Exhibit A - Final Draft of Updated Records Retention Schedule 2025 — Hercules City Council, November 12, 2025

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 1 ends

REV: 11/5/2025

RETENTION SCHEDULE LEGEND

OFFICE OF PRIMARY RESPONSIBILITY - RECORDS CUSTODIAN

ADMIN DEPARTMENT ADMINISTRATION

BLDG BUILDING
CW CITYWIDE; ANY DEPARTMENT HAVING ORIGINAL RECORDS FOR THIS RECORD SERIES

CA CITY ATTORNEY

CD COMMUNITY DEVELOPMENT

CLERK CITY CLERK

CM CITY MANAGER

CODE CODE ENFORCEMENT

COP CHIEF OF POLICE

FIN FINANCE AND FISCAL

HR HUMAN RESOURCES

IT INFORMATION TECHNOLOGY
PLNG PLANNING; OVERSEES PLANNING, BUILDING & CODE ENFORCEMENT

PD POLICE

P&E POLICE PROPERTY & EVIDENCE DIVISION

P&R PARKS AND RECREATION

PW PUBLIC WORKS

RECORDS POLICE RECORDS DIVISION

RETENTION CODE LEGEND

AA AFTER ANNUAL AUDIT

AC AFTER CLOSED OR COMPLETED

ACT WHILE ACTIVELY USED

AE AFTER EXPIRATOIN

AFP AFTER FINAL PAYMENT OF GRANT OR BOND

AP AFTER APPROVAL

AR REVIEW ANNUALLY

AS AFTER SEPARATION

AT AFTER TERMINATION

CM CURRENT MONTH

CY CURRENT YEAR
L LIFE OF STRUCTURE, SYSTEM, GOVERNING BODY, VEHICLE, IMPROVEMENT, REGISTRANT, ETC.

P PERMANENT

S AFTER SUPERCEDED OR SETTLED
+[NUMBER] PLUS NUMBER OF YEARS OR MONTHS
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Servi ces, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 2 ends

REV: 11/5/2025

SPECIAL ATTRIBUTES

C CONFIDENTIAL

H HISTORICAL CONTENT

V VITAL RECORD

RECORD CATEGORIES
100 ADMINISTRATION - GENERAL
200 HUMAN RESOURCES
300 INFORMATION TECHNOLOGY
400 FINANCIAL SERVICES
500 HOUSING
600 CITY ATTORNEY
700 CITY CLERK
800 PARKS & RECREATION
900 COMMUNITY DEVELOPMENT
1000 POLICE
1100 PUBLIC WORKS
1200 UTILITIES
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Servi ces, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 3 ends

REV: 11/5/2025
0100-00 CITY-WIDE ADMINISTRATION
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0101-00 GENERAL ADMINISTRATIVE RECORDS
0101-01 Administrative / Subject Files - General CW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0101-02 Agreements - Supporting Documentation Vendors, product acquisitions, professional service agreements, services, individual employment,
organization funding, professional services and
consultants, purchase, leases, licenses and all other
general City agreements. Also includes certificates of
insurance for the associated contract.

CW AC+4 CCP 337.2; Statutes of limitations of 4 years
CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0101-03 Awards / Donations / Gifts to City CLERK H * CY+2, AR GC 34090; 2 years minimum Potential historical content. * Review for permanent
retention.
0101-04 Citizen Complaints / Requests for Service General complaints to City departments. Does not include claims against the City or formal complaints
with the Sheriff's Department.

CW AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Settlement of civil rights complaint plus 7 years
0101-05 Business and Community Organizations / HOAs /
Non-Profits
CD / PLNG CY+2 GC 34090d; 2 year minimum requirement
Administrative Record, State of California Guidelines
0101-06 Consultant / Contractor Files Associated with a project or contract. CW AC+4 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0101-07 Correspondence - General Correspondence not related to a project or separate record series elsewhere in the retention schedules.

CW CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
0101-08 Employee Supervisor Files - Permanent and
Volunteer
Includes supervisor files on employees. File sent to HR after employee separates from the City.

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

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
0101-09 Historical Mate rials / Memorabilia CW H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Department Policy: Retain permanently for historical
value.
0101-10 Photographs - Historic or Public Property CW H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Department Policy: Retain permanently for historical
value.
0101-11 Professional Associations CW CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
0101-12 Public Records Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments b
y the City Clerk.

CLERK /
CW
AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 4 ends

REV: 11/5/2025
0100-00 CITY-WIDE ADMINISTRATION
Legend:

CW AC+5 GC 34090; 2 years minimum
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 5 years after audit for successful bids.

Department Policy: 5 years after completion of project
associated with the bid.
0101-14 Rosters / Telephone Directories / Logs CW ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
0101-15 Staff Meeting Agendas Includes informal meeting agendas. CW EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0101-16 Studies / Surveys - General CW AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for
general studies and surveys
0101-17 Vendor Files CW ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
0102-00

OUTSIDE AGENCIES - REGIONAL / STATE / FEDERAL / LOCAL
0102-02 Correspondence Correspondence not attached to contracts, agreements or specific projects. Review annually for content.

CW CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
0102-03 Subject Files General information and reports not attached to contracts, agreements or specific projects. Review
annuall
y for content.

CW CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
0103-00 POLICIES AND PROCEDURES
0103-01 Administrative Policies and Procedures CW S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0103-02 City Manager Directives CM S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0103-03 Department Policies and Procedures CW S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0103-04 Goals and Objectives CW S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 5 ends

REV: 11/5/2025
0100-00 CITY-WIDE ADMINISTRATION
Legend:

PUBLIC INFORMATION / RELATIONS
0104-01 Brochures / Publications CW EY+5, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 5
Department Policy: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
0104-02 Ceremonies and Event Files For ceremonies and events not managed by Parks & Recreation, such as City-hosted groundbreakings and
ribbon cuttings.

CM H * CY+2, AR GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Policy: * Review for historical content and
maintain permanently, as determined.
0104-03 Newsletters Monthly newsletter released by the City Manager. CM H * CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Department Policy: * Review for historical content and
maintain permanently, as determined.
0104-04 Press Releases CM CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for press releases.
0104-05 Questionnaires / Surveys CW AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for
general studies and surveys
0104-06 Annual State of the City Report CM H * CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management
reports
Department Policy: Current year plus 2 years, * review
annually for historical content
0104-07 Social Media Posts Includes the City website, Twitter, Facebook and other social media formats and hosts. Posts saved with
Archive Social. Departments include City Manager,
Parks & Recreation and Police Department.

CW CY+2 GC 34090; 2 year minimum requirement;
0105-00

CITY MANAGER
0105-01 Strategic Planning Includes goals and planning with department directors.

Documents from quarterly updates from department
heads.

CM S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after strategic plan is superseded.
0105-02 Reports to Council Provided to staff and Councilmembers. CM CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 6 ends

REV: 11/5/2025
0100-00 CITY-WIDE ADMINISTRATION
Legend:

CM CY+2 GC 34090; 2 year minimum requirement
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 7 ends

REV: 11/5/2025
0200-00 HUMAN RESOURCES
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0201-00 HUMAN RESOURCES- GENERAL
0201-01 Administrative Policies City-wide policies and procedures specifically for personnel. Does not include general policies and
procedures at the department level.

HR S+2 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded
0201-02 Personnel Rules and Regulations City-wide policies and procedures specifically for personnel. Does not include general policies and
procedures at the department level.

HR S+2 GC 34090; 2 year minimum requirement
State Recommendation; 2 years after superseded
0202-00

HUMAN RESOURCES - BENEFITS
0202-01 COBRA Administrative Files Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-02 Deferred Comp Provider Plans Files Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-03 Disability Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-04 Employee Assistance Program Materials /
Reports
Includes employee handouts, rate information, coverage
and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-05 Life Insurance Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-06 Medical Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-07 Dental / Vision Plans Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 8 ends

REV: 11/5/2025
0200-00 HUMAN RESOURCES
Legend:

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-09 CalPERS - General Includes employee handouts, rate information, coverage and other information for employees.

HR S+4 GC 34090; 2 year minimum
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
0202-10 Salary Schedule HR S+5 GC 34090; 2 year minimum GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 0202-11 Unemployment Compensation Claims HR AS+4 GC 12946; 4 years after completion 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
State of California Guidelines; 3 years after termination for unemployment claims
0203-00

HUMAN RESOURCES - EMPLOYEE FILES
0203-01 Employee Files Applications , background checks, correspondence, PAFs, appeals, ethics and nepotism forms, oaths,
training certificates and reimbursements, awards, leave requests and other documents specific to an individual
employee.

HR C, V AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 0203-02 Employee Medical Files Medical, exposure and FLMA records. HR C, V AS+30 8 CCR 15400; Maintain reports LC 90 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after
completion/closure
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 9 ends

REV: 11/5/2025
0200-00 HUMAN RESOURCES
Legend:

Accepted applications:

Denied applications:

HR C
AS+4
AC+2
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
0203-05 Training Class Materials All encompa ssing training sessions for employees.

Includes tailgate training sessions.

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
0204-00

HUMAN RESOURCES - LABOR RELATIONS
0204-01 Employee Associations / Unions - General HR CY+2, AR GC 34090; 2 year minimum requirement Department Policy: Maintain correspondence and
communications for the current year plus 2 years.

Review annually for relevant content.
0204-02 Employee Associations / Unions - Side Letters of Agreement
HR P 29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0204-03 Memoranda of Agreement / Understanding Also includes letters of understanding CLERK P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0204-04 Negotiations Files HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0204-05 Administrative Appeal Proceedings HR AS+5 GC 12946; Until resolved 29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 10 ends

REV: 11/5/2025
0200-00 HUMAN RESOURCES
Legend:

Hired employees, non-sworn:

Hired employees, sworn:

Applicants who filed a complaint:

HR
AS+2
AS+5
AC+2
GC 34090; 2 year minimum requirement
GC 12946; Upon expiration of statute of limitations or
until resolved
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
0204-07 Grievances Miscellaneous Employees:

Public Safety Employees:

HR AS+4
AS+5
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
0205-00

HUMAN RESOURCES - RECRUITMENT
0205-01 Job Descriptions HR S+2 GC 34090; 2 year minimum requirement Department Policy: Maintain job description for 2 years after superseded to meet the minimum requirement and
method of managing the documents.
0205-02 Recruitment Files Certified eligibility lists, brochures, ads, tests, selection materials, unsuccessful applications and other
recruitment documents.

HR AC+4 GC 12946; 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
0206-00

HUMAN RESOURCES - RISK MANAGEMENT / SAFETY
0206-01 Accident / lnjury Reports HR AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California Guideline; 7 years after settlement or closure
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 11 ends

REV: 11/5/2025
0200-00 HUMAN RESOURCES
Legend:

HR S+5 GC 34090; 2 year minimum requirement,
8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after superseded or expired
0206-03 Mandatory Training SB 1343, AB 2053 and AB 1825 workplace bullying and sexual harassment training. Required every 2 years.

Non-sworn Employees:

Sworn Employees:

HR C
AS+4
AS+5
GC 34090; 2 year minimum requirement
GC 12946; Upon expiration of statute of limitations or
until resolved
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
0206-04 MPA Administrative Reports Miscellaneous reports from the MPA. HR CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guideline: 5 years after completed
0206-05 OSHA Logs / lnspections / Citations / Incident
Reports
HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports
8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102;5 years from date of injury
State of California Guideline: 5 years after completed
Department Policy: Maintain OSHA communications,
inspections and citations for the Current Year plus 5
years to match retention for OSHA reports.
0206-06 OSHA Safety Regulations HR S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retainin
g for 2 years after superseded.
0206-07 Wellness Pro gram Includes wellness events for em ployees. HR AC+2 GC 34090; 2 year minimum requirement 0206-08 Workers Comp Claims HR C P 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party administrator. ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 12 ends

REV: 11/5/2025
0200-00 HUMAN RESOURCES
Legend:

State of California Guideline: 5 years after completed
0207-00

WELLNESS & SAFETY COMMITTEE
0207-01 Agenda Packets HR CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2
years
0207-02 Minutes HR V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
0208-00 HUMAN RESOURCES - STUDIES AND SURVEYS
0208-01 Classification Studies HR CY+5 GC 34090; 2 year minimum requirement GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 0208-02 Salary Surveys HR CY+5 GC 34090; 2 year minimum requirement GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 13 ends

REV: 11/5/2025
0300-00 INFORMATION TECHNOLOGY
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0301-00 INFORMATION TECHNOLOGY
0301-01 Backup of System Files - Daily Daily backups include full backups every Saturday and incremental backups daily. Maintained in cloud storage.

IT 3 week
rotating
GC 34090.7; Duplicate records may be destroyed within
the 2 year minimum period
State of California Guidelines; Current month plus 2
months for daily backups
Department Policy: Maintain a 3 week rotating set of
daily incremental and weekly full backups to allow for
recovery. Information is duplicated on the file servers. 0301-02 Configuration Maps and Plans of Systems IT C CY+4 CCP 343; Statute of limitations of 4 years State of California Guidelines; Current year plus 4 years for network confi
guration and diagrams
0301-03 Software Licenses, Manuals and Programs Includes software EULA licenses, and maintenance and support agreements.

IT AC+4 CCP 337(2) & (3); Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0301-04 Tele
phone System Programs and Manuals IT
0301-05 Social Media - Facebook / Tweeter Includes Facebook, Instagram, LinkedIn, Nextdoor and other social media platforms.

IT CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
0301-06 Warranties on Equipment and Software IT AE+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 14 ends

REV: 11/5/2025
0400-00 FINANCIAL SERVICES
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0401-00 ACCOUNTING - PAYABLES / RECEIVABLES
0401-01 Accounts Payable FIN AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
0401-02 Accounts Receivable Includes cash deposits, reimbursements and miscellaneous receivables.

FIN AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4
years after audit
0401-03 Journals FIN AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
0401-04 1099 Statements FIN AA+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
0401-05 Escrow Accounts For construction projects and developers. FIN AC+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Department Policy: Maintain trust accounts for 4 years
after the account is closed. Retention starts after the account is closed.
0402-00
AUDITS
0402-01 Audited Financial Statements - ACFR FIN P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Department Policy: Maintain annual financial statements permanently.
0402-02 Audits Includes correspondence and working papers. FIN P GC 34090; 2 years minimum State of California Guidelines; Permanent
0402-03 State Controller Annual Reports FIN CY+5 GC 34090; 2 years minimum State of California Guidelines; Permanent
Department Policy: Maintain submitted reports for the
current year plus 5 to follow the State's retention period for submitted reports.
0403-00 BANKING / INVESTMENTS / DEBT SERVICE
0403-01 Bank Records Includes statements and reconciliations. FIN AA+5 GC 34090; 2 years minimum 26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5
years after audit
0403-02 Bond Issue / Agreement FIN P GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations
FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues and agreements.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 15 ends

REV: 11/5/2025
0400-00 FINANCIAL SERVICES
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
0403-03 Bond Statements FIN AFP+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
0403-04 Investment Policies Records FIN S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retainin
g for 5 years after superseded.
0403-05 Signature Authorization Records FIN S+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
Department Policy: Maintain signature authorization
records for 2 years after superseded to follow the
minimum retention requirement.
0404-00 BUDGET
0404-01 Budget Adjustments / Amendments FIN AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
0404-02 Budgets - Adopted CLERK P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Department Policy: Maintain annual budgets
permanently for reference.
0404-03 Budget Working Papers For Finance and the department's annual budgets. CW CY+2 GC 34090(d); 2 year minimum requirement Administrative Record, State of California Guidelines
0405-00 FIXED ASSETS
0405-01 Depreciation Schedules FIN AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
Department Policy: Maintain depreciation schedules for
4 years after the annual audit to follow retention asset inventories.
0405-02 Equipment / Vehicle - Purchase / Lease / Titles / Disposition
FIN AD+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after the life of the vehicle
0405-03 Fixed Asset Inventories FIN AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.
0405-04 Surplus Equipment / Vehi cles -Sales / Disposal / Auctions
CW AD+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4
years after audit
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 16 ends

REV: 11/5/2025
0400-00 FINANCIAL SERVICES
Legend:

FIN AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
0406-03 Payroll Reports - ACA / Federal / State Quarterly payroll returns. FIN AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
0406-04 W-2 Statements FIN AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
0407-00

PURCHASING
0407-01 Purchase Orders FIN AFP+4 GC 34090; 2 year minimum requirement CCP 337(2) & (3); Statute of limitations
State of California Guidelines; 4 years after audit
Department Policy: Maintain purchase orders for 4
years after final payment and close out of the purchase order.
0408-00 REVENUE / TAXATION
0408-01 Business License Files - Applications / Renew als Outsourced service. Information retained on the provider's system.

FIN AT+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after termination ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 17 ends

REV: 11/5/2025
0400-00 FINANCIAL SERVICES
Legend:

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 18 ends

REV: 11/5/2025
0500-00 HOUSING
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0501-00 ADMINISTRATION
0501-01 Housing Loans - Borrower Files Loan files, including deed copies, loan information, applications and recorded documents.

FIN AFP+5 24 CFR 92.508; 5 years
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report State of California Guidelines; Closure of loan plus 3 years.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 19 ends

REV: 11/5/2025
0600-00 CITY ATTORNEY
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0601-00 ADMINISTRATION
0601-01 Attorney-Client Communications - Confidentia l Attorney / Client privileged communications CA C AC+2 GC 34090; 2 year minimum requirement Department Policy: Maintain correspondence for 2
years after the matter is closed.
0601-02 Closed Session Statements Closed Session materials and notes. CA P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedin
gs
0601-03 Small Claims Records Filed by members of the public. CLERK AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
0601-04 Subpoenas CLERK CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for subpoenas received / served dail
y
0601-05 Advice Official opinions issued by City Attorney at the request of the City Manager or City Council.

CA AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Department Policy: Maintain department assistance
projects for 2 years after the matter is closed. The
State's guideline is inconsistent with the type of
documents.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 20 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0701-00 BOARDS / COMMISSIONS / AD-HOC COMMITTEES
0701-01 Affidavits / Meeting Notices / Proofs of Publication A ffidavits of Posting, Mailing and/or Proof of Publication, Hearing Notices indicating agendas and other notices
that are completed in compliance with state law and City Clerk department
guidelines.

CW CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statute of limitations, 4 years
0701-02 Agenda Packets Also includes speaker request forms. CW CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Policy: Maintain agenda packets the current
year plus 10 years for reference value.
0701-03 Applications / Correspondence - Not Appointed CLERK AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2
years after completion
0701-04 Audio / Video Recordings of Meetings Maintained on the City website. IT 2 years GC 54953.5; 30 days after recording Department Policy: Maintain meeting recordings for 2
years for public convenience and reference value.
0701-05 Commissioner Files Applications, correspondence, ethics and nepotism forms, oaths of office and other related documents.

CLERK AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
0701-06 Minutes CW V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
0701-07 Recruitment Files Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases, social media
distribution and other vacanc
y information.

CLERK CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
0701-08 Resolutions Includes Planning Commission. CW V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0701-09 Rosters CLERK CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
0701-10 Training Materials / Handbook CLERK S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
0702-00 CITY COUNCIL
0702-01 Affidavits / Meeting Notices / Proofs of Publication CLERK CY+4 GC 34090; 2 year minimum requirement CCP 343; Statute of limitations, 4 years
0702-02 Agenda Packets Also includes speaker request forms. CLERK CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Policy: Maintain agenda packets the current
year plus 10 years for reference value.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 21 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
0702-07 Council Policies / Strategic Plans / Goals CLERK S+5 GC 34090; 2 year minimum CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
0702-08 Council Rules of Procedure Procedures regarding how the mayor is picked, who is in charge of the meeting, roles and expectations, and
other Council-related procedures.

CLERK P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0702-09 Grand Jur
y Reports Res ponses to routine Grand Jury requests. CLERK CY+2 GC 34090; 2 year minimum requirement 0702-10 Minutes CLERK V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
0702-11 Municipal Code CLERK V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0702-12 Ordinances CLERK V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
0702-13 Resolutions CLERK V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0702-14 Rosters - Contacts / Liaison Appointments
Reorganization / etc.

For regional appointments and contact information.

Internal roster.

CLERK P GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Policy: Maintain rosters permanently for
historical tracking of appointments.
0702-15 Training and Retreat Materials CLERK S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
0703-00

ELECTIONS
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 22 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records
may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
0703-02 Candidate Files - Elected Elected offi cials. Submitted in order to qualify for candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and
residency verification, consent forms, ballot designation worksheet, affidavits of residency, optional Code of Fair Campaign Practices declaration, filing checklists and
candidate statement receipt. Nomination petitions may
be viewed by the public but not copied or distributed.

CLERK AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
0703-03 Candidate Files - Unsuccessful Unsucce ssful candidates. Nomination Papers, SOQ, Correspondence
CLERK AC+2 GC 34090; 2 year minimum requirement
Department Policy: Maintain unsuccessful candidate
nomination documents for 2 years after the election
closes.
0703-04 Candidate Orientation Materials / Handbooks Informa tion relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

CLERK S+2 GC 34090; 2 year minimum requirement
Department Policy: Maintain for 2 years after
superseded for relevance to subsequent elections.
0703-05 Historical Records - Resolutions / Canvasses CLERK P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
0703-06 Petitions - Initiative / Referendum / Recall In cludes petitions with original signatures. CLERK C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 23 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK P GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
Department Policy: Maintain council sponsored
measures permanently after closure of the election for
history of the measure.
0704-00

FAIR POLITICAL PRACTICES COMMISSION
0704-01 AB 1234 Ethics Certificates Commissioners are required to file both certificates with the City Clerk every two years by state law.

CLERK AC+5 GC 53235(b); 5 years
0704-02 AB 1234 Ethics Lo gs CLERK AC+5 GC 53235(b); 5 years 0704-03 Campaign Statements - Elected FPPC Cam paign Financial Disclosure Statements for Elected officials and candidate controlled and/or
committees primarily formed to support or oppose them.

Filing obligation exists until committee is terminated.

Includes noticing and processing correspondence.

CLERK P GC 81009(b); maintain elected indefinitely
0704-04 Campaign Statements - Unsuccessful Candidates FP PC Campaign Financial Disclosure Statements for unsuccessful candidates for office including committees that directly support or oppose them. Filing obligation exists until committee is terminated. Includes noticing and processing correspondence.

CLERK AC+5 GC 81009(b); 5 years for unsuccessful candidates 0704-05 Campaign Statements / Measures and Others FPP C Campaign Financial Disclosure Statements for general purpose and ballot measure committees. Filing
obli
gation exists until committee is terminated.

CLERK AC+7 GC 81009(e); 7 year requirement for originals 0704-06 FPPC Form 806 - Council Members Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802), gifts received (Form
803) and Public Official Appointments (Form 806) as
applicable and necessar
y.

CLERK AC+7 GC 82015; 7 years for form 803
2 CCR 18944 et. seq.; 7 years for forms 801 and 802
0704-07 Statements of Economic Interest - Code Filers Po sitions designated in the City’s Conflict of Interest Code file with the City Clerk.

CLERK AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
0704-08 Statements of Economic Interest - 87200 Filers Elected City Councilmembers, Planning Commissioners, City Manager and City Attorney. Since
2016 Govt. Code Section 87200 filers file electronically with the FPPC. Copies retained on file.

CLERK AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
0705-00

INCORPORATION
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 24 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

REAL PROPERTY
0706-01 Acquisition Records CLERK P GC 34090(a); Permanent for real property records GC 6254; Record disclosure
CCP 337.1; 5 years maximum after completion of
construction or improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Permanently for real
property records within the City.
0706-02 Appraisals - Property Not Purchased CLERK C AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.
0706-03 City-owned Property Files CLERK V P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
0706-04 Eminent Domain Records CLERK
0706-05 Land Records - Deeds / Easements /
Encroachments / Maps / Vacations
CLERK V P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
0706-06 Liens Recorded with the C ounty for liens on collection activities, direct assessments. Maintained by the City
Clerk.

CLERK P GC 34090(a); Real property records, maintain
State of California Guidelines; Permanent for recorded
liens.
0707-00

AGREEMENTS / CONTRACTS
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 25 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK P GC 34090(a), Real property records, maintain
CCP 337(2)&(3); Statutes of limitations of 4 years
CCP337, 337.1(a), 337.15; Statutes of limitations of 4
years
CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
0707-02 Agreements - Services Vendors, product acquisitions, professional service agreements, services, individual employment,
professional services and consultants, purchase,
leases, loans, licenses and all other general City
agreements. Includes associated certificates of
insurance.

CLERK AC+4 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
0707-03 Agreements - Grants CLERK AFP+10 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. State recommends referring to grant
application close-out procedures, if any.

Department Policy: Retain grant agreements for 10
years after final payment to match the longest potential retention period assigned to federal and state grants.
0707-04 Agreements - Settlements CLERK P CCP 343; Statutes of limitations, general 4 years State of California Guidelines; 5 years after termination for non-capital improvement agreements and contracts
Department Policy: Retain settlement agreements
permanently due to varying retention periods assigned
in the agreement, if any.
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 26 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

Department Policy: Retain bonds for 4 years after
completion of the associated contract to match the
general contract retention period.
0708-00

RECORDS MANAGEMENT
0708-01 Administrative Files CLERK CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0708-02 Destruction / Authorization Certificates CLERK V P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded Department Policy: Permanent for destruction approvals
for tracking purposes.
0708-03 Records Inventories CLERK S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded 0708-04 Retention Schedules CLERK V P GC 34090; 2 years minimum State of California Guidelines; 2 years after superseded Department Policy: Permanent for destruction tracking
purposes.
0708-05 Records Management Policies and Procedures
Manuals
CLERK S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
0709-00 RISK MANAGEMENT
0709-01 Claim Files - Not Litigated Includes settled and rejected property damage claims filed against the City and submitted to the Third Party Administrator for processing. Does not include claims
taken to court.

CLERK AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 27 ends

REV: 11/5/2025
0700-00 CITY CLERK
Legend:

CLERK CY+2 GC 34090; 2 year minimum
State of California Guidelines; Permanent for certificates of insurance from vendors and contractors. No citation
referenced.

Department Policy: Maintain certificates of insurance
not related to a specific project or agreement for the
current year plus 2 years to meet the minimum
requirement of GC 34090.
0709-03 Insurance Policies - General Liability Includes annual memorandums of coverage, and certificates of additional insured.

CLERK P GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and propert
y insurance
0709-04 Insurance Policies - Special Events Certificates provided by contractors and vendors for liability coverage.

CLERK CY+2 GC 34090; 2 year minimum
State of California Guidelines; Permanent for certificates of insurance from vendors and contractors. No citation
referenced.

Department Policy: Maintain certificates of insurance for short term agreements for 2 years after closure of the
agreement to meet the minimum requirement of GC
34090.
0709-05 Insurance Policies - Vehicles Includes annual memorandums of coverage, and certificates of additional insured.

CLERK P GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and propert
y insurance
0709-06 Insurance Policies - Vendors Certificates provided by contractors and vendors for liability coverage. Project related certificates of
insurance are maintained with the agreement.

CLERK CY+2 GC 34090; 2 year minimum
State of California Guidelines; Permanent for certificates of insurance from vendors and contractors. No citation
referenced.

Department Policy: Maintain certificates of insurance
not related to a specific project or agreement for the
current year plus 2 years to meet the minimum
requirement of GC 34090.
0709-07 MPA - General Records / Correspondence Joint powers authority as the insurance organization for workers compensation, property, liability and other City acquired insurance. Includes correspondence and
communications with the JPA.

CLERK CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Administrative Record
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 28 ends

REV: 11/5/2025
0800-00 PARKS & RECREATION
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0801-00 ADMINISTRATION
0801-01 RecTrac P&R ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
0801-02 Accident / Incident Reports For physical injuries, property damage, behavioral issues and other accidents or incidents.

P&R AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
0801-03 Administrative Files P&R CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
0801-04 Health Inspections County insp ections for the Senior Center P&R CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 0801-05 Liability Waivers For programs, fiel d trips, rentals and other activities. P&R CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0801-06 Class Registration - Applicat ions / Receipts Receipts are handed to attendees at registration. Not retained by Parks & Recreation.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0801-07 Credit Card Authorization Forms P&R CY+4 GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitations
State of California Guidelines; 4
years after audit
0801-08 Studies P&R AC+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years after completion for
general studies and surveys
0801-09 Use Policies and Regulations P&R S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded.
0802-00 FACILITIES - BUILDINGS / FIELDS / PARKS / TRAILS 0802-01 Rental and Use Records Includes applications, agreements, proof of insurance, alcohol permits and other rental documents for facility rentals.

P&R AC+4 CCP 337.2; 4 year statute of limitations
CCP 343; 4 year statute of limitations
0803-00

PROGRAMS
0803-01 Brochures / Publications Activity Guides P&R CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 29 ends

REV: 11/5/2025
0800-00 PARKS & RECREATION
Legend:

P&R AS+4 CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
Department Policy: Maintain instructor files for 4 years after the instructor separates from the City.
0803-03 Community Organizations / Non-Profit Records P&R CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
0803-04 Evaluations / Surveys P&R CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
0803-05 Program Files Includes registration for sports, aquatics, senior center, afterschool and other programs. Includes physical
records containing waivers, schedule change forms,
names, address, emergency contacts, IEPs, field trip
forms and other registration related information.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0803-06 Si
gn In / Sign Out LogsF o r programs other than child care and preschool. P&R CY+2 GC 34090; 2 year minimum requirement 0803-07 Special Event Files Includes Trunk or Treat, Rec Expo and other special events.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0804-00 CHILD CARE & PRESCHOOL
0804-01 ePACT Used with RecTrac for preschool. P&R ACT Transitory Record: Maintain while active or until data is transferred to a new trackin
g system.
0804-02 Child Care Emergency Packet Includes emergency contacts, waivers, medical waivers, pickup authorizations, allergies, court documents for
custody and other individual child related documents
P&R C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0804-03 CPS Reporting P&R C AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
0804-04 Credit Card Authorizations Parents credit card authorizations. Paper format blacked out every year.

P&R C CY+4 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4
years after audit
0804-05 Ouch Reports P&R C AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 30 ends

REV: 11/5/2025
0800-00 PARKS & RECREATION
Legend:

State of California Guidelines; 2 years plus the current year.
0805-00 SENIOR CENTER
0805-01 Kitchen Logs Includes temperature checks, cleaning, signage and other logs.

P&R CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 0805-02 Membership Forms Annual form completed by seniors. Includes personal information.

P&R C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0805-03 Nutrition Program Includes Meals on Wheels, Brown Bag Program, produce and other supplied food programs. Meals also
served onsite.

P&R CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
0805-04 Volunteers Includes the application, contact information, fingerprint verification, correspondence and any general
information about the volunteer. Adult volunteer
applicants are Livescan fingerprinted.

Accepted applications:

Denied applications:

P&R
AS+4
AC+4
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
Denied applications maintained for 4 years after the
position is filled to follow GC 12946.
0806-00 AQUATICS
0806-01 WhenToWork Scheduling software system. Schedule created and printed out weekl
y for posting.

P&R ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
0806-02 Certifications P&R AS+4 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 2 years for certificates and designations training.
0806-03 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs and bathroom
inspections.

P&R CY+2 GC 34090; 2 year minimum requirement
0806-04 End of Shift Re
port Email sent to mana gers on a daily basis. P&R CY+2 GC 34090; 2 year minimum requirement ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 31 ends

REV: 11/5/2025
0800-00 PARKS & RECREATION
Legend:

State of California Guidelines; 2 years plus the current year.
0806-06 Pool Closure Reports For hazardous conditions. P&R CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
ne
glect.
0806-07 Safety Inspection Checklists For pool lifts , bannisters, guard rails, signage and other equipment.

P&R CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years ™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 32 ends

REV: 11/5/2025
0900-00 COMMUNITY DEVELOPMENT
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
0901-00 BUILDING • Since 2014 all permit information is entered into the County's database. County keeps all original
plan files. Prior to 2014, permit information was
either entered into the City's computer system or
maintained by the City in hardcopy.
09-01-01 Building Permits - Approved / Expired /
Incomplete
For residential and commercial buildings. Includes
structural calculations, soils reports, land surveys, pad elevations, Plan Check Comments / Responses,
Request for Waiver for Accessibility Requirements,
Inspection Reports, Deed Restrictions, plans and
drawings, notice of violations and other documents for
building projects. Filed by address on the County's
permit management system.

BLDG P H&S 19850; Building plans - Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent including
commercial plans
09-01-02 Certificates of Occupancy BLDG L GC 34090(a); Real property records, maintain State of California Guidelines; Life of business
0902-00

CODE ENFORCEMENT
0902-01 Abatements Includes weeds, vehicles, hoarding and other nuisance abatements.

CODE AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
0902-02 Case Files Case documents and notices of violation. CODE C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
0903-00

PLANNING - ADVANCED
0903-03 Census / Demographics PLNG S+10 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for special projects.

Administrative Decision: Maintain census information for 10 years after the census cycle to support the next
census.
0903-01 City Boundari es / Modifications PLNG V P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
0903-02 General Plan Elements and Amendments PLNG V P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
0903-03 Master Plans PLNG S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
0903-04 Specific Plans PLNG P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 33 ends

REV: 11/5/2025
0900-00 COMMUNITY DEVELOPMENT
Legend:

PLANNING - CURRENT
09-04-01 Permits & Applications - Land Use & Real
Property Related
Permits and applications approved and implemented,
approved and not implemented and denied. Includes
case file appeals, design review, developments and
development agreements, environmental impact
reports, final subdivision tract maps, lot line
adjustments, parcel mergers, minor modifications,
moratoriums, accessory dwelling units, administrative
use permits, conditional use permits, master sign
program, special use, telecommunications, subdivision
agreements, tentative subdivision and parcel maps,
variances and exemptions, and other land based
current planning applications and permits.

PLNG P GC 34090(a); Real property records, maintain
Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
09-04-02 Permits & Applications - Temporary Use Includes banners and temporary signs, alcohol, pumpkin / tree lots and other temporary use permits.

PLNG AC+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporar
y Use Permits
0905-00 HISTORIC PRESERVATION
0905-01 Archeological Collections / Surveys PLNG P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
0905-02 Historic Site Inventories PLNG P GC 34090(a); Real property records, maintain State of California Guidelines; Current year plus 2 years 0905-03 Preservation Case Files PLNG P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 34 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
1001-00 ADMINISTRATION / CHIEF OF POLICE
1001-01 Operations Directive Manuals Lexipol, includes special orders manuals COP / ADMIN
C P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.
1001-02 Subpoena Logs COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for subpoena logs
1001-03 Administrative Staff Memos General status updates on current projects and items of interest
COP /
ADMIN
CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
1001-04 Use of Force Reports COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for use of force files
1001-05 Officer Involved Shootings COP /
ADMIN
V, C AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

PC 832.5; 5 years after case closure with no sustained
misconduct, 15 years with sustained misconduct;
confidential document not for public exposure.

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

State Recommendation; Closure of case plus 25 years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.
1001-06 Personnel Records Includes equipment released, background checks, employee transaction forms, step increases, corrective
evaluations and other materials related to the
employee. Similar to the files maintained by HR but
contains other confidential information on officers.

COP /
ADMIN
C AS+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 1001-07 Internal Affairs Investigations Includes allegations of officer misconduct, officer involved fatalities, policy violations deaths.

Not sustained misconduct:

Sustained misconduct:

Internally generated:

COP /
ADMIN
AC+5
AC+15
AC+7
PC 832.5(b) Statutory minimum is 5 years for no
sustained misconduct and 15 years for sustained
misconduct.

EVC 1045; 5 years for conduct
PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions
VC 2547; SOL of 3 years for officer fraud
GC 12946; 4 years after completion/position filled
42 USC 1983; Settlement of civil rights complaint plus 7 years
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 35 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

Approved applications:

Denied applications:

COP /
ADMIN
AE+2
CY+2
GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
1001-11 Permits - Consignment / Massage / Solicitors /
Taxicabs / etc.

COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Broker licenses.

Current year plus 2 years for various business permits. 1001-12 Pitchess Motions COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
1001-13 Subpoenas Dulces Tecum COP /
ADMIN
CY+2 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement.

Duplicates must not be kept longer than the retention
life of the original record.

State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.
1001-14 Livescan Fingerprinting COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint
information for city employment for 2 years after
termination.
1001-15 ABC Permits COP /
ADMIN
AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for temporary use permits
1001-16 Promotional Materials & Outreach COP /
ADMIN
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 1002-00 ADMINISTRATION - EMERGENCY SERVICES
1002-01 Community Resources COP /
ADMIN
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for mutual aid strate
gic plans
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 36 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

COP /
ADMIN
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for mutual aid strategic plans
1002-03 Disaster Volunteers - CERT Applications COP /
ADMIN
AS+4 GC 12946; 4 years after completion/position filled State of California Guidelines; 2 years after
completion/position filled
Department Policy: Retain volunteer records for 4 years after the volunteer separates from the program.
1002-04 FEMA Federal Emergency Management Agency Includes reports and requests for reimbursement. COP / ADMIN
CY+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
Department Policy: Retain requests for reimbursement
for the current year plus 6 years to follow employee time submissions.
1002-05 Mutual Aid COP /
ADMIN
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for mutual aid strate
gic plans
1003-00 RECORDS - AUDIO / VIDEO
1003-01 Audio Recordings - Radio / Telephone RECORDS 180 Days GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
1003-02 Recordings -Telephone / Radio Communications /
Dispatch
RECORDS 180 Days GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 37 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

Non-evidence, Police Report with No Arrest, Detention / Arrest, Traffic / Pedestrian Contact with No Report:

Violent Crime Report, Use of Force, Administrative,
Complaint Against Employee or Agency:

Critical Incident, Homicide:

RECORDS
C
2Y
5Y or 15Y*
P
PC 832.18(5)(A)&(B); 60 days for nonevidetiary data, 2
years for evidentiary data.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.

PC 832.5; 5 years after case closure with no sustained
misconduct, *15 years with sustained misconduct;
confidential document not for public exposure.

PC 799; No statutes of limitations on actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
1004-00

RECORDS - CLETS
1004-01 Fire Arms - Lost / Stolen - Serialized Filed with the case in RIMS. RECORDS AC+3 PC 11108.2; Retain lost or stolen firearm information until the firearm has been found or recovered
CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.
1004-02 Missing Persons - Active Filed with the case in RIMS. RECORDS AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.
1004-03 Property - Lost / Stolen Filed with the case in RIMS. RECORDS AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.
1004-04 Vehicles - Stolen Filed with the case in RIMS. RECORDS AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.
1004-05 Weapons seized by Police Filed with the case in RIMS. RECORDS AC+5 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime
information for 5 years to track potentially violent
individuals.
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 38 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
1005-00 RECORDS - COURT ORDER SEALINGS
1005-01 Juvenile Record Sealings - Reports RECORDS V, C AC+5 * Date of court ordered destruction W&IC 781; 5 years after sealed by court order for at-risk youth;
* W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occurring before the child is
14 years of age
* W&IC 781; For murder and/or sex crimes occurring on
or after the child reaches age 14, DO NOT DESTROY.
1005-02 Adult Record Sealings - Reports RECORDS V, C AC+3 * PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.
1006-00 RECORDS - OTHER
1006-01 False Alarm Billings RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for false alarm duplicates.
1006-02 Police Clearances Residential background checks. RECORDS CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations
11 CCR 707
(c); 3 years after release of record
1006-03 Repossessed Vehicles RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain repossession
and private impound records for the current year plus 2 years.
1006-04 Unclaimed Monies / Property RECORDS CY+2 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations
1007-00 RECORDS - PARKING
1007-01 Parking Citations RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking and traffic citations.
1008-00 RECORDS - POLICE REPORTS
1008-01 Arrest Reports RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for arrest and citation registers / reports
1008-02 Child Abuse - Neglect / Molest RECORDS V, C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
1008-03 Deaths - Unexplained / Natural Causes Suspicious:

No suspicious circumstances:

RECORDS V, C P
AC+2
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 39 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1008-05 Felonies RECORDS V, H, C P PC 799, 801.1, 803; No statutes of limitations on actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
1008-06 Homicides RECORDS V, C P PC 187; Definitions
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.
1008-07 Kidnapping - Active RECORDS V, C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.

DOJ recommends permanent for unsolved missing
persons.
1008-08 Marijuana less than 28.5 grams RECORDS V, C AC+2 * HS 11361.5, 11361.7, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants
associated with the case. Destroy Juvenile marijuana
cases after age 18.

H&S 11362.1, Legal adult use of cannabis products
* Combined cases may be retained for the longest
applicable retention period. The District Attorney may
vacate the conviction and the City may destroy the case file sooner than the retention period listed.
1008-09 Miscellaneous Cases Suspicious circumstances, runaway reports, outside assist, lost & found, property-nonserialized.

RECORDS V, C AC+3 GC 34090; 2 year minimum requirement
CCP 338; up to 3 years after commission of offense or
after realization of offense.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1008-10 Misdemeanors Aggravated assault, domestic violence, burglary, larceny with arrests, outstanding warrants.

RECORDS V, C AC+3 GC 34090; 2 year minimum requirement
CCP 338; up to 3 years after commission of offense or
after realization of offense.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 40 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1009-00

RECORDS - INVESTIGATIONS & REGISTRANTS
1009-01 Arson Registrants - Adult RECORDS L+2 GC 34090; 2 years minimum * PC 290; definitions and references
W&IC 781; 5 years after record sealed or when juvenile
reaches 38 years. Permanent if tried as an adult.

PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 41 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
1009-06 Confidential Informants RECORDS AT+10 GC 34090; 2 year minimum requirement State of California Guidelines; 10 years after termination for informant files, no citation
given.
1010-00 RECORDS - TRAFFIC
1010-01 Traffic Citations - Infractions RECORDS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking and traffic citations.
1010-02 Traffic Citations - Misdemeanors RECORDS AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1010-03 Traffic Collisions - Non-Fatalities RECORDS AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
1010-04 Traffic Collisions - Fatalities RECORDS P PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
1010-05 Traffic Com plaints RECORDS CY+2 GC 34090; 2 year minimum requirement 1011-00 RECORDS - STATISTICS
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 42 ends

REV: 11/5/2025
1000-00 POLICE DEPARTMENT
Legend:

P&E P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2 years for property control logs recording items coming into
and going out of property rooms.
1012-04 Property Record / Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Separate from
the case and not destroyed with the case file.

P&E CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given. Current year plus 2 years for property control logs recording
items coming into and going out of property rooms.
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Ci tations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 43 ends

REV: 11/5/2025
1100-00 PUBLIC WORKS & ENGINEERING
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
1101-00 CAPITAL IMPROVEMENTS
1101-01 Capital Improvement Plans As-builts PW P GC 34090(a); Permanent for real property related documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
1101-02 General Information PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1101-03 Project Files - Construction Certified pay roll / pay estimates / original bid documents / legal ads / preliminary notices / liens / engineer and inspector lo
gs / diaries, etc.

PW AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement pro
jects.
1101-04 Project Files - Permanent Drawings / photos / videos / change orders / environmental docs / notice of completion / hazardous
waste manifests / transport docs / specs / plans /
warranty / etc.

PW P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
1102-00

ENGINEERING
1102-01 As-built Improvement Plans For de velopment and engineering projects. PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
1102-02 Engineering Standards Internal City standards. PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
1102-03 Surveying Records PW P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
1103-00 EROSION CONTROL
1103-01 Grading Permits PW P GC 34090(a), Real property records, maintain CCP337, 337.1(a), 337.15; Statutes of limitations
GC 4003, 4004; Maintain
State of California Guidelines; Permanent
1103-02 Landslide Investigations / Studies PW P GC 34090; 2 year minimum Department Policy: Retain landslide investigations and
surveys permanently to support potential landslide
repairs.
1103-03 Landslide Re pairs PW P GC 34090(a), Real property records, maintain 1104-00 FACILITIES - BUILDINGS / FIELDS / PARKS / TRAILS AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 44 ends

REV: 11/5/2025
1100-00 PUBLIC WORKS & ENGINEERING
Legend:

SOLID AND HAZARDOUS WASTE MANAGEMENT
1105-01 Garbage & Recycling Rates / Regulations PW CY+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for solid waste and sanitar
y rate setting.
1105-02 Hazardous Waste Monitoring PW CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; current year plus 10
years for hazardous waste disposal referencing 40 CFR
122.21
1105-03 Programs Recycling, Hazardous Waste, Cleanups, etc. Run by the JPA.

PW CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
1105-04 Underground Storage Tanks Includes chlorine storage tank at the aquatics facility. PW P GC 34090(a); Permanent for land and property records State of California Guidelines; Permanent for
compliance documents
1106-00 SPECIAL DISTRICTS
1106-01 Assessment Districts - Formation and Taxation
Records
CLERK P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
1106-02 Assessment Districts - Improvements PW P GC 34090(a); Permanent for land and property records CCP 337.15; 10 years
State of California Guidelines; Permanent
1106-03 Community Facilities Districts - Formation and
Taxation Records
CLERK P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
1106-04 Community Facilities Districts - Improvements PW P GC 34090(a); Permanent for land and property records CCP 337.15; 10 years
State of California Guidelines; Permanent
1106-05 Lighting and Landsc aping Districts - Formation and Taxation Records
CLERK P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 45 ends

REV: 11/5/2025
1100-00 PUBLIC WORKS & ENGINEERING
Legend:

State of California Guidelines; Permanent
1107-02 Bicycle Lanes / Paths PW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
1107-03 Bridges and Overpasses - Maintenance and
Operations
PW L+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain bridge reports and inspections for the live of the structure
1107-04 CALTRANS - Correspondence PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1107-05 CALTRANS - State Road Improvements PW P GC 34090(a); Permanent for land and property records. 1107-06 Curbs and Gutters - Maintenance and Operations PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-07 Driveway Approaches - Maintenance and
Operations
PW AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-08 Medians - Maintenance and Operations PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-09 Pavement Management Systems PW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-10 Permits - Encroachment / irrevocable Permanent PW P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
1107-11 Permits - Encroachment / Revocable Temporary PW AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
1107-12 Permits - Haul / Oversize Vehicles PW AE+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporar
y Use Permits
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 46 ends

REV: 11/5/2025
1100-00 PUBLIC WORKS & ENGINEERING
Legend:

State of California Guidelines; Permanent
1107-18 Street Parking - Limited and Restricted Zones PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-19 Street Signs / Pavement Markings / Striping PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1107-20 Street Sweeping PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1108-00 STORM DRAINAGE / FLOOD CONTROL
1108-01 City Collection System Improvement plans and infrastructure. PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
1108-02 Complaints PW CY+2 GC 34090; 2 year minimum
State of California Guidelines; Current year plus 2 years for complaints
1108-03 Flood Control Projects PW P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
1108-04 Floodway Maps by FEMA PW P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
1108-05 National Flood Insurance Program For new development checks on flood zones. PW S+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after program is superseded
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 47 ends

REV: 11/5/2025
1100-00 PUBLIC WORKS & ENGINEERING
Legend:

TRAFFIC CONTROL
1109-01 Traffic Signals / Stop Signs PW L+4 CCP 337.1; 4 year statute of limitations State of California Guidelines; Life of system plus 2
years
1109-02 Studies - Certified Speed Studies Completed every 5 years. PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2
years
1109-03 Studies / Surveys -Traffic PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2
years
1109-04 Traffic Improvement Requests PW AC+2 GC 34090; 2 year minimum requirement Department Preference: Maintain traffic change
requests for 2 years after the request is accommodated
or denied.
1110-00 TRANSPORTATION SERVICES
1110-01 BART - Correspondence / Records PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1110-02 General Information PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 48 ends

REV: 11/5/2025
1100-00 PUBLIC WORKS & ENGINEERING
Legend:

PW AC+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

Department Policy: Retain project files for 10 years after completion of the project to follow CCP 337.15 as it
relates to the transportation authority construction
projects.
1110-04 Rail and Train - Correspondence / Records PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1110-05 Regional / State / Federal Transportation -
Correspondence / Records
PW CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
1110-06 WestCat - Correspondence / Records PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1111-00 WASTEWATER MANGEMENT (SEWERS)
1111-01 Groundwater Contamination PW CY+10 40 CFR 141.33; 10 years after completion State of California Guidelines; Current year plus 10
years for chemical analysis.
1111-02 Groundwater Levels / Data / Trends PW CY+12 40 CFR 141.33; 10 years after completion 40 CFR 141.91; 12 years after completion
State of California Guidelines; Current year plus 10
years for chemical analysis.
1111-03 Hercules Collection System Master Plan PW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
1111-04 Pinole / Hercules Sewage Treatment Plant Incl udes correspondence between Pinole and the City. PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1111-05 Rates, Rules, Regulations PW S+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for solid waste and sanitar
y rate setting.
1111-06 Studies PW AC+2 GC 34090; 2 year minimum
1111-07 Sewer Lateral Program Includes line videos, reviews, certifications (10 year) PW AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.

Department Policy: Maintain sewer lateral records for 2 years after expiration of the 10 year life of the certificate. 1111-08 Lift Stations Operations and maintenance PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1111-09 Permits Includes annual permits for generators, hazardous materials and other permits.

PW CY+2 GC 34090; 2 year minimum
1112-00 WATER
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 49 ends

REV: 11/5/2025
1100-00 PUBLIC WORKS & ENGINEERING
Legend:

PW P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
GC 4003, 4004; Maintain
State of California Guidelines; Permanent
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

City of Hercules
Record Retention Schedules and MUFFS™ Index

Page 50 ends

REV: 11/5/2025
1200-00 UTILITIES
Legend:

Series
Code
Series Name Updated Description of Documents Office of
Record
Special
Attributes
Revised
Retention
© Citations & Legal Basis
1201-00 ADMINISTRATION
1201-01 Cell Towers - Leases and Modifications Property leases. Managed by Community Development. PLNG AC+4 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
1201-02 Gas and Electric - Correspondence PW CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1201-03 Gas and Electric Programs / Records PW CY+2 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for utilit
y rebates
1201-04 Franchise Agreements - All CLERK P CCP 337; Statutes of limitations of 4 years CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
1201-05 Franchises - General CA CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
1201-06 Solar Energy Maintenance records for solar system. PW AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance pro
jects.
1201-07 Underground Utility Records Infrastructure PW P GC 34090(a); Permanent for land and property records State of California Guidelines; Permanent
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
™ MUFFS trademarked by Records Systems Associates, Inc. 1973. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

Hercules City CouncilNovember 12, 2025

Hercules City Council
November 12, 2025