Agenda packet — Huntington Park City Council, April 14, 2026 (part 1 of 4)

CITY COUNCIL MEETING AGENDA
April 14, 2026 Page 1 of 9

CITY OF

HUNTINGTON PARK
City Council
Regular Meeting
Agenda
Tuesday, April 14, 2026
6:00 p.m.

City Hall Council Chambers
6550 Miles Avenue, Huntington Park, CA 90255
Eduardo “Eddie” Martinez
Mayor
Jonathan A. Sanabria Arturo Flores
Vice Mayor Council Member
Karina Macias Nancy Martiz
Council Member Council Member
All agenda items and reports are available for review in the City Clerk’s Office and www.hpca.gov. Any writings or documents provided to a majority of the City Councilregarding any item on this agenda (other than writings legally exempt from public disclosure) will be made available for public inspection in the Office of the City Clerk located at 6550 Miles Avenue, Huntington Park, California 90255 during regular business hours, 7:00 a.m. to 5:30 p.m., Monday – Thursday, and at the City Hall Council Chambers during themeeting.

Any person who requires a disability-related modification or accommodation, including auxiliary aids or services, in order to participate in the public meeting may request such modification, accommodation, aid or service by contacting the City Clerk’s Office either in person at 6550 Miles Avenue, Huntington Park, California or by telephone at (323) 584-6230.

Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

PLEASE SILENCE ALL CELL PHONES AND OTHER ELECTRONIC
EQUIPMENT WHILE COUNCIL IS IN SESSION. Thank you.

PLEASE NOTE--The numerical order of items on this agenda is for convenience of reference.

Items may be taken out of order upon request of the Mayor or Members of the City Council.

Members of the City Council and the public are reminded that they must preserve order and

CITY COUNCIL MEETING AGENDA
April 14, 2026 Page 2 of 9
decorum throughout the Meeting. In that regard, Members of the City Council and the public are advised that any delay or disruption in the proceedings or a refusal to obey the orders of the City Council or the presiding officer constitutes a violation of these rules. • The conduct of City Council meetings is governed by the portion of the California Government Code commonly known as the "Brown Act" and by the Huntington Park City Council Meeting Rules of Procedure.
• The City Council meeting is for conducting the City's business, and members of the audience must obey the rules of decorum set forth by law. This means that each speaker will be permitted to speak for three minutes to address items that are listed on the City Council agenda or topics which are within the jurisdictional authority of the City.
• No profanity, personal attacks, booing, cheering, applauding or other conduct disruptive to the meeting will be permitted. Any person not adhering to the Rules of Procedure or conduct authorized by the Brown Act may be asked to leave the Council Chambers.
• All comments directed to the City Council or to any member of the City Council must be directed to the Mayor (or Chairperson if Mayor is absent).

We ask that you please respect the business nature of this meeting and the order required for the proceedings conducted in the Council Chambers.

PUBLIC COMMENT
For both open and closed session, each speaker will be limited to three minutes per Huntington Park Municipal Code Section 2-1.207. Time limits may not be shared with other speakers and may not accumulate from one period of public comment to another or from one meeting to another. This is the only opportunity for public input except for scheduled public hearing items.

All comments or queries shall be addressed to the Council as a body and not to any specific member thereof. Pursuant to Government Code Section 54954.2(a)(2), the Ralph M. Brown Act, no action or discussion by the City Council shall be undertaken on any item not appearing on the posted agenda, except to briefly provide information, ask for clarification, provide direction to staff, or schedule a matter for a future meeting.

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CITY COUNCIL MEETING AGENDA
April 14, 2026 Page 3 of 9
International numbers available: https://us06web.zoom.us/u/kcnasg1Bp

ADDITIONS/DELETIONS TO AGENDA
Items of business may be added to the agenda upon a motion adopted by a minimum twothirds vote finding that there is a need to take immediate action and that the need for action came to the attention of the City or Agency subsequent to the agenda being posted. Items may be deleted from the agenda upon the request of staff or Council.

IMPORTANT NOTICE
The City of Huntington Park shows replays of City Council Meetings on Local Access Channel 3 and over the Internet at www.hpca.gov. NOTE: Your attendance at thispublic meeting may result in the recording and broadcast of your image and/or voice.

CALL TO ORDER

ROLL CALL
Mayor Eduardo “Eddie” Martinez
Vice Mayor Jonathan A. Sanabria
Council Member Arturo Flores
Council Member Karina Macias
Council Member Nancy Martiz

INVOCATION

PLEDGE OF ALLEGIANCE

COMMUNITY PRESENTATION(S) AND ANNOUNCEMENTS

1. NATIONAL DONATE LIFE MONTH PROCLAMATION

2. 9TH ANNUAL HUNTINGTON PARK INSTITUTE OF APPLIED MEDICINE

PRESENTATION ON HEALTH FAIR

PUBLIC COMMENT
Pursuant to Government Code Section 54954.3(a) Members of the public will have an opportunity to address the City Council on items listed on this agenda. For items on this agenda each speaker will be limited to three minutes per Huntington Park Municipal Code Section 2-1.207. Time limits may not be shared with other speakers and may not accumulate from one period of public comment to another or from one meeting to another.

STAFF RESPONSE

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April 14, 2026 Page 4 of 9

CONSENT CALENDAR
All matters listed under the Consent Calendar are considered routine and will be enacted by one motion. There will be no separate discussion of these items prior to the time the Council votes on the motion unless members of the Council, staff, or the public request specific it ems to be discussed and/or removed from the Consent Calendar for separate action.

CITY CLERK

1. CITY COUNCIL MEETING MINUTES
IT IS RECOMMENDED THAT CITY COUNCIL:

Approve Minute(s) of the following City Council Meeting(s):

1. Regular City Council Meeting held March 25, 2026

2. CONSIDERATION AND APPROVAL OF A RESOLUTION APPROVING A

DESTRUCTION OF BUSINESS RECORDS OF THE CITY OF HUNTINGTON

PARK CITY CLERK AND THE HUNTINGTON PARK POLICE DEPARTMENT IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt Resolution authorizing and approving the destruction of certain business records no longer required as permitted by the City Retention Schedule.

3. CONSIDERATION AND APPROVAL OF A RESOLUTION AMENDING THE

VOTING DELEGATE AND ALTERNATE MEMBER TO THE INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY’S GOVERNING BOARD (ICRMA) IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt a Resolution amending the voting delegate and alternate members to the Independent Cities Risk Management Authority’s Governing Board (ICRMA).

4. CONSIDERATION AND APPROVAL OF A RESOLUTION PROVIDING NOTICE

OF INTENT TO WITHDRAW FROM THE INDEPENDENT CITIES RISK

MANAGEMENT AUTHORITY (ICRMA)
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt a Resolution providing notice of the intent to withdraw from the Independent Cities Risk Management Authority (ICRMA).

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April 14, 2026 Page 5 of 9

FINANCE

5. CHECK REGISTERS
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve Accounts Payable and Payroll Warrant(s) dated April 8, 2026

PARKS AND RECREATION

6. RESOLUTION AUTHORIZING THE ACCEPTANCE OF THE DODGERS DREAM

TEAM PROGRAM GRANT FROM THE LOS ANGELES DODGERS FOUNDATION FOR THE 2026 BASEBALL AND SOFTBALL SEASON AT SALT LAKE PARK IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt a Resolution authorizing the acceptance of the Dodgers Dream team Grant from the Los Angeles Dodgers Foundation for the 2026 Baseball season at Salt Lake Park; and

2. Authorize the City Manager to execute all related grant documents.

PUBLIC WORKS

7. RATIFICATION AND ADOPTION OF A RESOLUTION IN SUPPORT OF THE MAYOR’S CITYWIDE BEAUTIFICATION INITIATIVE
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt a Resolution in support of the Mayor’s Citywide Beautification Initiative.

8. CONSIDERATION AND APPROVAL OF TRANSFER AGREEMENT WITH LOS

ANGELES COUNTY FLOOD CONTROL DISTRICT FOR SAFE, CLEAN WATER PROGRAM – MUNICIPAL PROGRAM (AGREEMENT NO. 2024MP34)
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve the Transfer Agreement (Agreement No. 2024MP34) between the Los Angeles County Flood Control District and the City of Huntington Park for the Safe, Clean Water Program – Municipal Program; and

2. Authorize the City Manager to execute the Agreement and any related documents.

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9. CONSIDERATIONAND APPROVAL OF TWO (2) WIRELINE CROSSING

AGREEMENTS WITH UNION PACIFIC RAILROAD COMPANY FOR OVERHEAD

AND UNDERGROUND FIBER OPTIC INSTALLATIONS
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve the Wireline Crossing Agreement (Project No. 0808623) with Union Pacific Railroad Company for one (1) overhead fiber optic wireline crossing at Mile Post 7.77 on the La Habra Subdivision; and

2. Approve the Wireline Crossing Agreement (Project No. 0808704) with Union Pacific Railroad Company for one (1) underground fiber optic wireline crossing at Mile Post 8.52 on the La Habra Subdivision; and

3. Authorize the City Manager to execute both agreements and all related documents.

CITY MANAGER

10. AUTHORIZE AND APPROVE EMPLOYMENT AGREEMENT FOR ASSISTANT

CITY MANAGER WITH STEPHANY SANTIN
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve the City Manager’s recommendation of Stephany Santin to serve as the City’s Assistant City Manager; and

2. Approve and authorize the City Manager to execute a five-year employment agreement with Ms. Santin, consistent with the City’s compensation and benefit practices for executive management employees.

11. AUTHORIZE AND APPROVE EMPLOYMENT AGREEMENT FOR HUMAN

RESOURCES DIRECTOR WITH ANA KARINA RUEDA
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve the City Manager’s recommendation of Ana Karina Rueda to serve as the Human Resources Director; and

2. Approve and authorize the City Manager to execute a five-year employment agreement with Ms. Rueda, consistent with the City’s compensation and benefit practices for executive management employees.

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12. CONSIDERATION AND APPROVAL OF RESOLUTION AMENDING THE SALARY RANGE FOR THE BUILDING OFFICIAL SALARY GRID 178 TO ALIGN WITH SALARY GRID 204 OF THE NON-REPRESENTED COMPENSATION PLAN
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt a Resolution amending the salary range for the classification of Building Official from Salary Grid 178 to Salary Grid 204 under the Non-Represented Compensation Plan; and

2. Authorize the City Manager to take any necessary steps to effectuate the intent of the City Council’s action, including updating the City’s Classification and Salary Plan and implementing administrative measures essential to carry out this amendment.

END OF CONSENT CALENDAR

PUBLIC HEARING(S)
None

ORDINANCES AND RESOLUTIONS
None

REPORTS AND INFORMATIONAL ITEMS

COMMUNITY DEVELOPMENT

1. CONSIDERATION AND APPROVAL TO AWARD CONTRACT FOR ON-CALL

BUILDING SAFETY PLAN CHECK AND BUILDING INSPECTION SERVICES IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve a Professional Services Agreement (PSA) with Transtech Engineers, Inc. for Building Plan Check and Building Inspection Services; and

2. Authorize the City Manager to execute the professional services agreement.

PUBLIC WORKS

2. CONSIDERATION AND APPROVAL TO REALLOCATE $1,000,000 IN

OBLIGATED REVENUE LOSS FUNDS FROM THE REHABILITATION AND

MODERNIZATION OF SALT LAKE PARK MUNICIPAL BUILDING PROJECT

TOWARDS THE EMERGENCY OPERATIONS CENTER PROJECT
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve the justification memo for the reclassification of Revenue Loss SLFRF funds.

CITY COUNCIL MEETING AGENDA
April 14, 2026 Page 8 of 9

3. CONSIDERATION AND AUTHORIZE CITY MANAGER TO EXECUTE THE

MAINTENANCE AND OPERATIONS MEMORANDUM OF UNDERSTANDING

FOR THE JOHN ANSON FORD PARK INFILTRATION CISTERN PROJECT IT IS RECOMMENDED THAT CITY COUNCIL:

1. Approve the Memorandum of Understanding (MOU) between the Cities of Bell, Bell Gardens, Commerce, Cudahy, Huntington Park, Maywood, and Vernon for the maintenance and operations of the John Anson Ford Park Infiltration Cistern Project; and

2. Authorize the City Manager to execute the MOU and any related documents.

FINANCE

4. CONSIDERATION AND APPROVAL AWARD CONTRACT TO DELL

TECHNOLOGIES FOR MICROSOFT OFFICE SUITE ACCESS AND SUPPORT, AND APPROVE A BUDGET APPROPRIATION OF $200,848
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Authorize staff to award a Contract to Dell Technologies to provide full Microsoft Office Suite access and support; and

2. Authorize the City Manager to approve the Contract; and

3. Approve a budget appropriation of $200,848 to account 742-9010-419.74-09

END OF REPORTS AND INFORMATIONAL ITEMS

DEPARTMENTAL REPORTS

COUNCIL COMMUNICATIONS
Council Member Nancy Martiz
Council Member Karina Macias
Council Member Arturo Flores
Vice Mayor Jonathan A. Sanabria
Mayor Eduardo “Eddie” Martinez

CLOSED SESSION

1. CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION Government Code § 54956.9(d)(2) and (e)(1)
Number of Potential Cases: 2

CITY COUNCIL MEETING AGENDA
April 14, 2026 Page 9 of 9

ADJOURNMENT
The City of Huntington Park City Council will adjourn the meeting to a Regular Meeting on Tuesday, April 28, 2026, at 6:00 P.M.

I, Eduardo Sarmiento, hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted at City of Huntington Park City Hall and made available at www.hpca.gov not less than 72 hours prior to the meeting. Dated this 11th day of April 2026.

Eduardo Sarmiento, City Clerk

CONSENT CALENDAR
ITEM 1
City of Huntington Park
City Council Regular Meeting Minutes
Tuesday, March 24, 2026
The regular meeting of the City Council of the City of Huntington Park, California, was called to order at 6:10 p.m. on Tuesday, March 24, 2026, in the Council Chambers at City Hall, 6550 Miles Avenue, Huntington Park, California, with Mayor Eduardo Martinez presiding.

ROLL CALL
PRESENT:

Council Members: Macias, Martiz, Flores, Vice Mayor Sanabria, Mayor Martinez ABSENT:

None

CITY OFFICIALS / STAFF PRESENT
Eduardo Sarmiento, City Clerk; Louis Morales, Interim Community Development Director; Cosme Lozano, Chief of Police; Jeff Jones, Finance Director; Gerardo “Gerry” Lopez, Public Works Director; Cynthia Norzagaray, Parks and Recreation Director; City Attorney; Ricardo Reyes, City Manager.

INVOCATION
Invocation was led by Mayor Martinez.

PLEDGE OF ALLEGIANCE
Pledge of Allegiance was led by Vice Mayor Sanabria.

PRESENTATIONS

1. Women’s Month Recognition Celebrating Women’s Achievements and Contributions

PUBLIC COMMENTS
Linda Caraballo
Carolyn Bawage
Rudy Cruz
David Sanchez, Ph.D.

Jas
Mujeres Celfa International
Jessica Valarez – North Star – Tree Trimming Contract
Maria Hernandez
Maria Espinoza
Jeny Orellana
Mary Bravo
Rosario Calatayud-Serna
Mrs. Covarrubias
Jane Doe – Spoke on Flores allegations

CONSENT CALENDAR

CITY CLERK
City Council Meeting Minutes
Recommendation:

Approve minutes of the following City Council meetings:
• Study Session held March 10, 2026, at 5:00 p.m.
• Regular City Council Meeting held March 10, 2026

FINANCE

2. Warrant Registers
Recommendation:

Approve Accounts Payable and Payroll Warrants dated March 19, 2026.

Motion:

Councilmember Flores moved to approve the Consent Calendar in its entirety. The motion was seconded by Vice Mayor Sanabria. Councilmember Macias abstained. The motion carried by majority consent.

AYES: Martiz, Flores, Vice Mayor Sanabria, Mayor Martinez NOES: None
ABSTAIN: Macias
ABSENT: None

END OF CONSENT CALENDAR

PUBLIC HEARINGS
None.

END OF PUBLIC HEARINGS

ORDINANCES AND RESOLUTIONS

PUBLIC WORKS
Adoption of a Resolution in Support of the Mayor’s Citywide Beautification Initiative and Appropriation of Measure R and Measure M Funds for Phase I Corridor Improvements
Recommendation:

1. Adopt a Resolution in support of the Mayor’s Citywide Beautification Initiative;

2. Appropriate $1,500,000 from available Measure R Fund 222 and Measure M Fund 210 balances for Phase I of the initiative; and

3. Authorize staff to initiate planning and design for proposed corridor improvements along Pacific Boulevard and Florence Avenue and return to City Council with plans, specifications, and bid documents for consideration of construction authorization.

Motion:

Vice Mayor Sanabria moved to adopt the resolution, appropriate the funds as recommended, and authorize staff to initiate planning and design. The motion was seconded by Councilmember Martiz and carried by unanimous consent.

AYES: Macias, Martiz, Flores, Vice Mayor Sanabria, Mayor Martinez NOES: None
ABSTAIN: None
ABSENT: None

END OF ORDINANCES AND RESOLUTIONS

REPORTS AND INFORMATIONAL ITEMS

COMMUNICATIONS AND COMMUNITY RELATIONS

1. Report from the “Huntington Park With You / Huntington Park Contigo” Program Recommendation:

Receive and file the report.

Motion:

Receive and filed.

Council recessed at 8:31 p.m.

Council reconvened at 8:36 p.m.

POLICE DEPARTMENT

2. Consideration and Approval to Provide a Contract Extension for Police Towing Services
Recommendation:

Approve a six-month extension for police towing services with Mr. C’s Towing, Inc., and authorize the City Manager to execute the agreement.

Motion:

Vice Mayor Sanabria moved to approve a three-month extension beginning April 1, 2026.

The motion was seconded by Councilmember Martiz and carried by unanimous consent.

AYES: Macias, Martiz, Flores, Vice Mayor Sanabria, Mayor Martinez NOES: None
ABSTAIN: None
ABSENT: None

PUBLIC WORKS

3. Award of Construction Contract for CIP 2022-04 Keller Park Renovation Project Recommendation:
• Award the construction contract to Golden Sun Enterprises, Inc. in an amount not to exceed $1,873,777;
• Approve a 20% construction contingency of $374,755, 10% project management and inspection of $187,378, and labor compliance of $15,000; • Authorize the City Manager to execute the contract and change orders; • Adopt the resolution approving the award and associated expenditures.

Motion:

Vice Mayor Sanabria moved to approve the item as recommended. The motion was seconded by Councilmember Flores and carried by unanimous consent.

AYES: Macias, Martiz, Flores, Vice Mayor Sanabria, Mayor Martinez NOES: None
ABSTAIN: None
ABSENT: None

4. Award of Professional Services Agreement for Citywide Tree Trimming Services Recommendation:

Approve a Professional Services Agreement with West Coast Arborists, Inc. (WCA).

Motion:

Vice Mayor Sanabria moved to void the agreement with West Coast Arborists, Inc. and instead award the agreement to Mariposa, Inc. The motion was seconded by Councilmember Flores. Councilmember Macias voted against the motion. The motion carried by majority vote.

AYES: Martiz, Flores, Vice Mayor Sanabria, Mayor Martinez NOES: Macias
ABSTAIN: None
ABSENT: None

5. Award of Professional Services Agreement for Sewer System Maintenance and CCTV Inspection Services
Motion:

Vice Mayor Sanabria moved to approve the agreement with National Plant Services, Inc.

The motion was seconded by Councilmember Flores and carried by unanimous consent.

AYES: Martiz, Macias, Flores, Vice Mayor Sanabria, Mayor Martinez NOES: None
ABSTAIN: None
ABSENT: None

CITY CLERK

6. Council Appointments to Various Committees
(Edits made for grammar and clarity only; assignments unchanged.)

DEPARTMENTAL REPORTS
Finance: No report.

City Manager: No report.

City Attorney: No report.

Police: No report.

Parks and Recreation: Announced upcoming Easter Event on March 28, 2026, and Spring Camp from March 30–April 3, 2026.

Community Development: No report.

Public Works: Expressed appreciation for awards and community service.

City Clerk: No report.

COUNCIL COMMUNICATIONS
(Grammar and clarity corrections only; remarks unchanged.)

CLOSED SESSION
Council entered Closed Session at 9:36 p.m.

Council returned from Closed Session at 10:49 p.m.

No reportable action was taken.

ADJOURNMENT
Motion:

Mayor Martinez adjourned the meeting at 10:49 p.m.

The next regular City Council meeting is scheduled for Tuesday, April 14, 2026, at 6:00 p.m.

Respectfully submitted,
Eduardo Sarmiento
City Clerk
ITEM 2

CITY OF HUNTINGTON PARK
Office of the City Clerk
City Council Agenda Report
April 14, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Dear Mayor and Members of the City Council:

CONSIDERATION AND APPROVAL OF A RESOLUTION APPROVING A

DESTRUCTION OF BUSINESS RECORDS OF THE CITY OF HUNTINGTON PARK

CITY CLERK AND THE HUNTINGTON PARK POLICE DEPARTMENT
IT IS RECOMMENDED THAT THE CITY COUNCIL:

1. Adopt Resolution authorizing and approving the destruction of certain business records no longer required as permitted by the City Retention Schedule.

PURPOSE/JUSTIFICATION OF RECOMMENDED ACTION
With the passage of time, the department records progress through a life cycle of creation/ receipt, active use, inactive storage and final disposition, which may be permanent retention or disposal.

Government Code Section 34090 provides a procedure whereby any City record that has served its purpose and is no longer required may be disposed of, as long as the disposal of said record will not interfere with the services and functions of the City.

The referenced logs (Exhibit A-D) have been reviewed and approved by the City Manager, City Attorney and the City Clerk for destruction based on the adopted City of Huntington Park retention schedule.

FISCAL IMPACT
The City Clerks department contracted with Shred-It an industry leader in providing secure, reliable document shredding services. The cost for the one time shredding event will be $850.00 which will be paid using account 111-1010-411.56-41.

CONSIDERATION AND APPROVAL OF A RESOLUTION APPROVING A

DESTRUCTION OF BUSINESS RECORDS OF THE CITY OF HUNTINGTON PARK

CITY CLERK OFFICE AND THE HUNTINGTON PARK POLICE DEPARTMENT April 14, 2026

Page 2 of 2 ends

CONCLUSION
Upon Council approval, staff will proceed with scheduling a day and time for the destruction of the approved business records that have met or exceeded their required record retention.

Respectfully submitted,

RICARDO REYES
City Manager

EDUARDO SARMIENTO, CMC
City Clerk

ATTACHMENT(S)
A. Resolution authorizing and approving the destruction of certain records no longer required (Exhibits A, B, C and D attached).

B. Records Retention Schedule
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RESOLUTION NO. 2026-XX

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF HUNTINGTON PARK AUTHORIZING AND

APPROVING THE DESTRUCTION OF CERTAIN

BUSINESS RECORDS NO LONGER REQUIRED

THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HUNTINGTON PARK AS FOLLOWS:

SECTION 1. The City Council, upon the recommendation of the City Clerk does hereby find and determine that the business records of the police department and City Clerk office of the City described in the attached (Exhibit “A through D”), which is incorporated herein by reference, and which documents are now stored at the police department and in the basement of City Hall, and are no longer required; that more than seven years have elapsed for all records which must be maintained for seven years; that more than five years have elapsed for all records which must be maintained for five years; that more than two years have elapsed for all records which must be maintained for two years; that such records are not of sufficient historical, legal, fiscal, research, or other value to justify their retention; and that such records are of a type which may lawfully be destroyed pursuant to the provisions of Government Code Section 34090 without retention of a copy thereof.

SECTION 2. The City Council does hereby authorize and approve the destruction of said records, without making a copy thereof, provided that prior to such destruction the written consent of the City Attorney (Exhibit “B”) thereto shall have first been obtained as required by Government Code Section 34090.

SECTION 3. The City Clerk shall certify to the adoption of this Resolution.

PASSED, APPROVED and ADOPTED this 14th day of April, 2026. ______________________________
Eduardo Martinez, Mayor
ATTEST:
_________________________
Eduardo Sarmiento,
City Clerk
ATTACHMENT “A”
4/9/26
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A 4/9/2026
EXHIBIT "A"
4/9/26
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A 4/9/2026
4/9/26
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A 4/9/2026
4/9/26
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A 4/9/2026
4/9/26
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A 4/9/2026
EXHIBIT "B"
4/9/26
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A 4/9/2026
4/9/26
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A 4/9/2026
EXHIBIT "C"

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction) Dept Box Name I Subject I Folder Name
HPPD-RECORDS 2008 CASES (08-00001 TO 08-00420)
HPPD-RECORDS 2008 CASES (08-00421 TO 08-01020)
HPPD-RECORDS 2008 CASES (08-00921 TO 08-01240)
HPPD-RECORDS 2008 CASES (08-01241 TO 08-01800)
HPPD-RECORDS 2008 CASES (08-01801 TO 08-02380)
HPPD-RECORDS 2008 CASES (08-02381 TO 08-02820)
HPPD-RECORDS 2008 CASES (08-02821 TO 08-03400)
HPPD-RECORDS 2008 CASES (08-03401 TO 26-03910)
HPPD-RECORDS 2008 CASES (08-03911 TO 26-04420)
HPPD-RECORDS 2008 CASES (08-04421 TO 08-04940)
HPPD-RECORDS 2008 CASES (08-04941 TO 08-05550)
HPPD-RECORDS 2008 CASES (08-05551 TO 08-06180)
HPPD-RECORDS 2008 CASES (08-06181 TO 08-06780)
HPPD-RECOROS 2008 CASES (08-06781 TO 08-07240)
HPPD-RECORDS 2008 CASES (08-07241 TO 08-07780)
HPPD-RECOROS 2008 CASES (08-07781 TO 08-08050)
HPPD-RECORDS 2008 CASES (08-08051 TO 08-08620)
HPPD-RECORDS 2008 CASES (08-08621 TO 08-09280)
HPPD-RECORDS 2008 CASES (08-09281 TO 08-09720)
HPPD-RECORDS 2008 CASES {08-09721 TO 08-10120)
HPPD-RECORDS 2009 CASES (09-00001 TO 09-00460)
HPPD-RECORDS 2009 CASES (09-00461 TO 09-00900)
HPPD-RECORDS 2009 CASES (09-00901 TO 09-01420)
HPPD-RECOROS 2009 CASES (09-01421 TO 09-01840)
HPPD-RECORDS 2009 CASES {09-01841 TO 09-02300)
HPPD-RECORDS 2009 CASES (09-02301 TO 09-02780)
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent Start Date End Date
2008 2008
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2008 '2008
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2008 2008
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2009 2009
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2009 2009
2009 2009
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2009 2009
Box# Retention Retent. No.
1 PD-042 5years
2 PD-042 5 years
3 PD-042 5 years
4 PD-042 5 years
5 PD-042 5years
6 PD-042 5 years
7 PO-042 5years
8 PD-042 5years
9 PO-042 5years
10 PD-042 5years
11 PD-042 5years
12 PD-042 5 years
14 PD-042 5years
15 PD-042 5 years
16 PD-042 5 years
17 PD-042 5 years
18 PD-042 5years
19 PD-042 5years
20 PD-042 5years
21 PD-042 5 years
22 PD-042 5years
23 PD-042 5 years
24 PD-042 5 years
25 PD-042 5 years
26 PD-042 5 years
27 PO-042 5 years
page 1 of 7
Destroy Location
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2013 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction) Dept Box Name I Subject I Folder Name
HPPD-RECORDS 2009 CASES (09-02781 TO 09-03220)
HPPD-RECORDS 2009 CASES (09-03221 TO 09-03940)
HPPD-RECORDS 2009 CASES (09-03941 TO 09-04380)
HPPD-RECORDS 2009 CASES (09-04381 TO 09-04880)
HPPD-RECORDS 2009 CASES (09-04881 TO 09-06680)
HPPD-RECORDS 2009 CASES (09-06681 TO 09-07160)
HPPD-RECORDS 2009 CASES (09-07161 TO 09-07680)
HPPD-RECORDS 2009 CASES (09-07681 TO 09-08210)
HPPD-RECORDS 2009 CASES (09-08211 TO 09-08720)
HPPD-RECORDS 2009 CASES (09-08721 TO 09-09250)
HPPD-RECORDS 2009 CASES (09-09251 TO 09-09810)
HPPD-RECORDS 2010 CASES (10-00001 TO 10-00480)
HP PD-RECORDS 2010 CASES (10-00481 TO 10-00920)
HP PD-RECORDS 2010 CASES (10-00921 TO 10-01500)
HP PD-RECORDS 2010 CASES (10-01501 TO 10-02000)
HPPD-RECORDS 2010 CASES (10-02001 TO 10-02780)
HPPD-RECORDS 2010 CASES (10-02781 TO 10-03300)
HPPD-RECORDS 2010 CASES (10-03301 TO 10-03920)
HPPD-RECORDS 2010 CASES (10-03921 TO 10-04300)
HPPD-RECORDS 2010 CASES (10-04301 TO 10-04760)
HPPD-RECORDS 2010 CASES (10-04761 TO 10-05280)
HPPD-RECORDS 2010 CASES (10-05281 TO 10-05800)
HPPD-RECORDS 2010 CASES (10-05801 TO 10-06320)
HPPD-RECORDS 2010 CASES (10-06321 TO 10-06740)
HPPD-RECORDS 2010 CASES (10-06741 TO 10-07200)
HPPD-RECORDS 2010 CASES (10-07201 TO 10-07720)
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516- all rights reserved 2 Do not duplicate or distribute without prior written consent Start Date End Date
2009 2009
2009 2009
2009 2009
2009 2009
2009 2009
2009 2009
2009 2009
2009 2009
2009 2009
2009 2009
2009 2009
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
2010 2010
Box# Retention Retent. No.
28 PD-042 5years
29 PD-042 5years
30 PD-042 5 years
31 PD-042 5 years
32 PD-042 5years
33 PD-042 5 years
34 PD-042 5years
35 PD-042 5years
36 PD-042 5years
37 PD-042 5years
38 PD-042 5years
39 PD-042 5years
40 PD-042 5years
41 PD-042 5years
42 PD-042 5 years
43 PD-042 5years
44 PD-042 5years
45 PD-042 5years
46 PD-042 5 years
47 PD-042 5 years
48 PD-042 5 years
49 PD-042 5 years
50 PD-042 5years
51 PD-042 5 years
52 PD-042 5years
53 PD-042 5years
page 2 of 7
Destroy Location
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2014 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2015 Annex
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction) Dept Box Name I Subject I Folder Name
HPPD-RECORDS 2010 CASES (10-07721 TO 10-08220)
HPPD-RECORDS 2010 CASES (10-08221 TO 10-08680)
HPPD-RECORDS 2010 CASES (10-08681 TO 10-09140)
HPPD-RECORDS 2010 CASES (10-09141 TO 10-09360)
HPPD-RECORDS 2011 CASES (11-00001 TO 11-00480)
HPPD-RECORDS 2011 CASES (11-00481 TO 11-00920)
HPPD-RECORDS 2011 CASES (11-00921 TO 11-01330)
HPPD-RECORDS 2011 CASES (11-01331 TO 11-01840)
HPPD-RECORDS 2011 CASES (11-01841 TO 11-02280)
HPPD-RECORDS 2011 CASES (11-02281 TO 11-02780)
HPPD-RECORDS 2011 CASES (11-02781 TO 11-03240)
HPPD-RECORDS 2011 CASES (11-03241 TO 11-03700)
HPPD-RECORDS 2011 CASES (11-03701 TO 11-04100)
HPPD-RECORDS 2011 CASES (11-04101 TO 11-04560)
HPPD-RECORDS 2011 CASES (11-04561 TO 11-05040)
HP PD-RECORDS 2011 CASES (11-05041 TO 11-05980)
HPPD-RECORDS 2011 CASES (11-05981 TO 11-06440)
HP PD-RECORDS 2011 CASES (11-06441 TO 11-07420)
HPPD-RECORDS 2012 CASES (12-00001 TO 12-00520)
HPPD-RECORDS 2012 CASES (12-00001 TO 12-00520)
HP PD-RECORDS 2012 CASES (12-00521 TO 12-00980)
HPPD-RECORDS 2012 CASES (12-00981 TO 12-01420)
HPPD-RECORDS 2012 CASES (12-01421 TO 12-01900)
HPPD-RECORDS 2012 CASES (12-01901 TO 12-02360)
HPPD-RECORDS 2012 CASES (12-02361 TO 12-03500)
HPPD-RECORDS 2012 CASES (12-03501 TO 12-03740)
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent Start Date End Date
2010 2010
2010 2010
2010 2010
2010 2010
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2011 2011
2012 2012
2012 2012
2012 2012
2012 2012
2012 2012
2012 2012
2012 2012
2012 2012
Box# Retention Retent. No.
54 PD-042 5years
55 PD-042 5years
56 PD-042 5years
57 PD-042 5years
58 PD-042 5years
59 PD-042 5years
60 PD-042 5years
61 PD-042 5 years
62 PD-042 5 years
63 PD-042 5 years
64 PD-042 5years
65 PD-042 5 years
66 PD-042 5 years
67 PD-042 5 years
68 PD-042 5 years
69 PD-042 5years
70 PD-042 5years
71 PD-042 5years
72 PD-042 5years
73 PD-042 5 years
74 PD-042 5 years
75 PD-042 5 years
76 PD-042 5 years
77 PD-042 5 years
78 PD-042 5years
79 PD-042 5years
page 3 of 7
Destroy Location
2015 Annex
2015 Annex
2015 Annex
2015 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2016 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction) Dept Box Name I Subject I Folder Name
HP PD-RECORDS 2012 CASES (12-03741 TO 12-04180)
HPPD-RECORDS 2012 CASES (12-04181 TO 12-04680)
HPPD-RECORDS 2012 CASES (12-04681 TO 12-05040)
HPPD-R1=CORDS 2012 CASES (12-05041 TO 12-05600)
HP PD-RECORDS 2012 CASES (12-05601 TO 12-06020)
HPPD-RECORDS 2012 CASES (12-06021 TO 12-06420)
HP PD-RECORDS 2012 CASES (12-06421 TO 12-06880)
HP PD-RECORDS 2013 CASES (13-00001 TO 13-00520)
HPPD-RECORDS 2013 CASES (13-00521 TO 13-00900)
HPPD-RECORDS 2013 CASES (13-00901 TO 13-01360)
HPPD-RECORDS 2013 CASES (13-01361 TO 13-01920)
HPPD-RECORDS 2013 CASES (13-01921 TO 13-02400)
HPPD-RECORDS 2013 CASES (13-02401 TO 13-02960)
HPPD-RECORDS 2013 CASES (13-02961 TO 13-03400)
HPPD-RECORDS 2013 CASES (13-03401 TO 13-03980)
HPPD-RECORDS 2013 CASES (13-03981 TO 13-04360)
HPPD-RECORDS 2013 CASES (13-04361 TO 13-04800)
HPPD-RECORDS 2013 CASES (13-04801 TO 13-05340)
HP PD-RECORDS 2013 CASES (13-05341 TO 13-05980)
HPPD-RECORDS 2013 CASES (13-05981 TO 13-06200)
HPPD-RECORDS 2013 CASES (13-06201 TO 13-06880)
HP PD-RECORDS 2014 CASES (14-00161 TO 14-00400)
HPPD-RECORDS 2014 CASES (14-00401TO 14-00680)
HPPD-RECORDS 2014 CASES (14-00681 TO 14-00800)
HPPD-RECORDS 2014 CASES (14-00801 TO 14-01160)
HPPD-RECORDS 2014 CASES (14-01161 TO 14-01360)
©1995-2020 Gladwell Governmental Services. Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent Start Date End Date
2012 2012
2012 2012
2012 2012
2012 2012
2012 2012
2012 2012
2012 2012
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2013 2013
2014 2014
2014 2014
2014 2014
2014 2014
2014 2014
Box# Retention Retent. No.
80 PD-042 5 years
81 PD-042 5 years
82 PD-042 5 years
83 PD-042 5 years
84 PD-042 5 years
85 PD-042 5 years
86 PD-042 5years
87 PD-042 5years
88 PD-042 5 years
89 PD-042 5 years
90 PD-042 5years
91 PD-042 5 years
92 PD-042 5 years
93 PD-042 5 years
94 PD-042 5 years
95 PD-042 5years
96 PD-042 5 years
97 PD-042 5years
98 PD-042 5 years
99 PD-042 5 years
100 PD-042 5 years
101 PD-042 5years
102 PD-042 5 years
103 PD-042 5years
104 PD-042 5 years
105 PD-042 5years
page 4 of 7
Destroy Location
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2017 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2018 Annex
2019 Annex
2019 Annex
2019 Annex
2019 Annex
2019 Annex
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction} Dept Box Name I Subject I Folder Name
HPPD-RECORDS 2014 CASES (14-01361 TO 14-01680)
HPPD-RECORDS 2014 CASES (14-01681 TO 14-01960)
HP PD-RECORDS 2014 CASES (14-01961 TO 14-02280)
HP PD-RECORDS 2014 CASES (14-02281 TO 14-02560)
HP PD-RECORDS 2014 CASES (14-02561 TO 14-02720)
HPPD-RECORDS 2014 CASES (14-02721 TO 14-03200)
HPPD-RECORDS 2019 PPI/REPO
HPPD-RECORDS 2020 PPIIREPO
HPPD-RECORDS 2021 PPI/REPO

HPPD-RECORDS EXPIRED SEALED RECORDS
HPPD-RECORDS MISDEMEANOR ARRESTS (A22047-A23344)
HPPD-RECORDS MISDEMEANOR ARRESTS (A23345-A23888)
HPPD-RECORDS MISDEMEANOR ARRESTS (A23889-A24174)
HPPD-RECORDS MISDEMEANOR ARRESTS (A24175-A24450)
HPPD-RECORDS MISDEMEANOR ARRESTS (A24451-A24619)
HPPD-RECORDS MISDEMEANOR ARRESTS (A24620-A24668)
HP PD-RECORDS MISDEMEANOR ARRESTS (A24669-A25030)
HPPD-RECORDS MISDEMEANOR ARRESTS (A25031-A25219)
HPPD-RECORDS MISDEMEANOR ARRESTS (A25220-A25446)
HPPD-RECORDS MISDEMEANOR ARRESTS (A25447-A25649)
HPPD-RECORDS MISDEMEANOR ARRESTS (A25650-A25880)
HPPD-RECORDS MISDEMEANOR ARRESTS (A25881-A26060)
HPPD-RECORDS MISDEMEANOR ARRESTS (A26061-A26290)
HPPD-RECORDS MISDEMEANOR ARRESTS (A26291-A26410)
HPPD-RECORDS MISDEMEANOR ARRESTS (A26411-A26645)
HPPD-RECORDS MISDEMEANOR ARRESTS (A26646-A26720)
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent Start Date End Date
2014 2014
2014 2014
2014 2014
2014 2014
2014 2014
2014 2014
2019 2019
2020 2020
2021 2021
2021 2021
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
Box# Retention Retent. No.
106 PD-042 5years
107 PD-042 5 years
108 PD-042 5years
109 PD-042 5 years
110 PD-042 5years
111 PD-042 5years
112 GC34090 CU+2
113 GC34090 CU+2
114 GC34090 CU+2
115 PD-046 A+3
years
116 PD-042 5 years
117 PD-042 5years
118 PD-042 5years
119 PD-042 5years
120 PD-042 5years
121 PD-042 5years
122 PD-042 5years
123 PD-042 5years
124 PD-042 5 years
125 PD-042 5years
126 PD-042 5years
127 PD-042 5years
128 PD-042 5years
129 PD-042 5 years
130 PD-042 5 years
131 PD-042 5 years
page 5 of 7
Destroy Location
2019 Annex
2019 Annex
2019 Annex
2019 Annex
2019 Annex
2019 Annex
2019 Annex
2020 Annex
2021 Annex
2021 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction) Dept Box Name I Subject I Folder Name
HPPD-RECORDS MISDEMEANOR ARRESTS (A26721-A26824)
HPPD-RECORDS MISDEMEANOR ARRESTS (A26825-A26925)
HPPD-RECORDS MISDEMEANOR ARRESTS (A26925-A27031)
HPPD-RECORDS MISDEMEANOR ARRESTS (A27032-A27144)
HP PD-RECORDS MISDEMEANOR ARRESTS (A27145-A27367)
HPPD-RECORDS MISDEMEANOR ARRESTS (A27368-A27555)
HPPD-RECORDS MISDEMEANOR ARRESTS (A27556-A27692)
HPPD-RECORDS MISDEMEANOR ARRESTS (A27693-A28605)
HPPD-RECORDS MISDEMEANOR ARRESTS (A28606-A28794)
HPPD-RECORDS MISDEMEANOR ARRESTS (A28794-A28841)
HPPD-RECORDS MISDEMEANOR ARRESTS (A28842-A29102)
HPPD-RECORDS MISDEMEANOR ARRESTS (A29103-A29341)
HP PD-RECORDS MISDEMEANOR ARRESTS (A29342-A29393)
HPPD-RECORDS MISDEMEANOR ARRESTS (A29394-A29749)
HPPD-RECORDS MISDEMEANOR ARRESTS (A29750-A30002)
HPPD-RECORDS MISDEMEANOR ARRESTS (A30003-A30258)
HPPD-RECORDS MISDEMEANOR ARRESTS (A30259-A30601)
HPPD-RECORDS MISDEMEANOR ARRESTS (A30602-A30667)
HPPD-RECORDS MISDEMEANOR ARRESTS (A30668-A30929)
HPPD-RECORDS MISDEMEANOR ARRESTS (A30930-A31184)
HPPD-RECORDS MISDEMEANOR ARRESTS (A31185-A31569)
HPPD-RECORDS MISDEMEANOR ARRESTS (A31570-A31759)
HPPD-RECORDS MISDEMEANOR ARRESTS (A31760-A31889)
HP PD-RECORDS MISDEMEANOR ARRESTS (A31890-A31941)
HPPD-RECORDS MISDEMEANOR ARRESTS (A31942-A31999)
HPPD-RECORDS MISDEMEANOR ARRESTS (A32000-A32250)
©1995-2020 Gladwell Governmental Services. Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent Start Date End Date
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
1976 1981
Box# Retention Retent. Na.
132 PD-042 5years
133 PD-042 5years
134 PD-042 5years
135 PD-042 5 years
136 PD-042 5 years
137 PD-042 5 years
138 PD-042 5years
139 PD-042 5years
140 PD-042 5years
141 PD-042 5years
142 PD-042 5years
143 PD-042 5 years
144 PD-042 5 years
145 PD-042 5 years
146 PD-042 5years
147 PD-042 5years
148 PD-042 5years
149 PD-042 5years
150 PD-042 5 years
151 PD-042 5 years
152 PD-042 5 years
153 PD-042 5years
154 PD-042 5years
155 PD-042 5years
156 PD-042 5years
157 PD-042 5 years
page 6 of 7
Destroy Location
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
1986 Annex
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction) Dept Box Name I Subject I Folder Name
HPPD-RECORDS MISDEMEANOR ARRESTS (A32251-A32509)
HPPD-RECORDS MISDEMEANOR ARRESTS (A32510-A32709)
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent Start Date
1976
1976
End Date Box# Retention
No.
1981 158 PD-042
1981 159 PD-042
page 7 of 7
Retent. Destroy Location
5years 1986 Annex
5years 1986 Annex
Docusign Envelope ID: 05982557-54D6-8476-8378-22F5B1398A9A Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
From To File# Records Description (Start Date) (End Date) See Attachments
Claims 2001
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date
Box#
2026-1

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head/ Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-08 5 vrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) ------------------------ (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
{For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name/ Subject/ Folder Name Start Date
cc
cc
Claims
Mendez v. Huntington Park
Alcantar v. City of Huntington Park
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516- all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
2001
2001
Box# Retention Retent. Destroy No.
2026-1 CC-08 5yrs 2006
2026-1 CC-08 5yrs 2006
page 1 of 1
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Lawsuit/ Litiqation 2002
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date
Box#
2026-2

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-33 5 vrs
Return this form to the originating department following approval {they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date
cc Alcantar, Violeta - File 11 Claim
cc Alcantar, Violeta- File 21 Claim
cc Alcantar, Violeta- File 31 Claim
cc Alcantar, Violeta- File 41 Claim
cc Alcantar, Violeta- File 51 Claim
cc Alcantar, Violeta- File 61 Claim
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1997
1997
1997
1997
1997
1997
Box# Retention Retent. Destroy No.
2026-02 CC-33 5 Yrs 2002
2026-02 CC-33 5 Yrs 2002
2026-02 CC-33 5 Yrs 2002
2026-02 CC-33 5 Yrs 2002
2026-02 CC-33 5 Yrs 2002
2026-02 CC-33 5 Yrs 2002
page 1 of 1
Notes & Ideas
WI Litigation
WI Litigation
WI Litigation
WI Litigation
WI Litigation
WI Litigation
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
{Start Date) {End Date)
See Attachments
Paid Billings 1998 2003
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date
Box#
2026-04

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
FIN-004 5 yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name/ Subject/ Folder Name Start Date
Finance 4084- Nevarez, Reyes H.

Finance 4126- Miranda, Jesus A.

Finance 4130- Sanchez, Dolores
Finance 4134- Copete & Sons/ Hernandez, Francisco
Finance 4136- Sanchez, Dolores
Finance 4138- Sanchez, Dolores
Finance 4143 boerner Truck Center/ Stanely Lewis, Owner Finance 4146- Gonzalez, Robert D. Clo Farmers Ins. Co
Finance 4091- Chaidez, Emmanuel 4133- Reyes, Neopo/eon
Finance 4137- Sanchez, Dolores
Finance 4142- Hernandez, Luis
Finance 4145 Sanchez, Dolores
Finance 4148- Sanchez, Dolores
Finance 4150- Cuen, Mario
Finance 4156- Presidado, Roberto
Finance 4150- Valley Economic Development Center
Finance 5157- Sanchez Do/ores
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516- all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
1998
Box# Retention Retent. Destroy No.
2026-04 FIN-004 5 Yrs 2003
2026-04 F/N-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
2026-04 FIN-004 5 Yrs 2003
page 1 of 2
Location Notes & Ideas
Paid Bi/lings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Paid Billings/ Write Offs
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Admin Files - PW 1996 1998
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date
Box#
2026-05

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
PW-001 10 vrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) ----------------------
(Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject/ Folder Name Start Date
PW Project No. 96-005: wheelchair Ramp Faciilites at 1996 various locations PW Project No. 96-008 Improvement of Bus Shelters 12/16/1996 Along Pacific Blvd (Phase 2) CCM: 12116/1996 PW Project No. 96-010: Albert Govecr Speed Zone 1997 Study Completed 213/1997 PW Project No. 95-005: Wheelchair Ramp Facilities at 1998 Various Locations PW Project No. 98-006: Emeregency Power Generating 1998 Station-Slauson / Miles PW 94-005 Rita Avenue Parking Lots #6 & 37 1994
PW 95-006: Improvement of Bust Shelters 1995
PW 95-007: Warning Signal Installation 1995
PW 95-012 Construct of Power Source 1996
PW 95-013 Mat Room Addition at Rec. Build. 1995
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516- all rights reserved 2 Do not duplicate or distribute without prior written consent End Date Box# Retention Retent. Destroy No.
1997 2026-05 PW-001 10yrs 2007
21211998 2026-05 PW-001 10yrs 2008
1997 2026-05 PW-001 10yrs 2007
1998 2026-05 PW-001 10yrs 2008
1998 2026-05 PW-001 10yrs 2008
1996 2026-05 PW-001 10 yrs 2006
1996 2026-05 PW-001 10 yrs 2006
1996 2026-05 PW-001 10 yrs 2006
1996 2026-05 PW-001 10 yrs 2006
1996 2026-05 PW-001 10 yrs 2006
page 1 of 2
Location Notes & Ideas

ADM/NF/LES

ADMIN FILES

ADM/NF/LES

ADM/NF/LES
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CD-031.5 Revoked + 2 Yrs
CC-08 5 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name/ Subject/ Folder Name Start Date
CD
CD
CD
CD
CD
CD
CD
CD
CD
CD
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
Jimnenezl Uriquez v. City of Huntington Park
Permits- Revokable (After Expiration)
Miscellaneous Permits- Revokable
Miscellaneous Permits- Revokable
Miscellaneous Permits- Revokable
Used Car Lot Permits
Scrap metal- (Wrecker & Junkyard) Permit
Sam Blaiwes Claim
Closed Claims
Bertsh, Daniel
Castillo, Maria
Castro, Juan
Aguilar, Ramon
Martinez, Miguel
Servando, Moreno
Guzman, Omar
Ortiz, Carlos
Zamora, Danny
Lopez, Francisco
Mejia, Wilson
Meza, Enrique
Zeltner, Harold
Suarez, Hector
Banda, Jose Luis
Sanchez, Dolores
Munoz, Pedro
Durandez, Jamie
Ortiz, Luis
Mustada, Cruz, Marleny
Fidel, Guzman
Rodriguez, Edgar
Ruelas, Felimon
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1994
1997
1998
1999
1999
1983
1981
1994
1996
1997
1997
1997
1997
1997
1997
1997
1997
1997
1997
1997
1998
1998
1998
1998
1998
1999
1999
2000
2001
2001
Box# Retention Retent. Destroy No.
2026-06 CC-08 Syrs 1999
2026-06 CD-031.5 2 yrs 1999
2026-06 CD-031.5 2 yrs 2000
2026-06 CD-031.5 2 yrs 2001
2026-06 CD-031.5 2 yrs 2001
2026-06 CD-031.5 2 yrs 1985
2026-06 CD-031.5 2 yrs 1986
2026-06 CC-08 5 yrs 1999
2026-06 CC-08 5 yrs 2001
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2002
2026-06 CC-08 5 yrs 2003
2026-06 CC-08 5 yrs 2003
2026-06 CC-08 5 yrs 2003
2026-06 CC-08 5 yrs 2003
2026-06 CC-08 5 yrs 2003
2026-06 CC-08 5 yrs 2004
2026-06 CC-08 5 yrs 2004
2026-06 CC-08 5 yrs 2005
2026-06 CC-08 5 yrs 2006
2026-06 CC-08 5 yrs 2006
page 1 of 1
Location Notes & Ideas
Revoked + 2 years
Revoked + 2 years
Revoked + 2 years
Revoked + 2 years
Revoked + 2 years
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To Box# (Start Date) (End Date) See Attachments
Closed Claims 2001 2026-07
LA Countv Reoorts 2000 2026-07
LA County Reoorts 2000 2026-07
Newspaper Publication 2000 2026-07 Invoices
CD Publications 2000 2026-07
Committee 2000 2026-07 Correspondence
Copies 2000 2026-07
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head/ Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-08 5 vrs
CW-013 2 Yrs
CW-001 2 yrs
FIN-002 ?yrs
CC-001 2 yrs
FIN-004 6 Yrs
CW-0012 0Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:
©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name/ Subject I Folder Name Start Date
CD
CD
CD
CD
CD
CD
cc
CG
CG
cc
CG
CG
CG
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
cc
LA County Fire Department Activity Reports
LA County General Correspondence
Newspaper Publication Invoices
State of California Legislature Copy
Zerox Monthly Usage Report
Community Development Publications
Rehabilitation Loan Committee Correspondence
Uncollectable Claims
Aguilera, Marfa
Banafshe, Parvis
Barrangon, Ricardo
Bautista, Jimmy
Castro, Orlando
Chavez, Donaciano
Cornejo, Saul
Diaz, Radames
Garcia, Carmen
Garcia, Rodolfo
Gutierrez, Fernando
Herrera, Juana
Lopez, Humberto
Lopez, Jorge
Lopez, Leonardo
Machado, Jose
Martinez, Ricardo
Mascorro, Filimon
Mercado, Jesus
Rebollar, Rodolfo
Rivas, Mario
Rodriguez, Alejandro
Rodriguez, Jose
Rojas, Rodolfo
Romero, Jose
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
2000
2000
2000
2000
2000
2000
2000
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
Box# Retention Retent. Destroy No.
2026-07 CW-001 2 Yrs 2002
2026-07 CW-013 2 Yrs 2002
2026-07 FIN-002 7 yrs 2007
2026-07 CW-0012 0 2000
2026-07 CC -08 5 Yrs 2005
2026-07
2026-07 CC -001 2 yrs 2002
2026-07 FIN -004 6yrs 2004
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 . 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
2026-07 CC-08 5 yrs 2006
page 1 of 2
Location Notes & Ideas
COPIES
From time it was paid off. 2000.

Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed; as indicated on the Records Retention Schedule.

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-037 2 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject/ Folder Name Start Date
cc 2014 Public Records Requests 2014-
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
2014
Box# Retention Retent. Destroy No.
2026-08 CC-037 2 Yrs 2016
page 1 of 1
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
PW-001 10 Yrs
PW-26 2 vrs Disposal
Return this form to the originating department following approval (they coordinate the shredder arrangements) ----------------------------
(Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26
PW
PW
PW
PW
PW
PW
PW
PW
PW

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date
94-001 Improvement of Alleys
94-002 St. Resurfacing and Reconstructions
94-003 Improvement of Pacific Blvd
94-004 Storm Drain Resortation
94-001 Wheelchair Ramps at Various Locations
93-001 Wheelchair Ramps at Various Locations
93-009 L.A.. County for Reconstruction
95-009 St. Improvement Middleton
95s011 P.E.S., Constructionn & expansion of Police
Department
PW Correspondence- Interdepartmental/ General
PW Motor Vehicles
PW Motor Vehicles
PW Motor Vehicles
PW Motor Vehicles
PW Motor Vehicles
PW Motor Vehicles
PW Motor Vehicles
PW Motor Vehicles
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1995
1995
1995
1995
1995
1995
1996
1996
1996
1978-1983
1984-1987
1988-1990
1991-1993
1993
1994
1998
1999
2000
Box# Retention Retent. Destroy No.
2026-09 PW-001 10 years 2000
2026-09 PW-001 10 years 2000
2026-09 PW-001 10 years 2000
2026-09 PW-001 10 years 2000
2026-09 PW-001 10 years 2000
2026-09 PW-001 10 years 2000
2026-09 PW-001 10 years 2001
2026-09 PW-001 10 years 2001
2026-09 PW-001 10 years 2001
2026-09
2026-09 3 yrs 1986
2026-09 PW-26 2 yrs 1989
2026-09 PW-26 2 yrs 1992
2026-09 PW-26 2 yrs 1995
2026-09 PW-26 2 yrs 1995
2026-09 PW-26 2 yrs 1996
2026-09 PW-26 2 yrs 2000
2026-09 PW-26 2 yrs 2001
2026-09 PW-26 2 yrs 2002
page 1 of 2
Location Notes & Ideas
10 years post completion
10 years post completion
10 years post completion
10 years post completion
10 years post completion
10 years post completion
1 0 years post completion
10 years post completion
10 years post completion
2 Yrs after disposal
2 Yrs after disposal
2 Yrs after disposal
2 Yrs after disposal
2 Yrs after disposal
2 Yrs after disposal
2 Yrs after disposal
2 Yrs after disposal
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-08 5Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date

CLOSED CLAIMS
Ana Rodriguez
Mario Saucedo
Claims Files of Police Dept. Given to the Bulletin
City of HP vs. State Board of Equilization
Jose Luis Mendez vs. City of HP
Miscellaneous Legal Documents
John Tua vs. Chief Randy Narramore
Miscellaneous Legal Bills
Code 4 International- Copy
Richard Shaurette
Los Angeles Flood Control vs. State of CA
Enriquez vs. City of HP
Michelle Lopez
Castro
Vandalism Bond
Arcadia vs. CA Regional Water Quality Board
-
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date Box# Retention Retent. Destroy No.
2003 2026-10 CC-08 5yrs 2008
1999 2026-10 CC-08 5yrs 2003
1985 2026-10 CC-08 5yrs 1995
1985 2026-10 CC-08 5yrs 1995
1985 2026-10 CC-08 5yrs 1990
1985 2026-10 CC-08 5yrs 1990
1985 2026-10 CC-08 5yrs 1990
2003 2026-10 CC-08 5yrs 2010
2003 2026-10 CC-08 5yrs 2008
2003 2026-10 CC-08 5yrs 2008
2003 2026-10 CC-08 5yrs 2008
2003 2026-10 CC-08 5yrs 2008
2003 2026-10 CC-08 5yrs 2008
2003 2026-10 CC-08 5yrs 2008
2003 2026-10 CC-08 5yrs 2008
2003 2026-10 CC-08 5yrs 2008
page 1 of 1
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Closed Claims 1995
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records
Box#
2026-11
Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-08 5 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name/ Subject/ Folder Name Start Date
Closed Claims
Jimenez/ Orquidez Vs. City of HP
Jose Diaz
Daniel Martinez Miramonte
Summons and Claims
Burroughs Corps.

CCI Corp
Maywood Mutual Water
Xerox Corp.

Xerox Corp.

International Business Machine Corp.

Security National Bank
Southern Pacific Transportation Company
Southern Pacific Transportation Company
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1995
1995
1995
1995
1977
1973
1972
1973
1976
1979
1979
1983
1979
Box# Retention Retent. Destroy No.
2026-11 2000
2026-11 CC-08 5yrs 2000
2026-11 CC-08 5yrs 2000
2026-11 CC-08 5yrs 2000
2026-11
2026-11 CC-08 5yrs 1987
2026-11 CC-08 5yrs 1983
2026-11 CC-08 5yrs 1992
2026-11 CC-08 5yrs 1983
2026-11 CC-08 5yrs 1983
2026-11 CC-08 5yrs 1989
2026-11 CC-08 5yrs 1989
2026-11 CC-08 5yrs 1993
2026-11 CC-08 5yrs 1989
page 1 of 1
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Closed Claims 2005
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records
Box#
2026-12
Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-08 5 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date
cc
cc
cc
cc
cc
cc
Closed Claims
Venegas vs. City of HP
Covenant Media
DFEH Claims of Zozano & Dayer
Parra, Lopez, Amador, Lozano, Taylor, Tua,
Usner,Rodriguez, Castro, Valencia vs. City of HP
Potlatch Corp/ Simpson Paper/ Montrose
Chemenical Corp Et at Al
Gossai vs. City of HP
©1995-2020 Gladwell Governmental Services. Inc. (909) 337-3516 -all rights reserved 2 Do not duplicate or distribute without prior written consent End Date Box# Retention Retent. Destroy No.
2005 2026-12 CC-008 5 Yrs 2010
2005 2026-12 CC-008 5 Yrs 2010
2005 2026-12 CC-008 5 Yrs 2010
2005 2026-12 CC-008 5 Yrs 2010
2005 2026-12 CC-008 5 Yrs 2010
2005 2026-12 CC-008 5 Yrs 2010
page 1 of 2
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Closed Claims 1999
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records
Box#
2026-13
Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head/ Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
CC-08 5 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) ------------------------ (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name/ Subject/ Folder Name Start Date
Closed Claims
Santiago Garcia (3 files)
Dale Van Camp (2 fifes)
Watson land Compnay vs. Alameda Corridor
Transportation Authority
Steve Skolnik, City Attorney, Misc Confidential File
Traffic Signal Records Subpoena
City Council Defense Confidential File
J. Michael Crowne, Esq vs. City of HP
RuffoAbalo
·.
;
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1999
1999
1999
1999
1999
1999
1999
1999
Box# Retention Retent. Destroy No.
2026-13 CC-08 5 yrs 2004
2026-13 CC-08 5 yrs 2004
2026-13 CC-08 5 yrs 2004
2026-13 CC-08 5 yrs 2004
2026-13 CC-08 5 yrs 2004
2026-13 CC-08 5 yrs 2004
2026-13 CC-08 5 yrs 2004
2026-13 CC-08 5 yrs 2004
page 1 of 2
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed. as indicated on the Records Retention Schedule.

The records are not the subject of any claim. litigation. investigation. or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Workers Comp Claims 1994
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records
Box#
2026-14
Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
HR-22 30 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) ------------------------------------------------- (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date
HR
HR
HR
HR
HR
HR
Workers Comp Claims
Workers Comp Claims
Workers Comp Claims
Workers Comp Claims
Workers Comp Claims
Workers Comp Claims
©1995-2020 Gladwell Governmental Services. Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1992
1992
1993
1993
1993
1994
Box# Retention Retent. Destroy No.
2026-14 HR-22 30 yrs 2022
2026-14 HR-22 30 yrs 2022
2026-14 HR-22 30 yrs 2023
2026-14 HR-22 30 yrs 2023
2026-14 HR-22 30 yrs 2023
2026-14 HR-22 30 yrs 2024
page 1 of 1
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Account Pavable 2019
Journal Vouchers 2010
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records
Box#
2026-15
2026-15
Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
FIN-002 ?Yrs
FIN-021 5 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name/ Subject/ Folder Name Start Date
Workers Compensation Claims
Workers Compensation Claims
Workers Compensation Claims
Workers Compensation Claims
Workers Compensation Claims
Workers Compensation Claims
Workers Compensation Claims
Workers Compensation Claims
Workers Compensation Claims
United Way Payments
United Way Payments
United Way Payments
Individual Claim Reports Workers Comp
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date Box#
1993 2026-15
1993 2026-15
1993 2026-15
1992 2026-15
1992 2026-15
1993 2026-15
1992 2026-15
1993 2026-15
1992 2026-15
1993 2026-15
1997 2026-15
1995 2026-15
1989 2026-15
Retention Retent. Destroy No.

HR-022 30 Yrs 2023
HR-022 30 Yrs 2023
HR-022 30 Yrs 2023
HR-022 30 Yrs 2022
HR-022 30 Yrs 2022
HR-022 30 Yrs 2023
HR-022 30 Yrs 2022
HR-022 30 Yrs 2023
HR-022 30 Yrs 2022
FIN-002 7 Yrs 2001
FIN-002 7 Yrs 2005
FIN-002 7 Yrs 2003
HR-022 30 Yrs 2019
page 1 of 1
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Account Payable 2019
Journal Vouchers 2010
W-2s 2011
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records
Box#
2026-16
2026-16
2026-16
Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
FIN-002 7Yrs
FIN-021 5 Yrs
FIN-034 5 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) ---------------------------------------------- (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
Return this form to the City Clerk department after completed ©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date
Accural, Check, Direct Deposit, Payroll, Registers,
Hours proof
Payroll Report
Payroll Distribution Summary
AP 146372-180543
AP 183635-184010
AP 184378-184832
AP 177541-17840
HR Computer Adminl Councill HR
AP 177182-177540
PIK Adjustments
Warrant Payables
Federal & State W-2s
Budget Books
AFLAC. Colonial Ins/ Direct Depostil F+AI Credit
Union/ PARSI Savings Bond
Time Sheets
AFLAC/ Colonial Ins/ Dir. Deposit/ F+A Credit Union/
PARSI Savings Bond
Ca/PERS Payroll Report
AP 178041-178384
AP 179188-179608
Journal Vouchers
AP 180402-180896
AP 175946-176627
AP 181976-182440
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 -all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
2010
2008
2015
2012
2013
2013
2014
2012
2012
2012
2011
2011
2011
2007
2009
2008
2012
2012
1997
2010
2012
2012
2012
Box# Retention Retent. Destroy No.
2026-16 FIN-004 7 Yrs 2015
2026-16 7 Yrs
2026-16 FIN-004 7 Yrs 2013
2026-16 7 Yrs
2026-16 FIN-004 7 Yrs 2020
2026-16 FIN-004 7 Yrs 2019
2026-16 FIN-004 7 Yrs 2020
2026-16 FIN-004 7 Yrs 2020
2026-16 FIN-004 7 Yrs 2019
2026-16 FIN-004 7 Yrs 2017
2026-16 FIN-004 ?Yrs 2017
2026-16 FIN-004 ?Yrs 2017
2026-16 FIN-004 ?Yrs
2026-16 FIN-034 ?Yrs 2016
2026-16 FIN-014 ?Yrs
2026-16 FIN-004 ?Yrs 2016
2026-16 FIN-004 7 Yrs
2026-16 FIN-004 7Yrs 2016
2026-16 FIN-004 7Yrs 2019
2026-16 FIN-004 7Yrs 2019
2026-16 FIN-004 7Yrs 2004
2026-16 FIN-021 5 Yrs 2015
2026-16 FIN-004 7 Yrs 2019
2026-16 FIN-004 7 Yrs 2019
2026-16 FIN-004 7 Yrs 2019
page 1 of 2
Location Notes & Ideas
When No Longer Requires
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To Box# (Start Date) (End Date) See Attachments
Annual Report 2013 2026-17
Timesheets 2013 2026-17
Terminated Employees 2013 2026-17
Account Pavable 2013 2026-17
Payroll 2013 2026-17
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
FIN-024 5 Yrs
FIN-033 5 Yrs
HR-019 5 Yrs
FIN-004 5Yrs
FIN-032 5 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date
Daily Collection Report
Daily Collection Report
Daily Collection Report
Fiesta Taxi Drivers
Daily Collection Report
Daily Collection Report
Daily Collection Report
Closed Business licenses
Time sheets
Payroll Transfer
Termintated Employee
AP Checks 175311-175742
AP Checks 184011-184377
AP Checks 179990-180401
Daily Collection Report
Water Meter Reports
Timesheets
Water Meter Reports
Daily Collection Report
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date Box#
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
2013 2026-17
Retention Retent. Destroy No.

FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN- 033 5 Yrs 2018
FIN-032 5 Yrs 2020
HR-019 5 Yrs 2019
FIN-004 5 Yrs 2018
FIN-004 5 Yrs 2018
FIN-004 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-024 5 Yrs 2018
FIN-004 5 Yrs 2018
page 1 of 1
Location Notes & Ideas
Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26
INACTIVE RECORDS INVENTORY page 1 of 2
(For Records that are Retained in Boxes - Ready for Destruction Yet) HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30 yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30 yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30 yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30 yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30 yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30 yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30 yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1991 I 2026-18 I HR-22 I 30yrs I 2021
HR Workers Compensation Claims Information I Management Summary Report I I 1992 I 2026-18 I HR-22 I 30yrs I 2022
HR Workers Compensation Claims Information I Management Summary Report I I 1992 I 2026-18 I HR-22 I 30yrs I 2022
HR Workers Compensation Claims Information I Management Summary Report I I 1992 I 2026-18 I HR-22 I 30yrs I 2022
HR Workers Compensation Claims Information I Management Summary Report I l 1992 I 2026-18 I
HR-22 I 30 yrs I 2022
HR Workers Compensation Claims Information I Management Summary Report I I 1992 I 2026-18 I HR-22 I 30yrs I 2022
HR I Workers Compensation Claims Information
Management Summary Report I I 1992 I 2026-18 I
HR-22 I 30yrs I 2022
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent Date: 4/9/2026 Department: City Clerk
Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File# Records Description From To
(Start Date) (End Date)
See Attachments
Workers Comp Claims 1996 Summarv Reoort
Check one option for destruction:

X Shredding is Required (Records contain private information) OR € Recycle (Records do NOT contain private information)
Employee Preparing Records
Box#
2026-19
Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION Department Head / Division Manager Date
City Clerk Date
City Attorney Date
Retention Retention
# Period
HR-022 30 Yrs
Return this form to the originating department following approval (they coordinate the shredder arrangements) (Complete after destruction has been performed, if done by City Employees. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with City policies and procedures:

Employee Performing Destruction Date
©1998-2023 Gladwell Governmental Services, Inc.
4/9/26
4/9/26
4/9/26
4/9/26

INACTIVE RECORDS INVENTORY
(For Records that are Retained in Boxes - Ready for Destruction Yet) Dept Box Name I Subject I Folder Name Start Date
HR/FIN Associated Claims Management Inc. Invoices 1993
©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved 2 Do not duplicate or distribute without prior written consent End Date
1996
Box# Retention Retent. Destroy No.
2026-19 HR-022 30 Yrs 2026
page 1 of 1
Location Notes & Ideas

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.

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

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

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

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.

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

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

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

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

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

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

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

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

Lead Dept. CW-001 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-002
Agreements / Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls, RFP -
Request for Proposal, etc.)
Send all Final Agreements / Contracts to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination
+ 5 years; CCP §337 et. seq., GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls, RFP -
Request for Proposal.)
Send all Final Agreements / Contracts to the
City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

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

97.42; OMB Circular A-133GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts: UNSUCCESSFUL
BIDS / PROPOSALS / RESPONSES to RFPs
(Request for Proposals) / RFQs (Request for
Qualifications) that don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CW-005
Boards, Commissions, / Committees: External
Organizations - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
CITY-WIDE (Used by ALL Departments)
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Staffing Dept. CW-006
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - AGENDAS / STAFF REPORTS
Minimum 2
years

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

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

Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-007.5
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-008
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council - MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Staffing Dept. CW-009 City Council Subcommittees - Agenda Packets, Minutes, all records 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-010
Committees: Employee Committees, Employee
Staff Meetings / Department Staff Meetings
AGENDAS / MINUTES (If agendas or minutes
are created)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead
(Responding)
Dept.

CW-011 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years

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

QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-012 Copies / duplicates of any record
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-013
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE content,
Letters, Memorandums, Administrative Files,
Chronological, General Files, Reading File,
Working Files, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.

Superior Court (2017) 2 Cal.5th 608; GC
§34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, speaker cards, staff Teams
videoconference chats, notes / recordings,
supply inventories, staff videoconferences,
chats, notes, recordings, telephone messages,
text messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required

Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC §§34090,
7927.500, 7928.705 6252, 6254(a); 64
Ops. Cal. Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court (2017) 2
Cal.5th 608
Lead Dept. CW-015 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

QC & OD
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 6252, 6254(a) 7927.500,
7928.705
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-016 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept.
(Managing the
Grant)
CW-017 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-018
Grants / CDBG (Community Development Block
Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
(SUCCESSFUL Reports, other records required
to pass the funding agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations /
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular A-110 & A133; GC §34090; GC §8546.7 Lead Dept. CW-019 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-020
Personnel Files (Department Copies)
Send all originals to Human Resources
Do Not Retain
in
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-021 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-022 Photographs
When No
Longer
Required

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

QC & OD
Preliminary Drafts; destroy unnecessary
photographs. GC §34090
Lead Dept.
(Who Uses the
Vehicle)
CW-023
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §34090
Lead Dept. CW-024 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-025 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
6254(h) 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets municipal
government auditing standards; Statewide
Guidelines show 2 years; GC §§34090,
6254(h) 7928.705
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
CW-027
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals, Plans
(if not provided in the schedule), Standard
Operating Procedures (SOPs), Studies, Reports
(if not provided in the schedule), Newsletters,
etc.: Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals, Plans
(if not provided in the schedule), Standard
Operating Procedures (SOPs), Studies, Reports
(if not provided in the schedule), Newsletters,
Administrative Policies, etc.: Produced by
YOUR Department
Minimum 2
years

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

QC & OD
Department preference; Statewide
guidelines propose superseded + 2 or 5
years; GC §34090
Lead Dept. CW-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals, Plans
(if not provided in the schedule), Standard
Operating Procedures (SOPs), Studies, Reports
(if not provided in the schedule), Newsletters,
Administrative Policies, etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-030 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-031 Reports, Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; statewide
guidelines propose 2 years; If historically
significant, retain permanently; GC
§34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-032 Special Event Permits Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-033 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-034
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft / transitory record,
/ can be destroyed as drafts (When No Longer
Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-034.5
Training EMPLOYEE RECORDS (If Records
are Created)
Required Information for all Employee Training:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
LC §1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used by ALL Departments)
Ver. 6.0 Page CW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept.
(Presenting the
Training)
CW-035
Training Presented by Staff - COURSE

RECORDS
(Attendance Rosters / Sign-in Sheets, Outlines /
Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics, Fiscal and
Financial, Harassment & Workplace
Violence Prevention Training is 5 years;
Statewide guidelines propose 7 years;
Calif. Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 2 -3 years for personnel
actions; 8 CCR §3203 et seq., 29 CFR
1602.31 1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b);
53237.2(b); 53238.3(b); LC §6401.9(f),
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

City Clerk CC-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months; CCP§335
337 et seq; GC §§34090, 65009(c)(1)
City Clerk CC-002
Agenda Packets: City Council,
Redevelopment Agency / Successor
Agency, Oversight Board
Includes Financial Reports, Audits, ACFR /
Budgets
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-003
Agreements / Contracts - ALL
(INFRASTRUCTURE, / IF IMAGED, JPAs,
MOUs)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work) / Insurance
Certificates
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
preparedness; Statute of Limitations is 4
years; 10 years for Errors & Omissions; land
records are permanent by law; CCP §337 et.
seq., GC §34090; Contractor has retention
requirements in 48 CFR 4.703

CITY CLERK
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-004
Agreements / Contracts - ALL (NONINFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements -

NOT IMAGED)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work) / Insurance
Certificates
Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel, Professional
Services, etc.

Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
City Clerk CC-005 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-006
Bonds: CIP Labor / Materials, Construction
Bonds, Indemnity Bonds, Performance Bonds,
Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk CC-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-008 Claim for Damages / Claims Against the City Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-009 Claim for Damages / Claims Against the City / City Reimbursement / Insured (ICRMA)
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-010 Claim Loss Runs 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-011
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-012 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Must post on website; GC §81009(e) City Clerk CC-015 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Should post on website for 4 years; GC
§81009(e)
City Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years GC §81009(e)
City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC 2 years Must post on website; 2 CCR 18702.5(b)(3);
GC §34090; GC §81009(e)

CITY CLERK / ELECTIONS (CONSOLIDATED)
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk /
Elections CC-018
Campaign Filings (FPPC 400 Series Forms /
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must be
retained for at least 2 years; GC
§81009(b)&(g)
City Clerk /
Elections CC-019
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk /
Elections CC-020
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk /
Elections CC-021
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC 2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk /
Elections CC-022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term for
Nomination Papers and does not delineate
between the two; EC §17100
City Clerk /
Elections CC-023
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
for Nomination Papers and does not delineate
between the two; EC §17100
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk /
Elections CC-024
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk /
Elections CC-025 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-026
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-026.5
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-027 Prop. 218 (Property-based fees - Sewer, Solid Waste, Water) Mailing List, Master File 2 years Mag, Ppr Department preference; GC §53753(e)(2); 53755(d)
City Clerk /
Elections CC-028
Prop. 218 (Property-based fees - Sewer, Solid
Waste, Water) Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
City Clerk /
Elections CC-029 Prop. 218 (Property-based fees - Sewer, Solid Waste, Water) Mailer / Notice Superseded
+ 2 years Mag, Ppr Department preference; GC §53753(e)(2) (End of Elections Section)
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-030 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line)
When
Superseded Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

City Clerk CC-031
Historical Records, Photographs, / Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-032
COIs / Certificate of Insurance / Insurance
Certificates - that can't be matched to an
agreement / contract but vendor may be doing
business with the City
11 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
City Clerk CC-033 Lawsuits / Litigation
Final
Resolution +
5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
City Clerk CC-034
Minutes: City Council, Redevelopment
Agency / Successor Agency, Oversight
Board
P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090(e)
City Clerk CC-035
Oath of Office / Appointments / Oath for
Disaster Worker: City Council, Board /
Commission Members Only
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-036 Ordinances P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090(e)
City Clerk CC-037 Public Records Requests / Subpoenas Duces Tecum (Excludes Police) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Ver. 7.0 Page CC-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-038
Recorded Documents: Deeds, Easements,
Orders of Condemnations, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-039
City Council, Boards, Committees,
Commissions: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-039.5
City Council, Boards, Committees,
Commissions: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
City Clerk CC-040 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-041 Records Retention Schedule Amendments / Authorization Forms (All Departments) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-042 Resolutions: City Council, Redevelopment Agency / Successor Agency, Oversight Board P
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090(e)
City Clerk CC-042.5 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-043 Secretary of State Statement of Facts / Registry of Public Officials 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

CITY MANAGER
City Manager CM-001 Economic Development Projects / Business Recruitment / Retention
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City Manager CM-002
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-003 Projects / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-004 Travel Arrangements
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Preliminary Drafts (Invoices are the final record);
GC §34090 et seq.

HUNTINGTON PARK, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNICATIONS AND COMMUNITY RELATIONS Page COM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

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

COMMUNICATIONS AND COMMUNITY RELATIONS
Commun. &
Community
Relations
COM-001 News Clippings / Printed Advertising
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records and copies; GC §34090.7
Commun. &
Community
Relations
COM-002 Newsletters - Public / Community P
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference for historical purposes;
GC §34090
Commun. &
Community
Relations
COM-003
Official Notices (regarding release of
studies, reports, EIRs, etc. - Not Public
Notices)
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Commun. &
Community
Relations
COM-004 Photos, Videos / Slides
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Drafts; final photos may become part of a final
document; GC §34090
Commun. &
Community
Relations
COM-005 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
HUNTINGTON PARK, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

COMMUNITY DEVELOPMENT / ADMINISTRATION
Community
Development /
Admin.

CD-001 Health / Education Commission - AGENDAS /

STAFF REPORTS
Minimum 2
years

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

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

Community
Development /
Admin.

CD-002 Health / Education Commission: Recordings -
AUDIO RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Development /
Admin.

CD-002.5
Health / Education Commission: Recordings -
VIDEO RECORDINGS of Meetings / Video
Recordings
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Development /
Admin.

CD-003 Health / Education Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)

COMMUNITY DEVELOPMENT / BUILDING AND SAFETY
Community
Development /
Building &
Safety
CD-004 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§104.6 104.7 and 107.5; GC
§34090
Community
Development /
Building &
Safety
CD-005 Building Permit Database (Excel) Indefinite -
Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-006 Building Plans - Cancelled / Withdrawn
Minimum
Cancelled or
Withdrawn

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

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Building &
Safety
CD-007 Building Plans - Expired
Minimum
After
Expiration

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

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-008
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-009 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-010
Building Plans - Finalled - SINGLE FAMILY

RESIDENTIAL - SFR / APPURTENANCES
Structural Calculations
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Community
Development /
Building &
Safety
CD-011 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Community
Development /
Building &
Safety
CD-012 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-013
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans (to / from
Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Building &
Safety
CD-014 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-015 Energy Calculations 2 years Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Building &
Safety
CD-016 Geotechnical / Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-017 Grading / Construction Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Building &
Safety
CD-018 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Building &
Safety
CD-019 Stop Work Notices After Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Community
Development /
Code Enforce.

CD-020
Code Enforcement / Abatement Case Files
(Includes appeals / Code Enforcement Complaint
Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Code Enforce.

CD-021 Hearing Officer Determinations (for appeals of
Code Enforcement Actions) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Community
Development /
Code Enforce.

CD-022 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090

COMMUNITY DEVELOPMENT / HOUSING AND ECONOMIC DEVELOPMENT Community
Development /
Housing &
Economic
Development
CD-023
Correspondence / Staff Notes - Related to a
CEQA Permit where Housing is the Lead
Department (Environmental Impact Reports,
EIRs, Negative Declarations, etc.)
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Housing &
Economic
Development
CD-024
Environmental Determinations (Finals):

Environmental Impact Reports (EIRs), Negative
Declarations, etc.) / CEQA
Where Housing is the Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Housing &
Economic
Development
CD-025 CDBG / Sub-Recipient Grants Agreements
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42; OMB Circular
A-110 & A-133; GC §34090; GC §8546.7
Community
Development /
Housing &
Economic
Development
CD-026 Housing Applications Rejected (First Time Home
Buyers, Life/Safety, Rehabilitation, HOME, etc.) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Housing &
Economic
Development
CD-027
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.

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

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

QC & OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; statewide guidelines
propose 4 years; 2 CFR 200.334; 24
CFR 92.508(a)(c)(2); 29 CFR 97.42, GC
§34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Housing &
Economic
Development
CD-028
Housing Programs: CDBG-funded Housing
Projects, etc.

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

QC & OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.334;
24 CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090

COMMUNITY DEVELOPMENT / LAND DEVELOPMENT
Community
Development /
Land
Development
CD-029
Geotechnical / Soil Reports / Hydrology Reports /
Preliminary Studies / Project Assessments -
Where Land Development is the Lead
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Land
Development
CD-030
Land Development / Private Development:

Permanent File
Drainage, Driveway, Encroachments, Grading
Permits / Plans, Rights of Way, Soils Reports,
Stormwater, Private Lab Verifications, Testing
Lab Final Reports etc.

Dedications, Easements, Abandonments (City
Clerk is OFR)
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

COMMUNITY DEVELOPMENT / PLANNING / FORMER REDEVELOPMENT AGENCY Community
Development /
Planning
CD-031
Planning Projects - Discretionary / Ministerial -
Approved Permanent Entitlements / Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Community
Development /
Planning
CD-031.5 Planning Project Files - Cancelled / Expired / Withdrawn
Minimum
Cancellation,
Expiration or
Withdrawal +
2 years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Planning
CD-031.5 Planning Projects - Cancelled / Expired /
Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

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

QC & OD
Department preference (project was not
pursued by applicant); GC §34090
Community
Development /
Planning
CD-032 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD minute
Community
Development /
Planning
CD-033 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
CD-034
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Planning
CD-035
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Planning
CD-036
Former Redevelopment Agency Projects / Plans -

HISTORICAL
Send all Real Property, Deeds, Easements,
Rights of Ways to the City Clerk.
10 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Community
Development /
Planning
CD-037 Former Redevelopment Agency Projects / Plans -
NOT Historical 10 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Community
Development /
Planning
CD-038 General Plan, Elements / Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-039 Long Range Planning / Planning Studies P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
CD-040 Master Plans, Specific Plans, Land Use Plans /
Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-041 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Development /
Planning
CD-042 Planning Commission - AGENDAS / STAFF

REPORTS
Minimum 2
years

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

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

Community
Development /
Planning
CD-043 Planning Commission: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 6,0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Admin., Building, Code Enforcement, Housing And Econ. Development, Land Development, Planning) Page CD-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Community
Development /
Planning
CD-043.5 Planning Commission: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Development /
Planning
CD-044 Planning Commission - MINUTES / BYLAWS /

RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Planning
CD-044.5
Preliminary Application Form (required for a
housing development project that includes
residential units; form is provided by California
Department of Housing / Community
Development
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Various benchmarks are placed using the
number of residential dwelling units on
the project site within the last five years;
GC §34090
Community
Development /
Planning
CD-045
Temporary Permits: Activity in Public Places /
Banner Permits / Child Care Permits / Christmas
Tree Lots / Film Permits / Home Enterprise /
Pumpkin Lots / Sidewalk Dining / Special Event
Permits / Temporary Use Permits (TUP) /
Temporary Signs / etc. (Approved / Unapproved)
Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC§§34090
Community
Development /
Planning
CD-046 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Department Preference; GC §34090
Community
Development /
Planning
CD-047 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-1
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / ACCOUNTS PAYABLE AND PURCHASING
Finance /
Accounts
Payable &
Purchasing
FIN-001 1099's / 1096's / DE542 (California Report
of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; 26 CFR §31.6001-1(e)(2),
R&T §19530, GC §34090; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable / Purchase Orders /
Invoices / Backup / Warrants / Refunds /
Credit Card Statements / P-Card
Statements / Energy Rebates
(Includes Invoices, Travel Expense
Reimbursements, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference for grant audits;
5 years meets municipal government
auditing standards and Statute of
Limitations for contracts; Purchasing
preference for P-Card Invoices (48 CFR

4.805 requires Federal Agencies to
retain their contracts, unsuccessful &
successful proposals 6 years after final
payment); CCP §337 et. seq.; GC
§34090
Finance /
Accounts
Payable &
Purchasing
FIN-003 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-2
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / ACCOUNTS RECEIVABLE
Finance /
Accounts
Receivable
FIN-004
Accounts Receivable / Revenue / Business
License Applications, Renewals, Tax
Receipts / Animal License, Casino Activity
Reports / Revenue, Citations, Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Alarm Billing,
Auctions of Surplus Property, Credit Card
Payment Receipts, Tenant Billing, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-005 Cash Receipts, Rents, Other Income,
Credit Card Settlements 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards; GC §34090 et seq.

Finance /
Accounts
Receivable
FIN-005.5
Checks deposited to Bank (City scans
them for the Bank, rather than physically
taking the checks to the bank to deposit
them.)
Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
These are bank instruments, and not
City records; per bank agreement.

FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-006
Bonds / Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; IRS bond auditing regulations
state, "…material records should
generally be kept for as long as the
bonds are outstanding, plus 3 years
after the final redemption date of the
bonds; There are specific requirements
for disposal of unused bonds; CCP
§§336 et seq. 337.5(a); 26 CFR 1.6001-
1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC
§43900 et seq.

HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-3
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

FINANCE / GENERAL LEDGER
Finance /
General
Ledger
FIN-007 _Financial Services Database (Central
Square / Tyler Enterprise ERP)
Indefinite -
Minimum 7 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated;
GC §34090
Finance /
General
Ledger
FIN-008 Audit Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts / content not
substantive; GC §34090
City Clerk FIN-009 Audits - Annual Financial Reports / Annual Comprehensive Financial Report (ACFR) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk retains in the Agenda Packet); GC
§34090.7
Finance /
General
Ledger
FIN-010
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-011 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-012 Banking Transactions, Bank Wire
Transactions, Confirmations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets auditing
standards; GC §34090
City Clerk FIN-013 Budgets - Finals / Amendments P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies - City
Clerk retains in the Agenda Packet); GC
§34090.7
Finance /
General
Ledger
FIN-014 Budgets Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 Finance /
General
Ledger
FIN-015 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-016 Checks / Warrants (VOIDED)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Preliminary drafts; GC §34090 HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-4
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-017 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized property;
CCP §§340(d), 1519; GC §34090
Finance /
General
Ledger
FIN-018
Fiscal Agent Statements, Investment
Account Statements, LAIF Statements /
Local Agency Investment Fund Trustee
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-019 Fixed Assets 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-020
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
Finance /
General
Ledger
FIN-021 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-022 OES / FEMA Claims 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-023
Reports, Finance Reports created from
Database: General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue / Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY / PERIODIC)
When No Longer
Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-5
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
General
Ledger
FIN-024
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-025
Tax - Annual Tax Roll / Special
Assessments: Landscape / Lighting
Districts, Ad Valorem Taxes, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-026 Tax - Sales Tax Reports When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090
Finance /
General
Ledger
FIN-027 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Mfr,
OD, Ppr S / I Title is transferred to new owner or auction house

FINANCE / PAYROLL
Finance /
Payroll FIN-028 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-029
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 /
DE-166, 941 Forms, PERS / FICA /
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years;
Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-030 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090; 26 CFR 31.6001.1 Finance /
Payroll FIN-031 Payroll Database (Central Square / Tyler Enterprise ERP) Indefinite -
Minimum 7 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Data Fields / Records are interrelated;
GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-6
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Payroll FIN-032 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-033 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-034 W-2's 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: FINANCE
(A/P / Purchasing, A/R, Debt Svcs., Gen. Ledger, Payroll, IT) Ver. 7.0 Page FIN-7
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options
Image:

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

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

Finance /
Information
Technology
FIN-035 Backups / Computer Backups (ALL) When No Longer Required Yes Mag.

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

Finance /
Information
Technology
FIN-036

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

FINANCE / INFORMATION TECHNOLOGY
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(1)(2); 29
USC 1027; 11 CCR 560; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-002 Civil Service Commission - AGENDAS /

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

Human
Resources HR-003
Civil Service Commission: Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Human
Resources HR-003.5
Civil Service Commission: Recordings -
VIDEO RECORDINGS of Meetings / Video
Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Human
Resources HR-004 Civil Service Commission - Citizen Advisory Created by the City Council - MINUTES P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
Human
Resources HR-005
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Human
Resources HR-006 COBRA Billing (Dental, Vision) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal
government auditing standards; GC
§34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-007 Compensation Surveys / Studies Minimum 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Human
Resources HR-008 COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human
Resources HR-009
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require
retention until final disposition of formal
complaint; State requires 4 2 years after
"fully and finally disposed"; 2 CCR
1101(c); GC §§12946, 12960, 34090
Human
Resources HR-010
EEOC Forms / EEO-4 Forms / EDD Reports
(Employment Development Department
Reports)
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090 et seq.

Human
Resources HR-011 Employee Investigations
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 34090;
Human
Resources HR-012 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-013
Ethics Certificates for Employees,
Harassment Training Certificates Required
Information for all Employee Training (if
records are created):

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
GC §§ 3105, 12946, 34090;; 53235.2(b);
53237.2(b) LC §1198.5
Human
Resources HR-014 Grievances
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All State and Federal laws require
retention until final disposition of formal
complaint; State requires 4 2 years after
"fully and finally disposed"; 2 CCR
1101(c); GC §§12946, 12960, 34090
Human
Resources HR-015 I-9s Separation + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
Human
Resources HR-016 Job Descriptions / Classification Specifications Minimum
Superseded +
4 3 years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090
Human
Resources HR-017 OSHA Citations / Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-018 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources HR-019
Personnel Files - Employee File (Main File,
including Benefits)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker,
Personnel Action Forms, W-4 Forms,
Training Certificates, etc.)
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 2-3 years; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; 53237.2(b),
LC §1198.5
Human
Resources HR-020
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-021
Recruitment / Testing File
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis /
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Human
Resources HR-022
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, / Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-022.5
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, testing, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PARKS AND RECREATION
Parks &
Recreation P&R-001 Active Net: Class Registration Database / Recreation Database Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Parks &
Recreation P&R-002 Activity Guide / Class Guide / Program Guide (Final) Minimum 2
years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-004 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Parks &
Recreation P&R-005
Park Facility Use Requests / Field Rentals /
Facility Use Applications / Permits (includes ABC
Permits, where required)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks &
Recreation P&R-006 Parks / Recreation Commission - AGENDAS /

STAFF REPORTS
Minimum 2
years

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

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

Parks &
Recreation P&R-007 Parks / Recreation Commission: Recordings - AUDIO RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Parks &
Recreation P&R-007.5 Parks / Recreation Commission: Recordings - VIDEO RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: PARKS AND RECREATION Page P&R-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Parks &
Recreation P&R-008 Parks / Recreation Commission - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Parks &
Recreation P&R-009 Rosters / Sign-in / Sign-Out Sheets for classes / programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-010 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Parks &
Recreation P&R-011 Youth Commission - AGENDAS / STAFF

REPORTS
Minimum 2
years

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

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

Parks &
Recreation P&R-012 Youth Commission: Recordings - AUDIO RECORDINGS of Meetings / Audio Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Parks &
Recreation P&R-012.5 Youth Commission: Recordings - VIDEO RECORDINGS of Meetings / Video Tapes
Minimum 4
years
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Parks &
Recreation P&R-013 Youth Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
HUNTINGTON PARK, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

POLICE / ANIMAL ENFORCEMENT
Police /
Animal
Enforce.

PD-001
Animal Address Files: Bite Reports,
Complaints, Cruelty Investigations /
Administrative Hearing Officer Findings,
Dangerous Dog Reports, Impound Notices,
Investigations, Barking Dogs, Loose Dogs,
etc.

When
Animal
Deceased,
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Animal
Enforce.

PD-002 Animal Control Officer's Daily Log / Cleaning
Logs, etc. 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Animal
Enforce.

PD-003 Complaints - Regarding Animals (Barking,
etc.) 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Animal
Enforce.

PD-004
Investigations / Problem Files (barking, loose
dogs, dangerous dog reports, vicious
animals, etc.)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Animal
Enforce.

PD-005 Notices to Comply, Warning Letters / Notices
/ Citation Books (Off leash, etc.)
Minimum 3
years

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

Police /
Animal
Enforce.

PD-006 Rabies Vaccination Clinics 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
3 years is required for animal treatment
records; FA §32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq.,

POLICE / ADMINISTRATION / POLICE CHIEF
Police /
Admin. /
Chief
PD-007 Background Files - Successful Applicants Separation + 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation
State Law requires 4 years after the date of the
employment action taken; 29 CFR
1627.3(b)(1)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Police /
Admin. /
Chief
PD-008 Background Files - Unsuccessful
Applicants 4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years after the date of the
employment action taken; 29 CFR
1627.3(b)(1)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin. /
Chief
PD-009 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees
Expiration +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Police /
Admin. /
Chief
PD-010
Complaints from a Member of the Public
WITH Sustained Finding of Misconduct
pertaining to discharge of a firearm at a
person by a peace officer, an incident
involving the use of force against a person by
a peace officer that resulted in death / in
great bodily injury, unreasonable force, failing
to intervene against another officer using
force that is clearly unreasonable / excessive,
finding of sexual assault, dishonesty,
discrimination, / unlawful arrest / unlawful
search.

Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Effective January, 20201; PC §§832.5(b),
832.7; GC§ 34090
Police /
Admin. /
Chief
PD-011
Complaints from a Member of the Public
WITHOUT Sustained Finding of
Misconduct pertaining to discharge of a
firearm at a person by a peace officer, an
incident involving the use of force against a
person by a peace officer that resulted in
death / in great bodily injury, unreasonable
force, failing to intervene against another
officer using force that is clearly
unreasonable / excessive, finding of sexual
assault, dishonesty, discrimination, / unlawful
arrest / unlawful search.

Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by members
of the public; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 2 years after action is
taken; Statute of Limitations is 4 years for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Admin. /
Chief
PD-012 Contracts for Investigators (Police only) Completion + 5 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations
for contractual obligations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Fire /
Admin. and
Police /
Admin. /
Chief
PD-013
Emergency Operations Plan (includes Office
of Emergency Management / Homeland
Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S/I
Yes: After

QC & OD
No
GC §34090
Police /
Admin. /
Chief
PD-014 Hearing Officer Determinations (Citation
Appeals, Tows, etc.) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. /
Chief
PD-015 Internal Complaints - NO Employment
Actions
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; Not a complaint
made by a member of the public; other State &
Federal laws require retention until final
disposition of formal complaint; State requires 4
2 years if an action is taken; EVC §1045, GC
§§12946,12960, 34090
Human
Resources PD-016 Personnel Files - Police Department
Employees
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separation
Department Preference; consistent with Human
Resource's Personnel File; GC
§§12946,12960, 34090.7
Police /
Admin. /
Chief
PD-017
Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

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

Police /
Admin. /
Chief
PD-018 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Admin. /
Chief
PD-019
Report of data regarding the number, type, /
disposition of complaints made against its
officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Admin. /
Chief
PD-020
Report to the State Commission on Peace
Officer Standards / Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, / judgement
pursuant to §PC 13510.9
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Admin. /
Chief
PD-021 Reports, Studies - Historical P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-022
Reports, Studies regarding Police operations
(not historical - manpower, consolidation,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-023
Use of Force Reviews - NO Employment
Actions Internal Complaints - Not as a result
of a civilian complaint, / not resulting in death
/ in great bodily injury, firearm discharge
(accidental / not against public), inquiry
routings, litigation, Pitchess motion, property
damage, public records request, service
complaints, vehicle pursuits, / vehicle
accidents.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; State requires 4 years
if an action is taken; GC §§12946, 12960,
34090

POLICE / CAD / DISPATCH
Police /
Commun. PD-024
Recordings - Audio Recordings / Tapes -
(CAD / Computer Aided Dispatch)
Recordings of Telephone / Radio
Communications Dispatch Tapes (CAD)
Minimum
180 days Mag
Department Preference; Statewide guidelines
propose 180 days (legally mandated for 100
days); (may be discoverable or made public in
some circumstances), GC §§34090, 34090.6

POLICE / INVESTIGATIONS
Police /
Investig. PD-024.2 Automated License Plate Reader Data / ALPR Recordings When No
Longer
Required
Mag,
Recordings that become evidence are stored
with evidence; Does not record regular and
ongoing operations; GC §34090.6 et seq;
Police /
Investig. PD-024.3 Drone (Unmanned Aerial Vehicle) Recordings When No
Longer
Required
Mag,
Recordings that become evidence are stored
with evidence; Does not record regular and
ongoing operations; GC §34090.6 et seq;
Police /
Investig. PD-024.4 Officer Recordings: Body-Worn Cameras – LOGS of Access / Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Investig. PD-024.5
Officer Recordings: Body-Worn Cameras -
that ARE evidence, Officer Involved
Shootings / Detention / Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Investig. PD-024.6 Officer Recordings: Body-Worn Cameras - that are NOT evidence
Minimum 60
days Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Investig. PD-024.7
Recordings: Body-Worn Cameras –
Accidental Recordings Reviewed and
Approved for Deletion (Non-evidentiary)l
After
Approval Mag,
Department preference; consistent with Lexipol
policies (review, supervisory authorization, and
documentation required); PC§ 832.18 et seq.

GC §34090.6 et seq.

Police /
Investig. PD-025
Criminal Intelligence Files
Confidential informant information / activities
Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
Police /
Investig. PD-026 Informant Files
When No
Longer
Required -
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090

POLICE / JAIL
Police /Jail PD-026.1 Bail Records 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /Jail PD-026.2 Jail Logs 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /Jail PD-026.3 LiveScan Applications 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /Jail PD-026.4 Video Recordings - Jail, Booking, Detention, etc. 1 year Mag GC §34090.6(a)
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

POLICE / OPERATIONS / PATROL
Police / Ops
/ Patrol PD-027 Detectives Investigation Files / Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police / Ops
/ Patrol PD-028 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police / Ops
/ Patrol PD-029 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police / Ops
/ Patrol PD-030 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

POLICE / PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-031 Crime Report Photos / Photo Database
Follows the
Retention of
the Evidence
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Evidence - Department Preference; GC §34090 Police /
Property &
Evidence
PD-032 Gun / Narcotics Destruction Log (Documents
related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Property &
Evidence
PD-033 Property / Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Evidence - Department Preference (data is
interrelated); GC §34090
Police /
Property &
Evidence
PD-034 Property / Evidence Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Property &
Evidence
PD-035 Safekeeping: Lost / Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

POLICE / RECORDS
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-035.5 Audits - CJIS, CORI, CLETS 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-036 Citation Log Books (#s / ranges) - Parking, Traffic / Moving 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-037
Citations (Parking, Traffic / Moving, Marijuana
/ Cannabis). Includes requests for
dismissals, cancellations, / appeals.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-037.5
Court Orders - Restraining Orders,
Emergency Protective Orders, Temporary
Restraining Orders, Legal Stipulations,
Orders After Hearing
Upon
Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record (a Court record) Police /
Records PD-038
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile / Ward Cases - Except
those with Childhood Sexual Assault, Child
Abuse / Severe Neglect, (Substantiated),
outstanding stolen property, including
firearms, / lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Statute of Limitations runs up to age 22 or
within five years of date of discovery of
injury/illness occurring after age of majority,
whichever is later; sealed records for juveniles
and wards of the Court must be destroyed 5
years after sealing date; CCP §§340.1, GC
§34090; W&I §§389(a), 781(d)
Police /
Admin. -
Records
PD-038.1
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood Sexual
Assault Before January 1, 2024
Age of
Majority + 22
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; Statute of
Limitations runs up to age 22 or within five
years of date of discovery of injury/illness
occurring after age of majority, whichever is
later; CCP §§340.1, GC §34090
Police /
Admin. -
Records
PD-038.2
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood Sexual
Assault After January 1, 2024
P
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; Statute of
Limitations runs up to age 22 or within five
years of date of discovery of injury/illness
occurring after age of majority, whichever is
later; CCP §§340.1, GC §34090
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-039
CRIME REPORTS:

Lost Property: Firearms entered into CLETS
(if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Records PD-040
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined),
Suspicious Deaths
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-041
CRIME REPORTS:

Child Abuse / Neglect Investigation Reports -
Unsubstantiated / Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Records PD-042
CRIME REPORTS:

Except those specifically mentioned in the
schedule (ALL Others)
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Domestic Violence
incident reports are required or a minimum of 5
years; Provided there are no outstanding
warrants, unrecovered weapons, criminal
deaths, they are not historically significant, and
it is not classified under PC §800 & 290 and
H&S §11850; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq,
FC 6228(d)
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-043
CRIME REPORTS:

Misdemeanor / Infraction - Adult Marijuana /
Cannabis - HS §11357(b)(c)(d)(e) / HS
§11360(b) (with procedure in HS §11361.5) -
Except those with outstanding stolen
property, including firearms, / lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8), 34090;
H&S §11361.5
Police /
Records PD-044
CRIME REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(E) -
Except those with outstanding stolen
property, including firearms, / lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-045
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Records PD-046
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090; PC
§851.8(a)
Police /
Records PD-047
CRIME REPORTS:

Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on School
Grounds during School Hours (with
procedure in HS §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Support
Services /
Records
PD-048
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Police /
Records PD-048.5 Pawn Slips 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-054 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-049 Registrants: Arson Registrations: Adults P, or Death of Registrant Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from DOJJ CYA, records are destroyed after
age 25 or sealing pursuant to W&I §781; GC
§34090.7
Police /
Records PD-050
Registrants: Arson - Juveniles released
from Division of Juvenile Justice California
Youth Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released from
DOJJ CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-050.1 Registrants: Gang Adults / Juveniles Minimum 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Filed on line with the State; Department
preference; GC §34090
Police /
Records PD-050.2 Registrants: Gang Adults Shared Gang
Databases / CalGang
5 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a));11 CCR 773.8; GC §34090
Police /
Records PD-050.3 Registrants: Gang Juveniles Shared Gang Databases / CalGang
3 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781; 11 CCR 774; PC
§186.30; GC §34090 et seq.

Police /
Records PD-051 Registrants: Narcotics Registrations 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-052 Registrants: Sex Offender Registrations:

Adults
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-053 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference; After 2021, Offenders
can petition Court for removal 10 or 20 years
after offense, provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Police /
Records PD-053.5 Reports - State Reports (Hate Crimes, etc.), Statistical Reports 2 years Mag, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-055 Ride A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-056 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Records PD-057 STOP Source Data, Audit Log / Racial / Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Records PD-058 Subpoenas (Personal Appearance of Police Employees) When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Court or District Attorney records; GC §34090
et seq.

Police /
Records PD-059 Subpoenas for Records - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-059.5 Validation Lists (DOJ NCIC Validation) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Records PD-060 Video Recordings - Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: POLICE
(Animal, Admin. / Chief, Comms., Investigations, Jail, Ops / Patrol, Property And Evidence, Records, Trainings) Ver. 6.0 Page PD-13
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Police /
Records PD-061 Video Recordings - Temporary Holding
Cells 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Police /
Records PD-061.5 Warrants (Recalled / Served) Upon Expiration Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record (a Court record)

POLICE / TRAINING
Police /
Training PD-062
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Required Information for all Employee
Training (if records are created):

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to be consistent with
Human Resources; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 29
CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b) LC §1198.5
Police /
Training PD-063
Training Presented by Staff - COURSE

RECORDS
(Attendance Rosters / Sign-in Sheets,
Outlines / Materials; includes Ethics, Fiscal &
Financial, Harassment, Workplace Violence,
Safety Training, Tailgates)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; Ethics, Fiscal and
Financial, Harassment & Workplace Violence
Training is 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 2 -3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR 1602.31 , LC
§6429(c); GC §§12946,12960, 34090,
53235.2(b), 53237.2(b); 53238.3(b); LC
§6401.9(f)
HUNTINGTON PARK, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-001
Capital Improvement Projects (CIP) / Design /
Construction: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Project Schedules, Progress
meetings, Real Estate Appraisals, RFIs /
Responses, Construction Inspection Logs, Punch
Lists, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., 2 CFR 200.334; 24
CFR 91.105(h), 92.505, & 570.502(b), 29
CFR 97.42; OMB Circular A-133; GC
§34090; GC §8546.7
Public Works /
Engineering PW-002
Capital Improvement Projects (CIP) / Design /
Construction: Permanent File
Specifications / Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Meeting
Minutes, Photos, Soil Reports, Studies,
Submittals, Successful Proposal, Surveys, Daily
Inspections, Daily Logs, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-003
Drawings, Maps, Plans / Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-004
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of Way,
Retaining Walls, etc.)
Includes Insurance Certificates
P
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering PW-005
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation /
Patching), etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-006
Solid Waste / AB 939 Compliance / SB 1383
Compliance (Organic Waste Collection /
Recycling)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SB 1383
compliance is required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, and are
eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
Public Works /
Engineering PW-007 Solid Waste Services / Hauler Quarterly Reports 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-008 Solid Waste Tonnage Reports 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-009 Stormwater: NPDES Monitoring Reports Minimum 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
Public Works /
Engineering PW-010 Stormwater: NPDES Permits
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

Public Works /
Engineering PW-011 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-012 Traffic Counts 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Engineering PW-013 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090

PUBLIC WORKS / MAINTENANCE
Public Works /
Maintenance PW-014
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control / Countermeasures
(SPCC), Inspections, Integrity Testing,
Maintenance, Repairs
20 years Life
of the Tank
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; applies to
both Tier I and Tier II Tanks; (Tier II tanks
are required to have an integrity test
every 20 years); GC §34090
Public Works /
Maintenance PW-015 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-016 CCTV Videos of Storm Drain Lines 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance PW-017 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Maintenance PW-018 Herbicide / Pesticide Applications / Use (Parkway Areas) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623, 40
CFR 110.3(d)
Public Works /
Maintenance PW-019 Operations / Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Maintenance PW-020 Playground Equipment Inspections, Maintenance 5 years Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; CCP §337; GC
§34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Maintenance PW-021 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

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

Lead Dept. PW-022
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
Maintenance PW-023 Tree Pruning / Maintenance, Arborist Reports 5 years Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; CCP §337; GC
§34090
Public Works /
Maintenance PW-024 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Maintenance PW-026
Vehicle / Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Maintenance PW-027 Water Leak Report / Annual Leak Report / Water Loss Reports Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Maintenance PW-028 Water / Wastewater Backflow Test Results / Backflow Assembly Test Reports 5 years Mag, OD, Ppr S / I Yes: After QC & OD Department Preference; exceeds
SWRCB Cross-Connection Control Policy
Handbook Section 3.5.1 requires records
be retained for the previous three
calendar years; 17 CCR 7605(f); GC
§34090
Public Works /
Maintenance PW-029
Water Permits - Water Regulatory / Operating
Permits: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department of
Water Resources), EPA, MS-4, NPDES, RMP,
SWRCB (State Water Resources Control Board)
,etc.

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Maintenance PW-030
Water Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water Resources
Control Board) ,etc.

Minimum 10
years

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Maintenance PW-031 Water Sanitary Surveys of Water Sources 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Maintenance PW-032
Water Vulnerability Assessment / Emergency
Response Plan / Risk / Resilience Assessment /
Hazard Mitigation Plan
When
Superseded -
Minimum 5 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Confidential; 42 USC 300i-2(c); GC
§34090
Division
Providing
Service / Work
PW-033
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-034
Work Orders / Service Requests - All Information
Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-035
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; May contain sewer
records, which are required for 5 years;
SWRCB Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342, GC
§34090

PUBLIC WORKS / WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-036 CCTV Videos of Sewer Lines 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-037 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Public Works /
Wastewater
Collections
PW-038 FOG (Fats, Oil / Grease) Inspections /
Pretreatment Annual / Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-039 Sanitary Spills / Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 2002-
0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Wastewater
Collections
PW-040 Sewer Odor Complaints / Gas Detection Results /
Investigations 5 years Mag, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections
PW-041
Sewer System Management Plans (SSMP) /
Audits / Sanitary Spills Overflow Prevention Plan
(SSOPP) / Sanitary Sewer Overflow Response
Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be retained 5 years and
updated every 6 5 years; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB General Order
2006-03; & 2022-0103-DWQ; GC §34090
Lead Dept. PW-042 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; applies to
both Tier I and Tier II Tanks; (Tier II tanks
are required to have an integrity test
every 20 years); GC §34090

PUBLIC WORKS / WATER QUALITY - POTABLE WATER
Public Works /
Water PW-043 Consumer Confidence Report - Annual Water Quality Report P Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 40
CFR 141.33(a); 40 CFR 141.155. 22
CCR §64470; 22 CCR §64483(g); GC
§34090
Public Works
Services / Water
Utility Services
PW-074.1 Public Notices - Potable Water (Tier 1, 2, / 3) 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Public Works /
Water PW-044 Lab Reports / Chains of Custody: Potable Water Bacteriological / Organics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-045 Lab Reports / Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Water PW-046 Lab Reports / Chains of Custody: Potable Water Lead / Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91

PUBLIC WORKS / WATER TREATMENT PLANT (POTABLE WATER)
Lead Dept. PW-047 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Lead Dept. PW-048 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Water Treatment
Plant
PW-049
Monthly Reports - includes any Customer
Concerns / Customer Complaints / Complaint
Forms: Odor / Taste / Visual Complaints
(Correspondence regarding Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
Lead Dept. PW-050 Operations / Maintenance Manuals / O&M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-051 Plant Operator Log Books 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Public Works /
Water Treatment
Plant
PW-052
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water Resources
Control Board) ,etc.

Minimum 10
years

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Water Treatment
Plant
PW-053 Reservoirs: Dive Videos 10 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Department preference (covers 2
mandated cycles); GC §34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Maintenance, Wastewater, Water)
Ver. 7.0 Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Public Works /
Water Treatment
Plant
PW-053.5 Reservoirs: Flushing, Disinfection / Cleaning Minimum 3 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Flushing, Disinfection, Inspection and
Cleaning is required for 3 years; 22 CCR
§64604(c); GC §34090
Public Works /
Water Treatment
Plant
PW-054 Reservoirs: Inspection Reports, Maintenance
Records P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-055 SCADA Database (Water)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090
Public Works /
Water Treatment
Plant
PW-056
Water Production Reads / Reports (to State DDW
(Division of Drinking Water) / DWR (Department
of Water Resources) / SWRCB (State Water
Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Public Works /
Water Treatment
Plant
PW-057 Water Treatment Plant Operators Certificates
(posting required)
When
Superseded
Mag,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Water Treatment
Plant
PW-058 Water Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
OD, Ppr S / I Yes: After QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
HUNTINGTON PARK, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 2/7/2023 ITEM 3

CITY OF HUNTINGTON PARK
Office of the City Manager
City Council Agenda Report
April 14, 2026
Honorable Mayor and Members of the City Council
City of Huntington Park
6550 Miles Avenue
Huntington Park, CA 90255
Dear Mayor and Members of the City Council:

CONSIDERATION AND APPROVAL OF A RESOLUTION AMENDING THE VOTING

DELEGATE AND ALTERNATE MEMBER TO THE INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY’S GOVERNING BOARD (ICRMA)
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt a Resolution amending the voting delegate and alternate members to the Independent Cities Risk Management Authority’s Governing Board (ICRMA).

BACKGROUND
The city of Huntington Park is a founding member of the Independent Cities Risk Management Authority, ICRMA, which provides risk management solutions including the risk-sharing of losses common to municipalities.

Each member city is required to appoint, via city council resolution, a voting director/delegate and up to two (2) alternate directors to the board. The purpose of a voting director/delegate is to regularly attend all meetings held by ICRMA and if on the rare occasion, they cannot attend, the identified alternate may attend to represent the member. There is no intent, express or otherwise, within ICRMA’s governing documents that would allow for an alternate or substitute alternate to regularly attend meetings and make decisions on behalf of the member and/or ICRMA. In addition, the Bylaws only allow for the Officers of the Board of Directors to be filled by any “Director”. Alternate and substitute alternates are not contemplated to fill these roles. Therefore, the Officer position of Vice President currently held by Mr. Eduardo Sarmiento must be vacated unless the city submits a new resolution appointing Mr. Sarmiento the position of “Voting Director or Voting Delegate”

CONSIDERATION AND APPROVAL OF A RESOLUTION AMENDING THE VOTING

DELEGATE AND ALTERNATE MEMBER TO THE INDEPENDENT CITIES RISK MANAGEMENT AUTHORITY’S GOVERNING BOARD (ICRMA)
April 14, 2026

Page 2 of 2 ends

FISCAL IMPACT
There is no direct fiscal impact.

CONCLUSION
To rectify and align Huntington Park with the ICRMA bylaws an amended resolution needs to be adopted by the Huntington Park city council appointing Eduardo Sarmiento as the voting director/delegate.

Upon Council approval, City Clerk will forward a certified copy of Resolution No. 2026- XX to ICRMA, to the attention of its General Manager.

Respectfully submitted,

RICARDO REYES
City Manager

EDUARDO SARMIENTO
City Clerk

ATTACHMENT(S)
A. Resolution amending Resolution No. 2026-XX, amending the voting delegate and alternate members to the Independent Cities Risk Management Authority’s Governing Board (ICRMA)
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RESOLUTION NO. 2026-XX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF HUNTINGTON PARK, CALIFORNIA, FULFILLING ITS

OBLIGATIONAS A MEMBER OF THE INDEPENDENT

CITIES RISK MANAGEMENT AUTHORITY (ICRMA) TO

APPOINT A VOTING DELEGATE TO THE ICRMA BOARD

OF DIRECTORS, ELECTING TO APPOINT ALTERNATE

TO THE BOARD OF DIRECTORS IN ORDER TO ENSURE

CONSISTENT ATTENDANCE
WHEREAS, The City of Huntington Park is a member of ICRMA, a joint powers authority created pursuant to the provisions of the California Government Code; and WHEREAS, ICRMA provides a Liability Program, Workers' Compensation Program, Property Program, and other coverage programs for its members; and WHEREAS, The Joint Powers Agreement provides that ICRMA’s Board shall be comprised of one representative from each member; and WHEREAS, The ICRMA Bylaws require that ALL members not only appoint a representative to the Board but that the representative attend meetings as a condition of City membership; and
WHEREAS, City council of each member may select and change any of its representatives, subject to ICRMA Board approval, by filing a resolution with ICRMA; and
WHEREAS Appointees must be 1) elected officials, OR 2) City Managers, OR 3) hold positions with authority equivalent to a Department Director within the Member hierarchy; OR 4) IF APPROVED FOR APPOINTMENT BY THE ICRMA BOARD be dedicated (full time) to risk management for the Member; and WHEREAS, City desires to designate its representative(s) to the ICRMA Board of Directors; and
WHEREAS, City acknowledges and affirms that its representatives have full authority to bind City; and
WHEREAS, City acknowledges and affirms that actions properly approved or taken by the Board shall be binding on City regardless of the vote of its designee or her/his presence when the action was taken; and
WHEREAS, City acknowledges and affirms that each appointee is individually expected to meet all legal obligations of Board service, perform all duties set forth in ICRMA’s Governing Documents, and serve with keen attention to ICRMA’s purpose and high professional standards.

ATTACHMENT “A”
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NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HUNTINGTON PARK DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Eduardo Sarmiento is hereby appointed to serve Voting Director on the ICRMA Board of Directors.

SECTION 2. Ricardo Reyes is hereby appointed as alternate, to serve on the ICRMA Board in the absence of the primary member noted in Section 1 above.

SECTION 3. That the individuals designated by this City Council as the City's Voting Director or alternate to serve on the ICRMA Board of Directors are hereby confirmed and designated as the City's delegates for all purposes of representing the City's interests and exercising the authority of the City with respect to all matters delegated to the Board of Directors and signing all amendments as are contemplated to be approved by Board of Directors.

SECTION 4. That a certified copy of this Resolution shall be provided to the Executive Director of ICRMA before it may be deemed effective.

PASSED, APPROVED AND ADOPTED this 14th day of April 2026.

Eduardo Martinez,
Mayor
ATTEST:
______
Eduardo Sarmiento,
City Clerk
ITEM 4

CONSIDERATION AND APPROVAL OF A RESOLUTION PROVIDING NOTICE OF

INTENT TO WITHDRAW FROM THE INDEPENDENT CITIES RISK MANAGEMENT

AUTHORITY (ICRMA)
IT IS RECOMMENDED THAT CITY COUNCIL:

1. Adopt a Resolution providing notice of the intent to withdraw from the Independent Cities Risk Management Authority (ICRMA).

BACKGROUND
The city of Huntington Park has been a member of the Independent Cities Risk Management Authority since 1980, ICRMA, which provides risk management solutions including the risk-sharing of losses common to municipalities.

In 2004 ICRMA was comprised of twenty-nine member cities and has since seen a steady decline in its membership due to multiple factors including, increasing insurance rates, cost saving measures and policy adopted by member cities. ICRMA currently comprised of twelve member cities.

Huntington Park desires to perform its due diligence by conducting a cost-benefit analysis of insurance coverage options on the open market. ICRMA by-laws require a member to provide a notice of intent to withdraw from ICRMA no later than July 1 of the preceding year. providing such notice to withdraw does not preclude Huntington Park from rescinding such notice should Huntington Park decide to remain with ICRMA after careful consideration of alternative risk management solutions.

CONSIDERATION AND APPROVAL OF A RESOLUTION PROVIDING NOTICE OF

INTENT TO WITHDRAW FROM THE INDEPENDENT CITIES RISK MANAGEMENT

AUTHORITY (ICRMA)
April 14, 2026

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Huntington Park City CouncilApril 14, 2026

Huntington Park City Council
April 14, 2026