Agenda packet, first session — Glendale City Council, January 18, 2022 (part 1 of 2)

A G E N D A

GLENDALE CITY COUNCIL
(STAFF ACCESS ONLY) COUNCIL CHAMBERS
613 E. Broadway, 2nd Floor
Glendale, CA 91206
Meetings are broadcast live on Glendale TV, viewable on Spectrum Cable, channel 6, and AT&T U- verse, channel 99. Meetings are also streamed live in high definition (HD) on the city's webpage, glendaleca.gov/live , on YouTube.com/myglendale , and on Apple TV, Roku, and Amazon Fire devices using a free app called Screenweave and choosing “Glendale TV” from the menu. Meetings are also archived on the City Website for viewing anytime at glendaleca.gov/agendas . Call (818) 548-4013 for program schedules. DVDs of the proceedings are available for purchase in the City Clerk's Office.

If you have any question about matters on the agenda, or requests for assistance, please contact the City Clerk at (818) 548-2090 during regular business hours.

PLEASE TURN OFF CELLULAR PHONES WHILE INSIDE THE MEETING LOCATION In compliance with the Americans with Disabilities Act (ADA) of 1990, auxiliary hearing aids, sign language translation, and Braille transcripts are available upon request. Assisted listening devices are available same-day upon request. At least 48 hours (or two business days) notice is required for requests regarding sign language translation and Braille transcription services. All documents related to open session items on this agenda that are received less than 72 hours prior to this meeting, and are public records, will be available for review in the Office of the City Clerk, 613 E. Broadway, RM 110, Glendale, CA 91206.

Translation services are provided for meetings through the use of bilingual staff for speakers who wish to utilize the service as available. Speakers should state their request by contacting the City Clerk’s office at (818) 548-2090, at least 24 hours prior to the scheduled meeting. Please specify the language for which you require translation. The exclusive use of City provided interpreters is not required and persons are welcome to use their own interpreter or speak in their native language.

JANUARY 18, 2022 AT 6:00 PM
To help slow the transmission of COVID-19, and protect the health and safety of the community, City Council, as well as Board & Commission meetings, will continue to be closed to the public for in-person attendance.

The public is encouraged to watch and participate from the safety of their homes to practice social distancing. Meetings are broadcast live on Glendale TV, viewable on Spectrum Cable, channel 6, and AT&T U-verse, channel 99. Meetings are also streamed live in high definition (HD) on the city's webpage, glendaleca.gov/live , on YouTube.com/myglendale , and on Apple TV, Roku, and Amazon Fire devices using a free app called Screenweave and choosing “Glendale TV” from the menu.

For public comments and questions during the meeting, call (818) 937-8100. Public comments on a specific agenda item will be taken when that agenda item is discussed. 1 TYPED 1/18/2022 9:28:53 AM
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ROLL CALL

1. CLOSED SESSION – 1:00 PM (To Commence at 3:00 PM )
a. Conference with Legal Counsel – Pending Litigation: Glenoaks Canyon Homeowners Association v. City of Glendale, L.A.S.C Case No. 22STCP00114 b. Public Employment – Attorneys
c. Conference with real property negotiators. City negotiators attending the closed session are: Roubik Golanian, Phil Lanzafame, Mark Berry, Onnig Bulanikian, Michael J. Garcia, and Gillian van Muyden. Property location: APN: 5630-026-904 (unimproved property adjacent to 3105 Peters Circle) . Negotiating Parties: Noune Serobian. Instructions to the negotiator(s) will concern the price and terms for the sale of property

2. REGULAR BUSINESS AGENDA – 6:00 PM
Roll Call
a. Flag Salute: Mayor Devine
b. Invocation: Aram Adjemian, City Clerk
c. Report of City Clerk, re: Posting of Agenda. The Agenda for the January 18, 2022 Regular Meeting of the Glendale City Council was Posted on January 12, 2022 on the Bulletin Board Outside City Hall

3. PRESENTATIONS AND APPOINTMENTS
a. Agenda Preview for the Meetings of Tuesday, January 25, 2022 b. Appointment of Board and Commission Member (Brotman, 1/11/2022)

1. Danielle Lockareff, Design Review Board

4. CONSENT ITEMS (Including Minutes)
The following are Routine and May be Acted Upon by One Motion. Any Member of Council or the Audience Requesting Separate Consideration May do so by Making Such Request Before Motion is Proposed.
a. Public Works, re: Contract Award for the Elevator Renovations at Various Facilities

1. Motion authorizing the City Manager or his designee to execute a contract with KONE, Inc., for the Elevator Renovations at Various Facilities in an amount not to exceed $649,450, plus a 10% contingency of $64,945

2. Resolution of appropriation
b. Fire Department, re: One Year Extension of the Emergency Medical Services (EMS) Medical Director contract with Dr. Angelica Loza-Gomez, M.D.

1. Motion to approve an amendment to an existing Professional Services Agreement (PSA) with Dr. Angelica Loza-Gomez, M.D. and the City of Glendale

2. Motion to approve an amendment to an existing PSA with Dr. Angelica Loza-Gomez, M.D. and the Verdugo Fire Communication Center
c. City Attorney, re: Contract Award for New Insurance Broker

1. Motion authorizing the City Manager, or his designee, to enter into and execute a three- year professional services agreement with Alliant Insurance Services, Inc. for insurance broker services for a contract amount of $170,000, with a City option to extend for an additional two years in the amount of $122,005
d. Fire Department, re: Peraton (former Northrop Grumman) Contract amendment to add funds for Tablet Command API
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1. Motion to approve an amendment to an existing professional services agreement between City of Glendale and Peraton/Northrop-Grumman Systems Corporation in the amount of $58,991.62

5. CITY COUNCIL/STAFF COMMENTS

6. COMMUNITY EVENT ANNOUNCEMENTS (3-Minutes)

7. ADOPTION OF ORDINANCES

8. ACTION ITEMS
a. Fire Department, re: Standardization of specialized equipment in conjunction with MSA self-contained breathing apparatus (SCBA), manufactured by MSA Safety Incorporated

1. Resolution to adopt standardization policy, and authorize the purchase of equipment and supplies manufactured by MSA Safety Incorporated
b. Glendale Water and Power, re: Phase III of Mandatory Water Conservation with the Applicable Drought Charge, and Glendale Water & Power’s (GWP) Water Conservation Programs

1. Resolution implementing Phase III of Mandatory Water Conservation with the Applicable Drought Charge

2. Motion to Note and File Report on Glendale Water & Power's Water Conservation Programs
c. City Attorney, re: Approval of First Amendment to City Manager Employment Agreement with Roubik Golanian to Provide a 5% Salary Adjustment

1. Motion Approving First Amendment to City Manager Employment Agreement d. City Clerk, re: Records management program and records retention schedule

1. Resolution adopting a records retention schedule and policy for authorizing destruction of certain City records
e. Public Works, re: Further Recommendations on the State of the Community Forest

1. Motion to set the City of Glendale's citywide tree canopy goal at 25%

2. Resolution dispensing with competitive bidding and authorizing the City Manager, or a designee, to amend contract 8000974 for City Tree Services, with West Coast Arborists, Inc. (WCA) increasing the contract amount by $250,000 to $7,306,000, for the purpose of utilizing Measure S funds to plant trees
f. City Attorney, re: Receive and File Certification of Signatures on a Petition Received and Verified for a Partial Referendum of Ordinance No. 5974 Authorizing the Execution of a Development Agreement by and between the City of Glendale and Vista Investments, LLC, for development of a hotel at 120 West Colorado Street; Council Consideration of Repeal of Ordinance No. 5974, or Submission to City of Glendale Voters of the Partial Repeal

1. Motion to Receive and File Certification of Signatures on a Petition and Verified for a Partial Referendum of Ordinance No. 5974

2. Introduction of Ordinance Repealing that part of Ordinance No. 5974 Authorizing the Execution of a Development Agreement by and between the City of Glendale and Vista Investments, LLC

3. Motion Directing Staff to Prepare Resolutions Necessary to Place the Partial Referendum of Ordinance No. 5974 on the Ballot at the June 7, 2022 General Municipal Election
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9. HEARINGS
a. Community Development, re: Extension of Interim Urgency Ordinance Regarding Senate Bill 9 Housing Development and Lot Split Projects and Senate Bill 478 Floor Area Ratio Standards

1. Introduction of Interim Urgency Ordinance of the Council of the City of Glendale, California, Extending By Ten Months and Fifteen Days Ordinance No. 5981 Establishing Interim Standards and Ministerial Processes for Reviewing and Approving Eligible SB 9 Projects and Setting Minimum SB 478 Floor Area Ratio Standards for Certain Multi- Family Housing Development Projects

10. REPORTS - INFORMATION

11. WRITTEN COMMUNICATIONS

12. ORAL COMMUNICATIONS
Discussion is Limited to Items NOT a Part of this Agenda. Council May Question or Respond to The Speaker But There Will be no Debate or Decision. The City Manager May Refer the Matter to the Appropriate Department for Investigation and Report.

13. NEW BUSINESS

14. ADJOURNMENT
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Addendum
Danielle Lockareff application for DRB appointment
01/03/2022
III. BUSINESS/PROFESSIONAL EXPERIENCE office42 architecture “Job description”:

The role of Senior Associate, Project Manager and residential division lead at ofﬁce42 entails actively leading junior design staff, on up to 15 residential projects at a time, through 8 phases of the architectural design process: from the initial pre-design to permitting, through construction administration. The following is the description provided by ofﬁce42, and the AIA:
“Manage multiple small/medium projects, and estimate the scope of work. Has full responsibility for managing all aspect of multiple small to midsize projects. Prepares strategic plans for project success. Responsible for the coordination of all project efforts, administrative and technical, to ensure the most efﬁcient and cost-effective execution of assigned projects. Serves as the primary client liaison to bring the schedule, budgets, and scope of work to completion and to the client’s satisfaction. Actively manages client budgets, schedules, and programs; project communications and documentation; ofﬁce administrative tasks; and project team assignments.

Estimates fees, determines scope of work, and prepares proposals and contract.” IV. Organizations/Civic Activities
American Institute of Architects
AIA Design for Dignity Conferences (Attendee)
Association for Woman in Architecture & Design
Girl Scouts of the Greater Los Angeles (troop co-Leader, 8 years) Women's Twentieth Century Club of Eagle Rock
Skid Row Improvement Coalition, Social Model & the LA Mayor’s ofﬁce (community meetings and build days) Would Works (Construction, volunteer)
FOLAR (Friends of the Los Angeles River)
Glendale Trails and Open Space (Volunteer)
Ascencia, Glendale (Guest Chef, volunteer)
AYSO region 88 Glendale (Referee)
Cal Creative Charter School, (Build Committee, 8 years) PTA Book Fair (Chairperson, multiple years)
Holiday Cheer for MEND, Good Shepherd Center for Women, CRI help, and more (Event volunteer) Winter Shelter, Los Angeles (Guest Chef, volunteer)
Downtown Woman’s Shelter (Donation collection)
Greater Los Angeles Homeless Count (Volunteer)
Silverlake Community Church Food Pantry and Donations (Donation collection) Dream Center (Volunteer, furniture construction)
RealAbilities Film Festival (Volunteer)
MBK Alliance (speciﬁcally, Arts for Healing and Justice) Community Coalition (Event volunteer, ADU information booth) Surfrider Foundation
Porpoise Conservation Society (education booth, Santa Monica Aquarium & Aquarium of the Paciﬁc) Annual holiday Cards for children in Juvenile hall
Annual caroling at a Senior care facility
Los Angeles Community College Math Department Contest (Volunteer, pro-bono design) dlockareﬀ@o42arch.com | ADDENDUM | page 1 7 of 455
V. QUALIFICATIONS / EXPERIENCE “list relevant”:
• Glendale resident for over twenty years; extremely familiar with the various areas of Glendale, regional architecture, schools, businesses, parks, open space, and the community. • Accredited Bachelors of Architecture degree from California Polytechnic University, Pomona • Over 13 years of design experience in the architectural ﬁeld, with wonderful mentors, who are highly regarded in the architectural profession. 8 years of which have been spent as a project manager at ofﬁce42 architecture, where I currently work, and mentor others.
• Experience with taking projects through the permit process, in multiple jurisdictions, some of which have required a planning committee, historic, or design review.
• Experience permitting residential projects in Glendale (no design review board required). • Experience with working on multiple project types; multi-family, commercial, museum, education, civic, and residential, with a focus on single family residential projects. • Experience working with, and leading within community organizations. • Current experience is with a mission driven B corporation, where our goal is to positively impact our community through design, and to make good design available to everyone. Our strong guiding principles are in line with the roles of the design review board.

V. OTHER INFORMATION
B. “Please include a brief written statement outlining your views on the roles and responsibilities of this Board or Commission, its key issues, and your goals if appointed:” If appointed, my role on the Design Review Board would be to collaborate with my colleagues on the board & city staﬀ, and to hear the community, as we review the appropriateness of new development and exterior modiﬁcations to existing structures. It would be my responsibility to provide clear guidance and recommendations to foster creative, and quality architectural design that positively contributes to the character of Glendale. It would also be my responsibility to verify that the designs are consistent with adopted design standards, compatible with existing neighborhoods, and to review staﬀ recommendations based on those standards. The intent and purpose of the Design Review is also clearly outlined in 30.47.010 of the Glendale’s Municipal Code, sections A - H.

I am highly motivated to be of assistance with the following key issues and goals:
• Upholding the city design standards: I will work to ensure that good design, as deﬁned by code, is implemented, to protect and enhance the positive aesthetics, character, and scale of Glendale communities. • Fostering community, growth, & diversity: I will encourage the design of beautiful structures & streetscapes that will be desirable and pleasant to live in, and walk through. Thoughtful and beautiful growth of cities can be achieved with the use of several design tools that are in the code such as approachable articulated facades, diversity of design, balance, and building massing scale. • Compatible design: I will strive to preserve and respect historic neighborhoods, and the unique character of various areas of Glendale, while simultaneously encouraging new, innovative, and creative design ideas. • The housing crisis: I hope to have the opportunity to make the design review process helpful, eﬀective, and eﬃcient, for urgently needed, aesthetically pleasing aﬀordable housing projects. • Sustainability and regenerative design: I will encourage projects to take advantage of passive and active design strategies that are site & environmentally sensitive. • Collaboration: It is my goal to provide valuable recommendations & guidance to designers who come before the board, and to also be an empathetic listener as a team member, working towards our common objectives. dlockareﬀ@o42arch.com | ADDENDUM | page 2 8 of 455
Danielle Lockareff
Senior Associate, Architectural Project Manager at ofﬁce42 architecture Credentials:

Bachelors of Architecture, 2000
California Polytechnic State University, Pomona
NCARB ARE Candidate
Relevant Experience:
2013 - 2022 ofﬁce42 architecture, project manager, senior associate 2002 - 2004 Lee + Mundwiler architecture, designer
2000 - 2002 Randal Stout Architects, designer, associate 1998 - 1999 Nardi Associates, intern
1997 - 1998 Michael W. Folonis Architects, intern
1997 Clara Butcher Morgan, Architect, intern
Project Awards & Selected Publications:

AIA National Housing Award, Coconut House, L+M architecture Los Angeles Times Home of the Day, Coconut House, L+M architecture Architectural Record, Coconut House, L+M architecture
AIA National Honor Award for Urban Design, Bundesplatz, L+M architecture AIA/CC Merit Award for Urban Design Bundesplatz, L+M architecture

International Architecture Award, Taubman Museum of Art, RSA American Architecture Award, Taubman Museum of Art, RSA “Environmental Alchemy: Randall Stout Architects” Edizioni Press Publication, Multiple projects, RSA Wood Design and Building Honor Award 2004, Cognito Films, RSA AIA/CC merit Award 2003, Cognito Films, RSA
AIA/LA merit Award 2001, Cognito Films, RSA
AIA renovation award, Entenza Case Study House, MF architects AIA National Housing Award, Entenza Case Study House, MF architects Student Competitions & Awards:

Concours, Award for Thesis Design Excellence
Outstanding Fourth year Design Award
Outstanding Second year Design Award
Cal State Universities Student Research Competition:

Representative for the Cal Poly Pomona Architectural Department at an academic showcase of outstanding student research accomplishments in all ﬁelds AIA/AAF Scholarship; Scholastic Award
National Award of Merit “Leading Edge Student Design Competition” Coleman Grifﬁth Senior Architecture Scholarship
Afﬁliations and Memberships:

American Institute of Architects
Association for Woman in Architecture & Design
Girl Scouts of the Greater Los Angeles (troop co-Leader, 8 years) Women's Twentieth Century Club of Eagle Rock
FOLAR (Friends of the Los Angeles River)
dlockareﬀ@o42arch.com | RESUME | page 1 9 of 455
Selected Projects:

NON-PROFIT:

Skid Row Housing Trust Crest Apartments, o42 architecture Van Nuys, CA
Custom bedroom and exterior furniture design for 63 studio apartments, and outdoor eating and lounge areas.

YWCA Woman’s Bridge Transitional Housing, o42 architecture Los Angeles, CA
ADA upgrades to an existing Historic building in Hollywood to allow for the conversion to a women’s shelter.

The Refresh Spot, o42 architecture
Los Angeles, CA
2,400 square foot parking lot turned into the City of Los Angeles’ ﬁrst pilot program Hygiene Station which serves up to 800 people a day. Included trailers for toilets, showers, washer/dryers, custom furniture, and outdoor beautiﬁcation completed by the community on a build day.

Community Coalition Headquarters, o42 architecture
Los Angeles, CA
Complete build-out and exterior building renovation of an 8,000sf community organizing ofﬁce and community center.

MULTI-FAMILY HOUSING:

Manhattan Beach Motel, L+M architecture
Manhattan Beach, CA
The scope of this complete remodel included 15 rooms with kitchenettes, intended for extended stay, short term living units.

Strathmore Apartments, L+M architecture
Westwood, CA
Thoughtful restoration of historic 8 unit multifamily Apartment originally designed by Richard Neutra in 1937.

COMMERCIAL:

Cognito Films Interior renovation, RSA
Culver City, CA
11,300 sf warehouse renovation that utilized 12x12 inch large 14 -33 foot long stacked wood lumber used to sculpturally create functional work and meeting rooms for a creative ﬁlm studio.

Westgate Media Park, RSA
Los Angeles, CA
120,000 sq. ft. extensive renovation and update of the exterior and interior an ofﬁce building. Transformation of the exterior was achieved by articulating the facade with functional & sculptural metal shade canopies.

CIVIC AND PLANNING:

Bundesplatz, L+M architecture
Government plaza in Bern, Switzerland
The new plaza designed to retain openness to allow for the frequent community events, markets and gatherings which take place in the square. The project included large stone tiles, a playful fountain, and lighting that engages the community in this public space.

Compliments, without detracting from the historic Capital. dlockareﬀ@o42arch.com | RESUME | page 2 10 of 455
MUSEUM:

Taubman Museum of Art, RSA
Roanoke, VA
A new 81,000 q. ft. uniquely sculptural steel frame Art museum built in the heart of the city creating a unique landmark for Roanoke.

EDUCATION:

Evergreen Preschool, o42 architecture
Pasadena, CA
Complete transformation of a commercial building that had an original house at its center, into a Preschool (infant - K) for 40 students.

Cal Creative (formerly Los Feliz Charter School for the Arts), o42 architecture Los Angeles, CA
Pro Bono work on multiple build projects that signiﬁcantly improved A LAUSD elementary school campus over the course of 8 years.

Design, procurement of grants, permitting, and execution of projects, such as a very large shade structure funded by Kaboom!.

University of California, Riverside Alumni & Visitor Center, RSA Riverside, CA, USA (Unbuilt)
Schematic design and programming of a new 38,000 sq. ft. Alumni & Visitor Center.

RESIDENTIAL:

Merriman ADU, o42 architecture
Glendale, CA
400 sq. ft. garage conversion into a detached one bedroom ADU.

El Sereno ADU, o42 architecture
Pasadena, CA
Ground up 500 sq. ft. ADU. This project was designed to meet ADA standards, to be used for an assisted living rental unit. This green building design utilizes innovative low waste and thermally efﬁcient products, such as SIPs (Structural Insulated Panels).

Grifﬁth Park Boulevard House, o42 architecture
Los Angeles, CA
New single family residence nestled into a hillside, to avoid costly caissons, amongst other beneﬁts. The home has a 2 story central kitchen and stair volume that opens to a large skylight which brings light though the core of the submerged house.

Coconut House, L+M architecture
Mar Vista, CA
New 1,800 sq. ft. house which was built on a narrow 2,500 square foot lot. Highly efﬁcient modern home opens inward to the outdoors, with a private central two story courtyard.

Wasson Residence, RSA
Norris,Tennessee
4,200 sq. ft. new single family residence on a thickly wooded hillside. This modern home was inspired by the client’s historic family barn.

Entenza Case Study House, MF architects
Santa Monica, CA
Compete exterior and interior restoration of historic 850 sq. ft. Case Study house initially designed by Harwell H. Harris for John Entenza in 1937, with the goal of updating the kitchen, and bathroom while preserving the rich history of the home. dlockareﬀ@o42arch.com | RESUME | page 3 11 of 455
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Contract Award for the Elevator Renovations at Various Facilities

2. Resolution of appropriation

COUNCIL ACTION
Item Type: Consent Calendar
Approved for January 18, 2021 calendar

EXECUTIVE SUMMARY
The Elevator Renovations at Various Facilities Project entails the complete overhaul of eight existing City elevators, including replacing a variety of components such as motors, controllers, counterweights, wiring, and communication equipment and refurbishing existing equipment including car enclosures, car frame, platform, guide rails, emergency lighting, installing seismic rupture pit valves, upgrading the handrails, braille signage, and call buttons all in compliance with ADA requirements.

The bid amount received for all eight elevators significantly exceeds the available budgeted funds and the engineer’s estimate of the anticipated cost of the project.

Accordingly, the Public Works Department recommends rejecting the bid and negotiating a contract with KONE, Inc., to replace two of the elevators that are high priority. There is an urgency for the renovation of the elevators at Central Library because the freight elevator is currently out of service and the elevator closest to the Children’s Space is in constant need for maintenance and has exceeded its expected service life.

The City Clerk advertised for bids from contractors for the elevator renovations and Public Works staff found KONE, Inc., to be responsive and they are a responsible bidder. The recommended contract with KONE, Inc., is $649,450 with a 10% contingency. 12 of 455
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COUNCIL PRIORITIES
Community Services and Facilities: Provide safe and operational elevators for staff and patrons alike and preserve city assets.

RECOMMENDATION
That the City Council authorize the City Manager or his designee to execute a contract with KONE, Inc., for the Elevator Renovations at Various Facilities in the amount of $649,450 plus a 10% contingency of $64,945. Staff also recommends approval of a resolution of appropriation in the amount of $150,000.

BACKGROUND
The conditions of the eight elevators has deteriorated over time and they are now frequently out of service. Many of the essential components have reached the end of their useful life and some key replacement parts no longer available.

The Central Library has three elevators; two passenger and one freight. The freight elevator is currently out of service. An estimated 580,000 people visit Central Library annually, hence it is essential that the elevators be reliable and compliant in order to accommodate the influx of visitors.

On November 12, 2020, a Professional Services Agreement was executed with HKA Elevator Consulting, Inc. (HKA) to perform a comprehensive maintenance and condition audit on the eight elevators. The audit evaluated the current conditions, the most cost effective and efficient means of improvement, and investigated equipment and systems options for improving these units, and the preparation of the engineer’s estimate for the cost of the project. Recommendations from the HKA audit were incorporated into Specification No. 3887.

On September 8, 2021, the City hosted a mandatory job walk and five contractors attended. On October 13, 2021, the City received only one bid.

ANALYSIS
The only bid that was submitted by the contractor, KONE, Inc., for $2,895,480 was significantly higher than the $1,520,000 project budget and the engineer’s estimate of the anticipated cost of the project. Due to the KONE’s bid coming in well over the engineer’s estimate, pursuant to Article VI, Section 9(h) of the City Charter, Staff recommends rejecting the bid and negotiating a contract with KONE to proceed with the replacement of the two Central Library elevators that are high priority. Staff further recommends re- advertising and seeking further competitive bids for the remaining six elevators.

The decision to prioritize the renovation of the elevators at Central Library is made due to the fact that the freight elevator is not operable currently and the elevator by the Children’s Space has reached the end of its useful life. Re-bidding will take several months and the work will take at least 12 months. Moving forward with Central Library elevators will get the freight elevator back into service and ensure reliable services for Central Library as soon as possible; this is especially important due to the imminent Youth Space Renovations to possibly be started in 2022.
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Upon review of the bid documents submitted, Staff finds KONE, Inc., to have submitted a responsive bid, and they are a responsible bidder. The bid by KONE, Inc., for the two elevators at Central Library for $649,450, appears to be in line with current market cost considering the recent escalation in construction material and labor costs.

Staff checked the State of California Contractors License Board and found that KONE, Inc., has the appropriate license that is active and in good standing.

KONE, Inc. has satisfactorily performed work on similar elevator renovations at city facilities in the past, such as City Hall.

Project Description: Elevator Renovations at Various Facilities Advertisement Method: city website, eBidBoard, press release, direct invitation Specs Issued: August 24, 2021
Bids Opened Date: October 13, 2021
Company Name(s) and
Bid Amount(s):

1. KONE, Inc., $649,450
Contractor: KONE, Inc.

New / Existing Contractor: Existing
Procurement Method
(Bid / SS):

Bid

Contract Term: 1 YEAR
Construction Phase
Begins:

January 2022
Construction Phase
Ends:

October 2022

STAKEHOLDERS/OUTREACH
Public Works Department staff will collaborate with Library, Arts & Culture staff to minimize the disruption this construction will cause to Central Library operations. This project will improve the accessibility of this facility for all library patrons.

FISCAL IMPACT
The Elevator Renovations at Central Library will cost approximately $734,395, of which $585,000 was included as part of the FY 2021-22 budget. The cost includes the contract with KONE, Inc. in the amount of $649,450, 10% contract contingency and $20,000 for project management and permits. Therefore, staff is requesting a resolution of appropriation shifting $150,000 (rounding up) from the Brand Library Elevator Improvements Project to the Central Library Elevator Improvements Project. The appropriation request is outlined below:

Existing Appropriation
Amount Account String Funding Source
$310,000 GL: 43110-4010-PWD-0020-P0000- Capital
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PL: PWD00369AN Improvement Fund
$275,000 GL: 51200-4010-PWD-0020-P0000-
PL: 51490
Capital
Improvement Fund
Requesting Appropriation
Amount From (Account String) To (Account String) Funding Source
$150,000 GL: 43110-4010-PWD-
0020-P0000
PL: PWD00368AN
GL: 43110-4010-PWD-
0020-P0000
PL: PWD00369AN
Capital
Improvement
Fund

ENVIRONMENTAL REVIEW
This project is Categorically Exempt under California Environmental Quality Act (CEQA) Guidelines as a Class 1 Exemption pursuant to the California Code of Regulations, Title 14, Section 15301 as well as Class 31 (Historical Resource Restoration/ Rehabilitation) exemption pursuant to the California Code of Regulations, Title 14, Section 15331.

CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements since it was competitively bid.

ALTERNATIVES
Alternative 1: Authorize the City Manager or his designee to negotiate and execute a contract with KONE, Inc. and adopt a resolution of appropriation providing adequate funding for the project, as recommended herein. This would provide the Central Library staff and patrons access to reliable elevators.

Alternative 2: Do not to award the contract as recommended herein. In this case, the Central Library will continue to not have a working freight elevator and a passenger elevator that is at the end of its expected life.

Alternative 3: Direct staff to re-bid the entire project thereby seeking competitive bids.

This will delay the urgent needed elevator repairs at Central Library.

ADMINISTRATIVE ACTION
Prepared by:

Kevin C. Todd, Assistant Director of Public Works
Arthur Asaturyan, Project Manager
Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS / ATTACHMENTS
None.
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MOTION
Moved by Council Member ,
seconded by Council Member , that the Council of
the City of Glendale finds that the bid submitted by KONE, Inc., in the amount of $2,895,480, is higher than the Engineer’s Estimate of $1,520,000, for the Elevator Renovations at Various Facilities Project, as described in Specification No. 3887, and is therefore rejected. Pursuant to Article VI, Section 9(h) of the City Charter, the Council authorizes the Director of Public Works to negotiate a contract with KONE for the replacement of two elevators at the Central Library in an amount not to exceed $649,450.00 and authorizes the City Manager or his designee to execute a contract, subject to approval as to form by the City Attorney, with KONE, in an amount not to exceed $649,450.00. The Council further approves a reserve for contingencies in the amount of $64,945.00.

Votes as follows:

Ayes:

Noes:

Absent:

Abstain:
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: One Year Extension of the Emergency Medical Services (EMS) Medical Director contract with Dr. Angelica Loza-Gomez, M.D.

1. Motion to approve an amendment to an existing Professional Services Agreement (PSA) with Dr. Angelica Loza-Gomez, M.D. and the City of Glendale.

2. Motion to approve an amendment to an existing PSA with Dr. Angelica Loza- Gomez, M.D. and the Verdugo Fire Communication Center.

COUNCIL ACTION
Item Type: Consent Calendar
Approved for January 18, 2022 calendar

EXECUTIVE SUMMARY
Los Angeles County Health Department regulations, as well as proper emergency medical care programming, require that the operation of an advanced life support (ALS) paramedic program be provided under the supervision of a medical doctor experienced in the field of pre-hospital emergency medical care. The current contract will expire on January 31, 2022, and a one-year contract extension will allow the Glendale Fire Department to maintain operations under the supervision of a Medical Director. 20 of 455
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COUNCIL PRIORITIES
Safety Healthy and Community: Having the continuous support of the Medical Director is essential in providing the highest level of service to the community.

RECOMMENDATION
Approve a Motion authorizing the City Manager, or his designee, to extend existing PSAs between the City of Glendale on behalf of Glendale Fire and Verdugo Fire Communications Center (VFCC) with Dr. Angelica Loza-Gomez M.D. for Emergency Medical Director Services for a term of one year.

BACKGROUND
Dr. Angelica Loza-Gomez, M.D. has served as Medical Director since February 2015.

Dr. Loza-Gomez is an Assistant Professor of Emergency Medicine at the USC Keck School of Medicine and is a published author including publications related to pre-hospital and emergency department care.

ANALYSIS
There is one non-standard provision in the proposed agreement that does not require Dr.

Loza-Gomez to carry professional liability insurance for claims arising out of this agreement. Since the market for such insurance is extremely difficult and because the likelihood of such a suit is extremely remote, the City Attorney's office has approved the elimination of this requirement from the agreement. Similarly, the provision requiring Dr.

Loza-Gomez to indemnify the City has been eliminated since there would be no insurance to provide that indemnification. The City does maintain a Physicians and Surgeons Professional Liability policy for the work the Dr. Loza-Gomez performs for the City.

STAKEHOLDERS/OUTREACH
N/A

FISCAL IMPACT
The PSA contract extensions with Dr. Angelica Loza-Gomez, M.D. will cost $78,000 ($48,000 with Glendale Fire and $30,000 Verdugo Fire Communication Center), which was approved as part of the FY 2021-22 budget. No new appropriation is being requested at this time. The City Council approved funding is outlined below:

Existing Appropriation
Amount Account String Funding Source
$48,000 43110-1010-GFD-4001 General Fund
$30,000 43110-5800-GFD-4005 Fire Communication Fund

CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements. 21 of 455
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ALTERNATIVES
Alternative 1: Approve the changes to the agreements and authorize the motions.

Alternative 2: Not approve the changes to the agreements and authorize the motions.

Alternative 3: The City Council can consider any other alternative not proposed by staff.

ADMINISTRATIVE ACTION
Prepared by:

Gor Galstyan, Public Safety Business Specialist
Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
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Cc_01182022_Motion_4b1.Pdf
MOTION
Moved by Council Member ____________________________, seconded by Council Member ___________________________, that the City Manager is authorized to execute an amendment to the professional services agreement with Dr. Angelica Loza-Gomez, M.D for a one-year extension of the Emergency Medical Services (EMS) Medical Director for the City of Glendale for a total amount not to exceed $48,000. The amendment shall be subject to the review and approval as to form by the City Attorney.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:
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Cc_01182022_Motion_4b2.Pdf
MOTION
Moved by Council Member ____________________________, seconded by Council Member ___________________________, that the City Manager is authorized to execute an amendment to the professional services agreement with Dr. Angelica Loza-Gomez, M.D for a one-year extension of the Emergency Medical Services (EMS) Medical Director for the Verdugo Communications Center for a total amount not to exceed $30,000. The amendment shall be subject to the review and approval as to form by the City Attorney.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Contract Award for New Insurance Broker.

COUNCIL ACTION
Item Type: Consent Calendar
Approved for January 18, 2022 calendar

EXECUTIVE SUMMARY
Keenan and Associates has served as the City's insurance broker since 2016. In October 2021, the City issued a Request for Proposals insurance broker services. Staff recommends that the City execute a contract with Alliant Insurance Services, Inc. based on its large presence in the public entity insurance market, the scope and extent of services offered and its competitive pricing. The recommended contract with Alliant Insurance Services, Inc. would cost $170,000 for 3 years, with a City option to extend for an additional 2 years in the amount of $122,005.
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COUNCIL PRIORITIES
Fiscal Responsibility – Having an insurance broker that is active in the market and provides a broad array of insurance services at a reasonable price protects the City’s financial interests by appropriately insuring against known and unknown risks.

RECOMMENDATION
The City Attorney's Office recommends that the City Council authorize the City Manager, or his designee, execute a Professional Services Agreement with Alliant Insurance Services Inc. to serve as the City's Insurance Broker in the amount of $170,000 with an option to extend for two additional years for the amount of $122,005, for a maximum contract price of $292,005.

BACKGROUND
The City currently utilizes two insurance brokers. Keenan and Associates procures coverage for the City’s excess workers’ compensation, crime, excess liability, special event policies and several other lines of insurance. The City's other broker, Arthur J.

Gallagher, procures coverage for the property owned by Glendale Water and Power (GWP). Our current contract with Keenan and Associates will end on June 30 2022, but will be terminated on 60 days’ notice if Alliant is selected. On October 4, 2021, the City Attorney’s Office released a request for proposal for Liability Insurance Broker. Proposals were due on November 4, 2021, the City received a total of 4 proposals. The bids are shown in the table in the Analysis section.

ANALYSIS
The City received four proposals. Staff determined that all four proposers were qualified and interviewed them. The four candidates, Alliant Insurance Services, Inc., Arthur J.

Gallagher, Burnham and Keenan and Associates offered similar services, and all have experience working with municipalities.

Staff recommends Alliant Insurance Services Inc., a full service insurance brokerage firm with the ability, resources and expertise to partner with the City to meet all of our risk management and brokerage objectives. Over the past 40 years, they have grown to become the leading broker for public entities throughout California and across the United States due to a firm culture that emphasizes customer service and public entity specific expertise. They have access to a wider selection of insurance pools and programs and have long-standing relationships with a variety of insurance carriers. Staff contacted the City of Burbank, CA and City of Pasadena, CA who were listed as references, to ask about their experience working with the vendor. All references spoke positively of their work together.

Project Description: The City requires a well-managed and financially sound Firm with demonstrated skills and technical
abilities, as well as high levels of customer service and satisfaction, to serve as the City’s insurance broker to assist the City with the procurement of its insurance
policies.
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RFP Approved: September 29, 2021
Advertisement Method: City Website & Website of the Public Agency Risk Management Association, also known as PARMA
(https://www.parma.com/)

RFP Issued: October 4, 2021

RFP Due Date: November 4, 2021

Company Name(s) and
Proposal Amount(s):

Alliant Insurance Services, Inc. - $292,005.00
Burnham - $306,000.00
Keenan and Associates - $345,000.00
Arthur J. Gallagher - $382,500.00

Selection Criteria
(If SS, list applicable
Provision):

Review and rating of Request for Proposals and in-
person interviews of proposers.

Recommended
Consultant(s):

Alliant Insurance Services Inc.

New / Existing
Consultant(s):

Keenan & Associates
Procurement Method
(RFP / SS):

RFP

Contract Term:

3 years with an option to extend for 2 additional years

Project Begins:

January 19, 2022

Project Ends:

January 30, 2025/January 20, 2027

STAKEHOLDERS/OUTREACH
Not applicable.

FISCAL IMPACT
Existing Appropriation
Amount Account String Funding Source
$170,000 43110-6120-CAD-1004-P0000-T0000 Liability Fund

ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item is exempt from CEQA as there is no reasonable possibility the execution of an 27 of 455
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insurance services broker contract will lead to significant environmental effects.

CAMPAIGN DISCLOSURE
See Exhibit 1.

ALTERNATIVES
Alternative 1: The Council can select Alliant Insurance Services, Inc. for insurance broker services.

Alternative 2: The Council can select one of the other proposers for insurance broker services.

Alternative 3: The Council can choose to not select an insurance services broker. This will make it difficult and challenging to obtain insurance for the City’s risks.

Alternative 4: The City Council can choose an alternative not identified by staff.

ADMINISTRATIVE ACTION
Prepared by:

Veronika Padron, Risk & Insurance Service Analyst
Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
Exhibit 1: Campaign Disclosures
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C:\inetpub\wwwroot\Glendale\temp\CC_01182022_Motion_4c1.pdf MOTION
Moved by Council Member ____________________________, seconded by Council Member ___________________________, that the City Manager or his designee is authorized to execute a professional services agreement with Alliant Insurance Services, Inc. for insurance broker services, in the amount of $170,000 for three years, with a City option to extend for an additional two years in the amount of $122,005. The Agreement shall be approved as to form by the City Attorney.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:
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Exhibit 1
Campaign Disclosure
Members of the Executive Management and Board of Directors of the four proposers are set forth below. There are no individuals with over 10% interest in the company.

Alliant Insurance Services Inc.

Executive Leadership
Thomas W. Corbett
Chairman and Chief Executive Officer
1301 Dove St. Suite 200
Newport Beach, CA 92660
(949) 756-0271
Greg Zimmer
President
1301 Dove St. Suite 200
Newport Beach, CA 92660
(949) 660-8102
Peter Carpenter
Chief Operating Officer
1301 Dove St. Suite 200
Newport Beach, CA 92660
(949) 660-8114
Ilene Anders
Chief Financial Officer
1301 Dove St. Suite 200
Newport Beach, CA 92660
(949) 660-8186
Board of Directors
Thomas W. Corbett
Chairman and Chief Executive Officer
Alliant Insurance Services
1301 Dove St. Suite 200
Newport Beach, CA 92660
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Gregory Zimmer
President
Alliant Insurance Services
1301 Dove St. Suite 200
Newport Beach, CA 92660
Ralph Hurst
President, National Brokerage Group
Alliant Insurance Services
1301 Dove St. Suite 200
Newport Beach, CA 92660
James Crystal
Vice Chairman
1301 Dove St. Suite 200
Newport Beach, CA 92660
James D. Carey
Senior Principal
Stone Point Capital
919 Third Avenue, 30th Floor
New York, NY 10022
Nicolas D. Zerbib
Senior Principal
Stone Point Capital
919 Third Avenue, 30th Floor
New York, NY 10022
James R. Matthews
Principal
Stone Point Capital
919 Third Avenue, 30th Floor
New York, NY 10022
Martin Longchamps
Managing Director, Private Equity
PSP Investments
450 Lexington Avenue
Suite 3750
New York, NY 10017
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Keenan and Associates
Full Name Title Business Address City State Zip
Sean Smith CEO/President 2355 Crenshaw
Blvd. Torrance CA 90501
David Seres Chief Operating
Officer
2355 Crenshaw
Blvd.

Torrance CA 90501
Tara
Schilling Sr. Vice President 2355 Crenshaw
Blvd.

Torrance CA 90501
Suzanne
Miles Smith
Sr. Vice President 2355 Crenshaw
Blvd.

Torrance CA 90501
Dan Keenan Sr. Vice President 2355 Crenshaw
Blvd.

Torrance CA 90501
Arthur J. Gallagher
Full Name Title Business
Address City State Zip
J. Patrick
Gallagher Jr. Chairman 505 North Brand
Blvd. Glendale CA 91203
Walter D. Bay
General
Counsel and
Secretary
505 North Brand
Blvd. Glendale CA 91203
Joel D.

Cavaness President 505 North Brand
Blvd. Glendale CA 91203
Thomas J.

Gallagher
CEO,
Brokerage
Service
505 North Brand
Blvd. Glendale CA 91203
Douglas K.

Howell CFO 505 North Brand
Blvd. Glendale CA 91203
Allen Tyler
Area Executive
Vice President
505 North Brand
Blvd. Glendale CA 91203
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Burnham
Kristen
Allison
Regional
President
2211 Michelson Drive, Suite 1200
Irvine, CA 92612
949-252-4580
Darin
Gibson
Executive Vice
President of
Burnham Benefits
and Partner,
President of
Burnham Gibson
2211 Michelson Drive, Suite 1200
Irvine, CA 92612
949-252-4571
Nathan
Ackeret
Senior Vice
President
2211 Michelson Drive, Suite 1200
Irvine, CA 92612
213-788-7560
Rachel
Aleknavicius
Vice President 2211 Michelson Drive, Suite 1200
Irvine, CA 92612
949-800-4004
Ryan
Jacques
Vice President 2211 Michelson Drive, Suite 1200
Irvine, CA 92612
949-800-4035
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Peraton (former Northrop Grumman) Contract amendment to add funds for Tablet Command API.

1. Motion to approve an amendment to an existing professional services agreement between City of Glendale and Peraton/Northrop-Grumman Systems Corporation in the amount of $58,991.62.

COUNCIL ACTION
Item Type: Consent Calendar
Approved for January 18, 2022 calendar

EXECUTIVE SUMMARY
Tablet Command is a mobile incident command and response solution that increases situational awareness, speeds incident response, streamlines incident management and improves firefighter accountability. With Tablet Command, an incident commander can tap and drag responding apparatus onto an emergency scene, track progress against critical checklists, and timestamp every maneuver and benchmark throughout an incident.

Tablet Command is also a complete Mobile Dispatch Terminal replacement with features tailored to the needs of the Fire Service.
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COUNCIL PRIORITIES
Safety Healthy and Community: Tablet Command (TC) is a mobile incident command and response solution that increases situational awareness, speeds incident response, streamlines incident management and improves firefighter accountability.

RECOMMENDATION
It is respectfully requested that the City Council approve a Motion authorizing the City Manager, or his designee, to amend an existing professional services agreement between the City of Glendale and Peraton/Northrop Grumman in the amount of $58,991.62, for an extension of the CAD (Computer Aided Dispatch) to support the additional Application Programming Interface (API) component for TC use.

BACKGROUND
In August 2017, the City Council approved a motion authorizing the City Manager to execute an amendment to an existing professional services agreement with Northrop Grumman Systems Corporation for the software design and upgrade of the thirty-year- old Computer Aided Dispatch (CAD) system.

The CAD and related mapping software are two of the most critical pieces of a public- safety dispatch center's hardware with related software. Both items serve as the primary method of obtaining and verifying the emergency incident location from 9-1-1 callers and subsequently processing, dispatching, and managing all the Fire Department and Emergency Medical Services (EMS) resources to emergency incidents within the Verdugo Fire system.

ANALYSIS
On May 12, 2020, the new CAD system went live and proved to be a powerful tool for serving a population of more than a million people in the area each day. Adding the capability of TC to an already robust CAD system will further enhance our capability and service delivery. Therefore, staff recommends that the City Council authorize the City Manager, or his designee, to amend the Professional services agreements for the CAD in the amount of $58,991.62.

STAKEHOLDERS/OUTREACH
Verdugo Stakeholders will tremendously benefit from the TC, as it will allow an incident commander to tap and drag responding apparatus onto an emergency scene, track progress against critical checklists, and timestamp every maneuver and benchmark throughout an incident. TC is also a complete MDT replacement with features tailored to the needs of the Fire Service.
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FISCAL IMPACT
The Peraton/Northrop Grumman contractual service increase will cost $58,991.62. The Fire Department can absorb this cost within the FY 2021-22 budget and therefore no new appropriation is being requested at this time. The funding is outlined below:

Existing Appropriation
Amount Account String) Funding Source
58,991.62 51000-5800-GFD-4005-P0000 Fire Communication Fund

ENVIRONMENTAL REVIEW (CEQA/NEPA)
The amendment is exempt from CEQA under Section 15061(b)(3) of the CEQA Guidelines as there is not a possibility that the amendment will lead to significant environmental effects.

CAMPAIGN DISCLOSURE
In accordance with the City Campaign Finance Ordinance, the following are the names and business addresses of the Board of Directors and Officers of Peraton.

NAME TITLE ADDRESS
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Stu Shea President & CEO /Board
Member 6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Jeremy
Wensinger COO/Board Member
6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-John
Kavanaugh CFO
6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Jim Winner Chief Legal Officer/Board
Member 6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Mike King Chief Growth Officer
6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-John Reing Chief Human Resources
Officer 6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Chris
Valentino Chief Strategy Officer
6008
Szu Yang Chief Contracts Officer 12975 Worldgate Drive, Ste. 36 of 455
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700 Herndon, VA 20170-
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Matt
McQueen
Chief Comm. & Engagement
Officer 6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Rebecca
McHale Chief Information Officer
6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Mike
Londredgan Chief Security Officer
6008
12975 Worldgate Drive, Ste. 700
Herndon, VA 20170-Laila
Salguero
Chief Diversity, Equity &
Inclusion Officer 6008

ALTERNATIVES
Alternative 1: The City Council may authorize the changes to the agreements in the amount of $58,991.62 between City of Glendale and Peraton/Northrop Grumman.

Alternative 2: The City Council may not authorize the changes to the agreements in the amount of $58,991.62 between City of Glendale and Peraton/Northrop Grumman.

Alternative 3: The City Council can consider any other alternative not proposed by staff.

ADMINISTRATIVE ACTION
Submitted by:

Silvio Lanzas, Fire Chief
Prepared by:

Gor Galstyan, Public Safety Business Specialist
Reviewed by:

Jason Bradford, Interim-Finance Director
Michael J. Garcia, City Attorney
Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
Click or tap here to enter text.
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C:\inetpub\wwwroot\Glendale\temp\CC_01182022_Motion_4d1.pdf MOTION
Moved by Council Member ____________________________, seconded by Council Member ___________________________, that the City Manager, or his designee, is hereby authorized to execute an amendment to the professional services agreement with Peraton (formerly Northrop Grumman Systems Corporation) for the software design and upgrade of the Computer Aided Dispatch (CAD) system to increase the contract amount by $58,991.62 to support additional Application Programming Interface component for Tablet Command use.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Standardization of specialized equipment in conjunction with MSA self-contained breathing apparatus (SCBA), manufactured by MSA Safety Incorporated. 1) Resolution to adopt standardization policy, and authorize the purchase of equipment and supplies manufactured by MSA Safety Incorporated.

COUNCIL ACTION
Item Type: Action Item
Approved for January 11, 2022 calendar

EXECUTIVE SUMMARY
The Glendale Fire Department currently uses Draeger self-contained breathing apparatus. All of the units in use by the Department have reached the end of their useful service life and need replacement. Fire Department staff conducted extensive testing and found MSA Safety Incorporated self-contained breathing apparatus to be the most suitable and most all-inclusive option for replacement. 39 of 455
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COUNCIL PRIORITIES
Safe and Healthy Community: The SCBA replacement will provide safe breathing air and enhanced fire suppression and rescue capabilities for firefighters serving Glendale residents.

RECOMMENDATION
Approve the attached resolution authorizing the City Manager to adopt equipment standardization for the purchase of specialized equipment in conjunction with MSA self- contained breathing apparatus (SCBA), manufactured by MSA Safety Incorporated.

Dispense with competitive bidding for the procurement of MSA self-contained breathing apparatus from authorized dealers of MSA Safety Incorporated products.

BACKGROUND
Self-Contained Breathing Apparatus (SCBA) refers to the system of providing respiratory protection to firefighters via masks and air supply. It is one of the most important pieces of equipment we utilize in the fire service. SCBA units must be engineered to reliably function in extremely harsh environments to provide firefighters with an air supply so that they can perform their duties. The consequences of equipment failure are serious and may result in employee injury and/or fatality.

ANALYSIS
SCBA are composed of two principle elements, the air cylinders and the balance of the apparatus that includes the harness, mask, regulators, and communications devices.

Each element has its own distinct maintenance and obsolescence schedule that is determined by age.

The majority of our current SCBA units were put into service in 2009. During the next two years, all of our 143 units will require replacement due to age. Additionally, 200 of our 370 air cylinders must be replaced in the next year and a half due to them reaching the end of their useful service life.

Significant improvements continue to be made in breathing apparatus as a result of ongoing threats facing firefighters and based on improved technologies.

Improvements that have been made include:
• Greater protection for CBRN (chemical, biological, radiological, nuclear) agent permeation. National Institute of Occupational Safety and Health (NIOSH) certification is required since conventional silicone is vulnerable to CBRN agent permeation. NIOSH 40 of 455
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has developed a stringent live-agent testing regimen and approval process to ensure positive protection from CBRN agents.
• Heads up Display. The H.U.D. provides visual alert signals for breathing air cylinder content and for battery condition, which is accomplished by a series of lights that can be seen within the field of vision of a given facepiece.
• A Rapid Intervention Crew (RIC) Universal Air Connection (UAC). This is a ‘quick- connect’ fitting that provides for the emergency ‘trans-filling’ of a cylinder from a rapid intervention SCBA unit, or ‘donor’ cylinder. ‘Trans-filling’ is the rapid equalization of air pressure between two cylinders.
• Integrated Thermal Imaging Camera. The camera is integrated into the SCBA Control Module and provides firefighters the ability to see in dark and smoke filled environments, aiding in the speed and effectiveness of operations. • Lighter weight air cylinders. Air cylinders are extremely heavy. Newer composite materials are making them less so.
• Fewer moving parts. Newer configurations reduce the number of parts that need to be maintained. Our firefighters are certified to provide basic maintenance in-house. • Improved communications devices. The fireground is an extremely noisy environment.

It is very difficult to engage in voice communication in our current units. New units utilize Bluetooth technology that directly links to our portable radios and offers clear communication that leads to safer fireground operations.

It is not possible to retrofit our current units with the enhanced communications capabilities.

Fire Department personnel have conducted a thorough evaluation of the three major brands of SCBA on the market. A matrix of evaluation criteria was established rating the following factors:
• Manufacturer’s background
• System components
• Warning/notification systems
• Communications systems
• Parts and maintenance
• Warranty
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Over the past year we have conducted extensive field testing consisting of common fireground operations to ensure that they perform as designed and have found their performance to meet or exceed expectations.

Following the result of our evaluation and knowing that the price for each company’s product was within a few percent of each of the other companies, staff contacted the manufacturer of the highest rated SCBA, MSA, and began writing a spec for the features and options we require. After a number of meetings and revisions, we recommend that MSA be the standardized SCBA to purchase for the next ten years.

For the aforementioned reasons, it is respectfully recommended that Council adopt MSA self-contained breathing apparatus as the City standard for SCBA.

The City of Glendale Purchasing Policy promotes the standardization of commonly used items, vehicles, and equipment. The Policy only applies to items, such as MSA self- contained breathing apparatus, which have been tested and proven satisfactory on the job. This process will eliminate repetitive future approvals by the City Council for similar equipment. Standardized items need to be reviewed by the Departments at least every five years, and need to be approved by City Council at least every ten years.

STAKEHOLDERS/OUTREACH
N/A

FISCAL IMPACT
The new SCBA purchase will cost $1,249,000.00. The Fire Department budget can absorb this cost and therefore no new appropriation is being requested at this time. The funding is outlined below:

Existing Appropriation
Amount Account String Funding Source
$1,000,000 GL: 51000-1010-GFD-4001
PL:

General Fund
$249,000 GL: 51000-2650-GFD-0020
PL: GFD00536AG
Fire Grant Fund

ENVIRONMENTAL REVIEW (CEQA/NEPA)
N/A

CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements. 42 of 455
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ALTERNATIVES
Alternative 1: Adopt the standardization of specialized equipment in conjunction with MSA self-contained breathing apparatus (SCBA), manufactured by MSA Safety Incorporated.

Alternative 2: Do not adopt the standardization of specialized equipment in conjunction with MSA self-contained breathing apparatus (SCBA), manufactured by MSA Safety Incorporated. Doing so would delay the procurement of this critical piece of firefighter safety equipment.

ADMINISTRATIVE ACTION
Prepared by:

Jeffrey Brooks, Fire Battalion Chief
Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
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RESOLUTION NO. ____________________________

A RESOLUTION OF THE COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA,

ESTABLISHING STANDARDIZATION OF MANUFACTURER, DISPENSING WITH

COMPETITIVE BIDDING FOR THE PURCHASE OF SPECIALIZED EQUIPMENT AND

SUPPLIES FOR SELF-CONTAINED BREATHING APPARATUS MANUFACTURED BY MSA SAFETY INCORPORATED.

WHEREAS, the Glendale Fire Department utilizes Self-Contained Breathing Apparatus (SCBA) equipment to provide respiration protection to firefighters through a system of air cylinders and apparatus that includes a harness, mask, regulators, and communication devices; and
WHEREAS, SCBA is one of the most important pieces of equipment used in fire service and therefore must be engineered to function reliably in extremely harsh environments provide firefighters with sufficient air supply to perform their duties, the failure of which may result in employee injury and/or fatality; and WHEREAS, the majority of the Fire Department’s SCBA units were put in service in 2009, which will require all of the 143 units to be replaced during the next two years due to the equipment’s distinct maintenance and obsolescence schedule, along with 200 of the 370 air cylinders that have reached the end of their useful service life; and WHEREAS, significant improvements to breathing apparatus have been made, including greater protection for chemical, biological, radiological and nuclear agent permeation, heads up display, rapid intervention crew universal air connection, integrated thermal imaging cameras, lighter air cylinders, fewer moving parts, and improved communication devices; and
WHEREAS, it is not possible to retrofit the Department’s current unit with said enhancements; and
WHEREAS, Fire Department personnel conducted an evaluation of three major brands of SCBA, considering factors such as the manufacturer background, system components, warning/notification systems, communication systems, parts and maintenance, and warranty, including extensive field testing; and WHEREAS, following the evaluation wherein MSA Safety Incorporated scored the highest, personnel prepared a specification for the features required by the Fire Department; and
WHEREAS, MSA Safety Incorporated SCBA equipment has superior safety features, technological enhancements, and provides all the performance requirements for Glendale’s fire operations; and
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WHEREAS, the City of Glendale has a policy of competitive purchasing practices wherever practicable and the purchasing policy recognizes that in some cases, there is a need for standardization on the purchase of specialized equipment and supplies; and WHEREAS, SCBA equipment is critical to life safety services, which requires a high level of safety and reliability, and
WHEREAS, the City Council finds that it is in the best interests of the City of Glendale to dispense with competitive bidding, and to authorize the purchase of self- contained breathing apparatus and supplies manufactured by MSA Safety Incorporated.

NOW THEREFORE, BE IT RESOLVED BY COUNCIL OF THE CITY OF GLENDALE:

1. That the City Council hereby approves the standardization of the manufacturer self-contained breathing apparatus (SCBA) to MSA Safety Incorporated, and procurement of SCBA equipment and supplies manufactured by MSA Safety Incorporated, to ensure safety and reliability for the next 10 years, with the understanding that reasonable effort will be made in the purchase of such equipment, parts and services to obtain competitive pricing.

2. That the determination to standardize to MSA Incorporated SCBA will be reviewed by the Glendale Fire Department at least every five years, and the Glendale Fire Department will seek approval from the City Council at least every ten years.

3. That the foregoing facts are deemed to be true and correct and a basis for dispensing with competitive bidding and the Council hereby finds that it is in the best interests of the City to dispense with competitive bidding.

Adopted this ___________ day of ________________, 2022. _________________________________
Mayor
ATTEST:
_________________________________
City Clerk

STATE OF CALIFORNIA )
) SS

COUNTY OF LOS ANGELES )
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I, Aram Adjemian, Clerk of the City of Glendale, do hereby certify that the foregoing Resolution no. _______________ was adopted by the Council of the City of Glendale, California, at a regular meeting held on the _______ day of _______________, 2021, and that same was adopted by the following vote:

Ayes:

Noes:

Absent:

Abstain:
_________________________________
City Clerk

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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Phase III of Mandatory Water Conservation with the Applicable Drought Charge, and Glendale Water & Power’s (GWP) Water Conservation Programs

1. Resolution implementing Phase III of Mandatory Water Conservation with the Applicable Drought Charge.

2. Motion to Note and File Report on Glendale Water & Power's Water Conservation Programs.

COUNCIL ACTION
Item Type: Action Item
Approved for January 18, 2022 calendar

EXECUTIVE SUMMARY
In response to a low water supply allocation from the State, and request for voluntary conservation from the Governor, the City Council implemented Phase II of Mandatory Water Conservation in August of 2021. This limited outdoor watering to three days per week, ten minutes per station, and included the associated drought charge of approximately 40 cents per 1,000 gallons of water to maintain the financial stability of the City’s water utility.

Since then the Governor included Los Angeles County in his emergency drought declaration requesting a 20% reduction in water use from 2020 levels. In November of 2021, the City Council asked staff for a report on recommendations on increasing water conservation.

Implementing Phase III of Mandatory Water Conservation will limit outdoor watering to two days per week, ten minutes per station, and increase water conservation primarily during the summer of 2022. Implementing Phase III will trigger the associated drought charge of approximately 60 cents per 1,000 gallons of water to maintain the financial stability of the City’s water utility.
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COUNCIL PRIORITIES
Fiscal Responsibility: Proactively including a drought charge within the water rates allows for financial stability for the City’s water system during times of reduced water use caused by water supply shortages.

Exceptional Customer Service: Requiring conservation of drinking water for non- drinking and sanitary purposes will help ensure water is available for all customers in the coming years.

Economic Vibrancy: A consistent and reliable water supply is a foundational necessity for economic vibrancy in the City, and mandatory conservation will help ensure sufficient water supplies are available in the future.

Informed and Engaged Community: Implementing Mandatory Water Conservation is another reminder of the need to use water wisely and to plant landscapes that are appropriate for the climate in Glendale because these landscapes will be able to endure future water shortage events.

Safe and Healthy Community: The Glendale Fire Department’s ISO Class 1 certification is dependent on a robust and well maintained water system. Part of the fixed costs associated with this work will be recovered in the Drought Charge.

Community Services & Facilities: Many of the City’s parks and green spaces are irrigated with recycled water. The City’s pro-active adoption of recycled water allows for these spaces to continue to be green even during shortages in the potable water supply and will not be affected by implementing Mandatory Water Conservation.

Infrastructure & Mobility: Aging infrastructure in City’s water system is replaced and rehabilitated on a Pay-As-You-Go method through water rates, and part of the fixed costs associated with this work will be recovered in the Drought Charge.

Sustainability: Mandatory Water Conservation will reduce the use of water resources for lower priority items, saving water for potable and sanitary purposes. The reduction in water use will also reduce the energy used for pumping, and any greenhouse gasses associated with the reduction in energy consumption.

RECOMMENDATION
Implement Phase III of Mandatory Water Conservation with the applicable Drought Charge. Note and file the staff report on GWP’s Water Conservation Programs.

BACKGROUND
During the November 30, 2021 City Council Meeting, Council requested that staff return with a report on potential options for increasing water conservation. The proposed Resolution to implement Phase III of Mandatory Water Conservation, as explained herein, is the response to that request.
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The City has been in Phase II of its Mandatory Water Conservation since the City Council approved it during the August 10, 2021 meeting. This was in response to the California Department of Water Resources indication that the initial allocation from the State Water Project (SWP) would be set at 0% for the coming water year. The State did set the initial allocation at 0% for the current water year. The water year runs from October 1st through September 30th to coincide with the weather conditions.

A 0% allocation will require MWD to draw down more of the water stored in Lake Mead this year. Lake Mead is currently in a shortage condition. There is a greater than 60% chance that that MWD will need to contribute some of its stored water to maintain Lake Mead levels starting in 2024.

GWP’s WATER CONSERVATION PROGRAMS:

GWP and its customers have been leaders in water use efficiency and conservation.

During the water supply shortage of 2015, 407 customers took advantage of the turf- removal rebate program and removed nearly 2.3 million square feet of turf, saving nearly 73 million gallons of water every year. Currently, there are multiple rebates and conservation programs available on GWP’s website as well as several educational resources on how to transform landscaping with a few of highlighted below:
Turf Removal Rebates - $2 per square foot
$500 rebate after installing a non-permit gray-water system Smart Home Upgrades - Faucet aerators, Shower heads, Sprinkler head replacements, Irrigation controller programming
WaterInsight – Home Water Reports with e-mail alerts for potential leaks Clothes Washer - $80 rebate (purchased in Glendale)
Dishwasher - $40 rebate (purchased in Glendale)
High Efficiency Toilet - $125 rebate (purchased in Glendale) MySmartGarden.com/GlendaleCA
Plant A Beautiful Water-Wise Garden
Rain Barrel Information
How to Program Your Irrigation Controller
SaveOurWater.com
Bewaterwise.com Watering Calculator
No Water Waste Policy
Water Saving Tips
Rebates and Incentives from the Metropolitan Water District of Southern California (MWD)

ANALYSIS
The City of Glendale utilizes four sources of water to meet the water supply demands.

The sources are groundwater in the San Fernando Basin, groundwater in the Verdugo Basin, Recycled Water from the Los Angeles Glendale Water Reclamation Plant (LAGWRP), and purchased water from the Metropolitan Water District of Southern California (MWD).
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Groundwater in the San Fernando Basin makes up about 28% of the City’s water supply, and it is treated at LAGWRP as part of a U.S. Environmental Protection Agency Superfund clean-up project. Groundwater in the Verdugo basin makes up approximately 5% of the City’s water supply and is limited due to declining groundwater levels in the basin. Recycled water makes up approximately 7% of the City’s water supply and offsets the use of potable water primarily for irrigation and industrial uses.

The remaining 60% of water is purchased from MWD, and varies depending on customer demands. When residents and businesses use less water, the percentage of MWD water purchased goes down, because the other sources are relatively constant.

MWD’s sources of water are the SWP, and the Colorado River Aqueduct (CRA). These sources are supplemented by large volumes of surface water stored in the two systems and in MWD reservoirs like Diamond Valley Lake. The flexibility provided by the investments made by MWD and Glendale’s customers in this regional water supply system allowed MWD to store enough water to last more than two years when there was an unprecedented volume of water available on the SWP in 2017. This stored water allowed MWD to pump from the CRA during the previous water year with only a 5% allocation of water from the SWP.

By implementing Phase III of the Mandatory Water Conservation Ordinance, all of the restrictions currently in place for Phase II remain in effect with the additional restrictions of limiting outdoor watering to Tuesdays and Saturdays for no more than 10 minutes per station, with additional restrictions noted in this section of the municipal code. The curtailment target for Phase III is a 20% to 30% reduction in potable water use, and this cutback will help save more water for next year. This curtailment target supports the Governor’s October 19, 2021 expansion of his Emergency Declaration, adding Los Angeles County to the list of Counties under the Statewide Drought Emergency.

The City’s investments in its recycled water system provides a “drought proof” water supply for non-potable uses and these restrictions do not apply to recycled water customers.

Water use in the City increases significantly during the summer months due to outdoor irrigation, and decreases in the winter months to a baseline use that is primarily for indoor drinking and sanitary purposes. 77% of the City’s water use is for residential customers, 33% is used by multi-family residences and 38% is used by single-family residences. There are 48,900 units associated with the multi-family accounts, and 22,100 units associated with the single-family accounts. During the summer, single- family water use increases by 70%, and multi-family water use increases by 12% as compared to baseline winter use that is primarily indoors. There has been an increase of approximately 3,300 multi-family dwelling units since 2012, while at the same time, a sustained 18% decrease in total water use in the City. This increase in water use efficiency has been driven by better management and maintenance of irrigation systems by residents and transformation of landscapes with native and drought tolerant plants that are more appropriate for Glendale’s climate.
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The State Water Resources Control Board reports urban water use on a monthly basis.

The reporting lags approximately one month behind, i.e. August reporting is for use during July. During the winter months, water use is lower than during the summer months, as noted above. This equates to a lower conservation percentage over the time period of the Governor’s Executive Order. These lower percentages have been incorrectly reported by news outlets as a “lack of conservation” by urban areas. The largest conservation gains will be in the summer months. Moving to Phase III now will have a lower impact on customers because they are using less water, and it will provide time for customers to reset their irrigation controllers prior to the summer. The City of Glendale’s cumulative reduction in water use since moving to Phase II of Mandatory Conservation compared to 2020 for the month of August through November has been

6.3%, with a higher percentage of conservation anticipated in the summer months when overall water use is higher.

Implementation Phase IIII: Conservation with the Applicable Drought Charge:

Along with implementation of mandatory conservation, the City’s Drought Charge will increase to ensure the financial stability of the City’s water utility by collecting the portion of fixed expenses that are in the variable water rates. The City of Glendale has been a leader in forward thinking rate making. By having a Drought Charge in its rates during the 2015 water supply shortage, the City was able to maintain the financial health of its water utility without needing to implement severe rate increases the following year.

Since then, the City Council adopted new water rates and drought charges following a Cost of Service Analysis in 2018.

Approximately 60% of the City’s fixed expenses for operating its water system are collected in the variable or commodity rate and this charge is applied to the amount of water purchased by customers. Customers who reduce water use will either have their bills stay the same, or have their bills go down depending on how much water they conserve. These charges were calculated in the Cost of Service Analysis taking into consideration the resulting reduction of purchased water from MWD because City staff will continue to operate its other potable supplies at current levels and make all cut backs from purchased water.

STAKEHOLDERS/OUTREACH
Implementing Phase III of Mandatory Water Conservation will require residents and businesses that use drinking water for outdoor irrigation, that is not irrigated with a drip irrigation system, to water for a maximum of 10 minutes per station on Tuesdays and Saturdays. Residents and businesses with drip irrigation system may water for longer than 10 minutes on Tuesdays and Saturdays. There are no limitations for customers that use recycled water for irrigation.

GWP and MWD began promoting water conservation in earnest beginning in the 1990s with toilet replacement programs, efficient indoor shower heads, leading to turf replacement programs, irrigation controller rebates, up to targeted training on for plumbing contractors to use efficient equipment in multi-family housing upgrades. As 51 of 455
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droughts have become more frequent, implementing Mandatory Conservation has become more of a regular occurrence. The City implemented Phase II in 2014, and Phase III in 2015. There was significant outreach at that time, and outreach has been continuous since then as highlighted below:
Hundreds of social media posts about water conservation and water conservation programs.
Special printing on bill envelopes about conservation. Conservation reminders on the bills themselves.
Water Conservation educational booths at GWP events including five Utility Days at the Utility Operation Center, and one GWP Utility Tailgate at the Civic Center. Three major reformats and updates to GWP’s conservation web page. Two public meetings on the current Water Cost of Service Analysis which included discussions regarding Mandatory Conservation.
Twenty-eight Water Conservation Updates at the GWP Commission. One Water Sustainability update at the Sustainability Commission. Nine Council Reports regarding water conservation.
Two Public Hearings at the Council, one on the City’s Urban Water Management Plan, and one on the City’s Water Shortage Contingency Plan.

FISCAL IMPACT
The drought charge for Phase III of mandatory conservation is $0.45/HCF, which equates to $.0006/gallon, or 60 cents for 1,000 gallons of water. This charge is intended to recover the portion of fixed expenses that is collected in the variable water rate.

ENVIRONMENTAL REVIEW (CEQA/NEPA)
The Implementation of Water Conservation Phase III is a measure to conserve and protect existing water supplies and is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to state CEQA Guidelines Sections 15061(b)(3) and 15307.

CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.

ALTERNATIVES
Alternative 1: Adopt a resolution implementing Phase III of Mandatory Water Conservation with the applicable Drought Charge, and note and file the report on Glendale Water & Power’s Water Conservation Programs.

Alternative 2: Do not implement Phase III of Mandatory Water Conservation and remain in Phase II of Mandatory Water Conservation, and note and file the report on Glendale Water & Power’s Water Conservation Programs, keeping water conservation levels lower than they would be if Phase III were in place during the summer months.
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Alternative 3: Consider another alternative not proposed by staff.

ADMINISTRATIVE ACTION
Prepared by:

Michael E. De Ghetto, Chief Assistant General Manager - Water Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
Not applicable.
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1 RESOLUTION NO. ________

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GLENDALE, CALIFORNIA IMPLEMENTING PHASE III OF THE CITY OF GLENDALE’S

WATER CONSERVATION ORDINANCE

WHEREAS, the City of Glendale, through the Glendale Water & Power Department (“GWP”), operates a municipal utility for the delivery of water to the citizens of the City of Glendale; and
WHEREAS, Glendale Municipal Code, 1995 (GMC), Chapter 13.36 is the City’s Water Conservation Ordinance which requires, among other things, that the water resources available to the City be put to the maximum beneficial use and prohibits the waste or unreasonable us or method of use of water; and WHEREAS, Section 13.36.060 sets forth the City’s “no water waste” policy, which includes, but is not limited to, the prohibition of: the use of potable water for hose washing of sidewalks, walkways and driveways, or other paved areas; overspray or run off; decorative fountains or similar structures – unless such water is a part of a recirculation system or recycled water; no vehicle washing unless with a handheld bucket and a hose equipped with a shutoff nozzle; and no outside irrigation between the hours of nine a.m. and six p.m.; and
WHEREAS, the City’s “no water waste” policy is in effect at all times as Phase I of the City’s Water Conservation Ordinance; and WHEREAS, on July 8, 2021, Governor Gavin Newsom issued an Emergency Declaration requesting a voluntary conservation target of 15% for all areas of the State; and
WHEREAS, on August 10, 2021 the City Council adopted Resolution No. 21-126 implementing Phase II of Mandatory Water Conservation; and WHEREAS, on October 19, 2021, Governor Gavin Newsom expanded the Emergency Declaration adding Los Angeles County to the list of counties under the Statewide Drought Emergency; and
WHEREAS, in order to comply with the Governor’s voluntary conservation target, as well as mitigate the adverse impacts on the water supply due to the drier than normal watershed, as described in the report dated January 18, 2022 from the General Manager of GWP, the City of Glendale will have to enact Phase III of the City’s mandatory Water Conservation Ordinance; and 54 of 455
2 WHEREAS, Phase III of the Water Conservation Ordinance, provides that the outdoor watering of landscapes be only allowed two days per week, on Tuesdays and Saturdays for no more than 10 minutes per station, as well as new or retrofit landscaping or turf planting be deferred, with additional restrictions noted as described in Section 13.36.070(C) of the GMC; and WHEREAS, Phase III of the Water Conservation carries with it a Drought Charge of $0.60 per hundred cubic feet (HCF) of water in order to recover the portion of fixed expenses which is collected in the variable water rate in order to maintain the utility’s financial stability and continued maintenance of its water infrastructure; and
WHEREAS, GWP and the City Manager recommend that the City Council implement Water Conservation Phase III as set forth in GMC Section

13.36.070(C) and the accompanying Drought Charge; and
WHEREAS, implementation of Water Conservation Phase III is a measure to conserve and protect existing water supplies and is exempt from the requirements of the California Environmental Quality Act (CEQA) pursuant to state CEQA Guidelines Sections 15061(b)(3) and 15307.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE
CITY OF GLENDALE, CALIFORNIA:

SECTION 1.That, the City Council hereby implements Phase III of the City’s Water Conservation Ordinance, as set forth in GMC Section 13.36.070(C), prohibiting waste of water as set forth in GMC Section 13.36.060 and requiring customers to comply with the water use restrictions as set forth in Section

13.36.070(C).

SECTION 2. That, the City Council hereby implements the Drought Charge established for Phase III of Water Conservation in the amount of $0.60 per HCF of water used; and
SECTION 3. That, Phase III of the City’s Water Conservation Ordinance and the accompanying Drought Charge shall take effect on February 1, 2022.

SECTION 4. That, the City Clerk is authorized and directed to publish legal notice of this Resolution as required by law.

SECTION 5. That, the implementation of Phase III of the City of Glendale’s Water Conservation Ordinance is exempt from the requirements of the California Environmental Quality Act.
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3 Adopted by the Council of the City of Glendale on this ___ day of _________, 2022.
________________________________
Mayor
ATTEST:
_____________________________________
City Clerk
STATE OF CALIFORNIA ) SS.

COUNTY OF LOS ANGELES )
I, Aram Adjemian, City Clerk of the City of Glendale, hereby certify that the foregoing Resolution No. ________ was adopted by a majority vote of the Council of the City of Glendale, California, at a regular meeting held on the ______ day of ______________________, 2022, and that the same was adopted by the following vote:

Ayes:

Noes:

Absent:

Abstain:
________________________
City Clerk
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M O T I O N
Moved by Council Member ________________________________, seconded by Council Member __________________________________, that the City Council hereby notes and files the Report dated January 18, 2022 by the General Manager of Glendale Water & Power Department (GWP) regarding GWP’s Conservation Programs.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Approval of First Amendment to City Manager Employment Agreement with Roubik Golanian to Provide a 5% Salary Adjustment

1. Motion Approving First Amendment to City Manager Employment Agreement

COUNCIL ACTION
Item Type: Action Item
Approved for January 18, 2022 calendar

EXECUTIVE SUMMARY
A First Amendment to the City Manager Employment Agreement with Roubik Golanian that would provide a 5% salary adjustment is proposed.
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COUNCIL PRIORITIES
Fiscal Responsibility: Establishing the terms of compensation for the City Manager by contract supports fiscal responsibility.

RECOMMENDATION
That the City Council approve the First Amendment to the City Manager Employment Agreement with City Manager Roubik Golanian to provide for a 5% salary increase.

BACKGROUND
On March 9, 2021, the City Council appointed Roubik Golanian as the City Manager for the City of Glendale. On March 23, 2021, the City Council approved a City Manager Employment Agreement (“Agreement”) with Mr. Golanian. The Agreement provided a starting salary of $278,000 annually (or $23,166.67 per month). The Council agreed it would consider a salary increase in the range of 2% to 5% within the first year.

ANALYSIS
The Council has considered the matter and directed the preparation of a First Amendment to the City Manager Employment Agreement (“Amendment”). The Amendment will adjust the City Manager’s salary by 5% to $291,900 per year (or $24,325 per month). The proposed salary is within the current range of the City Manager’s salary range. The proposed Amendment (Exhibit A) is presented for Council’s consideration. The salary adjustment is proposed to be retroactive to January 16, 2022.

STAKEHOLDERS/OUTREACH
Not applicable.

FISCAL IMPACT
The First Amendment will have an annual fully loaded cost (salary and benefits) of $20,072. The prorated amount for the remainder of FY 2021-22 is $9,264. The Management Services budget can absorb this cost and therefore no new appropriation is being requested at this time. The increase will be fully budgeted in FY 2022-23 as part of the annual budget process. The funding is outlined below:

Existing Appropriation
Amount Account String Funding Source
$9,264 41100-1010-MSD-6504-P0000 General Fund

ENVIRONMENTAL REVIEW (CEQA/NEPA)
This matter is exempt from CEQA under Section 15061(b)(3) as there is no reasonable possibility that the Amendment will have a significant effect on the environment.

CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements. 59 of 455
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ALTERNATIVES
The Council may consider any of the following alternatives:

Alternative 1: Council may approve the First Amendment to the City Manager Employment Agreement with Roubik Golanian.

Alternative 2. Council may not choose to not approve the Amendment.

Alternative 3: The City Council may consider any other alternative not proposed by staff.

ADMINISTRATIVE ACTION
Prepared by:

Michael J. Garcia, City Attorney
Approved by:

Michael J. Garcia, City Attorney

EXHIBITS/ATTACHMENTS
Exhibit 1: First Amendment to City Manager Employment Agreement. 60 of 455
C:\inetpub\wwwroot\Glendale\temp\CC_01182022_Motion_8c1.pdf MOTION
Moved by Council Member ____________________________, seconded by Council Member ___________________________, that the Council hereby approves the First Amendment to the City Manager Employment Agreement with City Manager Roubik Golanian, and authorizes the Mayor to execute same on behalf of the City of Glendale.

Vote as follows:

Ayes:

Noes:

Absent:

Abstain:
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1 FIRST AMENDMENT TO EMPLOYMENT AGREEMENT
(CITY MANAGER)
This First Amendment to City Manager Employment Agreement (“First Amendment”) is made and entered into this ___ day of January, 2022 (“Effective Date”), by and between the City of Glendale, a California charter city and municipal corporation (hereinafter referred to as the “City”), and Roubik Golanian (hereinafter referred to as “City Manager” or “Golanian”). City and City Manager are sometimes referred to herein as the “Parties.”
WHEREAS, on March 9, 2021, City, acting through its City Council, appointed Golanian as its City Manager to perform the duties and responsibilities of City Manager as described in the Glendale City Charter, Glendale Municipal Code and ordinances and resolutions of the City; and

WHEREAS, City and Golanian entered into a City Manager Employment Agreement (“Agreement”) on March 31, 2021 to establish the terms of Golanian’s employment relationship with City; and
WHEREAS, City and Golanian desire to amend the Agreement to adjust Golanian’s salary.

NOW, THEREFORE, in consideration of the mutual promises contained herein, and in consideration of Golanian’s continued employment as contemplated in the Agreement, the Parties agree to amend the Agreement by way of this First Amendment as follows:

1. Subsection b. of Section 4 of the Agreement is hereby amended as follow:
“b. Commencing on and retroactive to January 16, 2022, the City Manager’s base salary shall be Two Hundred Ninety-One Thousand Nine Hundred Dollars ($291,900) per year (or $24,325 per month). The City Manager’s salary shall be subject to withholding and other applicable taxes, and shall be payable to City Manager at the same time as other employees of the City are paid.”

2. All other terms and conditions of the Agreement not modified herein shall remain in force and effect.
[SIGNATURE PAGE TO FOLLOW.]
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2 IN WITNESS WHEREOF, City and City Manager have caused this First Amendment to City Manager Employment Agreement to be executed this ____ day of January, 2022.
“City”
City of Glendale, a charter city
and municipal corporation
Dated: By: _______________ Paula Devine
Mayor
“City Manager”
Roubik R. Golanian
Dated: By: ____________ Roubik R. Golanian
Approved as to Form:

MICHAEL J. GARCIA, CITY ATTORNEY
Dated: By: ____________ Michael J. Garcia
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CITY OF GLENDALE, CALIFORNIA

REPORT TO THE CITY COUNCIL

AGENDA ITEM
Report: Records management program and records retention schedule.

1. Resolution adopting a records retention schedule and policy for authorizing destruction of certain City records.

COUNCIL ACTION
Item Type: Action Item
Approved for January 18, 2022 calendar

EXECUTIVE SUMMARY
The City is in the process of upgrading its records management program, including its records retention policies. The adoption of this retention schedule will result in gains in operational efficiency.

COUNCIL PRIORITIES
Informed and Engaged Community: Transparency, open government, and able to easily access public information.

RECOMMENDATION
That the City Council adopt the resolution approving the records retention schedule.

BACKGROUND
City of Glendale has selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.
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ANALYSIS
The need for an effective records management program is driven by many factors, including:
Ensuring valuable records are retained
Limited space in City facilities
Many departments filing and storing copies of the same records Producing and manages multiple permanent records
Technology advancements
Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The records retention schedules presented provides:
• The length of time a record series is retained
• The person(s) responsible for retaining the original record • Other guidelines to improve efficiency

The prescribed retention periods are in compliance with all laws and are standard business practice for California cities.

The schedules were established interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying departments responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, the City will realize savings in freeing up filing cabinets, office space, and operational efficiencies.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the written request of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, as provided in Section 3.

STAKEHOLDERS/OUTREACH
Not Applicable

FISCAL IMPACT
There is no fiscal impact associated with this report.
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ENVIRONMENTAL REVIEW (CEQA/NEPA)
This item is exempt from CEQA. It is not a project and there is no reasonable likelihood that it will result in any significant impacts to the environment.

CAMPAIGN DISCLOSURE
This item is exempt from campaign disclosure requirements.

ALTERNATIVES
Alternative 1. Approve the records retention schedule and destruction policy as recommended.

Alternative 2: Provide direction to staff to change records retention periods for specific records series, and/or authority delegations provided in the Resolution.

Alternative 3: Consider any other alternative not proposed by staff.

ADMINISTRATIVE ACTION
Prepared by:

Aram Adjemian, City Clerk
Approved by:

Roubik R. Golanian, P.E., City Manager

EXHIBITS/ATTACHMENTS
EXHIBIT 1: City Wide Records Retention Schedule
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CC_01182022_Resolution_8d1.pdf
1 RESOLUTION NO.______________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

GLENDALE, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is costly, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Glendale; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed.

NOW THEREFORE BE IT RESOLVED BY THE COUNCIL OF THE CITY OF GLENDALE:

Section 1. The records of the City of Glendale, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Glendale.

Section 2. Routine updates, as prescribed by law, are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

Section 3. The term “records” as used herein shall include documents, instructions, books, 67 of 455
CC_01182022_Resolution_8d1.pdf
2 microforms, electronic files, magnetic tape, optical media, or papers, as defined by the California Public Records Act.

Adopted this __________ day of __________________, 2022. __________________________
Mayor
ATTEST:
___________________________
City Clerk

STATE OF CALIFORNIA )
) SS

COUNTY OF LOS ANGELES )
I, Aram Adjemian, Clerk of the City of Glendale, certify that the foregoing Resolution No.___ was adopted by the Council of the City of Glendale, California, at a regular meeting held on the day of ____________________, 2022, and that same was adopted by the following vote:

Ayes:

Noes:

Absent:

Abstain:

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HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The City -wide retention schedule inclu des those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time.

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

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:

• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
• AUTHORIZATION TO DESTROY RECORDS:

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

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

On every page of the schedules (near the top, just under the column headin gs) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”
69 of 455

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)

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

Transitory Records not retained in the ordinary course of business , that do NOT have substantive content : Preliminary drafts, notes, or interagency or intra - agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – the form of the record: Mag = Computer Magnetic Media (hard drive, disks, tapes, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed

Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

GC§34090 is a base minimum retention; the “Total Retention” column is what has been adopted by the City Council. 70 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

Lead Dept. CW-001 Accident Reports / Incident Reports (Members of the Public - No Claim Filed) 2 years Mag,
Ppr GC §34090
Lead Dpt. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years Mag,
Ppr
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-003
Agreements & Contracts, MOUs: FINAL /
OFFICIAL and ADMINISTRATION (WITHOUT
Grant Funding)
(Final Agreement or Contract with all exhibits,
RFP or Scope of Work, Insurance Certificates,
Project Administration, Certified Payrolls,
Invoice copies, Logs, etc.)
Finance retains a copy for internal controls
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination +
5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-004
Agreements & Contracts, MOUs: FINAL /
OFFICIAL and ADMINISTRATION (WITH
Grant Funding)
(Final Agreement or Contract with all exhibits,
RFP or Scope of Work, Insurance Certificates,
Project Administration, Certified Payrolls,
Invoice copies, Logs, etc.)
Finance retains a copy for internal controls
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

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

97.42; OMB Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
71 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
CW-005
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-006
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - AGENDAS & STAFF REPORTS
Minimum 2
years Mag,
Ppr Department Preference; GC §34090 et seq.

Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - MINUTES
P Mag,
Ppr GC §34090
Staffing Dept. CW-008 Committees: City Council Subcommittees, AGENDAS and MINUTES 2 years Mag,
Ppr
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. CW-009
Committees: Employee Committees, Employee
Staff Meetings / Department Staff Meetings
AGENDAS and MINUTES
2 years Mag,
Ppr
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Lead
(Responding)
Dept.

CW-010 Complaints / Concerns from Citizens Minimum 2
years Mag,
Ppr
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-011 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
72 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-012
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years Mag,
Ppr GC §34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-013
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or that
ARE made or retained for the purpose
of preserving the informational content
for future reference are saved by printing
them out and placing in a file folder, or
saving them electronically in a folder
outside the e-mail system; If not mentioned
here, consult the City Attorney to determine
if a record is considered transitory /
preliminary drafts. GC §34090, GC §6252;
64 Ops. Cal. Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court (Smith).

S218066. Supreme Court of California,
2017
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
73 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-014 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 6252, 6254(a)
Lead Dept. CW-015 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept. CW-016 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag,
Ppr GC §34090
Lead Dept. CW-017
Grants / CDBG (Community Development Block
Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
(SUCCESSFUL Reports, other records required
to pass the funding agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards; Grants covered
by a Consolidated Action Plan are required
for 5 years; Uniform Admin. Requirements
for Grants to Local Governments is 3 years
from expenditure report or final payment of
grantee or subgrantee; statewide
guidelines propose 4 years; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Lead Dept. CW-018 Newspaper Clippings
When No
Longer
Required
Ppr
Used by City Manager's staff; Non-records -
may be obtained from the newspaper
company; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
74 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Human
Resources CW-019 Personnel Files (Department-level Files) Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag,
Ppr
Ensure records kept in Department files
comply with City policy (all originals are
sent to Human Resources); GC §34090.7
Lead Dept. CW-020 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate folder to be
incorporated into performance evaluation,
or to document progressive discipline; GC
§34090 et seq.

Lead Dept. CW-021 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090, 6252, 6254(a)
Lead Dept.
(Who Uses the
Vehicle)
CW-022
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-023 Public Relations / Press Releases 2 years Mag, Ppr GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-024 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years Mag,
Ppr
Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-025 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
75 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-026 Receipts / Treasurer's Receipts 5 years Mag,
Mfr, OD,
Ppr
S / I Yes:: After

QC & OD
Department preference; All departments
enter their own receipts into the ERP /
Financial database; meets auditing
standards; GC §34090
CW-027
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Administrative Policy Manual (APMs) are
retained by Human Resources
Minimum 2
years Mag,
Ppr
Statewide guidelines propose superseded
+ 2 or 5 years; GC §34090
Lead Dept. CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
OTHER Departments
When
Superseded Mag,
Ppr Copies; GC §34090.7
Lead Dept. CW-030 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-031 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Ppr
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently;
GC §34090
Lead Dept. CW-032 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Ppr Department Preference; GC §34090 et seq.

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
76 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-033
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years Mag,
Ppr GC §34090
Lead Dept. CW-034
Training Presented by City Staff -

DEPARTMENT-LEVEL COURSE RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
City-wide Course Records are retained by
Human Resources
Training Certificates are retained in the
Department-level's Personnel File
5 years
Mag,
Mfr, OD,
Ppr
S Yes: When
Inactive
Department preference; Ethics Training is 5
years; Statewide guidelines propose 7
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection,
or discharge; State Law requires 2 -3 years
for personnel actions; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(ii), LC §6429(c);
GC §§12946, 34090, 53235.2(b)
Lead Dept. CW-035
Volunteer Applications / Unpaid Intern
Applications - SUCCESSFUL
Includes Volunteer Agreement and e-mail
confirmation of Livescan clearance from Human
Resources;
Inactive /
Separation +
3 years
Mag,
Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(i),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
Lead Dept. CW-036 Volunteer Applications / Unpaid Intern Applications - UNSUCCESSFUL 3 years Mag,
Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(i),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
77 of 455

HOW TO USE RETENTION SCHEDULES
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:

AUTHORIZATION TO DESTROY RECORDS:

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”
78 of 455

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

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

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

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

GC§34090 is a base minimum retention; the “Total Retention” column is what has been adopted by the City Council. 79 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

97.42; OMB Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
80 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
CW-005
Boards, Commissions, & Committees:

Lead
(Responding)
Dept.

CW-010 Complaints / Concerns from Citizens Minimum 2
years Mag,
Ppr
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-011 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
81 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

S218066. Supreme Court of California,
2017
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
82 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-016 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag,
Ppr GC §34090
Lead Dept. CW-017
Grants / CDBG (Community Development Block
Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
(SUCCESSFUL Reports, other records required
to pass the funding agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards; Grants covered
by a Consolidated Action Plan are required
for 5 years; Uniform Admin. Requirements
for Grants to Local Governments is 3 years
from expenditure report or final payment of
grantee or subgrantee; statewide
guidelines propose 4 years; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Lead Dept. CW-018 Newspaper Clippings
When No
Longer
Required
Ppr
Used by City Manager's staff; Non-records -
may be obtained from the newspaper
company; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
83 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
84 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-026 Receipts / Treasurer's Receipts 5 years Mag,
Mfr, OD,
Ppr
S / I Yes:: After

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
85 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-033
Surveys / Questionnaires (that the City issues).

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

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

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

CITY ATTORNEY
City
Attorney CA-001 Advice Files / Attorney Work Product
(Notes, etc.)
Minimum 2
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

City
Attorney CA-002
Bankruptcies (Other than for City Vendors) -
NOT pursued
Purchasing is Office of Record for Vendor
Bankruptcies
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary
course of business (Content does not relate in a
substantive way to the conduct of the public's
business); GC §34090
City
Attorney CA-003
Bankruptcies (Other than for City Vendors) -
Where a claim is filed
Purchasing is Office of Record for Vendor
Bankruptcies
10 years Mag, Ppr
Department Preference; Water Liens are good
for 10 years from recording date, and may be
extended by re-recording lien; negative
information remains on credit ratings for 7 years;
WC §§36729; 37212(b), GC §34090
City
Attorney CA-004 City Attorney Opinions Minimum 10
years Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-005
Claims Against the City
(City Clerk receives the claim form, and
forwards it to the City Attorney)
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City
Attorney
Hearing Officer Determinations (Parking
Citation Appeals, etc.) 2 years Mag, Ppr GC §34090
City
Attorney CA-006
Lawsuits / Litigation - EXCLUDES Final
Settlement Agreements, Historically
Significant Records
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
87 of 455
Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

City
Attorney CA-007
Lawsuits / Litigation - Final Settlement
Agreements, Historically Significant
Records
P Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City
Attorney CA-008 Legislative Advocacies, Amicus Briefs, etc. Minimum 2 years Mag, Ppr Department preference; GC §34090
City
Attorney CA-009 Subject / Project Files Minimum 2
years Mag, Ppr Department preference; GC §34090
City
Attorney CA-010 Subpoenas 2 years Mag, Ppr GC §34090
SAFETY
City
Attorney /
Safety
CA-011 DMV Pull Notices (ALL)
When
Superseded
or Upon
Separation
Mag, Ppr Department Preference; GC §34090
City
Attorney /
Safety
CA-012 OSHA Citations and Inspections 5 years Mag, Ppr
OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), OMB 1220-0029; GC
§34090; LC §6429c
City
Attorney /
Safety
CA-013 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1),
GC §34090.7; LC §6429c
City
Attorney /
Safety
CA-014 Safety Inspections Conducted by the City 5 years Mag, Ppr Department Preference; GC §34090 GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
88 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

City Clerk CC-001
Agenda Packets: City Council, Housing
Authority, Public Financing Authority,
Redevelopment Agency, Successor Agency,
Oversight Board
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002 Application for Refund 2 years Mag, Ppr Yes: After QC & OD GC §34090
City Clerk CC-003 Assessment Districts (Formation) P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-004
Bid Opening Packets: Bids or Proposals in
response to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications),
Notices, Specifications, Unsuccessful
Proposals
2 years Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-005 Board & Commission / Committee
Applications for Appointment 2 years Mag, Ppr Yes: After QC & OD GC §34090
City Clerk CC-006 Board & Commission / Committee Maddy
Act Lists / Vacancy Notices 2 years Mag, Ppr Yes: After QC & OD GC §34090
City Clerk CC-007 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-008 City Council, Board & Commission
Historical List of Members / Rosters P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-009 Claims for Damages Settle + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Claim must be filed within 1 year, lawsuit
within 2 years; complaints against peace
officers within 5 years; Statute of Limitations
for contracts is 4 years; wrongful death for
construction is completion + 5 years; CCP
§§ 337 et seq.; GC §§ 911.2, 945, 34090,
34090.6; PC §832.5

CITY CLERK
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
89 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-010
Filing System / Subject Files / Function
Filing System - HISTORIALLY

SIGNIFICANT, LAND, PLANNING,

CAPITAL IMPROVEMENT
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-011
Filing System / Subject Files / Function
Filing System - NOT HISTORIALLY

SIGNIFICANT
Minimum 2
years Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED
10 years Ppr
Statements filed electronically are required
for 10 years; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)&(g); GC §84615
City Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-015 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years
Should post on website for 4 years; GC
§81009(e)
City Clerk CC-016 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Ppr S / I Yes: After
2 years GC §81009(e)
City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk CC-018
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms
& Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P Mag, Mfr,
OD, Ppr S Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
4 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
90 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-021
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-022
Candidate File: Nomination Papers,
Candidate Statement Forms, Local Election
Candidate Filing Cost Program, etc. -

SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Ppr Yes: After

QC & OD
Department Preference; Statewide
guidelines proposes 4 years for successful
candidates, 2 years for unsuccessful; CA law
states term of office and 4 years after the
expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-023
Candidate File: Nomination Papers,
Candidate Statement Forms, Local Election
Candidate Filing Cost Program, etc. -

UNSUCCESSFUL CANDIDATES
Election + 4
years Mag, Ppr Yes: After

QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office
and 4 years after the expiration of term and
does not delineate between the two; EC
§17100
City Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be
printed in the Sample Ballot, Polling
Locations and Precinct Board Members,
Notices, Postings, etc.)
Minimum 2
years Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months, or
Final
Examination
+ 1 year
after petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
91 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERKCity Clerk CC-026 Prop. 218 Protest Letters or Ballots and Tabulation 2 years Mag, Ppr GC §53753(e)(2)
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-027 Assessment District Ballots and/or protest letters - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2) City Clerk CC-028 Ballots - After Election 6 mo. Ppr EC §17302 City Clerk CC-029 Ballots - After Recount 6 mo. Ppr EC §17306 City Clerk CC-030 Challenged & Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-031 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk CC-032 Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk CC-033 Roster of Voters (or Electronic Poll Books) Date of
Election + 5
years
Mag, Mfr,
OD, Ppr S
Yes: After
next
subsequent
general
election
EC §17300
City Clerk CC-034 Tally Sheets, Logic & Accuracy Test
Certifications 6 mo. Ppr EC §17304
City Clerk CC-035
Vote-by-Mail Applications, Absentee
Applications, Roster of Absentee
Applications
6 mo. Ppr EC §17505
City Clerk CC-036 Vote-by-Mail Identification Envelopes, Absentee Identification Envelopes 6 mo. Ppr EC §17302
City Clerk CC-037 Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304
City Clerk CC-038 Voter Index Original
Date of
Election + 5
years
Ppr EC §17001
(End of Elections Section)
City Clerk CC-039 Ethics Training Certificates - City Council, Board and Commission Members Only 5 years Mag, Mfr,
OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53235.2(b)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
92 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-040
Historical Records, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of
significant historical interest, Grand
Openings, etc.)
P Mag, Mfr,
OD, Ppr S Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects
and media. Some media (e.g. audio and
video tape) may be limited because of the
media's life expectancy; GC §34090
City Clerk CC-041
Lobbyist (CITY) Registration and Familial
Relationship, Renewal and Amendment
form, Lobbyist
Quarterly report
2 years Mag, Ppr Yes: After
2 years 2 CCR 18615(d); GC §34090
City Clerk CC-042 Lobbyist (FPPC) Authorization / Reporting - FPPC Form 635 / 602 5 years Mag, Ppr Yes: After
2 years 2 CCR 18615(d); GC §34090
City Clerk CC-043
Minutes: City Council, Housing Authority,
Public Financing Authority, Redevelopment
Agency, Successor Agency, Oversight
Board
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-044 Oath of Office / Appointments: City Council, Boards and Commissions
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC
§§36507, 34090; PC §§801.5, 803(c); 29
USC 1113
City Clerk CC-045 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-046 Proclamations / Commendations /
Memoriums / Recognitions, etc. 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City Clerk CC-047 Prop. 218 proceedings - Protest Letters / Ballots / Mailing List 2 years Ppr GC §53753(e)(2)
City Clerk CC-048 Public Records Requests / Subpoenas
Duces Tecum 2 years Mag, Ppr Yes: After
QC'd & OD GC §34090
City Clerk CC-049
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(a)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
93 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERKCity Clerk CC-050 Records Destruction Authorization Forms & Certifications (All Departments) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-051
Resolutions: City Council, Housing
Authority, Public Financing Authority,
Redevelopment Agency, Successor Agency,
Oversight Board
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-052 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
94 of 455
Ver. 6.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY TREASURER
City
Treasurer CT-001
Bank Contracts & Other Treasury Services
Agreements & Requests (Safekeeping, Courier,
Card Organization, System User Access/IDs)
Completion
+ 5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Errors and Omissions are not applicable;
Published Audit Standards=4-7 years; Statute
of Limitations: 4 years; Statewide guidelines
propose termination + 5 years; CCP §§336(a),
337 et. seq., GC §34090
City
Treasurer CT-002
Bank Statements , Bank Online Reports (Current
Day, Previous Day, Monthly, Returned Checks,
ACH Returns, Account Analysis), Courier Vault
Log/Receipt Books & Deposit Bag Confirmation
Tags, Deposit Slips, Cash Count Related
Documents
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets municipal
government auditing standards); GC §34090
City
Treasurer CT-003
Broker / Dealer Questionnaires, Certifications,
Approval / Acknowledgement Letters, Delivery
Instructions, Broker Statements & Notices
Completion
+ 5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department Preference; Meets auditing
standards; GC§§ 34090
City
Treasurer CT-004
Check Replacement Request Records (Affidavits,
Stop Payments, Check Issue/Cancel
Confirmations, Letters/Memos on Payee
Name/Address Change)
Completion
+ 5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department Preference; Meets auditing
standards; GC§§ 34090
City
Treasurer CT-005 Checks - Cancelled/Voided, Zero & Overflow Checks (City Generated) 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department Preference; Meets auditing
standards; GC§§ 34090
(Bank) CT-006
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the checks
to the bank to deposit them.)
Follow
Bank's
Instructions
Mag,
Ppr S / I These are bank instruments, and not City
records; per bank agreement.

City
Treasurer CT-007
Credit Card Receipts, Batch Reports, Card
Payment Dispute Notification & Chargeback
Related Documents, Payment Card Industry Data
Security Standards (PCI DSS) Related
Documents
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets auditing
standards); GC §34090
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Ver. 6.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

City Clerk CT-008 Investment Policy & Annual Investment Reports Copies -
When No
Longer
Required

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

After QC
& OD
Retained in Council Agenda Packet; GC
§34090.7
City
Treasurer CT-009 Investment Policy Advisory Committee (IPAC) - Quarterly meetings 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-010 Investment Policy Advisory Committee (IPAC)

AGENDAS, AGENDA PACKETS, MINUTES
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department Preference (IPAC is not an
advisory body to the City Council); GC §34090
City
Treasurer CT-011
Investments / Arbitrage / Certificate of Deposit /
Investment Bonds & Other Investment
Instruments (Receipts / Advisor Reports / Trade
Ticket & Other Trade Confirmation Records /
LAIF (Local Agency Investment Fund), Money
Market Fund Prospectus)
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department Preference; Meets auditing
standards; statewide guidelines propose
permanent; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 43900
City
Treasurer CT-012 Reconciliations (Bank Reconciliations, Investment Reconciliations) 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-013 Treasurer's Reports / Monthly Reports 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-014 Wires / Wire Transfers 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets municipal
government auditing standards); GC §34090
GLENDALE, CA.©1995-2019 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BUILDING
Community
Develop. /
Building
CD-001 Address Files / Building Permits Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Develop. /
Building
CD-002 Building & Fire Board of Appeals

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Develop. /
Building
CD-003 Building & Fire Board of Appeals
MINUTES, BYLAWS P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
Community
Develop. /
Building
CD-004 Building Permit Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Develop. /
Building
CD-005 Building Plans - Cancelled or Withdrawn
Minimum
Cancelled or
Withdrawn

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

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-006 Building Plans - Expired Life of the
Structure
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Develop. /
Building
CD-007 Building Plans - Finalled - TENANT

IMPROVEMENTS
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
97 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Building
CD-008
Building Plans / Grading Plans - Finalled -

INDUSTRIAL, COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

ACCOMMODATION
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Develop. /
Building
CD-009
Building Plans / Grading Plans - Finalled -
SINGLE FAMILY RESIDENTIAL - SFR and

APPURTENANCES
Energy Calculations, Structural Calculations, Soil
Reports, Geotechnical Reports
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Develop. /
Building
CD-010 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD GC §50022.6
Community
Develop. /
Building
CD-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building
CD-012
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Community
Develop. /
Building
CD-013 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-014 Grading Permits and Grading Plans P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Building
CD-015 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-016
Private Development Projects (on Private
Property): Permanent Files
Certificate of Acceptance / Approval (copy),
Dedications, Abandonments, Drainage, Driveway,
Private Lab Verifications, Testing Lab Final
Reports, Studies, Reports, Geotechnical and Soil
Reports / Hydrology Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
Community
Develop. /
Building
CD-017
Private Development Projects (on Private
Property): Administration File / Construction
Inspection
Construction Inspections, Correspondence, Daily
Logs, Inspector's Records, Photos, etc.

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

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Community
Develop. / Code
Enforce.

CD-019 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090
Community
Develop. / Code
Enforce.

CD-020 Code Enforcement Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Develop. / Code
Enforce.

CD-021
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
99 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT
Community
Develop. /
Economic
Develop.

CD-022 Economic Development Commission

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Original Staff
Reports are filed in the project file; GC
§34090
Community
Develop. /
Economic
Develop.

CD-023 Economic Development Commission
MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr GC §34090
Community
Develop. /
Economic
Develop.

CD-024
Economic Development Projects, Programs,
Subject & Issues (Issues and/or projects will vary
over time)
Minimum 2
years Mag, Ppr Department Preference; GC §34090

HOUSING / CDBG / FORMER REDEVELOPMENT PROJECTS
Community
Develop. /
Housing
CD-025 Housing Applications Rejected (First Time Home
Buyers, Life/Safety, Rehabilitation, HOME, etc.) 2 years Mag, Ppr GC §34090 Community
Develop. /
Housing
CD-026
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.

WITH a Recapture / Resale Restriction
Send all Deeds to the City Clerk
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer

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

QC & OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; statewide guidelines
propose 4 years; 2 CFR 200.334; 24
CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
100 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Housing
CD-027
Housing Programs: CDBG-funded Housing
Projects, etc.

WITHOUT a Recapture / Resale Restriction
Send all Deeds to the City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.334;
24 CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Community
Develop. /
Housing
CD-028
Redevelopment Plans, Redevelopment Projects
(Historical)
Send all Deeds to the City Clerk
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Community
Develop. /
Housing
CD-029 Redevelopment Projects (Not Historical) 10 years Yes Mag, Ppr Department preference; GC §34090 et seq.

PLANNING
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Planning
CD-030
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Development Agreements
Development Plan Review
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance (Temporary Events, Banners,
Home Occupation, etc.)
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Community
Develop. /
Planning
CD-031 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Community
Develop. /
Planning
CD-032 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
102 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Planning
CD-033
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Correspondence submitted to, or transferred
from the agency, and all internal agency
communications, including staff notes related
to a non-exempt CEQA action. Includes all
emails and communications connected with
the project
Project
Approval or
Denial
+ 180 days
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Develop. /
Planning
CD-034
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries
P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Develop. /
Planning
CD-035
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Outside City boundaries
When No
Longer
Required
Mag, Ppr
Non-records; EIRs and Negative
Declarations within the City Boundaries
are with the project file
Community
Develop. /
Planning
CD-036 General Plan, Elements and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-037 Long Range Planning / Planning Studies P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
103 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Planning
CD-038 Master Plans, Specific Plans, Land Use Plans and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-039 Materials Boards
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Develop. /
Planning
CD-040 Planning Commission

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Original Staff
Reports are filed in the project file; GC
§34090
Community
Develop. /
Planning
CD-041 Planning Commission
MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr GC §34090
Community
Develop. /
Planning
CD-042
Temporary Use Permits (TUP) / Temporary Signs
/ Banner Permits, Film Permits, etc. (Approved &
Unapproved)
Christmas Tree Lots, Pumpkin Lots, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Ppr Department preference; GC§§34090
Community
Develop. /
Planning
CD-043 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC §34090
Community
Develop. /
Planning
CD-044 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
104 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY SERVICES / ADMINISTRATION
Community
Services /
Administration
CS-001
Parks, Recreation & Community Services
Commission

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Services /
Administration
CS-002
Parks, Recreation & Community Services
Commission

MINUTES, BYLAWS
P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090

COMMUNITY SERVICES / CAPITAL IMPROVEMENT PROJECTS
Community
Services /
Capital
Improvement
Projects
OR
Public Works /
Engineering?
CS-003
Capital Improvement Projects (CIP) - Where
Community Services is the Lead: Administration
File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, Sidewalk Grinding, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
105 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Capital
Improvement
Projects
OR
Public Works /
Engineering?
CS-004
Capital Improvement Projects (CIP) Where
Community Services is the Lead: Permanent
File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Community
Services /
Capital
Improvement
Projects
OR
Public Works /
Engineering?
CS-005
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where Community Services is the Lead
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090

COMMUNITY SERVICES / HUMAN SERVICES
Community
Services /
Human Services
CS-006
CDBG - Community Development Block Grant
Advisory Committee

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
106 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Human Services
CS-007
CDBG - Community Development Block Grant
Advisory Committee

MINUTES, BYLAWS
P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
Community
Services /
Human Services
CS-008
CDBG (Community Development Block Grant) -

CAPITAL IMPROVEMENT PROJECTS (CIPS)
(SUCCESSFUL Reports, other records required
to pass the funding agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Ppr
Consistent with Capital Improvement
Administration files; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Services /
Human Services
CS-009
CDBG (Community Development Block Grant) -
SOCIAL SERVICES (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
5 years Mag, Ppr
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Services /
Human Services
CS-010 CDBG Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Ppr GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
107 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Human Services
CS-011 Homeless Continuum of Care Board
MINUTES, BYLAWS P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
Community
Services /
Human Services
CS-012 Homeless Continuum of Care Board

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Services /
Human Services
CS-013 Homeless Services / Referrals 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Community
Services /
Human Services
CS-014 Senior Services / Referrals 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Community
Services /
Human Services
CS-015 Senior Services Committee

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Services /
Human Services
CS-016 Senior Services Committee
MINUTES, BYLAWS P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY SERVICES / PARKS
Community
Services / Parks CS-017 Herbicide / Pesticide Application (Parks) 2 years Mag, Ppr Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623, 40 CFR
171.11 et seq.

Community
Services / Parks CS-018 Park Trees (West Coast Arborists), Park Walkways / Sidewalks, Playground Inspections 10 years Mag, Ppr Department preference; GC §34090 Division
Providing
Service / Work
CS-019
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
CS-020
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
CS-021
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

COMMUNITY SERVICES / RECREATION
Community
Services /
Recreation
CS-022 _Recreation Database / Class Registration
Database
Minimum 2
years Mag, Ppr May contain e-packets with electronic
waivers; Data is interrelated; GC §34090
Community
Services /
Recreation
CS-023 Activity Guide / Class Guide / Program
Guide(Final) P
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Recreation
CS-024
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag, Ppr GC §34090
Community
Services /
Recreation
CS-025 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.

Community
Services /
Recreation
CS-026 Contracts for Instructors and Performers Completion + 2 years
Yes: During
Class or
Program
Mag, Ppr Department preference; CCP §337; GC
§34090
Community
Services /
Recreation
CS-027 Evaluations / Surveys (Programmatic Evaluations
of Recreation programs)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Services /
Recreation
CS-028 Film Permits, Special Event Permits at City Parks (for others, see City Manager) 2 years Mag, Ppr GC §34090 Community
Services /
Recreation
CS-029 Income Assistance Subventions for Recreation
Programs / Scholarships (from General Fund) 5 years
Yes: During
Class or
Program
Mag, Ppr
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Community
Services /
Recreation
CS-030 Lifeguard Certifications Separation +
2 years
Yes: During
Class or
Program
Mag, Ppr
Department Preference; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Recreation
CS-031
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (includes
ABC Permits, where required)
2 years Mag, Ppr GC §34090 et. seq.

Community
Services /
Recreation
CS-032
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (includes
ABC Permits, where required)
2 years Mag, Ppr GC §34090 et. seq.

Community
Services /
Recreation
CS-033 Rosters / Sign-in / Sign-Out Sheets for classes
and programs 2 years Mag, Ppr GC §34090
Community
Services /
Recreation
CS-034 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Community
Services /
Recreation
CS-035 Swimming Pool Chemical Addition Logs 2 years
Yes: During
Class or
Program
Mag, Ppr GC §34090
Community
Services /
Recreation
CS-036 Volunteer Hours Reports
(see City-wide for Volunteer Applications) 2 years Mag, Ppr GC §34090 et. seq.

VERGUDO JOBS CENTER
Community
Services /
Verdugo Jobs
Center
CS-037 Verdugo Jobs Center
When No
Longer
Required -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department Preference (Shared among
several cities; Some programs may have
grant funding); 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
111 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-8 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Verdugo Jobs
Center
CS-038 Verdugo Workforce Development Board (VWDB)

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Services /
Verdugo Jobs
Center
CS-039 Verdugo Workforce Development Board (VWDB)
MINUTES, BYLAWS P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
112 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / FINANCIAL APPLICATIONS
Finance /
Financial
Applications
FIN-001
_Financial Services Database / ERP
Database (Tyler Munis - was PeopleSoft
prior to 2019)
Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
Financial
Applications
FIN-002 _Payroll Database / ERP Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090

FINANCE / ACCOUNTING
Finance /
Accounting FIN-003 1099's 6 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; 26 CFR §31.6001-1(e)(2),
R&T §19530, GC §34090; 29 USC 436
Finance /
Accounting FIN-004
Audits - Annual Financial Reports / Annual
Comprehensive Financial Report (ACFR) /
Single Audits
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Accounting FIN-005 Audits - Grant Audits, IRS Audits,
Transportation Audits
6 years, or Audit
Guidelines,
Whichever is
Longer
Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Accounting FIN-006 Journal Entries 20 years Mag, Ppr
Department Preference; meets auditing
standards; GC §34090, 26 CFR

31.6001-1
Finance /
Accounting FIN-007 OES / FEMA Claims
5 years After
Disaster is
Closed by FEMA
or OES
Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
113 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Accounting FIN-008
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No Longer
Required Mag, Ppr
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
Finance /
Accounting FIN-009 State Controller's Report and Other
Reports Required by Various Agencies 10 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Accounting FIN-010
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Accounting FIN-011
Trustee Statements / Official Statements /
Certificates of Participations (COPs) /
Continuing Disclosure Reports / Debt
Related Documents / Bonds and Bond
Sales
P Yes: Until
Maturity Mag, Ppr
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26
CFR 1.6001-1(e): GC §43900 et seq.

Finance /
Accounting FIN-012 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090

FINANCE / BUDGET
Finance /
Budget FIN-013 Annual Adopted Budget P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Budget FIN-014 Revenue Contracts Completion + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; CCP §337 et
seq.; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
114 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / ACCOUNTS PAYABLE
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
115 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Accounts
Payable
FIN-015
Accounts Payable / Invoices and Backup /
Wire Transfers / EFT Advice / Copies of
Checks / Condensed Register Checks and
EFTs
Contracts and Agreements are copies
used for internal controls; the Lead
Department is the Office of Record
10 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; Purchasing preference for P-
Card Invoices (48 CFR 4.805 requires
Federal Agencies to retain their
contracts, unsuccessful & successful
proposals 6 years after final payment);
CCP §337 et. seq.; GC §34090
Finance /
Accounts
Payable
FIN-016 Accounts Payable Checks 5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
Accounts
Payable
FIN-017 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
Finance /
Accounts
Payable
FIN-018 Voided Checks 5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Meets municipal government auditing
standards; GC § 34090

FINANCE / INTERNAL AUDIT
Finance /
Internal Audit FIN-019 Audit Committee
AGENDAS & AGENDA PACKETS Minimum 2 years Mag, Ppr Department Preference; GC §34090 et seq.

Finance /
Internal Audit FIN-020 Audit Committee
MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr,
OD, Mfr I Yes: After
QC & OD GC §34090
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Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Internal Audit FIN-021 Internal Audit Work Papers
5 years After
Date of Final
Report
Mag, Ppr Department Preference; preliminary
drafts, notes; GC §§34090, 6252(e)
Finance /
Internal Audit FIN-022 Reports - Annual and Quarterly Reports 10 years Mag, Ppr, OD, Mfr I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Internal Audit FIN-023 Reports - Final Internal Audit Reports 10 years Mag, Ppr, OD, Mfr I Yes: After
QC & OD Department Preference; GC §34090

FINANCE / BILLING, COLLECTIONS & GRANTS
Finance /
Billing,
Collections &
Grants
FIN-024
Accounts Receivable: Billing Invoices,
Franchise Fees / Transient Occupancy Tax
(TOT), Utility Users Tax (UUT)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Billing,
Collections &
Grants
FIN-025 Cash Receipts (includes Petty Cash) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

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

FINANCE / PAYROLL
Finance /
Payroll FIN-026 CalPERS Audit / PERS Audits 5 years Mag, Ppr Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-027
CalPERS Reports - PERS Reports Annual
Valuation Reports, Actuarial Valuation
Reports
5 years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-028
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
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Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-029 Employee Payroll Files - Includes Benefit Enrollments
Separation + 5
years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-030 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Ppr GC §34090; 26 CFR 31.6001.1
Finance /
Payroll FIN-031 Local Government Compensation Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-032 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-033
Time Cards / Time Sheets (Includes
Overtime) Travel Expense
Reimbursements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards (5 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB
keeps 3 years; Most Employees provide
digital signatures when they submit their
timecards, but some in Public Works
and Community Services do not
(another employee enters their time);
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
29 CFR 516.5 & 516.6(c); GC §34090
Finance /
Payroll FIN-034 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
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Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-035 W-4s
Superseded or
Separated + 4
years
Mag, Ppr
W-4s are required four years after the
due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC §34090

FINANCE / PURCHASING
Lead Dept. FIN-036
Bid Opening Packets: Bids or Proposals in
response to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications),
Notices, Specifications, Unsuccessful
Proposals
2 years Mag, Ppr Yes: After
QC & OD GC §34090
Finance /
Purchasing FIN-037
Purchase Orders / Purchase Requisitions /
Procurement Cards / Fixed Asset Transfer
& Disposal / Contracts – Maintenance and
Operation / Service Authorization /
Auctions of Surplus Property
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

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

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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE ADMINISTRATION
Fire /
Admin. FR-001
Background File / Recruitment File - Fire
Employees & Fire Volunteers
(SUCCESSFUL)
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 12960, 34090;
29 USC 1113
Fire /
Admin. FR-002
Background File / Recruitment File - Fire
Employees & Fire Volunteers
(UNSUCCESSFUL)
3 years Mag,
Ppr
Department preference; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§ 3105, 12946, 12960, 34090
Fire /
Admin. and
Police /
Admin. /
Chief
FR-003
Emergency Operations Plan (includes Office
of Emergency Management & Homeland
Security)
When
Superseded Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No GC §34090
Fire /
Admin. &
Police /
Admin.

FR-004 EOC Activations & Drills 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC Department Preference; GC §34090
Fire /
Admin. FR-005 Fire Incident RMS Database (Emergency
Reporting) Indefinite Yes Mag,
Ppr Data is interrelated; GC §34090 et seq.

Fire /
Admin. FR-006 ISO Insurance Ratings 15 years Mag,
Ppr
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-007 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft / copy (the Fire
database is the original); GC §34090 et seq.

Fire /
Admin. FR-008 Mutual Aid Agreements, Joint Power
Authorities
Completion
+ 10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: Upon
Completion
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§337 et. seq., GC §34090
Fire /
Admin. FR-009 Programs and Projects (e.g. Cadet, CPR
Program, Fire Service Day, etc.)
Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-010 Requests for Fire Incident Reports and Fire Investigation Reports 2 years Mag,
Ppr GC §34090
Fire /
Admin. FR-011 Ride-A-Long Waivers 2 years Mag,
Ppr GC §34090
Fire /
Admin. FR-012 Strike Team Reimbursement (OES / FEMA) 10 years Mag, Ppr Department Preference; GC §34090

EMERGENCY MEDICAL SERVICES
Fire / EMS FR-013 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Yes Mag,
Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / EMS FR-014
Emergency Medical Database / e-PCR
Database / Electronic Patient Care Report
Database
Minimum 20
years Yes Mag
Department preference when e-PCRs are stored
in the database (20 years for retention of
Juveniles and Pregnant Adults); GC §34090,
34090 et seq. CCP §340.5, GC §34090; H&S
§§1797.98(e) 123145; 42 CFR 482.24(b); 9 CCR
9444, 22 CCR 70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a), W&I 14124.1;
CMS Pub. 100-4, Chapter 1, Section 110.3
Fire / EMS FR-015 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance 3 years Mag,
Ppr
Statute of Limitations for health providers is 3
years; 13 CCR 1100.7, CFC §§104.6 - 104.6.4,
GC §34090, 34090 et seq.

Fire / EMS FR-016 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD 24 CFR 164.530(j)
Fire / EMS FR-017 Paramedic Continuing Education Rosters and Certificates 4 years
Mag,
Mfr, OD,
Ppr
S Yes: After QC
& OD
Department preference; Paramedic Continuing
Education is required for 4 years by DPH; 8 CCR
§3204(d)(1) et seq., 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090
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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / EMS FR-018
Patient Care Reports / PCRs / Paramedic
Release Forms (EMS transportation) /
Consent Form with Assignment of Benefits:

ADULTS
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; adults required for 7
years; minors until 1 year after age 18, but not
less than 7 years; 10 years is recommended by
AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP
§340.5, GC §34090; H&S §§1797.98(e) 123145;
42 CFR 482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a), 75055(a),
75343(a), 77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
Fire / EMS FR-019
Patient Care Reports / PCRs / Paramedic
Release Forms (EMS transportation) /
Consent Form with Assignment of Benefits:

JUVENILES or PREGNANT ADULTS
Juvenile 19
years old -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; adults required for 7
years; minors until 1 year after age 18, but not
less than 7 years; 10 years is recommended by
AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP
§340.5, GC §34090; H&S §§1797.98(e) 123145;
42 CFR 482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a), 75055(a),
75343(a), 77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
Fire / EMS FR-020 Subpoenas (Personal Appearance - EMS
Personnel) 2 years Mag,
Ppr GC §34090

FIRE MARSHAL / FIRE PREVENTION
Develop.

Services /
Building
FR-021 Development Review / Plan Review
Copies -
When No
Longer
Required
Mag,
Ppr Department Preference; GC § 34090 et seq.

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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-022
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods or Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Required for the Life of
the Structure or Activity, or Minimum 5 years
whichever is longer for Approvals, Inspections,
Fires, Modification / Alternative Methods or
Materials; CFC §§ 104.6 – 104.6.4; GC §34090
Fire / Fire
Prevention FR-023 Fire Inspections / Citations / Notice of Violations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§ 104.6 – 104.6.4;
GC §34090
Fire / Fire
Prevention FR-024 Fire Investigations - Arson & Capital Crimes Only P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Capital Crimes have no
statute of limitations); GC §34090 et seq.

Fire / Fire
Prevention FR-025 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 2
years
Mag,
Ppr Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-026 Fire Prevention Programs (Fire Prevention Week, etc.)
Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-027
Permits: Construction Permits (Short Term
Uses / Temporary Uses): High Piled
Storage, Sprinkler Plans, etc.

Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Ppr GC §34090 et seq.

Fire / Fire
Prevention FR-028
Permits: Fire Code Permits / Special Event
Permits (assembly permits, candle permits,
tent permits, fire hydrant use, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Ppr GC §34090 et seq.

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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-029
Permits: Operational Permits (Long-term
operations): High Piled Storage, Sprinkler
Plans, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-030 Pre-Fire Plans When
Superseded
Mag,
Ppr GC §34090 et seq.

Fire / Fire
Prevention FR-031 Public Information / Education (when
produced internally)
Minimum 2
years
Mag,
Ppr Department Preference; GC §34090
Fire / Fire
Prevention FR-032 Weed Abatement / Vegetation Abatement Minimum 2 years
Mag,
Ppr Department Preference; GC §34090
FIRE PREVENTION /CUPA - Certified Unified Program Agency Fire / Fire
Prevention /
CUPA
FR-033
Aboveground Storage Tanks
Inspections, Integrity Testing, Maintenance,
Repairs
20 years Mag,
Ppr
Department Preference; applies to both Tier I
and Tier II Tanks; (Tier II tanks are required to
have an integrity test every 20 years); GC
§34090
Fire / Fire
Prevention /
CUPA
FR-034
CalARP (California Accidental Release
Prevention) Risk Management Reviews,
Comments
When No
Longer
Required
Mag,
Ppr
City is not lead agency; given back to facility;
Facility Owner re-certifies every 5 years.

Fire / Fire
Prevention /
CUPA
FR-035 Permitted Uses: CUPA Inspections,
Notices, Permits, Violations P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC
& OD Department Preference; GC §34090
Fire / Fire
Prevention /
CUPA
FR-036
Remediation Cases / Studies and Reports,
Contamination Data, Permits for Soil Boring,
Site Safety Plans, etc.

P
Mag,
Mfr, OD,
Ppr
S / I Yes (after 2
years) Department Preference; GC §34090
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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention /
CUPA
FR-037
Underground Storage Tanks
UST Monitoring, Inspections
7 years Mag,
Ppr
Monitoring and Maintenance records are required
on site for 3 years, 6 ½ years for cathodic
protection maintenance, 5 years for calibration &
maintenance of release detection systems; 23
CCR 2712(b); H&S §25284.2(i)
Fire / Fire
Prevention /
CUPA
FR-038
Underground Storage Tanks (City-Owned
and/or Privately Owned)
Locations, Soil Remediation, Monitoring
Well Records
P
Mag,
Mfr, OD,
Ppr
S Yes: After 1
year
Department Preference (required for the life of
the tank); 23 CCR 2712(b), H&S §25284.2(i);
GC §34090 et. seq.

OPERATIONS / SUPPRESSION
Fire / Ops FR-039 Equipment Records & Testing Surplus + 2 years
Mag,
Ppr
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC
§34090
Fire / Ops FR-040
Fire Training Center - Use Agreements /
Waivers of Liability (College Use
Agreement)
Completion
+ 2 years
Mag,
Ppr GC §34090

TRAINING
Fire /
Training FR-041 Training Database Indefinite Mag,
Ppr Data is interrelated; GC §34090 et seq.

Fire /
Training FR-042
Training File (by employee)
Individual Training Certificates, Continuing
Education for Paramedics
Send to
Human
Resources
Upon
Separation
or Transfer
Mag,
Mfr, OD,
Ppr
S Yes: After QC
& OD
Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; Claims
can be made for 30 years for toxic substance
exposure; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946, 12960,
34090

VERDUGO FIRE COMMUNICATIONS CENTER (VFCC)
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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Verdugo
Fire Comm.

Center
FR-043
Audio Recordings or Tapes - (CAD /
Computer Aided Dispatch) Recordings of
Telephone & Radio Communications
Dispatch Tapes (CAD)
3 years Mag Ambulance Dispatch Call Records are required for 3 years;13 CCR 1100.7, GC §34090
Fire /
Verdugo
Fire Comm.

Center
FR-044 Authorization to Release Records (received
from the Lead Jurisdiction) 2 years Mag,
OD GC §34090 et seq.

Fire /
Verdugo
Fire Comm.

Center
FR-045
VFCC Committees (City Managers
Committee, Executive Committee, Finance
Committee, Operations Committee,
Technical Committee) - AGENDAS &

STAFF REPORTS
Minimum 2
years Mag,
Ppr GC §34090 et seq.

Fire /
Verdugo
Fire Comm.

Center
FR-046
VFCC Committees (City Managers
Committee, Executive Committee, Finance
Committee, Operations Committee,
Technical Committee) - AUDIO or VIDEO
Recordings
2 years Mag,
OD
Department preference; Audio Required for 30
days; GC §54953.5(b); video tapes of meetings
are required for 90 days; GC §34090.6
Fire /
Verdugo
Fire Comm.

Center
FR-047
VFCC Committees (City Managers
Committee, Executive Committee, Finance
Committee, Operations Committee,
Technical Committee) - MINUTES
P Mag,
Ppr GC §34090
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE SERVICES / ADMINISTRATION
GWP / Admin.

Services GWP-001 Glendale Water & Power Annual Report / GWP Annual Report P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Admin.

Services GWP-002
Glendale Water and Power Commission -
AGENDAS & STAFF REPORTS (includes
electricity rate schedules)
Minimum 6
years Mag, Ppr 18 CFR 125.3; GC §34090 et seq.

GWP / Admin.

Services GWP-003 Glendale Water and Power Commission - MINUTES P Mag, Ppr GC §34090

ADMINISTRATIVE SERVICES / LEGISLATIVE AFFAIRS
GWP / Admin.

Services /
Legislative
Affairs
GWP-004 Legislative Affairs / Support or Opposition to
proposed State or Federal Legislation
Minimum 2
years Mag Ppr Department preference; GC §34090

ADMINISTRATIVE SERVICES / WAREHOUSE
GWP / Admin.

Services /
Warehouse
GWP-004
Inventories / Storekeepers Records -
Continuing (Power) Plant inventory ledger,
book or card records showing description,
location, quantities, cost, etc., of physical units
(or items) of utility plant owned
25 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD 18 CFR 125.3; GC §34090

BUSINESS SERVICES / CONSERVATION & UTILITY MODERNIZATION GWP /
Business
Services /
Conservation
GWP-005 Conservation Programs 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Manag.

Services - OR

CONSERVATIO

N (FIBER
SERVICES?)
GWP-006 Fiber & Communications Systems Support:

Leases
Termination
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP /
Business
Services /
Conservation
GWP-007 Key Accounts / Large Customer Meetings,
Public Relations
Minimum 5
years Mag, Ppr Department Preference; GC §34090
GWP /
Business
Services /
Conservation
GWP-008 Marketing / Outreach for Conservation
Programs
Minimum 5
years Mag, Ppr Department preference; GC §34090
GWP /
Business
Services /
Conservation
GWP-009 Plans, Reports - Conservation (Energy or
Water), Environmental Sustainability P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP /
Business
Services /
Conservation
GWP-010 Rebate Programs / Toilet Rebates, etc. 5 years Mag, Ppr Department Preference (meets
municipal government auditing
standards); GC §34090

BUSINESS SERVICES / CUSTOMER SERVICE
GWP /
Business
Services /
Customer
Service
GWP-011 _Customer Service Database (Harris) Indefinite Mag, Ppr Department Preference (Data is
interrelated); Data cannot be
destroyed, written over, or altered
without approval by City Council; 18
CFR 125.3; GC §34090
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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Business
Services /
Customer
Service
GWP-012 _Meter Databases: Data pulse, Remote
Locations, Tampering, Time of Day, etc. Indefinite Mag, Ppr Data is interrelated; This data cannot
be destroyed without Council
approval; GC §34090
GWP /
Business
Services /
Customer
Service
GWP-013 Applications for Service: Residential /
Commercial
Termination
+ 4 years Mag, Ppr Requirement for Power Customers; 18 CFR 125.3; GC §34090
GWP /
Business
Services /
Customer
Service
GWP-014 Armored Manifest Books 2 years Mag, Ppr GC §34090 GWP /
Business
Services /
Customer
Service
GWP-015 Bankruptcies - GWP Customers - NO CLAIM
FILED
Not More
than 90 days Mag, Ppr Not City records (account is closed and bankruptcy noted in database)
GWP /
Business
Services /
Customer
Service
GWP-016 Bankruptcies - GWP Customers - WHERE A
CLAIM IS FILED 10 years Mag, Ppr
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
GWP /
Business
Services /
Customer
Service
GWP-017 Bill Inserts / Marketing 2 years Mag, Ppr GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
129 of 455
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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Business
Services /
Customer
Service
GWP-018
Billing / Accounts Receivable / Customer
Billing (Water and Power), Miscellaneous
Billing
5 years Mag, Ppr
Power revenue is required for 5 years;
(meets municipal government auditing
standards); ; 18 CFR 125.3; GC
§34090
(Bank) GWP-019
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions Mag, Ppr These are bank instruments, and not City records; per bank agreement.

GWP /
Business
Services /
Customer
Service
GWP-020
Collections / Master Collection List / Write Offs
/ Collection Agency Assignments (and
associated disputes)
7 years Mag, Ppr
Department preference (negative
information remains on a customer's
credit rating for 7 years; GC §34090
GWP /
Business
Services /
Customer
Service
GWP-021 Credit Card Receipts (Summaries are sent to
City Treasurer) 2 years Mag, Ppr GC §34090
GWP /
Business
Services /
Customer
Service
GWP-022 Customer Account Adjustment Backup 2 years Mag, Ppr GC §34090 GWP /
Business
Services /
Customer
Service
GWP-023 Customer Payment Stubs
When No
Longer
Required
Mag, Ppr Preliminary drafts (many payments
have no stub); GC §34090 et seq.

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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Business
Services /
Customer
Service
GWP-024 Hydrant Meters - Rentals / Temporary (Pools,
Construction, etc.)
End of Rental
+ 2 years Ppr Department preference; GC §34090
GWP /
Business
Services /
Customer
Service
GWP-025
Life Support Application / Life Line - Income
Based (Seniors, Disabled Persons, Low
Income)
Denial or
Expiration +
2 years
Mag, Ppr GC §34090
GWP /
Business
Services /
Customer
Service
GWP-026
Medical Necessity Customers (Emergencies /
Shut-offs - Customers who must have
electricity or water for critical medical
equipment)
Expiration +
2 years
Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Confidential; Department preference;
GC §34090
GWP /
Business
Services /
Customer
Service
GWP-027 Service Requests - Connects & Disconnects -
Electric and Water (entered into Database)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
GWP /
Business
Services /
Customer
Service
GWP-028 Water Billing: Appeals - Payment Delinquency
& Impending Discontinuation
Final
Decision + 2
years
Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
GWP /
Business
Services /
Customer
Service
GWP-029
Water Billing: Non-payment Notices / Notice
of Payment Delinquency & Impending
Discontinuation (Initial, Final)
2 years Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Business
Services /
Customer
Service
GWP-030 Water Billing: NSF Checks / Adjustments to
Customer accounts 2 years Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
GWP /
Business
Services /
Customer
Service
GWP-031 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan + 2
years
Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
GWP /
Business
Services /
Customer
Service
GWP-032 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
GWP /
Business
Services /
Customer
Service
GWP-033 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
GWP / Division
Providing
Service / Work
GWP-034
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
GWP / Division
Providing
Service / Work
GWP-035 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Division
Providing
Service / Work
GWP-036
Work Orders / Service Requests / Job Orders -
Partial Information Entered in CMMS
Database
Completion +
5 years Mag Ppr 18 CFR 125.3; CCP §§338 et seq.,
340 et seq., 342, GC §34090
GWP /
Business
Services / IT
GWP-037
Backups / Computer Backups (GWP Vertical
Applications not Backed up by City Information
Services)
When No
Longer
Required
Yes Mag.

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

GWP /
Business
Services / IT
GWP-038 Utility Software Applications GWP Custom
Software Programs and Documentation
When
Superseded Yes Mag. GC §34090 et seq.

ELECTRIC SERVICES / ELECTRICAL CONSTRUCTION (ALL - OVERHEAD, STREET LIGHTING, SUBSTATIONS, UNDERGROUND, GWP / Electric
Services /
Electrical
Construction
GWP-039
Construction Management Logs, Inspections,
Daily Diaries, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

Completion +
10 years Mag, Ppr
Statute of Limitations for Errors &
Omissions is 10 years; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §§336(a),
337 et. seq., 18 CFR 125.3; GC
§34090
GWP / Division
Providing
Service / Work
GWP-040
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; 18 CFR 125.3;
GC §34090

BUSINESS SERVICES / INFORMATION TECHNOLOGY
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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Division
Providing
Service / Work
GWP-041 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
GWP / Division
Providing
Service / Work
GWP-042
Work Orders / Service Requests / Job Orders -
Partial Information Entered in CMMS
Database
Completion +
5 years Mag Ppr 18 CFR 125.3; CCP §§338 et seq.,
340 et seq., 342, GC §34090

ELECTRIC SERVICES / ELECTRICAL ENGINEERING
GWP / Electric
Services /
Electrical
Engineering
GWP-043
CIP Project Files - Electric / Capital
Improvement Project Files (CIP) - Electric
Services Engineering: Permanent File
Plans, Record Drawings / "As Builts",
Specifications, Bids/RFPs, Successful
Proposal, Change Orders, Inspections,
Materials Testing Reports, Grading Permits,
Hazardous Materials Reports, Notice of
Completion, O&M Manuals, Photos, Soils
Reports, Studies, Submittals, Surveys, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure plans; 18
CFR 125.3; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-9 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Electric
Services /
Electrical
Engineering
GWP-044
CIP Project Files - Electric Services
Engineering / Capital Improvement Project
Files (CIP) - Electric Services:

Administration File
Project Administration, Certified Payrolls, Daily
Inspection Diary, Project Schedules, Meeting
Minutes, Progress meetings, Real Estate
Appraisals, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Ppr
Some grant funding agencies require
audits; Statute of Limitations for Errors
& Omissions is 10 years; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §§336(a),
337 et. seq., 18 CFR 125.3; GC
§34090
GWP / Electric
Services /
Electrical
Engineering
GWP-045
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where GWP / Electrical Services
Engineering is the Lead
P Yes (all) Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Drafts should be destroyed; GC
§34090
GWP / Electric
Services /
Electrical
Engineering
GWP-046 Easements, Covenants - Electricity P Mag, Ppr GC §34090 GWP / Electric
Services /
Electrical
Engineering
GWP-047
Electric Service Orders - Complaints (Work
Completed in the Field) - Crewmembers
findings with signatures or initials
3 years Mag, Ppr
City preference; Statute of Limitations
for personal property, fraud, etc. is 3
years; Claims must be filed in 6
months; CCP §§338 et seq., 340 et
seq., 342, GC §34090
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135 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-10 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Electric
Services /
Electrical
Engineering
GWP-048 Equipment Sheets 5 years Mag, Ppr Department Preference; GC §34090 GWP / Electric
Services /
Electrical
Engineering
GWP-049 Joint Pole Agreements / Joint Tower
Agreements P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Electric
Services /
Electrical
Engineering
GWP-050 Plans, Studies, Reports - Electrical
Engineering (Finals) P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Electric
Services /
Electrical
Engineering
GWP-051 Pole Inspections / Tower Inspections / Street
Light Structure Inspections P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
Lead Dept. GWP-052 Underground Service Alerts (USA's) / Dig Alerts - GWP 3 years Mag, Ppr
Department Preference (the Regional
Notification Center has the obligation
to retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), 34090
GWP / Division
Providing
Service / Work
GWP-053
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; 18 CFR 125.3;
GC §34090
GWP / Division
Providing
Service / Work
GWP-054 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
136 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-11 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Division
Providing
Service / Work
GWP-055
Work Orders / Service Requests / Job Orders -
Partial Information Entered in CMMS
Database
Completion +
5 years Mag Ppr 18 CFR 125.3; CCP §§338 et seq.,
340 et seq., 342, GC §34090
ELECTRIC SERVICES / ELECTRICAL OPERATIONS (PLANT & EQUIPMENT MAINTENANCE?) Lead Dept. GWP-056 AQMD Permits - Electrical Operations 5 years Mag, Ppr 40 CFR 70.6; GC §620201 Lead Dept. GWP-057 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090
GWP / Electric
Services /
Electrical
Operations
GWP-058
Equipment History Files / Meter History Files /
Stations History Files / Transformer History
Files
Disposal of
Vehicle or
Equipment +
5 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR
§ 3203(b)(1); 49 CFR 396.21(b)(1); 49
CFR 396.3; CCP §337 et. seq., 3
CCR 1234(f); GC §34090
Lead Dept. GWP-059 Generator Operation Logs / Run Time Logs:

Mobile / Portable 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions, GC §34090
GWP / Electric
Services /
Electrical
Operations
GWP-060 Lockout/Blockout / Lockout/Tagout
Disposal of
Vehicle or
Equipment +
5 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR
§ 3203(b)(1); 49 CFR 396.21(b)(1); 49
CFR 396.3; CCP §337 et. seq., 3
CCR 1234(f); GC §34090
Lead Dept. GWP-061 Self-contained Breathing Apparatus (SCBA) - Frames, Tanks, etc.

Expiration of
Certificate Mag, Ppr Certificates are issued for 3-5 years; GC §34090 et. seq.

Lead Dept. GWP-062 Self-contained Breathing Apparatus (SCBA) - Monthly Inspections 2 years Mag, Ppr District Preference; GC §34090 et. seq.

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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-12 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Division
Providing
Service / Work
GWP-063
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; 18 CFR 125.3;
GC §34090
GWP / Division
Providing
Service / Work
GWP-064 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
GWP / Division
Providing
Service / Work
GWP-065
Work Orders / Service Requests / Job Orders -
Partial Information Entered in CMMS
Database
Completion +
5 years Mag Ppr 18 CFR 125.3; CCP §§338 et seq.,
340 et seq., 342, GC §34090

ENVIRONMENTAL SUSTAINABILITY & SAFETY SERVICES
GWP /
Environmental
Sustainability &
Safety
GWP-066
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures
(SPCC), Inspections, Integrity Testing, Maintenance,
Repairs
20 years Mag, Ppr
Department Preference; applies to
both Tier I and Tier II Tanks; (Tier II
tanks are required to have an integrity
test every 20 years); GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-067
Accident / Incident / Injury Reports:

EMPLOYEES / INJURIES OR ILLNESSES -
ALL (also see Workers Compensation in
Human Resources)
Separation +
30 years
Mag, Mfr,
OD, Ppr S Yes: After QC
& 30 years
Claims can be made for 30 years for
toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR
14300.33(a); GC §§12946, 12960,
34090
GWP /
Environmental
Sustainability &
Safety
GWP-068 Air Quality Permits / CARB Permits (Power) Expiration + 5 years Mag, Ppr 40 CFR 70.6; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-13 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-069 Air Quality Reports / CARB Fuel Reports
(California Air Recourses Board) P Mag, Ppr Department preference; 40 CFR 70.6; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-070 Boot, eyeglass prescription allowance tracking
When No
Longer
Required
Yes: Until
Paid Mag, Ppr Copies; GC §34090.7
GWP /
Environmental
Sustainability &
Safety
GWP-071 Cal-OSHA Inspections & Citations, Log 200,
Log 300, 300 A, 301, 301A, etc. 5 years Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
29 CFR 1904.33, OMB 1220-0029, 8
CCR 14300.33; GC §34090 et seq.;
LC §6429c
GWP /
Environmental
Sustainability &
Safety
GWP-072
Confined Space Entries / Hot Work Permits for
welding (Permitted entries into confined
spaces such as sewers and storm drains in
order to comply with regulations)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6); GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-073 Disaster Plan: Emergency Operations Center
(EOC)
When No
Longer
Required
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years Department Preference; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-074 Emergency Directory When
Superseded Mag, Ppr Transitory Record; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-075 Emergency Exercises / Drills
When No
Longer
Required
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
139 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-14 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-076
Emergency Response: Risk Management
Program (RMPs) / Process Safety
Managements (PSMs) - Facilities with
chemicals (Chlorine, ammonia, etc.)
When
Superseded
or Delisted
Mag, Ppr GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-077
Employee Certifications - Pulmonary Function
Tests, Respiratory Fit Tests, Medical
Clearances
Transfer to
Human
Resources
Mag, Ppr HR includes with the employee
medical file; GC §34090 et seq.

GWP /
Environmental
Sustainability &
Safety
GWP-078
Employee Test Results and Individual Noise
Exposure Measurements - Safety Office File
(Annual Surveillance, Audiograms, crane,
forklift, etc.)
Transfer to
Human
Resources
Mag, Ppr Department preference; GC §34090
et seq.

GWP /
Environmental
Sustainability &
Safety
GWP-079 Environmental Agencies / Regulatory Agencies
Correspondence
When No
Longer
Required -
Minimum 5
years
Mag, Ppr GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-080 Generation Reliability Reports 5 years Mag, Ppr Department Preference; GC §34090 GWP /
Environmental
Sustainability &
Safety
GWP-081 Hazard Mitigation Plan
When No
Longer
Required
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years Department Preference; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-082 Hazardous Materials Inventory / Disclosures
(for Outside Agencies
When
Superseded Mag, Ppr Filed annually with the Orange County Fire District; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-15 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-083 Hazardous Waste Disposal Manifests P
Yes:

Before
Resolution
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Claims can
be made for 30 years for toxic
substance exposure; 8 CCR
§3204(d)(1) et seq., 5 years is
required in State and Federal law for
any complaints; 40 CFR 122.41(j)(2)
& 40 CFR 141.33(b); 22 CCR 66470;
GC §§12946, 12960, 34090
GWP /
Environmental
Sustainability &
Safety
GWP-084
Incidents / Waste Discharge Reports:

Recycled Water Violations, Spills,
Investigations and Corrective Actions - ALL,
over 50,000 or under 50,000 gallons, private
property
Last Action +
5 years
Yes:

Before
Resolution
Mag, Mfr,
OD, Ppr
Department Preference; Code of
Federal Regulations requires 3 years;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR §64470
GWP /
Environmental
Sustainability &
Safety
GWP-085
Industrial Hygiene / Employee Exposure
Records - Routine Exposures (by facility / site
address)
P Mag, Mfr,
OD, Ppr S Yes: After QC
& 30 years
Department Preference; Claims can
be made for 30 years for toxic
substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR
14300.33(a); GC §§12946, 12960,
34090
GWP /
Environmental
Sustainability &
Safety
GWP-086 Landfills (City-owned) - Includes Closed /
Repurposed Landfills P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
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141 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-16 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-087
Material Safety Data Sheet (MSDS) / Safety
Data Sheet / SDS / Chemical Use Report Form
(or records of the chemical / substance /
agent, where & when it was used)
Indefinite Mag, Mfr,
OD, Ppr S Yes: After QC
& 30 years
Previous MSDS may be obtained from
a service; MSDS may be destroyed as
long as a record of the chemical /
substance / agent, where & when it
was used is maintained for 30 years;
Applies to qualified employers; 8 CCR
3204(d)(1)(A) et seq, (B)(2 and 3)
GWP /
Environmental
Sustainability &
Safety
GWP-088 Noise Exposure Measurements: Areas /
Facilities
When
Superseded -
Minimum 2
years
Mag, Ppr 8 CCR 5100(d)(1)
GWP /
Environmental
Sustainability &
Safety
GWP-089 NPDES Monitoring Reports
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Monitoring records required for 3
years; 40 CFR §§122.21, 122.41,
122.44
GWP /
Environmental
Sustainability &
Safety
GWP-090 NPDES Permits P Yes: Until
Expiration Mag, Ppr
Department Preference; Covers
various statute of limitations;
Monitoring records required for 3
years; 40 CFR §§122.21, 122.41;
122.44; CCP §337 et seq.

GWP /
Environmental
Sustainability &
Safety
GWP-091 Permit Related Records: NPDES, CDPH,
SWRCB, etc.

Expiration of
Permit + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for NPDES;
Hazmat discharge records are
required for 3-5 years; 40 CFR
122.41(j)(2); GC 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-17 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-092
Permits: AQMD, Section 404, Section 401,
Section 1602, pressure vessels, and
generators
Expiration of
Permit + 5
years
Ppr 40 CFR 70.6; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-093 Physical Inspections (Plant & Facilities) 2 years Mag, Ppr GC §34090 et seq.

GWP /
Environmental
Sustainability &
Safety
GWP-094 Plans, Reports - Conservation (Energy or
Water), Environmental Sustainability P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-095 Pressure Vessel Certifications or Permits (Air
Compressors, Propane, etc.)
Expiration of
Certificate or
Permit -
Minimum 5
years
Mag, Mfr,
OD, Ppr S Yes: After QC
& 30 years
Department preference; GC §34090
et. seq.

GWP /
Environmental
Sustainability &
Safety
GWP-096
Regulatory Agency Reports / Compliance
Reports: Monthly and Quarterly Reports,
including backup data
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Hazmat
discharge records are required for 3-
5 years; 40 CFR 122.41(j)(2)
GWP /
Environmental
Sustainability &
Safety
GWP-097 Rideshare Program (Administration file)
When No
Longer
Required
Mag, Ppr Department Preference; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-098 Safety Committee 5 years Mag, Ppr Department preference; GC §34090 et seq.

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
143 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-18 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-099 Tailgate Meetings 2 years Mag, Ppr Department Preference; GC §34090 et seq.

GWP /
Environmental
Sustainability &
Safety
GWP-100 Training Database
Indefinite
(minimum 30
years)
Mag, Ppr
Data is interrelated; system qualifies
as a "trusted system"; GC §§34090,
12168.7
GWP /
Environmental
Sustainability &
Safety
GWP-101 Underground Storage Tanks (City Owned) –
UST Closure Letter 15 years Mag, Ppr Department preference; GC §34090 et. seq.

GWP /
Environmental
Sustainability &
Safety
GWP-102
Underground Storage Tanks (City Owned) –
UST Monitoring and Maintenance, Release
Detection Systems, Cathodic Protection
Maintenance Records
7 years Mag, Ppr
Monitoring and Maintenance records
are required on site for 3 years, 6 ½
years for cathodic protection
maintenance, 5 years for calibration &
maintenance of release detection
systems; 23 CCR 2712(b); H&S
§25284.2(i)
GWP /
Environmental
Sustainability &
Safety
GWP-103 Underground Storage Tanks (UST)
Compliance: Permits & Correspondence P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-104
Underground Storage Tanks (UST)
Monitoring and Maintenance, Release
Detection Systems, Cathodic Protection
Maintenance Records
7 years Mag, Ppr
Monitoring and Maintenance records
are required on site for 3 years, 6 ½
years for cathodic protection
maintenance, 5 years for calibration &
maintenance of release detection
systems; 23 CCR 2712(b); H&S
§25284.24(i)
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144 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-19 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-105 Underground Storage Tanks (USTs) Permits P Mag, Mfr, OD, Ppr S Yes: After

QC & OD
Department Preference (required for
the life of the tank); 23 CCR 2712(b),
H&S §25284.2(i); GC §34090 et. seq.

GWP /
Environmental
Sustainability &
Safety
GWP-106
Vulnerability Assessment (bioterrorism, etc.) /
Emergency Response Plan / Risk & Resiliency
Assessment / Hazard Mitigation Plan
Superseded
+ 5 years Mag, Ppr Confidential;
42 USC 300i-2 (d); GC §34090

GWP/ POWER MANAGEMENT
GWP / Power
Management
Services
GWP-107 _Power Trading Database
Indefinite -
Minimum 5
years
Mag Data is interrelated; 18 CFR 125.3;
GC §34090
GWP / Power
Management
Services
GWP-108
California Energy Commission (CEC) Licenses
and Regulatory Correspondence that is Tied to
an Asset
P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Power
Management
Services
GWP-109 California Energy Commission (CEC) Reports 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
145 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-20 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Management
Services
GWP-110
CIP Project Files - Electric / Capital
Improvement Project Files (CIP) -Power
Production Engineering: Permanent File
Plans, Record Drawings / "As Builts",
Specifications, Bids/RFPs, Successful
Proposal, Change Orders, Inspections,
Materials Testing Reports, Grading Permits,
Hazardous Materials Reports, Notice of
Completion, O&M Manuals, Photos, Soils
Reports, Studies, Submittals, Surveys, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure plans; 18
CFR 125.3; GC §34090
GWP / Power
Management
Services
GWP-111
CIP Project Files - Power Production
Engineering / Capital Improvement Project
Files (CIP) - Electric Services:

Administration File
Project Administration, Certified Payrolls, Daily
Inspection Diary, Project Schedules, Meeting
Minutes, Progress meetings, Real Estate
Appraisals, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Ppr
Some grant funding agencies require
audits; Statute of Limitations for Errors
& Omissions is 10 years; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §§336(a),
337 et. seq., 18 CFR 125.3; GC
§34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
146 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-21 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Management
Services
GWP-112
Concurrence Letters Supporting Concurrence
Letter, Communications Frequency
Coordination Files - that are a Condition of
City’s FCC License
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department Preference; Needs to be
permanent as these are supporting
files that support our concurrence
letters that are a condition of our FCC
Licenses; GC §34090
GWP / Power
Management
Services
GWP-113
Confirmations of Power Selling / Trading,
Energy Products: RA, RECs (Renewable
Energy Certificates), Carbon Free
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department Preference (required for 4
years after Expiration of Contract); 18
CFR 125.3; GC §34090
GWP / Power
Management
Services
GWP-114
Department of Energy (DOE) Licenses and
Regulatory Correspondence that is Tied to an
Asset
P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Power
Management
Services
GWP-115 Department of Energy (DOE) Reports 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
GWP / Power
Management
Services
GWP-116
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where GWP / Power Production
Engineering is the Lead
P Yes (all) Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Drafts should be destroyed; GC
§34090
GWP / Power
Management
Services
GWP-117 Emergency Action Plan / Emergency
Management Plan Superseded Mag, Ppr Department Preference; CCP §337 et.

Seq., GC §34090
GWP / Power
Management
Services
GWP-118
Environmental / Electrical Equipment Disposal -
Hazardous Material / Hazardous Waste
Manifests
P Mag, Mfr,
OD, Ppr S Yes: After
QC
Department preference; 22 CCR §
66262.40; GC §34090 et seq.

GWP / Power
Management
Services
GWP-119 Estimates - Preliminary, In Process,
Completed 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
147 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-22 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Management
Services
GWP-120
FERC (Federal Energy Regulatory
Commission) Audits, Compliance Reports,
Correspondence, Inspections, Reports
P Mag, Ppr Department Preference (5 years is
required); GC §34090; 18 CFR 125.3
GWP / Power
Management
Services
GWP-121
FERC (Federal Energy Regulatory
Commission) Inspections that are Tied to an
Asset
P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Power
Management
Services
GWP-122
FERC (Federal Energy Regulatory
Commission) Licenses and Regulatory
Correspondence that is Tied to an Asset
P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Power
Management
Services
GWP-123 Integrated Resource Plan P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Power
Management
Services
GWP-124 Licenses - FCC, FERC P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Power
Management
Services
GWP-125 Load Records: Load Curves, Generating
Loads 3 years Mag, Ppr 18 CFR 125.3. GC §34090;
GWP / Power
Management
Services
GWP-126 Logs / Diaries / Daily Logs 3 years Mag, Ppr 18 CFR 125.3. GC §34090; GWP / Power
Management
Services
GWP-127 Manifest (EPA Standard) 3 years Mag, Ppr Department preference; GC §34090 GWP / Power
Management
Services
GWP-128 Marketing / Outreach - Energy Marketing Minimum 5 years Mag, Ppr Department preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-23 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Management
Services
GWP-129
NERC (North American Electric Reliability
Corporation) & WECC (Western Electricity
Coordinating Council) Compliance Reports,
Correspondence, Inspections, Reports
P Mag, Ppr Department Preference (5 years is
required); GC §34090; 18 CFR 125.3
GWP / Power
Management
Services
GWP-130 NERC (North American Energy Corporation)
Audits 10 years Mag, Ppr Department Preference; GC §34090 GWP / Power
Management
Services
GWP-131 Power Generation Reports
Life of the
Facility + 6
years
Mag, Ppr GC §34090
GWP / Power
Management
Services
GWP-132 Power Generation: Station and System
Generation Reports 25 years Mag, Ppr 18 CFR 125.3; GC §34090 GWP / Power
Management
Services
GWP-133 Power Operations Reports / Outage Reports 10 years Mag, Ppr Department Preference; GC §34090 GWP / Power
Management
Services
GWP-134 Power Outage Report Database Indefinite Mag, Ppr Data is interrelated; GC §34090 GWP / Power
Management
Services
GWP-135 Power Outage Reports 2 years Mag, Ppr Department preference; The database is the original; GC §34090 et seq.

GWP / Power
Management
Services
GWP-136 Power Production Operating Data Logs 10 years Mag, Ppr Department Preference; GC §34090 GWP / Power
Management
Services
GWP-137
Power Trading / Power Scheduling / Market
Participation
(Check Out Worksheets)
Completion +
10 years Mag, Ppr Department Preference auditing
standards are 5 years,; ; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
149 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-24 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Management
Services
GWP-138 Power Trading / Power Scheduling
(Confirmations, Invoices) 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
GWP / Power
Management
Services
GWP-139 Power Trading / Power Scheduling
(Generation Worksheets) 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
GWP / Power
Management
Services
GWP-140 Power Trading / Power Scheduling
(Pathing Sheets) 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
GWP / Power
Management
Services
GWP-141 Power Trading / Power Scheduling
(Voice Recordings) 10 years Mag, Ppr Department Preference (audited every 6 years); GC §34090
GWP / Power
Management
Services
GWP-142 Powerhouse Logs / Daily Logs / Clearance
Logs
Life of the
Facility + 6
years
Mag, Ppr Department Preference; GC §34090
GWP / Power
Management
Services
GWP-143 Regulatory Filings
(FERC, CEC, NERC, etc.) 7 years Mag, Ppr Department Preference; 18 CFR 125.3; GC §34090
GWP / Power
Management
Services
GWP-144 Sampling / Circular & Strip Charts 10 years Mag, Ppr Department Preference; GC §34090 GWP / Power
Management
Services
GWP-145 SCADA Database (Power) (Supervisory
Control and Data Acquisition) - ECC Indefinite Yes Mag
Data is interrelated; system qualifies
as a "trusted system"; GC §§34090,
12168.7
GWP / Power
Management
Services
GWP-146 SCADA Log Books P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Power
Management
Services
GWP-147 Station Generation / Clearance Logs: Hydro-
Electric 25 years Mag, Ppr GC §34090, 18 CFR 125.3
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-25 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Management
Services
GWP-148 Switching Order Logs 10 years Mag, Ppr Department preference; GC §34090 GWP / Power
Management
Services
GWP-149 Switching Order Logs / System Logs 10 years Mag, Ppr Department preference; GC §34090 GWP / Power
Management
Services
GWP-150 Utility Standards Superseded
+ 2 years Mag, Ppr Department Preference; GC §34090
GWP / Power
Management
Services
GWP-151 Video Recordings / CCTV Recordings (Power
Facilities)
When No
Longer
Required
Mag, Ppr Department preference; GC §34090
GWP / Power
Management
Services
GWP-152 WECC (Western Electricity Coordination
Council) Audits 10 years Mag, Ppr Department Preference; GC §34090 GWP / Division
Providing
Service / Work
GWP-153
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
GWP / Division
Providing
Service / Work
GWP-154 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
GWP / Division
Providing
Service / Work
GWP-155
Work Orders / Service Requests / Job Orders -
Partial Information Entered in CMMS
Database
Completion +
5 years Mag Ppr 18 CFR 125.3; CCP §§338 et seq.,
340 et seq., 342, GC §34090

WATER SERVICES / WATER ENGINEERING
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
151 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-26 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water
Engineering
GWP-156
CIP Project Files - Electric / Capital
Improvement Project Files (CIP) - Water
Services Engineering:: Permanent File
Plans, Record Drawings / "As Builts",
Specifications, Bids/RFPs, Successful
Proposal, Change Orders, Inspections,
Materials Testing Reports, Grading Permits,
Hazardous Materials Reports, Notice of
Completion, O&M Manuals, Photos, Soils
Reports, Studies, Submittals, Surveys, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure plans;
GC §34090
GWP / Water
Services /
Water
Engineering
GWP-157
CIP Project Files - Water Services
Engineering / Capital Improvement Project
Files (CIP) - Water Services Engineering:

Administration File
Project Administration, Certified Payrolls,
Construction Management Logs, Daily
Inspection Diary, Project Schedules, Progress
meetings, Real Estate Appraisals, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Ppr
Some grant funding agencies require
audits; Statute of Limitations for Errors
& Omissions is 10 years; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP §§336(a),
337 et. seq., GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-27 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water
Engineering
GWP-158
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where GWP / Water Services Engineering
is the Lead
P Yes (all) Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Drafts should be destroyed; GC
§34090
GWP / Water
Services /
Water
Engineering
GWP-159 Easements, Covenants - Electricity P Mag, Ppr GC §34090 GWP / Water
Services /
Water
Engineering
GWP-160 Plans, Studies, Reports - Water Engineering
(Finals) P Mag, Ppr Department Preference; GC §34090

WATER SERVICES / WATER DISTRIBUTION
GWP / Water
Services /
Water
Distribution
GWP-161 Environmental Agencies / Regulatory Agencies
(EPA, DHS, etc.) 5 years Mag, Ppr Department Preference; GC §34090 GWP / Water
Services /
Water
Distribution
GWP-162 Fire Hydrant Flow Tests (Development or
Maintenance) - Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
GWP / Water
Services /
Water
Distribution
GWP-163 Fire Hydrant Flow Tests (Development or
Maintenance) - Paper 2 years Mag, Ppr Department Preference (valves are exercised every year); GC §34090
GWP / Water
Services /
Water
Distribution
GWP-164 Inspections for Underground Vaults
Next
Inspection +
2 years
Mag, Ppr
Department Preference (inspections
are conducted every year); GC
§34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
153 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-28 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water
Distribution
GWP-165 Log Book (Pump Houses) 7 years Mag Ppr Department Preference; GC §34090 GWP / Water
Services /
Water
Distribution
GWP-166 NPDES Monitoring Reports (Water
Operations)
Expiration +
3 years Mag, Ppr
Monitoring records required for 3
years in Federal law; 40 CFR
§§122.21, 122.41
GWP / Water
Services /
Water
Distribution
GWP-167 NPDES Permits - Water Distribution Expiration + 3 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; CCP §337 et seq.

GWP / Water
Services /
Water
Distribution
GWP-168 Operating Permit P Mag, Mfr,
OD, Ppr S / I No Department preference; GC §34090
GWP / Water
Services /
Water
Distribution
GWP-169 Operations & Maintenance Manuals / O & M
Manuals
Disposal of
Equipment Mag, Ppr Department preference; GC §34090
GWP / Water
Services /
Water
Distribution
GWP-170 SCADA Database (Water) (Supervisory
Control and Data Acquisition) Indefinite Yes Mag
Data is interrelated; system qualifies
as a "trusted system"; GC §§34090,
12168.7
GWP / Water
Services /
Water
Distribution
GWP-171 Service Orders - Meter Location Maps P Yes Mag, Mfr, OD, Ppr S Yes: After
QC & OD Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
154 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-29 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water
Distribution
GWP-172 Source Water Analysis / Reports & Sampling:

Bacteriological and Organics 5 years Mag, Ppr 40 CFR 141.33(a) GWP / Water
Services /
Water
Distribution
GWP-173 Source Water Analysis / Reports & Sampling:

Chemical (Includes Chlorine Residuals) 12 years Mag, Mfr, OD, Ppr S / I Yes: After QC
& OD
State law requires 12 years, Federal
10 years; 40 CFR 141.33(a); 22 CCR
§64470
GWP / Water
Services /
Water
Distribution
GWP-174 Source Water Analysis / Reports & Sampling:

Lead & Copper 12 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Required for 12 years or 2 compliance
cycles; 40 CFR 141.91
GWP / Water
Services /
Water
Distribution
GWP-175 Superfund Project / Burbank Operable Project
(Water Quality, etc.) P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department preference; GC §34090
GWP / Water
Services /
Water
Distribution
GWP-176 Underground Service Alerts (USA's) / Dig
Alerts - Water 3 5 years Ppr
Department Preference; Required for
3 years; GC §§4216.2(f) & 4216.3(d),
GC §34090
GWP / Water
Services /
Water
Distribution
GWP-177 Urban Water Management Plans (UWMP) P Yes Mag, Mfr, OD, Ppr S Yes: After

QC & OD
Department Preference (copies) GC
§34090.7
GWP / Water
Services /
Water
Distribution
GWP-178 Videos - Water Wells, Repairs, Reservoirs,
Tanks, etc.

Life of the
Asset Mag Department preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
155 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-30 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water
Distribution
GWP-179
Vulnerability Assessment / Emergency
Response Plan / Risk & Resiliency
Assessment / Hazard Mitigation Plan
Superseded
+ 2 years Mag, Ppr Confidential; 42 USC 300i-2(d); GC
§34090 et seq.

GWP / Water
Services /
Water
Distribution
GWP-180 Water Production Reads / Reports (to State

DHS & DWR)
From
Reporting + 5
years
Mag, Ppr
Department Preference; Exceeds
California Department of Health
requirements (3 years); GC §34090
GWP / Water
Services /
Water
Distribution
GWP-181 Water Quality Reports / Consumer Confidence
Reports 12 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department preference; State law
requires 12 years, federal 10 years;
40 CFR 141.33(a); 22 CCR §64470;
22 CCR §64483
GWP / Water
Services /
Water
Distribution
GWP-182 Water Survey Books P Mag, Ppr
Department preference; This is Best
Practice to keep records and in line
with industry standards, could affect
real property; GC §34090
GWP / Water
Services /
Water
Distribution
GWP-183 Well Records (includes Destroyed or
Abandoned Wells) P Mag, Mfr,
OD, Ppr S Yes: After
QC Department preference; GC §34090
Division
Providing
Service / Work
GWP-184
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
GWP-185 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
GWP-186
Work Orders / Service Requests / Job Orders -
Partial Information Entered in CMMS
Database
Completion +
5 years Mag Ppr City Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
156 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-31 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

WATER SERVICES / WATER OPERATIONS (WATER TREATMENT PLANTS) Lead Dept. GWP-187 AQMD Permits - Water Operations 5 years Mag, Ppr 40 CFR 70.6; GC §620201 Lead Dept. GWP-188 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6); GC §34090
GWP / Water
Services /
Water Ops
GWP-189 Equipment Repair Orders (Pumps, Pump
Stations, Well Logs, etc.)
Life of
Equipment Mag, Ppr Department Preference; GC §34090
GWP / Water
Services /
Water Ops
GWP-190 Fire Hydrant Flush / Valve Maintenance / Main
Repairs Indefinite Mag, Ppr Stored on TabWare or AS 400 (data is interrelated); GC §34090
Lead Dept. GWP-191 Generator Operation Logs / Run Time Logs:

Mobile / Portable 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions, GC §34090
GWP / Water
Services /
Water Ops
GWP-192 Inspection Schedule and Logs 3 years Mag, Ppr WC §13263.2(b) et seq.; GC §34090 GWP / Water
Services /
Water Ops
GWP-193 Manuals: Operations & Maintenance / Project
Manuals
When No
Longer
Required
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Copies; GC §34090.7
GWP / Water
Services /
Water Ops
GWP-194 Preventative Maintenance System (for cross-
connection locations and backflow tests) Indefinite Mag Data is interrelated; system qualifies
as a "trusted system"; GC §§34090,
12168.7
GWP / Water
Services /
Water Ops
GWP-195
Reservoir, Dam Maintenance (includes Dam
Safety reports, corrosion reports, surveillance
reports, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Infrastructure; GC §34090
GWP / Water
Services /
Water Ops
GWP-196 SCADA Alarm & Status Printouts / Charts
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Database is original, printouts are
drafts / copies. Data is interrelated;
system qualifies as a "trusted
system"; GC §§34090.7, 12168.7
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
157 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-32 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water Ops
GWP-197 SCADA: Supervisory Control and Data
Acquisition Database Indefinite Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data is interrelated; system qualifies
as a "trusted system"; GC §§34090,
12168.7
GWP / Water
Services /
Water Ops
GWP-198 Self-contained Breathing Apparatus (SCBA) -
Frames, Tanks, etc.

Expiration of
Certificate Mag, Ppr Certificates are issued for 3-5 years; GC §34090 et. seq.

GWP / Water
Services /
Water Ops
GWP-199 Self-contained Breathing Apparatus (SCBA) -
Monthly Inspections 2 years Mag, Ppr District Preference; GC §34090 et. seq.

GWP / Water
Services /
Water Ops
GWP-200 Underground Service Alerts (USA) / Dig
Alerts: Utility Cuts, etc. for Repairs 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation
to retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), 34090
GWP / Water
Services /
Water Ops
GWP-201 Wells, Well Data, Depth to Water
measurements, Sounding, Compiled reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090

WATER SERVICES / WATER QUALITY
GWP / Water
Services /
Water Quality
GWP-202 _LIMS (Laboratory Information Management
System) Indefinite Mag Data is interrelated; GC §34090
GWP / Water
Services /
Water Quality
GWP-203 _LIMS Receipts (list of daily samples - ELAP -
audit trail) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Lab Reports may be destroyed if data
is transferred to a "tabular summary"
meeting legal requirements; 40 CFR
141.33(a); 40 CFR 141.91; 22 CCR
66470 et seq.; 22 CCR 64470
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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water Quality
GWP-204
Chains of Custody / Lab Reports / Water
Quality Reports: Bacteriological and
Organics
5 years Mag, Ppr
Department Preference; Actual
laboratory reports may be kept, or
data may be transferred to tabular
summaries; State law requires 5
years; 40 CFR 141.33(a) and (b)(1);
22 CCR §64470
GWP / Water
Services /
Water Quality
GWP-205
Chains of Custody / Lab Reports / Water
Quality Reports: Chemical (Includes Chlorine
Residuals)
12 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
State law requires 12 years, Federal
10 years; 40 CFR 141.33(a); 22 CCR
§64470
GWP / Water
Services /
Water Quality
GWP-206 Chains of Custody / Lab Reports / Water
Quality Reports: Lead & Copper
12 years, , or
2 Compliance
Cycles,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Lead and Copper are required for 12
years or 2 compliance cycles (some
compliance cycles are nine years); 22
CCR 64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR 141.91
GWP / Water
Services /
Water Quality
GWP-207
Cross-Connection Backflow Device
Inspections and Maintenance (Potable Water,
Recycled Water
5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Meets California Department of Health
requirements; GC §34090; 17 CCR
7605
GWP / Water
Services /
Water Quality
GWP-208
Customer Concerns / Customer Complaints:

Odor / Taste / Visual Complaints about Potable
Water
5 years Mag, Ppr
5 years is required in State and
Federal law for any complaints; 40
CFR 122.41(j)(2) & 40 CFR 141.33(b);
22 CCR 64470(a)
GWP / Water
Services /
Water Quality
GWP-209 Laboratory Certification / Calibration Records 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Consistent with Laboratory Analysis /
Bench Sheets; 40 CFR 141.33(a); 40
CFR 141.91; 22 CCR 66470 et seq.,
22 CCR 64470
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Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Water
Services /
Water Quality
GWP-210 Lead & Copper: Customer Certification
Letters, Worksheets, Reports & Sampling
When No
Longer
Required -
Minimum 18
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Lead and Copper are required for 12
years or 2 compliance cycles (some
compliance cycles are nine years); 22
CCR 64400.25; 22 CCR §64470, 40
CFR 141.33(a) and (b)(1); ; 40 CFR
141.91
GWP / Water
Services /
Water Quality
GWP-211 Recycled Water: Residual Solids and Self-
Monitoring Reports, Biosolid Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Sewage sludge and disposal records
are required for 5 years; 40 CFR
122.41(j)(2)
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Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage & Transmittal
Form)
5 years Mag, Ppr
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-002 Administrative Policy Manual (APMs) / City Wide Policies
Superseded +
3 years Mag, Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(1),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
Human
Resources HR-003 Benefit Plan Documents (Optical, Dental, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-004 Civil Service Board

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC &OD Department Preference; GC §34090
Human
Resources HR-005 Civil Service Board

HEARING FINAL DETERMINATION
Separation + 6
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC &OD (Placed in Personnel File); GC §34090
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Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-006 Civil Service Board

HEARINGS
When No
Longer
Required -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC &OD Department Preference; GC §34090
Human
Resources HR-007 Civil Service Board
MINUTES, BYLAWS P Yes Mag, Mfr,
OD, Ppr S Yes: After
QC &OD GC §34090
Human
Resources HR-008
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Human
Resources HR-009 Compensation Surveys & Studies Minimum 3 years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Human
Resources HR-010 Contracts for Investigators Completion + 5 years
Yes: Before
Completion Mag, Ppr
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-011 COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-012
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
34090
Human
Resources HR-013 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years Mag Ppr
Department preference; D.O.T. Requires 5
years for positive tests, 1 year for negative
tests; EEOC/FLSA/ADEA (Age) requires 3
years physical examinations; State Law
requires 2 years; 29 CFR 1627.3(b)(1)(v),
GC §§12946, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49 CFR
653.71
Human
Resources HR-014 Employee Investigations
Minimum
Separation + 3
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 34090;
Human
Resources HR-015
Employment Verification Waivers
(Authorization by an employee to release
employment information to others)
2 years Mag, Ppr GC §34090
Human
Resources HR-016
Equal Opportunity Employment - EEOC
Reports (EEO-4 Reports) / EDD Reports
(Employment Development Department
Claims)
3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090 et seq.

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Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-017 Grievances Separation + 6
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-018 Harassment Prevention Training Certificates 5 years Mag, Mfr, OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53237.2(b)
Human
Resources HR-019 I-9s Separation + 6
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
Human
Resources HR-020 Job Descriptions / Classification
Specifications
Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-021 Labor Relations / Negotiations 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources HR-022
Personnel Files - Employee File / Benefit
File (Main File)
Includes Application, Benefit Enrollments,
Evaluations, Oaths of Office, Oath for
Disaster Worker, Policy Acknowledgements,
Personnel Action Forms, Final Determination
of Civil Service Hearings, etc.

Livescan result clearances are entered in
Munis
Separation + 6
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-023
Personnel Files - Medical File (all
employees)
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respirator Fit
Tests, etc.

Separation +
30 years or
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-024
Recruitment and Testing File / NeoGov
Database
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Expiration of
Eligibility List +
4 years
Mag, Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(1),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-025
Training Presented by City Staff - CITY-

WIDE COURSE RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety
Training & Tailgates)
Department-level Course Records are
retained by the Lead Department
Training Certificates are retained in the are
retained in the Department-level's Personnel
File
5 years Mag, Mfr,
OD, Ppr S Yes: When
Inactive
Department preference; Ethics Training is
5 years; Statewide guidelines propose 7
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(1), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
Human
Resources HR-026 Workers Compensation Claim Runs 5 years Mag Ppr Department preference (meets municipal
government auditing standards); GC
§34090
Human
Resources HR-027
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years or
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
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Ver. 2.1 RECORDS RETENTION SCHEDULE: INFORMATION SERVICES DEPARTMENT Page ISD-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Information
Services
Dept.

ISD-001 Backups / Computer Backups (ALL)
When No
Longer
Required
Yes Mag.

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

Information
Services
Dept.

ISD-002 Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line)
When
Superseded Yes Mag. GC §34090 et seq.

Information
Services
Dept.

ISD-003
UNALTERABLE MEDIA (WORM / DVD-r /
CD-r / Blue Ray-R) or other unalterable
media that does not permit additions,
deletions, or changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); GC
34090, 12168.7, EVC 1550, CCR 22620 et
seq.

INFORMATION SERVICES DEPARTMENT
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE - LIBRARY, ARTS & CULTURE Page LIB-1 Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

LIBRARY, ARTS & CULTURE
Library,
Arts &
Culture
LIB-001
Art in Public Places on Private Property /
Developer's Commissioned Art Installations -
Original Designs and Material, etc.

Art
Decommis-
sioned + 5
years
Mag, Mfr,
OD, Ppr S No
Decommissioned means removal
from public display; Department
preference; GC §34090
Library,
Arts &
Culture
LIB-002
Art In Public Places Program (ALL City Projects)
Completed permanent artworks owned by the City,
deaccessioned artworks, and temporary
installations owned by the City
Art
Decommis-
sioned + 5
years
Mag, Mfr,
OD, Ppr S No
Decommissioned means removal
from public display; Department
preference; GC §34090
Library,
Arts &
Culture
LIB-003 Arts & Culture Commission

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
&OD
Department Preference; GC §34090
Library,
Arts &
Culture
LIB-004 Arts & Culture Commission
MINUTES, BYLAWS P Yes Mag, Mfr,
OD, Ppr S
Yes:

After QC
&OD
GC §34090
Library,
Arts &
Culture
LIB-005
Grants: LSCA (Library Services and Construction),
LSTA (Library Services and Technology), SLRC
(State Literacy Resource Centers), CLLS
(California Library Literacy Services); CLSA
(California Library Services Act, IMLS (Institute of
Museum & Library Services), and PLF (Public
Library Foundation) ONLY. For all others, follow
City-wide Schedule. (SUCCESSFUL Reports, and
Financial Information) Send copy of application
and award to Administrative Services
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Library,
Arts &
Culture
LIB-006 Historical Item Donation Release Forms
(Photographs, etc.) P Yes Mag, Mfr,
OD, Ppr S Yes: After
QC & OD Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
168 of 455
Ver. 3.0 RECORDS RETENTION SCHEDULE - LIBRARY, ARTS & CULTURE Page LIB-2 Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Library,
Arts &
Culture
LIB-007 Incident Reports Minimum 5
years Mag, Ppr Department Preference; GC §34090
Library,
Arts &
Culture
LIB-008 Inter-Library Loan Records - Patron Check out / Check in (not accessible to the public) Indefinite Mag, Ppr Preliminary draft not retained in the
ordinary course of business; GC
§34090 et seq.

Library,
Arts &
Culture
LIB-009 Library Management System / Database Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090
Library,
Arts &
Culture
LIB-010 Release Forms (Artists / Exhibitors / Performers / Programs)
Minimum 2
years
Yes:

Before
Event
Mag, Ppr GC §34090
Library,
Arts &
Culture
LIB-011 Sponsored Art, Artists and/or Projects -
Permanent Installations P Mag, Ppr Department preference; GC §34090 Library,
Arts &
Culture
LIB-012 Sponsored Art, Artists and/or Projects - Temporary Exhibits
Completion
+ 2 years Mag, Ppr GC §34090
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Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

MANAGEMENT SERVICES /CITY MANAGER
City
Manager CM-001 City Council Correspondence 4 years Mag, Ppr Department Preference; GC §34090 City
Manager CM-002 Commission on the Status of Women

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC &OD Department Preference; GC §34090
City
Manager CM-003 Commission on the Status of Women
MINUTES, BYLAWS P Yes Mag, Mfr,
OD, Ppr S Yes: After
QC &OD GC §34090
City
Manager CM-004
Film Permits, Special Event Permits NOT at
City Parks
(Recreation is OFR)
2 years Mag, Ppr GC §34090
City
Manager CM-005 Press Releases 2 years Mag, Ppr GC §34090 City
Manager CM-006 Legislation - Support or Oppose State or Federal Legislation 2 years Mag, Ppr GC §34090
City
Manager CM-007
Projects, Programs, Subject & Issues
(Issues and/or projects will vary over time -
e.g. Sister City, Goals & Objectives, etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Department Preference; GC §34090
GLENDALE TV-6 / CABLE TV
City
Manager /
Glendale
TV-6
CM-008
City Council, Housing Authority, Housing
Authority, Public Financing Authority,
Redevelopment Agency, Successor Agency,
Oversight Board, Planning Commission, All
Advisory Bodies / Boards and Commissions,
Ad-Hoc Committees created by the City
Council
AUDIO RECORDINGS or VIDEO

RECORDINGS
10 years Mag, OD
Department preference; Audio Required for
30 days; GC §54953.5(b); video tapes of
meetings are required for 90 days; GC
§34090.6
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Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

City
Manager /
Glendale
TV-6
CM-009 Glendale TV Programming, Production &
Scheduling 2 years Mag, Ppr GC §34090
City
Manager /
Glendale
TV-6
CM-010 Glendale TV Broadcast Recordings / Video
Tapes
Minimum 2
years Mag Department Preference; GC §34090

GRAPHICS
Lead Dept. CM-011
Graphic Projects (Retained by the
Department requesting the work - See City-
Wide Schedule)
Minimum 2
years Mag, Ppr Department preference; GC §§34090
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. /
Chief
PD-001 Alarm Applications and Permits Expiration +
2 years Mag, Ppr Department preference; GC §34090
Police /
Admin. /
Chief
PD-002
Alarms - False Alarm Reports and Related
Documents (aging reports, alarm return
check letters)
2 years Mag, Ppr GC §34090
Police /
Admin. /
Chief
PD-003 Background Files - Successful Applicants Separation + 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960, 34090; 29
USC 1113
Police /
Admin. /
Chief
PD-004 Background Files - Unsuccessful
Applicants 4 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946,12960, 34090
Police /
Admin. /
Chief
PD-005
CCW Permits (Carry Concealed Weapon
Permits) - Members of the Public -
Approved
Expiration +
2 years Mag, Ppr Department preference; GC §34090
Police /
Admin. /
Chief
PD-006
CCW Permits (Carry Concealed Weapon
Permits) - Members of the Public - Denied
Applications
Denial + 2
years Mag, Ppr Department preference; GC §34090
Police /
Admin. /
Chief
PD-007 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees
Expiration +
4 years Mag, Ppr Department preference; GC §34090
Police /
Admin. /
Chief
PD-008 Community Room Request Forms 2 years Mag, Ppr GC §34090 GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Admin. /
Chief
PD-009 Contracts for Investigators (Police only) Completion + 5 years
Yes:

Before
Completion
Mag, Ppr
Department preference; Statute of Limitations
for contractual obligations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
Fire /
Admin.
and Police
/ Admin. /
Chief
PD-010
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S/I No GC §34090
Police /
Admin. /
Chief
PD-011
Internal Affairs Investigations / Complaints
by Members of the Public - WITHOUT
Sustained Finding of Misconduct as
defined in PC §832.7
Final
Disposition
+ 5 years
Mag, Ppr
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by members
of the public; other State & Federal laws
require retention until final disposition of formal
complaint; State requires 2 years after action is
taken; Statute of Limitations is 4 years for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Admin. /
Chief
PD-012
Internal Affairs Investigations / Complaints:
by Members of the Public - WITH
Sustained Finding of Misconduct as
defined in PC §832.7
Final
Disposition
+ 15 years
Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090
Police /
Admin. /
Chief
PD-013
Internal Affairs Investigations / Complaints:

Internally-Generated or Observation of
Misconduct
Final
Disposition
+ 5 years
Mag, Ppr
Department Preference; Exceeds with Lexipol
Policy; Not a civilian complaint; other State &
Federal laws require retention until final
disposition of formal complaint; State requires
2 years after action is taken; EVC §1045, GC
§§12946,12960, 34090
Police /
Admin. /
Chief
PD-014 Logs (Watch Commander Logs, etc.) 2 years Mag, Ppr GC§ 34090 et seq.

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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Admin. /
Chief
PD-015 Personnel Files - Employees Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ QC & OD
Department Preference to be consistent with
Human Resources; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12946,12960, 34090; 29 USC 1113
Police /
Admin. /
Chief
PD-016
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
superseded Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-017 Press Releases - Police Only 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-018 Racial and Identity Profiling Act (RIPA)
Annual Report 3 years Mag, Ppr Department preference (consistent with STOP Source data); GC §34090
Police /
Admin. /
Chief
PD-019
Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. /
Chief
PD-020 Reports and Studies - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-021
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-022 STOP Source Data, Audit Log 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Admin. /
Chief
PD-023 Use of Force Reviews 2 years Mag, Ppr Department Preference; GC §§12946, 12960, 34090

PROFESSIONAL STANDARDS BUREAU
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Profess.

Standards
Bureau
PD-024
Background Files - Volunteers -
SUCCESSFUL (Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation /
Inactive + 4
years
Mag, Mfr,
OD, Ppr S Yes: After
QC &OD
Department Preference; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b)
Police /
Profess.

Standards
Bureau
PD-025
Background Files - Volunteers -
UNSUCCESSFUL (Cadets, Explorers,
CERT, Chaplains, Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S Yes: After
QC &OD
Department Preference; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b)
Police /
Profess.

Standards
Bureau
PD-026
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST
printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Separation +
5 years Mag, Ppr
Department Preference to be consistent with
Human Resources; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Profess.

Standards
Bureau
PD-027
Training - Department Training Records -

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

OPERATIONS / PATROL
Police /
Ops /
Patrol
PD-028 Officer Recordings: Body-Worn Cameras
– LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Ops /
Patrol
PD-029
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum
777 days
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Ops /
Patrol
PD-030 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 777 days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Ops /
Patrol
PD-031 Officer Recordings: Mobile Audio Video
(MAV) Recordings - that are NOT evidence 777 days Mag, Ppr Recordings that become evidence are stored
with evidence - these are preliminary
documents / transitory recordings; Consistent
with Lexipol requirements; GC §34090.6
Police /
Ops /
Patrol
PD-032 Patrol Schedules
When No
Longer
Required
Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

Police /
Ops /
Patrol
PD-033 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq.

Police /
Ops /
Patrol
PD-034 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Ppr GC §34090 et seq.

Police /
Ops /
Patrol
PD-035
Transportation Permits issued by the City
(Wide Load Permits, Heavy Load Permits,
Oversize Vehicle Permits, etc.)
2 years Mag Ppr GC §34090
Police /
Ops /
Patrol
PD-036 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Ppr Preliminary Draft (entered in RMS / CAD
system; GC §34090 et seq.

SERVICES / CAD / DISPATCH
Police /
Commun. PD-037
Audio Recordings or Tapes - (CAD /
Computer Aided Dispatch) Recordings of
Telephone & Radio Communications
Dispatch Tapes (CAD)
777 days Mag
Department Preference; Statewide guidelines
propose 180 days (legally mandated for 100
days); (may be discoverable or made public in
some circumstances), GC §§34090, 34090.6
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

SERVICES / INVESTIGATIONS
Police /
Investig. PD-038 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090
Police /
Investig. PD-039
Business Permits Background Files
(Regulatory) - BUSINESS OWNER AND
TECHNICIANS: Bingo Permit, Massage
Establishments, Pawn Shops, etc.

Termination
of Business
+ 2 years
Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Investig. PD-040
Criminal Intelligence Files
Confidential informant information &
activities
Last Entry +
5 years Mag, Ppr
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
Police /
Investig. PD-041 Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files.

Police /
Investig. PD-042 Guns: Dealers Record of Sale (DROS) 2 years Mag, Ppr GC §34090 Police /
Investig. PD-043 Informant Files
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Investig. PD-044 Pawn Slips 2 years Mag, Ppr
Department Preference (Dealers are required
to keep for 3 years); Non-records used for
investigations; Originals entered into the State
Automated Property System; most agencies
retain for 2 years; B&P §21633; GC §34090

SERVICES / PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-045 Crime Lab Accreditation / DNA Crime Lab
Accreditation P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Property &
Evidence
PD-046 Crime Lab Audits / Reviews of
Environmental Health and Safety 2 years Mag, Ppr GC §34090 Police /
Property &
Evidence
PD-047 Crime Report Photos
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Property &
Evidence
PD-048
DNA Extracts / Specimens - Uploaded to
the Combined DNA Index System, or
(CODIS)
Indefinite Mag, Ppr Department Preference (recommended by the College of American Pathologists); GC §34090
Police /
Property &
Evidence
PD-049 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years Mag, Ppr Department Preference; GC §34090
Police /
Property &
Evidence
PD-050 Lost & Found Property (Documents related
to) 7 years Mag, Ppr GC §34090
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Property &
Evidence
PD-051 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
Police /
Property &
Evidence
PD-052 Property & Evidence Logs 7 years Mag, Ppr GC §34090

SERVICES / RECORDS
Police /
Records PD-053 Citation Log Books (#s / ranges) - Parking, Traffic 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-054
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for
dismissals, cancellations, and appeals.
2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-055
Hearing Officer Determinations (Citation
Appeals, Tows, etc.)
Public Works keeps Parking Hearing Officer
Determinations
2 years Mag, Ppr GC §34090
Police /
Records PD-056
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile and Ward Cases - Except
those with Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen
property, including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Statute of Limitations runs up to age of majority
+ 8 years; sealed records for juveniles and
wards of the Court must be destroyed 5 years
after sealing date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Police /
Records PD-057
CRIME REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
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179 of 455
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Records PD-058
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder
Abuse (substantiated), & Sexual Assault
(Rape), Arson (Suspected or
Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-059
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
Police /
Records PD-060
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others)
7 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.

Police /
Records PD-061
CRIME REPORTS:

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

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Records PD-062
CRIME REPORTS:

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

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-063
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
Police /
Records PD-064
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Records PD-065
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-066
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Records PD-067 Public Records Requests / Subpoenas
Duces Tecum - POLICE only 2 years Mag, Ppr Yes: After
QC'd & OD GC §34090
Police /
Records PD-068 Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr Department preference (consistent with STOP Source data); GC §34090
Police /
Records PD-069 Registrants: Arson Registrations: Adults P, or Death of Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-070
Registrants: Arson Registrations:

Juveniles released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-071 Registrants: Sex Offender Registrations:

Adults
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-072 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-073 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-074 RMS Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Police /
Records PD-075 STOP Source Data 3 years Mag, Ppr 11 CCR 999.228; GC §34090 GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
182 of 455
Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Records PD-076 Subpoenas
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Court or District Attorney records accessed
through their portals; GC §34090
Police /
Records PD-077
Video Recordings - Building Security, City
Operations
See City Clerk's schedule for City Council
Video Recordings
777 days Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Police /
Records PD-078
Video Recordings - Public Areas / Public
Activity
See City Clerk's schedule for City Council
Video Recordings
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Records PD-079
Video Recordings - Temporary Holding
Cells
See City Clerk's schedule for City Council
Video Recordings
777 days Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-1
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ADMINISTRATION
Public Works /
Admin. PW-001 Banner and Flag Applications Completion + 2 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090

ENGINEERING
Public Works /
Engineering PW-002
Bonds: CIP Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment Permits
Only
Release of
Bond / Letter
of Credit
Mag, Ppr Security; GC §34090
Public Works /
Engineering PW-003 Bridge Inspections P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-004
Capital Improvement Projects (CIP) - Where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-2
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Engineering PW-005
Capital Improvement Projects (CIP) Where
Engineering is the Lead: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-006 Design & Construction Standards - Authored by the City for Private Development P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-007
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
- Where Engineering is the Lead
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-008
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of Way,
Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
Public Works /
Engineering PW-009
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts, etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-3
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Engineering PW-010
Engineering Studies / Surveys (Public Right-of-
Way) - Geotechnical and Soil Reports / Hydrology
Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011
Private Development Projects (in the Public Right-
of-Way): Permanent Files
Certificate of Acceptance / Approval (copy),
Dedications, Abandonments, Drainage, Driveway,
Private Lab Verifications, Testing Lab Final
Reports, Studies, Reports, Geotechnical and Soil
Reports / Hydrology Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
Public Works /
Engineering PW-012
Private Development Projects (in the Public Right-
of-Way): Administration File / Construction
Inspection
Construction Inspections, Correspondence, Daily
Logs, Inspector's Records, Photos, etc.

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

QC & OD
Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-013
Prop. 218 (Sewer Fees Only) Mailing List,
Master File, Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
City Clerk PW-014
Recorded Documents: Deeds, Easements, Right
of Ways, Abandonments / Vacation, Liens / Lien
Releases
Send all finals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(a)
Public Works /
Engineering PW-015 Stormwater: NPDES Monitoring Reports Minimum 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 5
years
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-4
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Engineering PW-016 Stormwater: NPDES Permits
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

Public Works /
Engineering PW-017 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) 10 years Mag Ppr Department preference; GC §34090 Police PW-018 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering PW-019 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Public Works /
Engineering PW-020 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090

FACILITIES MANAGEMENT
Public Works /
Facilities Manag. PW-021 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works /
Facilities Manag. PW-022 Fire Sprinkler Testing & Backflow (City Buildings) 5 years Mag, OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Public Works /
Facilities Manag. PW-023 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
Facilities Manag. PW-024 Playground Inspections 10 years Mag, Ppr Department preference; GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-5
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Facilities Manag. PW-025
Video Recordings - Department Activity /
Building Security
See City Clerk's schedule for City Council Video
Recordings
1 year
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Records regular ongoing operations of
the City; GC §34090.6 et seq.

Public Works /
Facilities Manag. PW-026
Video Recordings - Public Activity (Parks, Pool,
Public Areas, etc.)
See City Clerk's schedule for City Council Video
Recordings
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Does not record regular ongoing
operations of the City; GC §34090.6 et
seq.

Division
Providing Service
/ Work
PW-027
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing Service
/ Work
PW-028
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing Service
/ Work
PW-029
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
FLEET SERVICES (All Garages)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-6
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Fleet Services PW-030
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures (SPCC),
Inspections, Integrity Testing, Maintenance, Repairs
20 years
Mag
(comput
er), Ppr
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §34090
Public Works /
Fleet Services PW-031 Inspections or Audits by the DMV & CHP 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Lead Dept. PW-032 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S Yes: After
1 year
Department preference; GC §34090 et.
seq.

Public Works /
Fleet Services PW-033 Tire Disposal / Waste Manifests 3 years Mag, Ppr 14 CCR 18459.3; GC §34090 Public Works /
Maint. Serv. PW-034 Underground Storage Tanks (City Owned) – UST Closure Letter 15 years Mag, Ppr Department preference; GC §34090 et. seq.

Public Works /
Maint. Serv. PW-035
Underground Storage Tanks (City Owned) – UST
Monitoring and Maintenance, Release
Detection Systems, Cathodic Protection
Maintenance Records
7 years Mag, Ppr
Monitoring and Maintenance records are
required on site for 3 years, 6 ½ years for
cathodic protection maintenance, 5 years
for calibration & maintenance of release
detection systems; 23 CCR 2712(b); H&S
§25284.2(i)
Public Works /
Maint. Serv. PW-036 Underground Storage Tanks (USTs) Permits P Mag,
Mfr, OD,
Ppr
S Yes: After
1 year
Department Preference (required for the
life of the tank); 23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et. seq.

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-7
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Fleet Services PW-037 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Fleet Services PW-038
Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Fleet Services PW-039 Vehicle Titles "Pink Slips" Upon Sale of Vehicle Ppr Provided to new owner upon sale; GC
§34090
Division
Providing Service
/ Work
PW-040
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing Service
/ Work
PW-041
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing Service
/ Work
PW-042
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

INTEGRATED WASTE MANAGEMENT
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-8
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
IWM PW-043 AB 939 Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling) 10 years Mag, Ppr Department preference; SB 1383
compliance is required for 5 years; Low-
Carbon Fuel Standard regulations credits
can be received for 10 years, and are
eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
Public Works /
IWM PW-044 Event Recycling Permit Expiration +
2 years Mag, Ppr Department Preference; GC §34090
Public Works /
IWM PW-045 Reports to Regulatory Agencies (California
Integrated Waste Management Board, etc.) 10 years Mag, Ppr Department Preference; GC §34090 Public Works /
IWM PW-046 Solid Waste Services / Hauler Applications & Permits
Expiration +
2 years Mag, Ppr Department Preference; GC §34090
Public Works /
IWM PW-047 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 Public Works /
IWM PW-048 Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090

MAINTENANCE SERVICES
Public Works /
Maint. Serv. PW-049 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
Public Works /
Maint. Serv. PW-050 Herbicide or Pesticide Applications / Use (Parkway Areas) 2 years Mag, Ppr
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Admin. PW-051 Indigenous Tree Permits & Arborists' Reports Completion + 2 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Maint. Serv. PW-052 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC §34090 et.
seq.

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-9
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. PW-053 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S Yes: After
1 year
Department preference; GC §34090 et.
seq.

Public Works /
Maint. Serv. PW-054 Sewer - CCTV Videos of Sewer Lines 10 years Mag, Ppr Department preference; GC §34090 Public Works /
Maint. Serv. PW-055
Sewer - FOG (Fats, Oil & Grease) Inspections /
Permits / Pretreatment Annual & Quarterly
Reports
5 years Mag, Ppr
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Maint. Serv. PW-056 Sewer - Sanitary Spills and Overflows (SSOs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Maint. Serv. PW-057 Sewer / Industrial Discharge Lab Reports & Chains of Custody
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes -
After QC
& OD
Department preference; GC §34090
Public Works /
Maint. Serv. PW-058 Sewer Odor Complaints / Gas Detection Results / Investigations 5 years Mag,
OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maint. Serv. PW-059
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer Overflow Response
Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; GC §34090
Public Works /
Maint. Serv. PW-060 Sidewalk Inspection Reports 10 years Mag, Ppr Department preference; GC §34090 Public Works /
Maint. Serv. PW-061 Tree Database (West Coast Arborists) Indefinite Mag, Ppr Department preference (data is inter- related); GC §34090
Public Works /
Maint. Serv. PW-062 Trees in City Right-of-Way: Inspections, Arborist Reports (City-owned Street Trees) 10 years Mag, Ppr Department preference; GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-10
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. PW-063 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Division
Providing Service
/ Work
PW-064
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing Service
/ Work
PW-065
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing Service
/ Work
PW-066
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

PARKING SERVICES
Public Works /
Parking Services PW-067 Incidents (Private citizens - vehicle accidents, etc.) 2 years Mag, Ppr GC §34090
Public Works /
Parking Services PW-068 Lost Parking Ticket Refunds 2 years Mag, Ppr GC §34090 Public Works /
Parking Services PW-069 Meter Revenue Detail 2 years Mag, Ppr GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-11
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Parking Services PW-070 Parking Meters: Report of Out of Service & Repairs 2 years Mag, Ppr GC §34090
Public Works /
Parking Services PW-071 Parking Permit Database Indefinite Mag Data is interrelated; GC §§34090, 12168.7
Public Works /
Parking Services PW-072
Parking Reconciliation / Parking Daily Facility
Reports / Parking Cashier Reports / Parking
Refunds
2 years Mag, Ppr GC §34090
Public Works /
Parking Services PW-073 Parking Studies / Parking Analysis / Reports When No
Longer
Required -
Minimum 2
years
Mag Ppr
Drafts / source records entered into
database and not retained in the ordinary
course of business; GC §34090
Public Works /
Parking Services PW-074
Permits: Residential Preferential Parking Permits
/ Montrose / Sparr heights Employee Parking
Permit / Valet Parking / Other Parking Permits
Expiration +
2 years
Mag,
OD, Ppr S/I Yes: After
QC Department preference; GC §34090
Public Works /
Parking Services PW-075 Taxi Driver Permits Expiration + 2 years Mag Ppr Department preference; GC § 34090
Public Works /
Parking Services PW-076 Taxi Inspections 2 years Mag Ppr GC § 34090 Public Works /
Parking Services PW-077 Taxi Owners Permits / Taxi Companies Expiration + 2 years Mag Ppr Department preference; GC § 34090

PUBLIC TRANSPORTATION / TRANSIT
Public Works /
Public Trans. PW-078 Applications for Service (Commuter Shuttles, Dial- a-Ride, etc.) 2 years Mag, Ppr GC § 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-12
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Public Trans. PW-079 Audits: DMV & CHP 5 years Mag, Ppr Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC §§ 34090
Public Works /
Public Trans. PW-080 BeeLine Schedules (Fixed Route Service) When No
Longer
Required
Mag, Ppr Department Preference; GC § 34090
Public Works /
Public Trans. PW-081 Bit Inspection (CHP Commercial Vehicle Inspection)
Life of the
Vehicle + 2
years
Mag,
Ppr 49 CFR 396.11(c)(2); GC §§ 34090
Public Works /
Public Trans. PW-082 Bus / Vehicle Procurement
Disposal of
Vehicle + 2
years
Mag, Ppr
Department preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8
CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP
§337 et. Seq., GC §34090
Public Works /
Public Trans. PW-083 Daily Safety Checks / Pre-Starts / Commercial Vehicle Prestarts 3 years Mag,
Ppr
Department preference; If a motor carrier,
required for 3 and 14 months; 49 CFR
396.11(c)(2); 49 CFR 396.21(b)(1); GC
§§ 34090
Public Works /
Public Trans. PW-084 Dispatch System / Route Match / Dial-a-Ride / Mini-Bus / Door-to-Door Database Indefinite Mag, Ppr Department preference; GC §§ 34090 Public Works /
Public Trans. PW-085 DMV Pull Notices (Public Transportation Employees Only)
When
Superseded
or Employee
Separated
Mag, Ppr
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC §§
34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-13
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Public Trans. PW-086
Inspections: Facility Inspections / Fire
Extinguisher Inspections, CalTIP Special Lists,
etc.
5 years Mag, Ppr
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC §§ 34090
Public Works /
Public Trans. PW-087 Licenses & Permits (to Operate Public Transportation)
Expiration +
2 years Yes (all) Mag, Ppr GC §§ 34090
Public Works /
Public Trans. PW-088 Manifests / Passenger Manifests / Passenger Counts / Trip Sheets 5 years Mag, Ppr Consistent with accounts receivable; GC §§ 34090
Public Works /
Public Trans. PW-089 Reports from Drivers / Driver's Reports 5 years Mag, Ppr Consistent with other safety requirements; GC §§ 34090
Public Works /
Public Trans. PW-090 Surveyor Sheets / Random Counts (National Transit Database)
When No
Longer
Required
Mag, Ppr
Drafts / source records entered into
database and not retained in the ordinary
course of business; GC §§ 34090
Public Works /
Public Trans. PW-091 Video Recordings: Exterior and Interior of Vehicles
When No
Longer
Required
Mag, Ppr No forward-facing videos; Records public
activities; GC §§ §34090 .6
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY ATTORNEY
City
Attorney CA-001 Advice Files / Attorney Work Product
(Notes, etc.)
Minimum 2
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City
Attorney
Hearing Officer Determinations (Parking
Citation Appeals, etc.) 2 years Mag, Ppr GC §34090
City
Attorney CA-006
Lawsuits / Litigation - EXCLUDES Final
Settlement Agreements, Historically
Significant Records
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
197 of 455
Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

City
Attorney CA-007
Lawsuits / Litigation - Final Settlement
Agreements, Historically Significant
Records
P Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City
Attorney CA-008 Legislative Advocacies, Amicus Briefs, etc. Minimum 2 years Mag, Ppr Department preference; GC §34090
City
Attorney CA-009 Subject / Project Files Minimum 2
years Mag, Ppr Department preference; GC §34090
City
Attorney CA-010 Subpoenas 2 years Mag, Ppr GC §34090
SAFETY
City
Attorney /
Safety
CA-011 DMV Pull Notices (ALL)
When
Superseded
or Upon
Separation
Mag, Ppr Department Preference; GC §34090
City
Attorney /
Safety
CA-012 OSHA Citations and Inspections 5 years Mag, Ppr
OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), OMB 1220-0029; GC
§34090; LC §6429c
City
Attorney /
Safety
CA-013 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1),
GC §34090.7; LC §6429c
City
Attorney /
Safety
CA-014 Safety Inspections Conducted by the City 5 years Mag, Ppr Department Preference; GC §34090 GLENDALE, CA. ©1995 - 2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
198 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
199 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-010
Filing System / Subject Files / Function
Filing System - HISTORIALLY

SIGNIFICANT, LAND, PLANNING,

CAPITAL IMPROVEMENT
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-011
Filing System / Subject Files / Function
Filing System - NOT HISTORIALLY

CITY CLERK ELECTIONS (CONSOLIDATED)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Ppr Yes: After

UNSUCCESSFUL CANDIDATES
Election + 4
years Mag, Ppr Yes: After

QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office
and 4 years after the expiration of term and
does not delineate between the two; EC
§17100
City Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be
printed in the Sample Ballot, Polling
Locations and Precinct Board Members,
Notices, Postings, etc.)
Minimum 2
years Mag, Ppr Yes: After
QC & OD GC §34090
City Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months, or
Final
Examination
+ 1 year
after petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
201 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERKCity Clerk CC-026 Prop. 218 Protest Letters or Ballots and Tabulation 2 years Mag, Ppr GC §53753(e)(2)
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-027 Assessment District Ballots and/or protest letters - Prop. 218 proceedings 2 years Ppr GC §53753(e)(2) City Clerk CC-028 Ballots - After Election 6 mo. Ppr EC §17302 City Clerk CC-029 Ballots - After Recount 6 mo. Ppr EC §17306 City Clerk CC-030 Challenged & Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-031 Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk CC-032 Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk CC-033 Roster of Voters (or Electronic Poll Books) Date of
Election + 5
years
Mag, Mfr,
OD, Ppr S
Yes: After
next
subsequent
general
election
EC §17300
City Clerk CC-034 Tally Sheets, Logic & Accuracy Test
Certifications 6 mo. Ppr EC §17304
City Clerk CC-035
Vote-by-Mail Applications, Absentee
Applications, Roster of Absentee
Applications
6 mo. Ppr EC §17505
City Clerk CC-036 Vote-by-Mail Identification Envelopes, Absentee Identification Envelopes 6 mo. Ppr EC §17302
City Clerk CC-037 Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304
City Clerk CC-038 Voter Index Original
Date of
Election + 5
years
Ppr EC §17001
(End of Elections Section)
City Clerk CC-039 Ethics Training Certificates - City Council, Board and Commission Members Only 5 years Mag, Mfr,
OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53235.2(b)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-040
Historical Records, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of
significant historical interest, Grand
Openings, etc.)
P Mag, Mfr,
OD, Ppr S Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects
and media. Some media (e.g. audio and
video tape) may be limited because of the
media's life expectancy; GC §34090
City Clerk CC-041
Lobbyist (CITY) Registration and Familial
Relationship, Renewal and Amendment
form, Lobbyist
Quarterly report
2 years Mag, Ppr Yes: After
2 years 2 CCR 18615(d); GC §34090
City Clerk CC-042 Lobbyist (FPPC) Authorization / Reporting - FPPC Form 635 / 602 5 years Mag, Ppr Yes: After
2 years 2 CCR 18615(d); GC §34090
City Clerk CC-043
Minutes: City Council, Housing Authority,
Public Financing Authority, Redevelopment
Agency, Successor Agency, Oversight
Board
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-044 Oath of Office / Appointments: City Council, Boards and Commissions
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC
§§36507, 34090; PC §§801.5, 803(c); 29
USC 1113
City Clerk CC-045 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-046 Proclamations / Commendations /
Memoriums / Recognitions, etc. 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City Clerk CC-047 Prop. 218 proceedings - Protest Letters / Ballots / Mailing List 2 years Ppr GC §53753(e)(2)
City Clerk CC-048 Public Records Requests / Subpoenas
Duces Tecum 2 years Mag, Ppr Yes: After
QC'd & OD GC §34090
City Clerk CC-049
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(a)
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Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERKCity Clerk CC-050 Records Destruction Authorization Forms & Certifications (All Departments) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-051
Resolutions: City Council, Housing
Authority, Public Financing Authority,
Redevelopment Agency, Successor Agency,
Oversight Board
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-052 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Ppr GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 6.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

After QC
& OD
Department preference (meets auditing
standards); GC §34090
GLENDALE, CA.©1995-2019 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
205 of 455
Ver. 6.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

City Clerk CT-008 Investment Policy & Annual Investment Reports Copies -
When No
Longer
Required

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

After QC
& OD
Retained in Council Agenda Packet; GC
§34090.7
City
Treasurer CT-009 Investment Policy Advisory Committee (IPAC) - Quarterly meetings 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-010 Investment Policy Advisory Committee (IPAC)

AGENDAS, AGENDA PACKETS, MINUTES
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-013 Treasurer's Reports / Monthly Reports 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets auditing
standards); GC §34090
City
Treasurer CT-014 Wires / Wire Transfers 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes::

After QC
& OD
Department preference (meets municipal
government auditing standards); GC §34090
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206 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

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

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Develop. /
Building
CD-007 Building Plans - Finalled - TENANT

IMPROVEMENTS
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Building
CD-008
Building Plans / Grading Plans - Finalled -

INDUSTRIAL, COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

ACCOMMODATION
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

APPURTENANCES
Energy Calculations, Structural Calculations, Soil
Reports, Geotechnical Reports
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Community
Develop. /
Building
CD-013 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-014 Grading Permits and Grading Plans P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Building
CD-015 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S Yes: After

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

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

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Community
Develop. / Code
Enforce.

CD-019 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090
Community
Develop. / Code
Enforce.

CD-020 Code Enforcement Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Develop. / Code
Enforce.

CD-021
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT
Community
Develop. /
Economic
Develop.

CD-022 Economic Development Commission

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Original Staff
Reports are filed in the project file; GC
§34090
Community
Develop. /
Economic
Develop.

CD-023 Economic Development Commission
MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr GC §34090
Community
Develop. /
Economic
Develop.

CD-024
Economic Development Projects, Programs,
Subject & Issues (Issues and/or projects will vary
over time)
Minimum 2
years Mag, Ppr Department Preference; GC §34090

WITH a Recapture / Resale Restriction
Send all Deeds to the City Clerk
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer

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

QC & OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; statewide guidelines
propose 4 years; 2 CFR 200.334; 24
CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Housing
CD-027
Housing Programs: CDBG-funded Housing
Projects, etc.

WITHOUT a Recapture / Resale Restriction
Send all Deeds to the City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Community
Develop. /
Housing
CD-029 Redevelopment Projects (Not Historical) 10 years Yes Mag, Ppr Department preference; GC §34090 et seq.

PLANNING
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Community
Develop. /
Planning
CD-032 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
213 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Economic Development, Housing / CDBG, Planning) Page CD-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AGENDAS & AGENDA PACKETS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Expiration +
2 years
Yes:

QC & OD
Department Preference (copies); GC
§34090.7
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
214 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY SERVICES / ADMINISTRATION
Community
Services /
Administration
CS-001
Parks, Recreation & Community Services
Commission

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Services /
Administration
CS-002
Parks, Recreation & Community Services
Commission

MINUTES, BYLAWS
P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

COMMUNITY SERVICES / HUMAN SERVICES
Community
Services /
Human Services
CS-006
CDBG - Community Development Block Grant
Advisory Committee

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
216 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Human Services
CS-007
CDBG - Community Development Block Grant
Advisory Committee

MINUTES, BYLAWS
P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
Community
Services /
Human Services
CS-008
CDBG (Community Development Block Grant) -

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Services /
Human Services
CS-010 CDBG Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Ppr GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
217 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Services /
Human Services
CS-016 Senior Services Committee
MINUTES, BYLAWS P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY SERVICES / RECREATION
Community
Services /
Recreation
CS-022 _Recreation Database / Class Registration
Database
Minimum 2
years Mag, Ppr May contain e-packets with electronic
waivers; Data is interrelated; GC §34090
Community
Services /
Recreation
CS-023 Activity Guide / Class Guide / Program
Guide(Final) P
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
219 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Recreation
CS-024
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Community
Services /
Recreation
CS-026 Contracts for Instructors and Performers Completion + 2 years
Yes: During
Class or
Program
Mag, Ppr Department preference; CCP §337; GC
§34090
Community
Services /
Recreation
CS-027 Evaluations / Surveys (Programmatic Evaluations
of Recreation programs)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Services /
Recreation
CS-028 Film Permits, Special Event Permits at City Parks (for others, see City Manager) 2 years Mag, Ppr GC §34090 Community
Services /
Recreation
CS-029 Income Assistance Subventions for Recreation
Programs / Scholarships (from General Fund) 5 years
Yes: During
Class or
Program
Mag, Ppr
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
Community
Services /
Recreation
CS-030 Lifeguard Certifications Separation +
2 years
Yes: During
Class or
Program
Mag, Ppr
Department Preference; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090
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220 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Recreation
CS-031
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (includes
ABC Permits, where required)
2 years Mag, Ppr GC §34090 et. seq.

Community
Services /
Recreation
CS-032
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (includes
ABC Permits, where required)
2 years Mag, Ppr GC §34090 et. seq.

VERGUDO JOBS CENTER
Community
Services /
Verdugo Jobs
Center
CS-037 Verdugo Jobs Center
When No
Longer
Required -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department Preference (Shared among
several cities; Some programs may have
grant funding); 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
221 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES & PARKS Page CS-8 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Verdugo Jobs
Center
CS-038 Verdugo Workforce Development Board (VWDB)

AGENDAS, AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD Department Preference; GC §34090
Community
Services /
Verdugo Jobs
Center
CS-039 Verdugo Workforce Development Board (VWDB)
MINUTES, BYLAWS P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / ACCOUNTING
Finance /
Accounting FIN-003 1099's 6 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

31.6001-1
Finance /
Accounting FIN-007 OES / FEMA Claims
5 years After
Disaster is
Closed by FEMA
or OES
Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
223 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Accounting FIN-012 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090

QC & OD
Department Preference; CCP §337 et
seq.; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
224 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / ACCOUNTS PAYABLE
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
225 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

QC & OD
Meets municipal government auditing
standards; GC § 34090

FINANCE / INTERNAL AUDIT
Finance /
Internal Audit FIN-019 Audit Committee
AGENDAS & AGENDA PACKETS Minimum 2 years Mag, Ppr Department Preference; GC §34090 et seq.

Finance /
Internal Audit FIN-020 Audit Committee
MINUTES, BYLAWS, RESOLUTIONS P Mag, Ppr,
OD, Mfr I Yes: After
QC & OD GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
226 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

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

Finance /
Billing,
Collections &
Grants
FIN-025 Cash Receipts (includes Petty Cash) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

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

FINANCE / PAYROLL
Finance /
Payroll FIN-026 CalPERS Audit / PERS Audits 5 years Mag, Ppr Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-027
CalPERS Reports - PERS Reports Annual
Valuation Reports, Actuarial Valuation
Reports
5 years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-028
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
227 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-032 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
228 of 455
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

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

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE ADMINISTRATION
Fire /
Admin. FR-001
Background File / Recruitment File - Fire
Employees & Fire Volunteers
(SUCCESSFUL)
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
230 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / EMS FR-016 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD 24 CFR 164.530(j)
Fire / EMS FR-017 Paramedic Continuing Education Rosters and Certificates 4 years
Mag,
Mfr, OD,
Ppr
S Yes: After QC
& OD
Department preference; Paramedic Continuing
Education is required for 4 years by DPH; 8 CCR
§3204(d)(1) et seq., 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / EMS FR-018
Patient Care Reports / PCRs / Paramedic
Release Forms (EMS transportation) /
Consent Form with Assignment of Benefits:

ADULTS
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After

JUVENILES or PREGNANT ADULTS
Juvenile 19
years old -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; adults required for 7
years; minors until 1 year after age 18, but not
less than 7 years; 10 years is recommended by
AHIMA for "healthcare providers"; Statute of
Limitations for health providers is 3 years; CCP
§340.5, GC §34090; H&S §§1797.98(e) 123145;
42 CFR 482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a), 75055(a),
75343(a), 77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
Fire / EMS FR-020 Subpoenas (Personal Appearance - EMS
Personnel) 2 years Mag,
Ppr GC §34090

FIRE MARSHAL / FIRE PREVENTION
Develop.

Services /
Building
FR-021 Development Review / Plan Review
Copies -
When No
Longer
Required
Mag,
Ppr Department Preference; GC § 34090 et seq.

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232 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

QC & OD
Department preference (Capital Crimes have no
statute of limitations); GC §34090 et seq.

Fire / Fire
Prevention FR-025 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 2
years
Mag,
Ppr Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-026 Fire Prevention Programs (Fire Prevention Week, etc.)
Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-027
Permits: Construction Permits (Short Term
Uses / Temporary Uses): High Piled
Storage, Sprinkler Plans, etc.

Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Ppr GC §34090 et seq.

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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-029
Permits: Operational Permits (Long-term
operations): High Piled Storage, Sprinkler
Plans, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-030 Pre-Fire Plans When
Superseded
Mag,
Ppr GC §34090 et seq.

P
Mag,
Mfr, OD,
Ppr
S / I Yes (after 2
years) Department Preference; GC §34090
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Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

TRAINING
Fire /
Training FR-041 Training Database Indefinite Mag,
Ppr Data is interrelated; GC §34090 et seq.

VERDUGO FIRE COMMUNICATIONS CENTER (VFCC)
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
235 of 455
Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Verdugo
Fire Comm.

Center
FR-044 Authorization to Release Records (received
from the Lead Jurisdiction) 2 years Mag,
OD GC §34090 et seq.

Fire /
Verdugo
Fire Comm.

Center
FR-045
VFCC Committees (City Managers
Committee, Executive Committee, Finance
Committee, Operations Committee,
Technical Committee) - AGENDAS &

STAFF REPORTS
Minimum 2
years Mag,
Ppr GC §34090 et seq.

Fire /
Verdugo
Fire Comm.

Center
FR-047
VFCC Committees (City Managers
Committee, Executive Committee, Finance
Committee, Operations Committee,
Technical Committee) - MINUTES
P Mag,
Ppr GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
236 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE SERVICES / ADMINISTRATION
GWP / Admin.

Services GWP-001 Glendale Water & Power Annual Report / GWP Annual Report P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Admin.

Services GWP-002
Glendale Water and Power Commission -
AGENDAS & STAFF REPORTS (includes
electricity rate schedules)
Minimum 6
years Mag, Ppr 18 CFR 125.3; GC §34090 et seq.

GWP / Admin.

Services GWP-003 Glendale Water and Power Commission - MINUTES P Mag, Ppr GC §34090

ADMINISTRATIVE SERVICES / LEGISLATIVE AFFAIRS
GWP / Admin.

Services /
Legislative
Affairs
GWP-004 Legislative Affairs / Support or Opposition to
proposed State or Federal Legislation
Minimum 2
years Mag Ppr Department preference; GC §34090

ADMINISTRATIVE SERVICES / WAREHOUSE
GWP / Admin.

BUSINESS SERVICES / CONSERVATION & UTILITY MODERNIZATION GWP /
Business
Services /
Conservation
GWP-005 Conservation Programs 5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Power
Manag.

Services - OR

CONSERVATIO

N (FIBER
SERVICES?)
GWP-006 Fiber & Communications Systems Support:

BUSINESS SERVICES / CUSTOMER SERVICE
GWP /
Business
Services /
Customer
Service
GWP-011 _Customer Service Database (Harris) Indefinite Mag, Ppr Department Preference (Data is
interrelated); Data cannot be
destroyed, written over, or altered
without approval by City Council; 18
CFR 125.3; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
238 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Business
Services /
Customer
Service
GWP-012 _Meter Databases: Data pulse, Remote
Locations, Tampering, Time of Day, etc. Indefinite Mag, Ppr Data is interrelated; This data cannot
be destroyed without Council
approval; GC §34090
GWP /
Business
Services /
Customer
Service
GWP-013 Applications for Service: Residential /
Commercial
Termination
+ 4 years Mag, Ppr Requirement for Power Customers; 18 CFR 125.3; GC §34090
GWP /
Business
Services /
Customer
Service
GWP-014 Armored Manifest Books 2 years Mag, Ppr GC §34090 GWP /
Business
Services /
Customer
Service
GWP-015 Bankruptcies - GWP Customers - NO CLAIM
FILED
Not More
than 90 days Mag, Ppr Not City records (account is closed and bankruptcy noted in database)
GWP /
Business
Services /
Customer
Service
GWP-016 Bankruptcies - GWP Customers - WHERE A
CLAIM IS FILED 10 years Mag, Ppr
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
GWP /
Business
Services /
Customer
Service
GWP-017 Bill Inserts / Marketing 2 years Mag, Ppr GC §34090 GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
239 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
240 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
241 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Business
Services /
Customer
Service
GWP-030 Water Billing: NSF Checks / Adjustments to
Customer accounts 2 years Mag, Ppr,
Mfr, OD S Yes: After

Expiration or
Completion
of Payment
Plan + 2
years
Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
GWP / Division
Providing
Service / Work
GWP-034
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
GWP / Division
Providing
Service / Work
GWP-035 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
242 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

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

GWP /
Business
Services / IT
GWP-038 Utility Software Applications GWP Custom
Software Programs and Documentation
When
Superseded Yes Mag. GC §34090 et seq.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

BUSINESS SERVICES / INFORMATION TECHNOLOGY
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
243 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-8 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure plans; 18
CFR 125.3; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
244 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-9 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Electric
Services /
Electrical
Engineering
GWP-044
CIP Project Files - Electric Services
Engineering / Capital Improvement Project
Files (CIP) - Electric Services:

Administration File
Project Administration, Certified Payrolls, Daily
Inspection Diary, Project Schedules, Meeting
Minutes, Progress meetings, Real Estate
Appraisals, etc.

Electric Cable Installations, Feeders, Power
Plants, Pump Stations, Substations, Vaults,
Poles, Street Lighting, etc.

QC & OD
Drafts should be destroyed; GC
§34090
GWP / Electric
Services /
Electrical
Engineering
GWP-046 Easements, Covenants - Electricity P Mag, Ppr GC §34090 GWP / Electric
Services /
Electrical
Engineering
GWP-047
Electric Service Orders - Complaints (Work
Completed in the Field) - Crewmembers
findings with signatures or initials
3 years Mag, Ppr
City preference; Statute of Limitations
for personal property, fraud, etc. is 3
years; Claims must be filed in 6
months; CCP §§338 et seq., 340 et
seq., 342, GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
245 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-10 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP / Electric
Services /
Electrical
Engineering
GWP-048 Equipment Sheets 5 years Mag, Ppr Department Preference; GC §34090 GWP / Electric
Services /
Electrical
Engineering
GWP-049 Joint Pole Agreements / Joint Tower
Agreements P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Electric
Services /
Electrical
Engineering
GWP-050 Plans, Studies, Reports - Electrical
Engineering (Finals) P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GWP / Electric
Services /
Electrical
Engineering
GWP-051 Pole Inspections / Tower Inspections / Street
Light Structure Inspections P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
Lead Dept. GWP-052 Underground Service Alerts (USA's) / Dig Alerts - GWP 3 years Mag, Ppr
Department Preference (the Regional
Notification Center has the obligation
to retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), 34090
GWP / Division
Providing
Service / Work
GWP-053
Work Orders / Service Requests / Job Orders -
Cityworks CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Mag Data is interrelated; 18 CFR 125.3;
GC §34090
GWP / Division
Providing
Service / Work
GWP-054 Work Orders / Service Requests / Job Orders -
All Information Entered in CMMS Database
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
246 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-11 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

Expiration of
Certificate Mag, Ppr Certificates are issued for 3-5 years; GC §34090 et. seq.

Lead Dept. GWP-062 Self-contained Breathing Apparatus (SCBA) - Monthly Inspections 2 years Mag, Ppr District Preference; GC §34090 et. seq.

GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
247 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-12 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

EMPLOYEES / INJURIES OR ILLNESSES -
ALL (also see Workers Compensation in
Human Resources)
Separation +
30 years
Mag, Mfr,
OD, Ppr S Yes: After QC
& 30 years
Claims can be made for 30 years for
toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR
14300.33(a); GC §§12946, 12960,
34090
GWP /
Environmental
Sustainability &
Safety
GWP-068 Air Quality Permits / CARB Permits (Power) Expiration + 5 years Mag, Ppr 40 CFR 70.6; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
248 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-13 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-069 Air Quality Reports / CARB Fuel Reports
(California Air Recourses Board) P Mag, Ppr Department preference; 40 CFR 70.6; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-070 Boot, eyeglass prescription allowance tracking
When No
Longer
Required
Yes: Until
Paid Mag, Ppr Copies; GC §34090.7
GWP /
Environmental
Sustainability &
Safety
GWP-071 Cal-OSHA Inspections & Citations, Log 200,
Log 300, 300 A, 301, 301A, etc. 5 years Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
29 CFR 1904.33, OMB 1220-0029, 8
CCR 14300.33; GC §34090 et seq.;
LC §6429c
GWP /
Environmental
Sustainability &
Safety
GWP-072
Confined Space Entries / Hot Work Permits for
welding (Permitted entries into confined
spaces such as sewers and storm drains in
order to comply with regulations)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6); GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-073 Disaster Plan: Emergency Operations Center
(EOC)
When No
Longer
Required
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years Department Preference; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-074 Emergency Directory When
Superseded Mag, Ppr Transitory Record; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-075 Emergency Exercises / Drills
When No
Longer
Required
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
249 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-14 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-079 Environmental Agencies / Regulatory Agencies
Correspondence
When No
Longer
Required -
Minimum 5
years
Mag, Ppr GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-080 Generation Reliability Reports 5 years Mag, Ppr Department Preference; GC §34090 GWP /
Environmental
Sustainability &
Safety
GWP-081 Hazard Mitigation Plan
When No
Longer
Required
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& 30 years Department Preference; GC §34090
GWP /
Environmental
Sustainability &
Safety
GWP-082 Hazardous Materials Inventory / Disclosures
(for Outside Agencies
When
Superseded Mag, Ppr Filed annually with the Orange County Fire District; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
250 of 455
Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-15 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

GWP /
Environmental
Sustainability &
Safety
GWP-083 Hazardous Waste Disposal Manifests P
Yes:

Before
Resolution
Mag, Mfr,
OD, Ppr S Yes: After

Recycled Water Violations, Spills,
Investigations and Corrective Actions - ALL,
over 50,000 or under 50,000 gallons, private
property
Last Action +
5 years
Yes:

Before
Resolution
Mag, Mfr,
OD, Ppr
Department Preference; Code of
Federal Regulations requires 3 years;
40 CFR 122.41(j)(2) & 40 CFR
141.33(b); 22 CCR §64470
GWP /
Environmental
Sustainability &
Safety
GWP-085
Industrial Hygiene / Employee Exposure
Records - Routine Exposures (by facility / site
address)
P Mag, Mfr,
OD, Ppr S Yes: After QC
& 30 years
Department Preference; Claims can
be made for 30 years for toxic
substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR
14300.33(a); GC §§12946, 12960,
34090
GWP /
Environmental
Sustainability &
Safety
GWP-086 Landfills (City-owned) - Includes Closed /
Repurposed Landfills P Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
GLENDALE, CA. ©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
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Ver. 4.0 RECORDS RETENTION SCHEDULE: GLENDALE WATER & POWER Page GWP-16 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Glendale City CouncilJanuary 18, 2022

Glendale City Council
January 18, 2022