 GC § 34090(d); 2 year minimum requirement.; State of California Guidelines.
H&S §11361.5; Destroy records of juvenile offenders
re: marijuana after age 18. Remove SOS reference. No longer current per SOS website. 90614 Crime Reports: Sealed Records PDA MX Sealing Date+5 years Sealing Date+5 years Statute of Limitations runs up to age of majority + 8 years; Sealing for Juveniles and Wards of the Court
retained for 5 years; CCP §340.1; W&I §781(d).
90615 Crime Reports: Stolen vehicles Recovered
Not Recovered
PDA MX CY+3
P
P
CY+3
P
GC 34090(d); 2 year minimum requirement. Statute of Limitations; 3 years.(ADD)* State of California Guidelines. Statute of Limitations; 3 years. Remove SOS reference. No longer current per SOS website. 90616 Crime Reports: Weapons, Lost / Stolen Property (Serialized or Property Entered into NCIC) Recovered
Not Recovered
PDA MX CY+5
P
P
CY+5
P
GC 34090(d); 2 year minimum requirement. Statute of Limitations; 3 years.(ADD)* State of California Guidelines. Remove SOS reference. No longer current per SOS website. *Add notes to support retention.
90617 Incident Reports: Non-criminal PDA MX CY+3 CY+3 GC 34090(d); 2 year minimum requirement.
State of California Guidelines. Statute of Limitations; 3 years.(ADD)* Remove SOS reference. No longer current per SOS website. *Add notes to support retention.
90618 Incident Reports: Found Property/Safekeeping Reports PDA MX CY+3 CY+3 If artifact over $10,000, artifact is permanent – Statute of Limitations is up to 3 years (recovery from seized property by police is 1 year); CCP §§ 338(c), 340(d), 341(a). 90619 Incident Report: 5150 WIC 72 Hour Hold PDA MX CY+10 CY+10 GC 34090(d); 2 year minimum requirement.
State of California Guidelines..
Administrative Decision: Maintain for 10 years after closure.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add notes to support retention.
90620 Reports: Missing Person & Runaway Resolved
Unresolved
PDA MX CY+3
P
P
CY+3
P
GC 34090(d); 2 year minimum requirement
State of California Guidelines. Statute of Limitations; 3 years.(ADD)* Remove SOS reference. No longer current per SOS website. *Add notes to support retention.
90621 Reports: Traffic Collisions-Non Fatal PDA MX CY+3 CY+3 GC § 34090(d); 2 year minimum requirement.; State of California Guidelines. Actions against drivers must be brought in 3 years, VC §2547. Remove SOS reference. No longer current per SOS website.
90622 Reports: Traffic Collisions-Fatal PDA MX P P P PC §§ 187, 191.5, 192(c), 800 et seq 90623 Jail Documents Daily Logs and Inmate files PDA MX CY + 6 CY+6 GC § 34090(d); 2 year minimum requirement; State of California Guidelines. State Recommendation, 6 years after current year
Administrative Decision: Maintain for 6 years after current year.(ADD)*. Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
90624 Juvenile Detention Logs In-Custody and Non-custody PDA MX CY + 6 CY+6 GC § 34090(d); 2 year minimum requirement; State of California Guidelines. State Recommendation, 6 years after current year
Administrative Decision: Maintain for 6 years after current year.(ADD) Remove SOS reference. No longer current per SOS website. *Add administrative decision to support retention.
90700 Recordings
90701 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90702 Audio/Video Recordings Radio Traffic, Dispatch 911 and nonemergency calls, desk phone audio, Jail video recordings PDA EL 13 months 13 months GC § 34090.6 (phone recordings – 100 days retention; routine video monitoring – 1 year retention), unless longer retention required, for example, recordings used as evidence in any claim filed or pending litigation. 90703 Body Worn Camera Footage PDA EL 60 days; 60 months 60 days; 60 months PC § 832.18, non-evidentiary data shall be retained for 60 days. Evidentiary data shall be maintained for
a minimum of 60 months, unless longer retention
required. The retention period for evidentiary data are subject to state evidentiary laws. (ADD)* *Add - Case by case basis - "evidentiary data" must be maintained according to state evidentiary laws. 90800 Property and Evidence
90801 General Information All Depts MX AR AR Administrative Record; Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record series. Keep while current. 90802 Daily logs for property and evidence room Entering/exiting property PDA MX CY+25 CY+25 GC 34090(d); 2 year minimum requirement State of California Guidelines.
Administrative Decision: Maintain for 25 years after current year.(ADD) *Add administrative decision to support retention.