City Council Meeting Agenda April 6, 2023
Page No.
INDEX — RECORDS RETENTION SCHEDULES
FY 21-22 update
Abbreviations:
B - Building
CA — City Attorney
CC — City Clerk
CM — City Manager
CW — City -Wide Standards
F — Finance
IT — Information Technology
M/PR - Marketing and Public Relations
PER — Personnel
PL — Planning
PW — Public Works
1095-C, 1094-C (Employer -Provided Health Insurance Offer and Coverage & Transmittal Form) PER -1 1099's, 1097's F-7
941 & DE -6 Forms — Quarterly Payroll Tax Returns F-9
941 Forms F-9
A
AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) PW-4 Abandoned Building Permits: Permits - Expired by Time Limitations B-2 Abandonment's — Recorded Documents: Acquisition and Disposition — City Land and Property CC -4 Abandonment's, Easements, Entitlements and Vacations — Recorded Documents / City Property PW-1 Abuse: Complaints — Against Personnel CW-7
Accident / Incident / Injury Reports: PUBLIC ADULTS (medical and non -medical.) F-11 Accident / Incident / Injury Reports: PUBLIC JUVENILES and PREGNANT ADULTS (medical and non -medical.) F-11 Accident / Incident Reports: CITY VEHICLES with no injuries, City Property F-11 Accident, Incident, Injury Reports - Employees (Copies) CW-1 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Accident, Incident, Injury Reports — Members of the Public (Copies) CW-1 Accounts Payable / Vendor Files (All Records and Reports) F-7 Accounts Payable F-7
Accounts Payable, Invoices (Copies) CW-1
Accounts Receivable / Cash Receipts Detail / Backup (Copies) CW-5 Accounts Receivable / Deposit Slips / Deposit Summaries / Cash Receipts Detail / Backup F-8 Accounts Receivable F-8
ACFR (Annual Comprehensive Financial Reports) and Related Opinions / Audits F-1 Acquisition and Disposition — City Land and Property CC -4 Activity Reports: Reference Materials - Produced by Other Departments CW-16 Activity Reports: Reference Materials - Produced by Outside Organizations CW-16 Actuarial Valuation Reports, Annual Employer Statements / Bi-weekly Reports F-9 Address Changes / New Addresses B-1
Administration CM -1
Administration, General or Working Files — Elections CC -8 Administrative Files — Not Funded by a Grant: Agreements & Contracts CM -2 Administrative Files With Grant Funding: Agreements & Contracts CW-3 Administrative: Correspondence — Routine CW-8
Adopted — Budgets and CIP Budget F-2
Advertisements: Recruitment File PER -6
Advertising (Legal) CW-1
Advertising: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 Advisor Reports F-6
Aerial Maps (Analog and Digital) PW-1
Affidavits of Postings CC -1
Affidavits of Postings: Boards, Commissions & Committees —Citizens Advisory formed by City Council CW-4 Agenda Packets — ALC PL -1
Agenda Packets — DRC PL -1
Agenda Packets and Agendas: City Council & Redevelopment, Successor Agency / Oversight Board CC -1 Agenda Packets, Planning Commission PL -3
Agenda Staff Reports: City Council (Copies) CW-1
Agendas and Agenda Packets: City Council & Redevelopment, Successor Agency / Oversight Board) CC -1 Agendas: Boards, Commissions & Committees —Citizens Advisory formed by City Council CW-4 Agendas: Boards, Commissions & Committees —Citizens Advisory formed by City Council CW-4 Agreement or Contract, Lease, MOU : Agreements & Contracts, All Infrastructure CC -1 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Agreement or Contract, Lease, MOU: Agreements & Contracts (All) (Copies) CW-2 Agreements & Contracts — All Infrastructure, Agreement or Contract, Lese, MOU CC -1 Agreements & Contracts — All Non -Infrastructure CC -2
Agreements & Contracts (All): Agreement or Contract, Lease, MOU (Copies) CW-2 Agreements & Contracts: Administrative Files — Not Funded by a Grant CM -2 Agreements & Contracts: Administrative Files — Not Funded by a Grant CW-2 Agreements & Contracts: Administrative Files With Grant Funding CW-3 Agreements & Contracts: Development Agreements, DDAs, OPAs, MOUs CC -2 Agreements & Contracts: Unsuccessful Bids, Proposals and RFQs CW-3 Agreements & Encroachment Permits: Permanent PW-1
Agreements & Encroachment Permits: Temporary PW-1
Agreements: Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants — Successful / Funded CC -6 Air Compressor Tank Permits PW-7
ALC Agenda Packets PL -1
ALC and Planning Commission Meeting Audio Recordings — Analog - Tapes PL -1 ALC and Planning Commission Meeting Audio Recordings — Digital PL -1 ALC Minutes PL -1
ALC Project Files PL -1
ALC, City Council, Redevelopment Agency & Planning Commission: Resolutions CC -12 ALC, City Council, Redevelopment Agency and Planning Commission: Minutes CC -11 ALC: Resolutions (Copies) CW-17
Alcohol and Drug Testing / D.O.T. Files: Negative Results PER -2 Alcohol and Drug Testing / D.O.T. Files: Positive Results PER -3 Alcoholic Beverage License Application Copies PL -1
All Resolutions — Calling the Election: Elections — Historical File CC -8 Amendments and General Plan Elements PL -3
Amendments to Retention Schedules CC -12
Analog / Prints: Photographs, City Related CW-14
Analog and Digital Aerial Maps PW-1
Animal Control (Contract) CM -3
Annexation / Deannexation Files PL -1
Annexations / LAFCO CC -2
Annual Comprehensive Financial Reports (ACFR) and Related Opinions / Audits F-1 Annual Employer Statements / Bi-weekly Reports F-9
Annual Listing — Fixed Assets and Inventories F-3
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements / Bi-weekly Reports F-9 Appeals, Parking Enforcement CM -4
Applications (unsuccessful): Recruitment File PER -6
Applications for Employment or Resumes: Unsolicited (No Open Positions) Candidates Not Hired PER -1 Applications for vacancies on the Council CC -8
Applications to View Voter Registration Information CC -7 Applications, Eisenhower Walk of Honor M/PR-1
Applications: Grants — Unsuccessful CW-10
Applications: Plans - Approved Construction Documents and Plans — Expired Permits — Projects That Have Been Started B-3 Applications: Plans - Approved Construction Documents and Plans B-2 Appointed Applications: Boards, Commissions & Committees CC -3 Appointment Certificates: Boards, Commissions & Committees CC -4 Appraisal Reports, Real Estate CW-15
Approved Construction Documents and Plans — Commercial, Multi -Family Dwellings, Places of Public Accommodation: Plans .... B-2 Approved Construction Documents and Plans — Expired Permits — Projects That Have Been Started: Plans B-3 Approved Construction Documents and Plans — Residential (All): Plans B-3 AQMD Annual Report (and other compliance reports) F-5
AQMD Permits PW-7
Arbitrage Rebate Calculation F-1
As "Builts": City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Assessment / Maintenance District Projects PW-1
Assessment District / Special District Payments & Reports F-1 Assessment District Ballots — Prop. 219 Proceedings: Elections CC -9 Assessment District Formation Records CC -3
Assistance Program, Employee PER -3
Assisted & Challenged Voters List: Elections CC -9
Associated CEQA Noticing: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Attendance Rosters: Training CW-18
Auction: Equipment Disposition / Sales F-11
Audio Recordings - Digital of Meetings: Boards, Commissions & Committees CW-4 Audio Recordings - Tapes of Meetings: Boards, Commissions & Committees CW-4 Audio Recordings of Council Meetings — Analog — Tapes CC -3 Audio Recordings of Council Meetings — Digital CC -3
Audio Recordings of Planning Commission and ALC Meetings — Analog - Tapes PL -1 Audio Recordings of Planning Commission and ALC Meetings — Digital PL -1 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Audio Recordings of Planning Commission and ALC Meetings — Digital PL -1 Audio Tapes or Digital Recordings: Audio Recordings of Council Meetings — Analog — Tapes CC -3 Audit Communication — Audit Management Letters and Other Related Formal Letters F-1 Audit Forms, Records Management CW-15
Audit Management Letters and Other Formal Letters Related to Audit Communication F-1 Audit Reports: Grants - Successful Reports CW-10
Audit Reports: Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants Successful / Funded ....CC -6 Audit Schedules, Preparation Records F-1
Audit Work Papers F-1
Audits (and other compliance reports) F-5
Audits / ACFR (Annual Comprehensive Financial Reports) and Related Opinions F-1 Authorizations / Bond Transcripts / Issues F-2
Awnings: Encroachment Permits & Agreements: Permanent PW-1 B
Backup / Accounts Receivable / Cash Receipts Detail (Copies) CW-5 Backup / Accounts Receivable / Deposit Slips / Deposit Summaries / Cash Receipts Detail F-8 Backup / Accounts Receivable / Deposit Slips / Deposit Summaries / Cash Receipts Detail F-8 Backups — Daily IT -1
Backups— Monthly IT -1
Balance Sheets — Monthly or Periodic F-4
Balance Sheets: General Ledger & Chart of Accounts: Final Year-end F-3 Ballots — Inspector Receipts: Elections CC -9
Ballots CC -9
Bank Reconciliations F-2
Bank Statements F-2
Banking Deposit Corrections F-2
Benefits: Personnel Files — Regular, Active, Permanent, Non -Regular, Temporary and Part-time — Employees PER -5 Bidder — Purchasing / Vendor List F-11
Bids, Public Hearing Notices: Notices CW-13
Bids, Unsuccessful, Proposals and RFQs: Agreements & Contracts CW-3 Bids/Specifications / Scope of Work: Agreements & Contracts (All) Agreement or Contract, Lease, MOU (Copies) CW-2 Bills of Sale: Equipment Disposition / Sales F-11
Biographical Data — City Council CC -3
Bi-weekly Payroll Reports F-9
Blue Ray -R or other unalterable media that does not permit additions, deletions, or changes IT -2 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Board Members and Council Roster
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Boards, Commissions
Bond Registers F-2
Bond Transcripts / Issues / Authorizations F-2
Bonds, Public Official (Faithful Performance / Employee Surety Bonds) F-12 Bridges PW-1
Brochures and Flyers: Recruitment PER -6
Brochures: Reference Materials - Produced by Other Departments CW-16 Brochures: Reference Materials - Produced by Outside Organizations CW-16 Brochures: Reference Materials - Produced by Your Department CW-15 Budget Amendments, Budget Transfer Requests, Supplemental Updates, Fund Transfers F-2 Budget Development / Investment / Finance Administration F-1 — F-5 Budget Hearing and/or Review F-2
Budget Transfer Requests, Supplemental Updates, Fund Transfers, Budget Amendments F-2 Budgets — Finals (Copies) CW-5
Budgets and CIP Budget — Final Adopted CC -4
Budgets and CIP Budget — Final Adopted F-2
Building — Reports B-3
Building Permit Database B-1
Building Permits: Permits (Except cancelled permits where no work was started) B-1 Business Licenses — Database F-8
Business Licenses and Revocations F-8
Bylaws: Boards, Commissions & Committees CC -4
C
& Committees — Applications: Appointed
& Committees
& Committees
& Committees
& Committees
& Committees
& Committees
& Committees
& Committees
& Committees
& Committees
& Committees
CC -12
CC -3
— Applications: Unsuccessful CC -3
— Appointment Certificates CC -4
— Audio Recordings — Digital of Meetings CW-4
— Audio Recordings — Tapes of Meetings CW-4
— Bylaws CC -4
— Citizens Advisory formed by City Council other than ALC/Planning Commission CW-4 — Citizens Advisory formed by City Council CW-4
— Citizens Advisory formed by City Council — Minutes, Resolutions CW-4 — Citizens Advisory formed by City Council — Staff Reports CW-5 — City Council Subcommittees (All Records) CW-5
— External Organizations CW-5
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Cable TV: Subject / Project Files CA -1
Cal Card / Purchasing Card Backup Receipts F-11
Calendar: Budget Hearing and/or Review F-2
Calendars: Correspondence - Transitory / Preliminary Drafts CW-9 California Building Codes (CBC, UBC, UPC, UEC, etc.) B-3 Calling the Election — All Resolutions: Elections — Historical File CC -8 Campaign Filings (FPPC 400 Series Forms) Other Committees CC -7 Campaign Filings (FPPC 400 Series Forms) Successful Candidates (Elected Officials) CC -7 Campaign Filings (FPPC 400 Series Forms) Those Not Required to File Original With City Clerk (copies) CC -7 Campaign Filings (FPPC 400 Series Forms) Unsuccessful Candidates CC -7 Canceled — Checks / Warrants F-7
Candidate File: Nomination Papers, Candidate Statements — Successful Candidates CC -7 Candidate File: Nomination Papers, Candidate Statements — Unsuccessful Candidates CC -8 Candidate File: Potential Candidates That Pulled Nomination Papers, But Never Filed them CC -8 Candidate Statements to be printed in the Sample Ballot: Elections — General, Working or Administration Files CC -8 Candidate Statements, Nomination Papers — Successful Candidates: Candidate File CC -7 Candidate Statements, Nomination Papers — Unsuccessful Candidates: Candidate File CC -8 Canvass: Elections — Historical File CC -8
Cash Receipts Detail / Backup / Accounts Receivable (Copies) CW-5 Cash Receipts Detail / Backup / Accounts Receivable / Deposit Slips / Deposit Summaries F-8 Cash Receipts Detail / Backup / Accounts Receivable / Deposit Slips / Deposit Summaries F-8 Cashed: Checks / Warrants — Canceled F-7
CBC, UBC, UPC, UEC, etc.) B-3
CDBG - Grants: Successful Reports CW-10
CDBG: Grants — Unsuccessful CW-10
CD -r / Blue Ray -R or other unalterable media that does not permit additions, deletions, or changes IT -2 Census, Demographics PL -1
CEQA / Environmental Determinations PL -2
Certificate of Elections: Elections — Historical File CC -8 Certificates of Compliance: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Certificates of Deposits / Investments F-4
Certificates of Occupancy (Filed with Building Permits) B-1 Certificates of Records Destruction / Consents to Destroy Records / Records Destruction Lists CC -11 Certificates: Bond Transcripts / Issues / Authorizations F-2 Certified Payrolls: Agreements & Contracts - Administrative Files With Grant Funding CW-3 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Certified Payrolls: Agreements & Contracts: Administrative Files — Not Funded by a Grant CM -2 Certified Payrolls: Agreements & Contracts: Administrative Files — Not Funded by a Grant CW-2 Certified Payrolls: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 Challenged & Assisted Voters List: Elections CC -9
Change Orders: Agreements & Contracts (All): Agreement or Contract, Lease, MOU (Copies) CW-2 Change Orders: Infrastructure / Land CW-6
Change Orders: Non -Infrastructure CW-6
Chart of Accounts & General Ledger: Final Year-end F-3
Chart of Accounts / Organization Structure F-3
Chats, Videoconference CW-9
Checklists: Correspondence - Transitory / Preliminary Drafts CW-9 Checks / Warrants — Canceled F-7
Checks / Warrants — Voided F-7
Chemical Use Report Form / MSDS CW-12
Chronological: Correspondence — Routine CW-8
CIP Budget and Budgets — Final Adopted CC -4
CIP Budget and Budgets — Final Adopted F-2
Citations & OSHA Inspections, Logs 200 and Log 300 PER -5 Citations (Parking & Municipal Code Violations) CM -3
City Attorney Opinions CA -1
City Attorney: Economic Interest Filings (FPPC 700 Series —Statement of Economic Interests) Public Officials CC -5 City Attorney: Opinions (Copies) CW-6
City Clerk — Elections — Consolidated CC -7 — CC -8
City Clerk - Elections — Stand -Alone CC -9 — CC -9
City Clerk CC -1 — CC -6
City Clerk: Proof of Publication CC -11
City Council — Biographical Data CC -3
City Council & Redevelopment: Agenda Packets and Agendas CC -1 City Council Agenda Staff Reports (Copies) CW-1
City Council Correspondence CM -1
City Council Meetings - Video Recordings / DVD-R or VCR (ALL) CC -12 City Council Members: Economic Interest Filings (FPPC 700 Series —Statement of Economic Interests) Public Officials CC -5 City Council Subcommittees: Boards, Commissions & Committees (All Records) CW-5 City Council, Redevelopment Agency, Planning Commission & ALC: Resolutions CC -12 City Council, Redevelopment Agency, Planning Commission and ALC: Minutes CC -10 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
City Council: Resolutions (Copies) CW-17
City History, Historical Records CC -4
City Infrastructure and Facilities Projects / CIP: Project Files — Administration File (Construction) PW-3 City Infrastructure and Facilities Projects / CIP: Project Files — Permanent File (Design) PW-3 City Issued Surveys / Questionnaires CW-17
City Land and Property — Acquisition and Disposition CC -4 City Manager: Economic Interest Filings (FPPC 700 Series —Statement of Economic Interests) Public Officials CC -5 City Master Plan: General Plan, Zoning, Land Use PL -3
City Newsletter, E-mail Blasts M/PR-1
City Newsletters, City Publications of Significant Historical Value CC -4 City Property / Recorded Documents: Abandonment's, Easements, Entitlements and Vacations PW-1 City Publications of Significant Historical Value, City Newsletter CC -4 City Related Photographs (Digital) IT -1
City Related Photographs: Photographs, City Related CW-14 City Seal: City History, Historical Records CC -4
City Treasurer: Economic Interest Filings (FPPC 700 Series —Statement of Economic Interests) Public Officials CC -5 Claims (General Liability Claims) — Adults F-12
Claims (General Liability Claims) - Juveniles & Pregnant Adults F-12 Claims / Liability Claims (Copies) CW-6
Claims, Potential CA -1
Claims: Liability Claims CC -5
Classification / Compensation / Reorganization Studies PER -1 Code Enforcement Case Files / Nuisance Abatement / Notices of Violation B-3 Code Enforcement Case Files / Nuisance Abatement / Notices of Violation - Habitual Violators, Liens, or Commercial B-3 Code Enforcement B-3
Collection Agency: Returned Checks Assigned to Collection F-8 Commercial Complexes B-3
Commercial Structural Calculations: Plans - Approved Construction Documents and Plans B-2 Commercial Structural Plans: Plans - Approved Construction Documents and Plans B-2 Commercial, Multi -Family Dwellings, Places of Public Accommodation - Approved Construction Documents and Plans: Plans B-2 Commissions, Committees & Boards — Applications: Appointed CC -3 Commissions, Committees & Boards — Applications: Unsuccessful CC -3 Commissions, Committees & Boards — Appointment Certificates CC -4 Commissions, Committees & Boards — Audio Recordings — Digital of Meetings CW-4 Commissions, Committees & Boards — Audio Recordings — Tapes of Meetings CW-4 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Commissions, Committees & Boards — Bylaws CC -4
Commissions, Committees & Boards — Citizens Advisory formed by City Council other than ALC /Planning Commission CW-4 Commissions, Committees & Boards — Citizens Advisory formed by City Council CW-4 Commissions, Committees & Boards — Citizens Advisory formed by City Council — Minutes, Resolutions CW-4 Commissions, Committees & Boards — Citizens Advisory formed by City Council — Staff Reports CW-5 Commissions, Committees & Boards — City Council Subcommittees (All Records) CW-5 Commissions, Committees & Boards — External Organizations CW-5 Committees / Staff Meetings: Internal — Attended by Employees CW-7 Committees, Boards & Commissions — Applications: Appointed CC -3 Committees, Boards & Commissions — Applications: Unsuccessful CC -3 Committees, Boards & Commissions — Appointment Certificates CC -4 Committees, Boards & Commissions — Audio Recordings — Digital of Meetings CW-4 Committees, Boards & Commissions — Audio Recordings — Tapes of Meetings CW-4 Committees, Boards & Commissions — Bylaws CC -4
Committees, Boards & Commissions — Citizens Advisory formed by City Council other than ALC/Planning Commission CW-4 Committees, Boards & Commissions — Citizens Advisory formed by City Council CW-4 Committees, Boards & Commissions — Citizens Advisory formed by City Council — Minutes, Resolutions CW-4 Committees, Boards & Commissions — Citizens Advisory formed by City Council — Staff Reports CW-5 Committees, Boards & Commissions — City Council Subcommittees (All Records) CW-5 Committees, Boards & Commissions — External Organizations CW-5 Community Grants / Cultural and Promotional Grants / School Grants / Grants -in -Aid — Successful / Funded CC -6 Community Grants / Cultural and Promotional Grants / School Grants / Grants -in -Aid — Unsuccessful / Not Funded CC -6 Compensation / Reorganization Studies / Classification PER -1 Compensation Insurance Fund — State F-5
Complaints — Against Personnel CW-7
Complaints / Service Orders (Operational) CW-7
Computer Sign-ups: Correspondence - Transitory / Preliminary Drafts CW-9 Condemnation Proceedings / Eminent Domain CC -5
Conditional Use Permits: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Confidential Invoices From Contract Law Firms PER -4
Confidential: Invoices From Contract Law Firms CA -1
Consents to Destroy Records / Records Destruction Lists / Certificates of Records Destruction CC -11 Construction Documents and Plans, Approved — Commercial, Multi -Family Dwellings, Places of Public Accommodation: Plans.. B-2 Construction Documents and Plans, Approved — Expired Permits — Projects That Have Been Started: Plans B-3 Construction Documents and Plans, Approved — Residential (All): Plans B-3 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Contract Law Firm Invoices — Confidential PER -4
Contract or Agreement, Lease, MOU: Agreements & Contracts (All) (Copies) CW-2 Contract or Agreement, Lease, MOU: Agreements & Contracts, All Infrastructure CC -1 Contractors Insurance Certificates: Project Files - Administration File Construction PW-3 Contracts & Agreements — All Infrastructure, Agreement or Contract, Lease, MOU CC -1 Contracts & Agreements — All Non -Infrastructure CC -2
Contracts & Agreements (All): Agreement or Contract, Lease, MOU (Copies) CW-2 Contracts & Agreements: Administrative Files — Not Funded by a Grant CM -2 Contracts & Agreements: Administrative Files — Not Funded by a Grant CW-2 Contracts & Agreements: Administrative Files With Grant Funding CW-3 Contracts & Agreements: Development Agreements, DDAs, OPAs, MOUs CC -2 Contracts & Agreements: Unsuccessful Bids, Proposals and RFQs CW-3 Contracts: Insurance Certificates CW-12
Controller's Report — State F-5
Copies or Duplicates of Any Record CW-7
Correspondence — Routine CW-8
Correspondence - Transitory / Preliminary Drafts CW-9
Correspondence, City Council CM -1
Correspondence, Staff Notes — CEQA / Environmental Determinations PL -2 Correspondence: Agreements & Contracts - Administrative Files With Grant Funding CW-3 Correspondence: Agreements & Contracts: Administrative Files — Not Funded by a Grant CM -2 Correspondence: Agreements & Contracts: Administrative Files — Not Funded by a Grant CW-2 Correspondence: Elections — General, Working or Administration Files CC -8 Correspondence: Grants — Unsuccessful CW-10
Correspondence: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 Council & Redevelopment Agency: Ordinances CC -11
Council and Board Members Roster CC -12
County Board of Supervisors: Boards, Commissions & Committees — External Organizations CW-5 County Election Services: Elections — General, Working or Administration Files CC -8 Covenants: Acquisition and Disposition — City Land and Property CC -4 COVID-19 Notifications to Employees PER -1
Credit / Debit Memos F-2
Credit Card Slips, Returned Checks F-8
Cultural and Promotional Grants / School Grants / Grants -in -Aid / Community Grants — Successful / Funded CC -6 Cultural and Promotional Grants / School Grants / Grants -in -Aid / Community Grants — Unsuccessful / Not Funded CC -6 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
D
D.O.T. Files / Drug and Alcohol Testing: Negative Results PER -2 D.O.T. Files / Drug and Alcohol Testing: Positive Results PER -3 Daily Backups IT -1
Daily Logs B-1
Daily Vehicle Inspections PW-8
Database — Business Licenses F-8
Database, Building Permit B-1
Database, Financial Services F-3
Database, GIS IT -1
Database, Payroll F-9
Databases CW-9
DDAs, OPAs, MOUs, Development Agreements: Agreements & Contracts CC -2 DE -166 F-9
DE -6 & 941 Forms — Quarterly Payroll Tax Returns F-9
DE -6, DE -7, DE -9 DE -43 F-9
Deannexation Files / Annexation PL -1
Debit / Credit Memos F-2
Deeds: Acquisition and Disposition — City Land and Property CC -4 Deferred Compensation Reports PER -1
Demographics, Census PL -1
Denied, Not Approved Redevelopment Project Files CM -4
Department of Fair Employment & Housing (DFEH or EEOC) - Claims That Are Resolved Administratively PER -2 Department of Housing & Fair Employment (DFEH or EEOC) - Claims That Are Resolved Administratively PER -2 Deposit Corrections (Banking) F-2
Deposit Slips / Deposit Summaries / Cash Receipts Detail / Backup / Accounts Receivable F-8 Deposit Summaries / Cash Receipts Detail / Backup / Accounts Receivable / Deposit Slips F-8 Design Review Committee Agendas, Minutes, Project Files, Audio Recordings PL -1 Detours: Encroachment Permits & Agreements - Temporary PW-1 Developer Trust Accounts F-3
Development — Administration File (Construction) PW-3
Development Agreements, DDAs, OPAs, MOUs: Agreements & Contracts CC -2 Development Documents: Budget Hearing and/or Review F-2 Development— Permanent File (Design) PW-3
DFEH or EEOC (Department of Fair Employment & Housing) — Claims That Are Resolved Administratively PER -2 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Diagrams: Assessment / Maintenance District Projects PW-1 Digital and Analog Aerial Maps PW-1
Digital Photographs, City Related IT -1
Digital Recordings or Audio Tapes: Audio Recordings of Council Meetings — Analog — Tapes CC -3 Digital Recordings or Audio Tapes: Audio Recordings of Council Meetings — Digital CC -3 Direct Deposit Authorization Forms F-9
Directives: Reference Materials - Produced by Other Departments CW-16 Directives: Reference Materials - Produced by Outside Organizations CW-16 Directives: Reference Materials - Produced by Your Department CW-15 Disaster Service Workers Oaths Personnel Files — Regular, Active, Permanent, — Employees PER -5 Disposition and Acquisition — City Land and Property CC -4 District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) CC -12 DMV Pull Notices PER -2
Drafts & Notes: Drafts that are Revised CW-10
Drainage: Plans and Maps — Final PW-2
Drawings: Tract Files PW-4
DRC Agenda Packets PL -1
DRC Minutes PL -1
DRC Project Files PL -1
DRC and Planning Commission Meeting Audio Recordings — Analog - Tapes PL -1 DRC and Planning Commission Meeting Audio Recordings — Digital PL -1 Drug and Alcohol Testing / D.O.T. Files: Negative Results PER -2 Drug and Alcohol Testing / D.O.T. Files: Positive Results PER -3 Due Diligence Reviews, F-5
Duplicates or Copies of Any Record CW-7
Dust Applications & Plans (PM 10) PW-4
DVD-r / CD -r / Blue Ray -R or other unalterable media that does not permit additions, deletions, or changes IT -2 E
Easements, Entitlements, Vacations and Abandonment's — Recorded Documents / City Property PW-1 Easements: Acquisition and Disposition — City Land and Property CC -4 Economic Interest Filings (FPPC 700 Series — Statement of Economic Interests): Designated Employees & Consultants CC -5 Economic Interest Filings (FPPC 700 Series — Statement of Economic Interests): Public Officials CC -5 Economic Interest Filings (FPPC Form 635) Lobbyist Reporting CC -5 EEO -4 Reports and Records PER -3
EEOC or DFEH (Department of Fair Employment & Housing) — Claims That Are Resolved Administratively PER -2 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
EIRs (Environmental Impact Reports): Environmental Determinations - Correspondence, Staff Notes PL -2 EIRs (Environmental Impact Reports): Environmental Determinations - Inside City Boundaries PL -2 EIRs (Environmental Impact Reports): Environmental Determinations - Outside City Boundaries PL -2 Eisenhower Walk of Honor Applications M/PR-1
Elected Officials: Campaign Filings (FPPC 400 Series Forms) Successful Candidates CC -7 Election Summary: Elections — Historical File CC -8
Elections - Ballots CC -9
Elections — General, Working or Administration Files CC -8 Elections — Historical File CC -8
Elections — Petitions CC -9
Elections: Assessment District Ballots — Prop. 219 Proceedings CC -9 Elections: Challenged & Assisted Voters List CC -9
Elections: End of Elections Section CC -10
Elections: Inspector Receipts for Ballots CC -9
Elections: Precinct Officer Appointments, Oaths of Office for Election Night Workers CC -10 Elections: Roster of Voters CC -10
Elections: Tally Sheets CC -10
Elections: Vote -by -Mail Applications, Roster of Vote -by -Mail Applications CC -9 Elections: Vote -by -Mail Identification Envelopes CC -9 Elections: Voter Index Copies Used as the Voting Record at Polling Places CC -10 Elections: Voter Index Original CC -10
Elevations: Plans and Maps — Final PW-2
E-mail Blasts, City Newsletter M/PR-1
E-mail relating to the conduct of the City's business CW-10 Emergency Operations Plan CM -1
Emergency or Disaster Incidents / FEMA - Administrative Records F-3 Emergency Preparedness Files CM -1
Emergency Preparedness CM -1 — CM -2
Eminent Domain / Condemnation Proceedings CC -5
Employee Assistance Program PER -3
Employee Awards PER -3
Employee Personnel Files — Regular, Active, Permanent, Non -Regular, Temporary and Part-time PER -5 Employee Surety Bonds F-12
Employees — Accident, Incident, Injury Reports (Copies) CW-1 Employment Applications or Resumes: Unsolicited (No Open Positions) Candidates Not Hired PER -1 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Encroachment Permits & Agreements: Permanent PW-1
Encroachment Permits & Agreements: Temporary PW-1
End of Elections Section: Elections CC -10
Energy Calculations: Plans - Approved Construction Documents and Plans B-2 Engineering PW-1 — PW-4
Enterprise System Catalogue (posted on line) CC -10
Entitlements, Vacations, Abandonment's and Easements — Recorded Documents / City Property PW-1 Environmental Determinations: Correspondence, Staff Notes PL -2 Environmental Determinations: Inside City Boundaries PL -2 Environmental Determinations: Outside City Boundaries PL -2 Environmental Determinations: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Environmental Feasibility Studies: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Environmental Impact Reports (EIRs): Environmental Determinations - Correspondence, Staff Notes PL -2 Environmental Impact Reports (EIRs): Environmental Determinations - Inside City Boundaries PL -2 Environmental Impact Reports (EIRs): Environmental Determinations - Outside City Boundaries PL -2 Equipment & Vehicles: Maintenance History PW-7
Equipment Disposition / Sales: Auction, Bills of Sale F-11 Equipment: Inventories / Surveys PW-2
Escheat F-3
Ethics Training Certificates CC -5
Ethics Training Courses CW-18
Excessive Force: Complaints — Against Personnel CW-7
Expenditure Ledger: General Ledger & Chart of Accounts: Final Year-end F-3 Expense Account Reports: Accounts Payable / Vendor Files (All Records and Reports) F-7 Expired, Inactive, Withdrawn: Redevelopment Project Files CM -4 External Organizations: Boards, Commissions & Committees CW-5 F
Facilities Projects and City Infrastructure / CIP: — Administration File (Construction) PW-3 Facilities Projects and City Infrastructure / CIP: — Permanent File (Design) PW-3 Faithful Performance / Employee Surety Bonds) F-12
Federal Tax Deposits, Adjustments F-9
Fee Studies CC -10
FEMA / Emergency or Disaster Incidents - Administrative Records F-3 FEMA Claims - Grants: Successful Reports CW-10
Filing System Guide CC -10
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Film Permits PL -3
Final Budgets (Copies) CW-5
Final Grading Permits PL -3
Final Grading Permits PW-1
Final Maps: Recorded Maps PW-4
Finance Administration / Budget Development / Investment F-1 — F-5 Financial Services Database F-3
Fiscal Agent Statements, Investment Account Statements, Pars Statements F-2 Fixed Assets and Inventories — Annual Listing F-3
Fixed Charge Special Assessment Report F-5
Flyers and Brochures: Recruitment PER -6
Formation Records, Assessment District CC -3
FPPC 400 Series Forms (Campaign Filings) Other Committees CC -7 FPPC 400 Series Forms (Campaign Filings) Successful Candidates (Elected Officials) CC -7 FPPC 400 Series Forms (Campaign Filings) Those Not Required to File Original With City Clerk (copies) CC -7 FPPC 400 Series Forms (Campaign Filings) Unsuccessful Candidates CC -7 FPPC 700 Series — Statement of Economic Interests (Economic Interest Filings): Designated Employees & Consultants CC -5 FPPC 700 Series — Statement of Economic Interests (Economic Interest Filings): Public Officials CC -5 FPPC Form 501 Successful Candidates CC -7
FPPC Form 501 Unsuccessful Candidates CC -7
FPPC Form 635 (Economic Interest Filings) Lobbyist Reporting CC -5 FPPC Form 801 (Gift to Agency Report) CC -5
FPPC Form 802 (Tickets Provided by Agency Report) CC -5 FPPC Form 803 (Behested Payment Report) CC -5
FPPC Form 804 (Agency Report of New Positions) CC -6
FPPC Form 806 (Agency Report of Public Official Appointments) CC -6 Franchise Management CM -2
Franchise Tax Board (FTB) Report F-8
FTB (Franchise Tax Board) Report F-8
Fuel Inventories PW-7
Fugitive Dust Applications & Plans (PM 10) PW-3
Fugitive Dust Applications & Plans (PM 10) PW-4
Fund Transfers, Budget Amendments, Budget Transfer Requests, Supplemental Updates F-2 Funded / Successful - Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants CC -6 G
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Gas Tax Report F-5
Gas Tax Revenue Reports F-8
General Files: Correspondence — Routine CW-8
General Ledger & Chart of Accounts: Final Year-end F-3
General Liability Claims — Adults F-12
General Liability Claims - Juveniles & Pregnant Adults F-12 General Plan Elements and Amendments PL -3
General Plan, Zoning, Land Use PL -3
General, Working or Administration Files — Elections CC -8 Generator Operation Logs (for Fixed / Stationary Generators) PW-7 Generator Operation Logs (for Portable /Emergency Generators) PW-7 GIS Database — Historical Output IT -1
GIS Database IT -1
Goals & Objectives: Reference Materials - Produced by Other Departments CW-16 Goals & Objectives: Reference Materials - Produced by Outside Organizations CW-16 Goals & Objectives: Reference Materials - Produced by Your Department CW-15 Grading Permits — Final PL -3
Grading Permits — Final PW-1
Grading Permits (Final) B-1
Grading: Plans and Maps — Final PW-2
Grants — Unsuccessful CW-10
Grants Provided by the City to Others / Outside Agencies (All From the General Fund) CM -1 Grants Received by the City: Grants — Successful Reports CW-10 Grants: Successful Reports CW-10
Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants — Successful / Funded CC -6 Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants — Unsuccessful / Not Funded CC -6 Grievances — All (Copies) CW-11
Grievances (ALL) PER -3
H
Habitual Violators, Liens, or Commercial Complexes B-3
Handbooks: Reference Materials - Produced by Other Departments CW-16 Handbooks: Reference Materials - Produced by Outside Organizations CW-16 Handbooks: Reference Materials - Produced by Your Department CW-15 Harassment Claims PER -2
Harassment Prevention Training Certificates CC -5
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Harassment Prevention Training CW-18
Hazardous Materials Questionnaire: Plans - Approved Construction Documents and Plans B-2 Historical File — Elections CC -8
Historical Lawsuits / Litigation Cases CA -1
Historical Output — GIS Database IT -1
Historical Records, City History CC -4
Historical Reports: Traffic Counts / Volumes PW-6
Historically Significant Reports and Studies CW-16
History File and Municipal Code CC -11
I -9's: Personnel Files — Regular, Active, Permanent, Non -Regular, Temporary and Part-time — Employees PER -5 I -9s PER -4
Identification Envelopes, Vote -by -Mail: Elections CC -9 Implemented / Initiated Projects: Redevelopment Project Files CM -4 Improvement Plans: Assessment / Maintenance District Projects PW-1 Inactive, Withdrawn, Expired: Redevelopment Project Files CM -4 Incident / Injury Reports: PUBLIC ADULTS (medical and non -medical.) F-11 Incident / Injury Reports: PUBLIC JUVENILES and PREGNANT ADULTS (medical and non -medical.) F-11 Incident Reports: CITY VEHICLES with no injuries, City Property F-11 Incident, Injury, Accident Reports - Employees (Copies) CW-1 Incident, Injury, Accident Reports - Members of the Public (Copies) CW-1 Incorporation: City History, Historical Records CC -4
Industrial Waste Permits PW-2
Infrastructure / Land — Insurance Certificates CW-11
Infrastructure / Land — Notice of Completion CW-13
Infrastructure / Land: Change Orders CW-6
Initiated / Implemented Projects: Redevelopment Project Files CM -4 Initiative: Elections — Petitions CC -9
Injury Reports: PUBLIC ADULTS (medical and non -medical.) F-11 Injury Reports: PUBLIC JUVENILES and PREGNANT ADULTS (medical and non -medical.) F-11 Injury, Accident, Incident Reports - Employees (Copies) CW-1 Injury, Accident, Incident Reports - Members of the Public (Copies) CW-1 Inspector Receipts for Ballots: Elections CC -9
Insurance Certificates — For Contracts CW-12
Insurance Certificates — Infrastructure / Land CW-11
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Insurance Certificates — Miscellaneous CC -10
Insurance Certificates — Non -Infrastructure CW-11
Insurance Certificates from Contractors: Project Files - Administration File Construction PW-3 Insurance Certificates: Agreements & Contracts (All): Agreement or Contract, Lease, MOU (Copies) CW-2 Insurance Policies (City -owned) F-12
Interview Notes: Recruitment File PER -6
Inventories / Surveys PW-2
Inventories and Fixed Assets — Annual Listing F-3
Investment / Finance Administration / Budget Development F-1 — F-5 Investment Account Statements, Pars Statements F-2
Investment Portfolio F-4
Investment Statements and Treasurer Reports F-6
Investments / Certificates of Deposits F-4
Invoices From Contract Law Firms — Confidential PER -4
Invoices From Contract Law Firms: Confidential CA -1
Invoices, Accounts Payable (Copies) CW-1
Invoices: Accounts Payable / Vendor Files (All Records and Reports) F-7 Invoices: Agreements & Contracts - Administrative Files With Grant Funding CW-3 Invoices: Agreements & Contracts: Administrative Files — Not Funded by a Grant CM -2 Invoices: Agreements & Contracts: Administrative Files — Not Funded by a Grant CW-2 Invoices: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 IRS 5500 Forms (Employee Benefit Plans) F-9
Issues & Projects, Potential CM -4
Issues & Subjects, Projects CM -1
Issues / Authorizations / Bond Transcripts F-2
J
Job Descriptions / Job Specifications PER -4
Job Specifications / Job Descriptions PER -4
Journal Entries F-4
Journals — Monthly or Periodic F-4
K
L
Labor Compliance: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 LAFCO / Annexations CC -2
Land / Infrastructure — Insurance Certificates CW-11
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Land / Infrastructure — Notice of Completion CW-13
Land / Infrastructure: Change Orders CW-6
Land Use, General Plan, Zoning PL -3
Lawsuits / Litigation: Historical Cases CA -1
Lawsuits / Litigation: Routine Cases CA -1
Lawsuits, Litigation, Pending Litigation CW-12
Lease, MOU, Agreement or Contract: Agreements & Contracts (All) (Copies) CW-2 Lease, MOU, Agreement or Contract: Agreements & Contracts, All Infrastructure CC -1 Lectures and Speeches M/PR-1
Ledgers — Monthly or Periodic F-4
Legal Advertising CW-1
Legislative Advocacy: Support / Oppose Outside Legislation CM -1 Letters: Correspondence — Routine CW-8
Letters: Recruitment File PER -6
Liability Claims — Adults F-12
Liability Claims - Juveniles & Pregnant Adults F-12
Liability Claims / Claims (Copies) CW-6
Liability Claims: Claims CC -5
Liens B-3
Liens: Acquisition and Disposition — City Land and Property CC -4 Litigation / Lawsuits: Historical Cases CA -1
Litigation / Lawsuits: Routine Cases CA -1
Litigation, Pending Litigation, Lawsuits CW-12
Local Government Compensation Report F-5
Log 300 and Logs 200, OHSA Inspections & Citations PER -5 Logs 200 and Log 300, OSHA Inspections & Citations PER -5 Logs, Daily B-1
Logs: Agreements & Contracts - Administrative Files With Grant Funding CW-3 Logs: Agreements & Contracts: Administrative Files — Not Funded by a Grant CM -2 Logs: Agreements & Contracts: Administrative Files — Not Funded by a Grant CW-2 Logs: Correspondence - Transitory / Preliminary Drafts CW-9 Logs: FEMA / Emergency or Disaster Incidents - Administrative Records F-3 Logs: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 Loss Run Reports F-12
M
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Mailing Lists: Correspondence - Transitory / Preliminary Drafts CW-9 Maintenance and Operation Manuals for Various Equipment PW-2 Maintenance and Operation Manuals for Various Equipment PW-8 Maintenance District Projects / Assessment PW-1
Maintenance History: Vehicles & Equipment PW-7
Maintenance of Effort (MOE) Calculations (and other compliance reports) F-5 Maintenance Schedules PW-7
Maintenance PW-7
Manuals - Operation and Maintenance for Various Equipment PW-8 Manuals: Operation and Maintenance for Various Equipment PW-2 Manuals: Reference Materials - Produced by Other Departments CW-16 Manuals: Reference Materials - Produced by Outside Organizations CW-16 Manuals: Reference Materials - Produced by Your Department CW-15 Maps & Plans: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Maps and Plans — Final PW-2
Maps: Assessment / Maintenance District Projects PW-1
Marketing / Promotional Draft Documents: Photos M/PR-1
Marketing / Promotional Final Documents M/PR-1
Massage Therapist Permits PL -3
Master Plan (All) PW-2
Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) / Chemical Use Report Form CW-12 Materials Testing Reports: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Medical Files — Personnel Files (All Employees) PER -5
Meeting Room Registrations: Correspondence - Transitory / Preliminary Drafts CW-9 Members of the Public — Accident, Incident, Injury Reports (Copies) CW-1 Memorandums: Correspondence — Routine CW-8
Minor Projects: Traffic Investigations PW-6
Minutes — ALC PL -1
Minutes — DRC PL -1
Minutes and Resolutions, Planning Commission PL -3
Minutes, Resolutions: Boards, Commissions & Committees — Citizens Advisory formed by City Council CW-4 Minutes: City Council, Redevelopment Agency, Planning Commission and ALC CC -10 Miscellaneous Insurance Certificates CC -10
Miscellaneous Receipts — Revenue from County / State F-8 Miscellaneous Reports: Correspondence — Routine CW-8
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Misconduct: Complaints — Against Personnel CW-7
MOA, Agreement or Contract, Lease: Agreements & Contracts, All Infrastructure CC -1 MOE (Maintenance of Effort) Report F-5
MOE Calculations (Maintenance of Effort) (and other compliance reports) F-5 Monthly Backups IT -1
Monthly or Periodic — Journals, Ledgers, Reconciliations, Registers, Reports, Transaction Histories, Balance Sheets F-4 MOU, Agreement or Contract, Lease: Agreements & Contracts (All) (Copies) CW-2 MOUs, Development Agreements, DDAs, OPAs: Agreements & Contracts CC -2 MSDS / Safety Data Sheet (SDS) / Chemical Use Report Form CW-12 Multi -Family Dwellings, Places of Public Accommodation, Commercial - Approved Construction Documents and Plans: Plans.... B-2 Municipal Code (Copies) CW-12
Municipal Code Administration, Distribution CC -11
Municipal Code and History File CC -11
Municipal Code Violations Citations CM -3
N
Negative Declarations: Environmental Determinations - Correspondence, Staff Notes PL -2 Negative Declarations: Environmental Determinations - Inside City Boundaries PL -2 Negative Declarations: Environmental Determinations - Outside City Boundaries PL -2 Network: Backups— Daily IT -1
Network: Backups— Monthly IT -1
New Addresses / Address Changes B-1
Newsletters: Reference Materials - Produced by Outside Organizations CW-16 Newsletters: Reference Materials - Produced by Your Department CW-15 Newspaper Clippings CM -1
Newspaper Clippings CW-12
Nomination Papers, Candidate Statements — Successful Candidates: Candidate File CC -7 Nomination Papers, Candidate Statements — Unsuccessful Candidates: Candidate File CC -8 Non -Funded / Unsuccessful - Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants CC -6 Non -Infrastructure — Insurance Certificates CW-11
Non -Infrastructure — Notice of Completion CW-13
Non -Infrastructure: Change Orders CW-6
Not Approved, Denied Redevelopment Project Files CM -4
Notes — CEQA / Environmental Determinations PL -2
Notes & Drafts: Drafts that are Revised CW-10
Notes, Videoconference CW-9
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Notice of Completion — Infrastructure / Land CW-13
Notice of Completion — Non -Infrastructure CW-13
Notice of Completion: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Notices of Completion: Agreements & Contracts (All): Agreement or Contract, Lease, MOU (Copies) CW-2 Notices of Violation B-3
Notices: Boards, Commissions & Committees —Citizens Advisory formed by City Council CW-4 Notices: Bond Transcripts / Issues / Authorizations F-2 Notices: Public Hearing Notices, Bids CW-13
NPDES Monitoring Reports / Sewer Monitoring Reports PW-5 Nuisance Abatement / Notices of Violation B-3
0 OASDI, Federal Tax Deposits, Adjustments F-9
Oaths of Office for Election Night Workers, Precinct Officer Appointments: Elections CC -10 Oaths of Office: Elections — Historical File CC -8
Oaths of Office: Personnel Files — Regular, Active, Permanent, Non -Regular, Temporary and Part-time — Employees PER -5 Objectives & Goals: Reference Materials - Produced by Other Departments CW-16 Objectives & Goals: Reference Materials - Produced by Outside Organizations CW-16 Objectives & Goals: Reference Materials - Produced by Your Department CW-15 Obligation Payment Schedules F-5
Occupancy Certificates (Filed with Building Permits) B-1 OES Claims - Grants: Successful Reports CW-10
Offers of Dedication: Acquisition and Disposition — City Land and Property CC -4 Offers of Dedication: Rejected, Unprocessed or Unaccepted PW-2 OPAs, MOUs, Development Agreements, DDAs: Agreements & Contracts CC -2 Operation and Maintenance Manuals for Various Equipment PW-2 Operation and Maintenance Manuals for Various Equipment PW-8 Operational: Complaints / Service Orders CW-7
Opinions, City Attorney CA -1
Opinions: City Attorney (Copies) CW-6
Oppose Outside Legislation / Support: Legislative Advocacy CM -1 Ordering of Signs: Traffic Investigations PW-6
Ordinances (Copies) CW-14
Ordinances: Council & Redevelopment Agency CC -11
Organization Charts PER -4
Organization Structure / Chart of Accounts F-3
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
OSHA Inspections & Citations, Logs 200 and Log 300 PER -5 Outlines and Materials: Training CW-18
Outside Agencies / Grants Provided by the City to Others (All From the General Fund) CM -1 Oversight Board — Minutes CC10
Oversight Board — Resolutions CC -12
Oversight Board: Agenda Packets and Agendas CC -1
Oversize Load Permits PW-6
P
Parking Citations CM -3
Parking Enforcement Appeals CM -4
Pars Statements F-2
Pavement management studies PW-6
Paving: Encroachment Permits & Agreements - Temporary PW-1 Payroll Database F-9
Payroll Journal / Register / W-2 & W-3 Summary Reports — Detail Year -End, or Periodic If No Detail Year -End F-9 Payroll Journal / Registers — Periodic Reports, When A Detail Year -End Report Is Retained F-9 Payroll Tax Returns, Quarterly — DE -6 & 941 Forms F-9
Payroll F-9
Payroll: FEMA / Emergency or Disaster Incidents - Administrative Records F-3 Pending Litigation, Lawsuits, Litigation CW-12
Performance Bonds/Surety: Project Files -City Infrastructure & Facilities Projects/CIP — Administration File (Construction) ... . PW-3 Periodic or Monthly — Journals, Ledgers, Reconciliations, Registers, Reports, Transaction Histories, Balance Sheets F-4 Permissions to Receive Copies of Plans (Correspondence to and from Architects) B-3 Permits, Air Compressor Tank PW-7
Permits, AQMD PW-7
Permits, Building: Expired by Time Limitations B-2
Permits, Film PL -3
Permits, Grading — Final PL -3
Permits, Grading — Final PW-1
Permits, Grading (Final) B-1
Permits, Industrial Waste PW-2
Permits, Massage Therapist PL -3
Permits, Private NPDES: Plans - Approved Construction Documents and Plans B-2 Permits, Special Events CW-17
Permits. Wide Load Permits / Oversize Load Permits PW-6 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Permits: Building Permits (Except cancelled permits where no work was started) B-1 PERS / FICA & Medicare Adjustments F-9
PERS Actuarial Reports PER -5
PERS Reports F-9
Personnel Files — Medical Files (All Employees) PER -5
Personnel Files — Regular, Active, Permanent, Non -Regular, Temporary and Part-time — Employees PER -5 Personnel Files CW-14
Personnel Files: Supervisor's File of Notes CW-14
Personnel PER -1 — PER -5
Petitions — Elections CC -9
Petitions (submitted to Council on any subject - Dog Parks, Parking, Traffic Calming, etc.) CC -11 Petty Cash Vouchers F-7
Photographs, City Related (Digital) IT -1
Photographs, City Related CW-14
Photos: Marketing / Promotional Draft Documents M/PR-1
Pink Slips F-12
Places of Public Accommodation, Commercial, Multi -Family Dwellings - Approved Construction Documents and Plans: Plans.... B-2 Plan Check Files B-1
Planning Commission Agenda Packets PL -3
Planning Commission and ALC Meeting Audio Recordings — Analog - Tapes PL -1 Planning Commission and ALC Meeting Audio Recordings — Digital PL -1 Planning Commission and ALC Meeting Audio Recordings — Digital PL -1 Planning Commission Members: Economic Interest Filings (FPPC 700 Series) Public Officials CC -5 Planning Commission Minutes, Resolutions PL -3
Planning Commission, ALC , City Council and Redevelopment Agency: Minutes CC -11 Planning Commission, ALC, City Council & Redevelopment Agency: Resolutions CC -12 Planning Commission: Resolutions (Copies) CW-17
Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Plans & Maps: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Plans and Maps — Final PW-2
Plans Belonging to Applicant / Submittal Documents: Permits - Expired by Time Limitations B-2 Plans: Approved Construction Documents and Plans — Commercial, Multi -Family Dwellings, Places of Public Accommodation B-2 Plans: Approved Construction Documents and Plans — Expired Permits — Projects That Have Been Started B-3 Plans: Approved Construction Documents and Plans — Residential (All) B-3 Plans: Project Files: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
PM 10 - Fugitive Dust Applications & Plans PW-4
PM 10 - Project Files: Fugitive Dust Applications & Plans PW-3 Policies: Reference Materials - Produced by Other Departments CW-16 Policies: Reference Materials - Produced by Outside Organizations CW-16 Policies: Reference Materials - Produced by Your Department CW-15 Postage: Accounts Payable / Vendor Files (All Records and Reports) F-7 Potential Claims CA -1
Potential Projects & Issues CM -4
Precinct Maps: Elections — General, Working or Administration Files CC -8 Precinct Officer Appointments, Oaths of Office for Election Night Workers: Elections CC -10 Preliminary Budget: Budget Hearing and/or Review F-2
Preliminary Drafts / Transitory — Correspondence CW-9
Preliminary Studies / Project Assessments — Not Acquired PW-2 Preparation Records, Audit Schedules F-1
Press Releases (Copies) CW-15
Press Releases M/PR-1
Press Releases, Public Records Requests: Correspondence — Routine CW-8 Pre -Trip Inspections / Daily Vehicle Inspections PW-8
Prints / Analog: Photographs, City Related CW-14
Private Development — Administration File (Construction) PW-3 Private Development — Permanent File (Design) PW-3
Private NPDES Permits: Plans - Approved Construction Documents and Plans B-2 Procedures: Reference Materials - Produced by Other Departments CW-16 Procedures: Reference Materials - Produced by Outside Organizations CW-16 Procedures: Reference Materials - Produced by Your Department CW-15 Proclamations CM -1
Project Administration: Agreements & Contracts - Administrative Files With Grant Funding CW-3 Project Administration: Agreements & Contracts: Administrative Files — Not Funded by a Grant CM -2 Project Administration: Agreements & Contracts: Administrative Files — Not Funded by a Grant CW-2 Project Administration: Project Files - City Infrastructure & Facilities Projects / CIP — Administration File (Construction) PW-3 Project Assessments / Preliminary Studies — Not Acquired PW-2 Project Files / Subject CA -1
Project Files: Fugitive Dust Applications & Plans (PM 10) PW-3 Project Files: Fugitive Dust Applications & Plans (PM 10) PW-4 Project Files: City Infrastructure and Facilities Projects / CIP — Administration File (Construction) PW-3 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Project Files: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Project Management: FEMA / Emergency or Disaster Incidents - Administrative Records F-3 Project Schedules: Agreements & Contracts - Administrative Files With Grant Funding CW-3 Project Schedules: Agreements & Contracts: Administrative Files — Not Funded by a Grant CM -2 Project Schedules: Agreements & Contracts: Administrative Files — Not Funded by a Grant CW-2 Project Schedules: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 Projects & Issues, Potential CM -4
Projects that have Not been Started: Permits - Expired by Time Limitations B-2 Projects, Subjects & Issues CM -1
Promotional and Cultural Grants / School Grants / Grants -in -Aid / Community Grants — Successful / Funded CC -6 Promotional and Cultural Grants / School Grants / Grants -in -Aid / Community Grants — Unsuccessful / Not Funded CC -6 Promotional Draft Documents / Marketing: Photos M/PR-1
Promotional Final Documents / Marketing M/PR-1
Proof of Publication: City Clerk CC -11
Proof of Publications: Boards, Commissions & Committees —Citizens Advisory formed by City Council CW-4 Prop. 219 Proceedings — Assessment District Ballots: Elections CC -9 Property Acquired by the City — Real Estate Appraisals CC -11 Property and City Land — Acquisition and Disposition CC -4 Property Management Plan F-5
Property Not Acquired — Real Estate Appraisals CC -11
Proposals, Unsuccessful and RFQs: Agreements & Contracts CW-3 Proposed Projects that are Not Pursued or Implemented PL -4 Prospectuses: Bond Transcripts / Issues / Authorizations F-2 Protest Letters - Prop. 219 Proceedings — Assessment District Ballots: Elections CC -9 Public Hearing Notices, Bids: Notices CW-13
Public Information Documents from Other Agencies CM -2
Public Noticing: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Public Official Bonds, (Faithful Performance / Employee Surety Bonds) F-12 Public Records Act Requests CC -11
Public Records Requests: Correspondence — Routine CW-8
Public Safety CM -3
Public Self Insurer Report (SIP Report) F-5
Purchase Orders F-11
Purchase Orders, Purchase Requisitions (Copies) CW-15
Purchase Orders: Accounts Payable / Vendor Files (All Records and Reports) F-7 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Purchase Requisitions, Purchase Orders (Copies) CW-15
Purchasing — Bidder / Vendor List F-11
Purchasing Card Backup Receipts / Cal Card F-11
Purchasing F-11
Q
Quarterly Payroll Tax Returns — DE -6 & 941 Forms F-9
Questionnaires / Surveys (City Issued) CW-17
Questions: Recruitment File PER -6
R
Rail Studies: Regional Organizational Studies & Programs Where Other Agencies Are The Lead PL -4 Reading: Correspondence — Routine CW-8
Real Estate Appraisal Reports CW-15
Real Estate Appraisals — Property Acquired by the City CC -11 Real Estate Appraisals — Property Not Acquired CC -11
Realignments (Closed) PW-4
Recall or Referendum: Elections — Petitions CC -9
Reclassification Requests PER -6
Reconciliations — Monthly or Periodic F-4
Record Drawings: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Record of Survey: Recorded Maps PW-4
Recorded Documents — Abandonment's: Acquisition and Disposition — City Land and Property CC -4 Recorded Documents / City Property: Abandonment's, Easements, Entitlements and Vacations PW-1 Recorded Maps PW-4
Recordings, Videoconference CW-9
Records Destruction Lists / Certificates of Records Destruction / Consents to Destroy Records CC -11 Records Inventories CW-15
Records Management Audit Forms CW-15
Records Retention Schedules CC -12
Recruitment Database (NeoGov) PER -6
Recruitment File: Advertisements, Applications, Tests, Letters, Scantrons, Questions PER -6 Recruitment Flyers and Brochures PER -6
Recycling PW-4
Recycling Programs CM -2
Redevelopment & City Council: Agenda Packets and Agendas CC -1 Redevelopment / Successor Agency CM -4
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Redevelopment Agency & Council: Ordinances CC -11
Redevelopment Agency (Copies) CW-17
Redevelopment Agency Formation CC -12
Redevelopment Agency, Planning Commission, ALC & City Council: Resolutions CC -12 Redevelopment Agency, Planning Commission, ALC and City Council: Minutes CC -10 Redevelopment Project Files: Denied, Not Approved CM -4 Redevelopment Project Files: Implemented / Initiated Projects CM -4 Redevelopment Project Files: Inactive, Withdrawn, Expired CM -4 Redevelopment Project Relocations and Relocation Appeals CM -4 Redevelopment Statement of Indebtedness F-4
Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.) CC -12 Reference Materials - Produced by Other Departments CW-16 Reference Materials - Produced by Outside Organizations CW-16 Reference Materials - Produced by Your Department CW-15 Referendum or Recall: Elections — Petitions CC -9
Regional Organizational Studies & Programs Where Other Agencies Are The Lead PL -4 Register / W-2 & W-3 Summary Reports / Payroll Journal — Detail Year -End, or Periodic If No Detail Year -End F-9 Registers — Monthly or Periodic F-4
Registers / Payroll Journal — Periodic Reports, When A Detail Year -End Report Is Retained F-9 Registry of Public Agencies CC -12
Regulatory Agency Approvals: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Reimbursable Claims - Grants: Successful Reports CW-10
Rejected: Offers of Dedication PW-2
Relocation Appeals and Redevelopment Project Relocations CM -4 Reorganization Studies / Classification / Compensation PER -1 Reports — Building B-3
Reports — Historical: Traffic Counts / Volumes PW-6
Reports — Monthly or Periodic F-4
Reports and Studies — Historically Significant CW-16
Reports: Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants — Successful / Funded CC -6 Reports: Reference Materials - Produced by Other Departments CW-16 Reports: Reference Materials - Produced by Outside Organizations CW-16 Reports: Reference Materials - Produced by Your Department CW-15 Reports: Traffic Investigations PW-6
Requests & Permissions to Receive Copies of Plans (Correspondence to and from Architects) B-3 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Requests for Proposals - Agreements & Contracts (All): Agreement or Contract, Lease, MOU CW-2 & CW-3 Requests from Other Cities: Correspondence - Transitory / Preliminary Drafts CW-9 Resolutions and Minutes, Planning Commission PL -3
Resolutions, Minutes: Boards, Commissions & Committees — Citizens Advisory formed by City Council CW-4 Resolutions: City Council, Planning Commission, ALC and Redevelopment Agency (Copies) CW-17 Resolutions: City Council, Redevelopment Agency, Planning Commission & ALC CC -12 Restrictions: Acquisition and Disposition — City Land and Property CC -4 Resumes or Employment Applications: Unsolicited (No Open Positions) Candidates Not Hired PER -1 Retention Schedules, Records CC -12
Returned Checks Assigned to Collection: Collection Agency F-8 Returned Checks, Credit Card Slips F-8
Revenue from County / State — Miscellaneous Receipts F-8 Revenue Ledger: General Ledger & Chart of Accounts: Final Year-end F-3 Revenue Reports, Gas Tax F-8
Revocations and Business Licenses F-8
RFPs - Agreements & Contracts (All): Agreement or Contract, Lease, MOU CW-2 & CW-3 Right of Way: Acquisition and Disposition — City Land and Property CC -4 Risk Management F-11 — F-13
Roads: Assessment / Maintenance District Projects PW-1
Roster of Council and Board Members CC -12
Roster of Vote -by -Mail Applications, Vote -by -Mail Applications: Elections CC -9 Roster of Voters: Elections CC -10
Rosters, Emergency Personnel CM -2
Routine Correspondence CW-8
Routine Lawsuits / Litigation Cases CA -1
S
Safety Data Sheet (SDS) / Chemical Use Report Form CW-12 Safety Training: Training CW-18
Salary Surveys PER -6
Sales / Equipment Disposition: Auction, Bills of Sale F-11 Sample Ballot: Elections — Historical File CC -8
Sanitary Spills and Overflows (SSOs) PW-4
Sanitary Surveys PW-4
SB 1383 Compliance (Organic Waste Collection and Recycling) PW-4 Scantrons: Recruitment File PER -6
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
School Grants / Grants -in -Aid / Community Grants / Cultural and Promotional Grants — Successful / Funded CC -6 School Grants / Grants -in -Aid / Community Grants / Cultural and Promotional Grants — Unsuccessful / Not Funded CC -6 Scope of Work / Successful Proposal: Agreements & Contracts — All Infrastructure CC -1 Scope of Work / Successful Proposal: Agreements & Contracts — All Non -Infrastructure CC -2 Scope of Work: Specifications/Bids: Agreements & Contracts (All) Agreement or Contract, Lease, MOU (Copies) CW-2 SDS — Safety Data Sheet / Chemical Use Report Form CW-12 Service Orders / Complaints (Operational) CW-7
Service Requests / Work Orders CW-18
Sewage: Plans and Maps — Final PW-2
Sewer Lift Stations Plans PW-4
Sewer Monitoring Reports PW-5
Sewer Monitoring Reports / Wastewater — NPDES Monitoring Reports PW-5 Sewer System Management Plans (SSMP) PW-4
Sewer: Assessment / Maintenance District Projects PW-1
Signature Cards — Banking F-5
Signs: Encroachment Permits & Agreements: Permanent PW-1 Social Media postings relating to the conduct of the City's business CW-17 Soil Reports: Plans - Approved Construction Documents and Plans B-2 Soils Reports: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Solid Waste Reduction / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) PW-4 Speaker Cards CW-17
Special District Payments & Reports / Assessment District F-1 Special Event Permits CW-17
Specifications/Bid Documents: Agreements & Contracts — All Infrastructure CC -1 Specifications/Bid Documents: Agreements & Contracts — All Non -Infrastructure CC -2 Specifications/Bids / Scope of Work: Agreements & Contracts (All) Agreement or Contract, Lease, MOU (Copies) CW-2 Specifications: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Speeches and Lectures M/PR-1
Speed Humps: Traffic Calming PW-6
Speed Surveys PW-6
Spreadsheets: Assessment / Maintenance District Projects PW-1 SSMP - Sewer System Management Plans PW-4
SSOs - Sanitary Spills and Overflows PW-4
Staff Meetings / Committees: Internal — Attended by Employees CW-7 Staff Reports: Boards, Commissions & Committees — Citizens Advisory formed by City Council CW-5 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Staff Reports: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Staff Videoconference Chats, Notes, Recordings CW-9
Stalled Projects: Plans - Approved Construction Documents and Plans — Expired Permits — Projects That Have Been Started.. B-3 State Compensation Insurance Fund F-5
State Controller's Report F-5
Statement of Economic Interests — FPPC 700 Series (Economic Interest Filings): Designated Employees & Consultants CC -5 Statement of Economic Interests — FPPC 700 Series (Economic Interest Filings): Public Officials CC -5 Statement of Facts for Redevelopment Agency CC -12
Statement of Indebtedness, Redevelopment F-4
Statements — Bank, Trustee & Treasurer's Cash F-2
Stop Payments: Checks / Warrants — Voided F-7
Storm Drains: Plans and Maps — Final PW-2
Street Closures: Encroachment Permits & Agreements - Temporary PW-1 Street Cuts: Encroachment Permits & Agreements - Temporary PW-1 Street Mileage: Inventories / Surveys PW-2
Street Names PL -4
Street Reports (and other compliance reports) F-5
Structural Calculations: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 Studies and Reports — Historically Significant CW-16
Studies: Tract Files PW-4
Subcommittees, City Council: Boards, Commissions & Committees (All Records) CW-5 Subject / Project Files CA -1
Subjects & Issues, Projects CM -1
Submittal Documents / Plans Belonging to Applicant: Permits - Expired by Time Limitations B-2 Subpoenas CA -1
Successful / Funded - Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants CC -6 Successful Candidates — Nomination Papers, Candidate Statements: Candidate File CC -7 Successful Candidates: Campaign Filings (FPPC 400 Series Forms) (Elected Officials) CC -7 Successful Proposal / Scope of Work: Agreements & Contracts — All Infrastructure CC -1 Successful Proposal / Scope of Work: Agreements & Contracts — All Non -Infrastructure CC -2 Successful Proposals: Agreements & Contracts (All): Agreement or Contract, Lease, MOU (Copies) CW-2 Successful Reports: Grants CW-10
Successor Agency — Minutes CC10
Successor Agency — Resolutions CC -12
Successor Agency / Oversight Board: Agenda Packets and Agendas CC -1 Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Successor Agency CM -4
Summaries: Traffic Counts / Volumes PW-6
Supervisor's File of Notes: Personnel Files CW-14
Supplemental Updates, Fund Transfers, Budget Amendments, Budget Transfer Requests F-2 Supply Inventories: Correspondence - Transitory / Preliminary Drafts CW-9 Support / Oppose Outside Legislation: Legislative Advocacy CM -1 Surety/Performance Bonds: Project Files -City Infrastructure & Facilities Projects /CIP — Administration File (Construction) PW-3 Surveys / Inventories PW-2
Surveys / Questionnaires (City Issued) CW-17
Surveys, Salary PER -6
Surveys: City Infrastructure and Facilities Projects / CIP — Permanent File (Design) PW-3 SWITRS — Traffic Accident Reports PW-6
System Guide, Filing CC -10
T
Tailgate Training Courses CW-18
Tally Sheets: Elections CC -10
Telephone Messages CW-18
Test Reports: Tract Files PW-4
Tests: Recruitment File PER -6
Text Messages: Correspondence - Transitory / Preliminary Drafts CW-9 Thank Yous: Correspondence - Transitory / Preliminary Drafts CW-9 Time Cards / Time Sheets (Copies) CW-18
Time Cards / Time Sheets F-10
Time Sheets / Time Cards (Copies) CW-18
Time Sheets / Time Cards F-10
Title Reports: Acquisition and Disposition — City Land and Property CC -4 Tract Files (drawings, studies, test reports, etc.) PW-4 Tract Files PW-4
Tract Maps: Recorded Maps PW-4
Trade Tickets F-6
Traffic Accident Reports — SWITRS PW-6
Traffic Calming PW-6
Traffic Counts / Volumes PW-6
Traffic Engineering / Transportation PW-6
Traffic Investigations PW-6
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Traffic Signal Timing PW-6
Traffic: Plans and Maps — Final PW-2
Training — All Course Records CW-18
Training Certificates, Ethics and Harassment Prevention CC -5 Transaction Histories — Monthly or Periodic F-4
Transitory / Preliminary Drafts — Correspondence CW-9
Transmittal Letters: Correspondence - Transitory / Preliminary Drafts CW-9 Transportation / Traffic Engineering PW-6
Transportation / Wide Load Permits: Encroachment Permits & Agreements - Temporary PW-1 Travel Expense Reimbursements: Accounts Payable / Vendor Files (All Records and Reports) F-7 Treasurer Reports and Investment Statements F-6
Treasurer's Cash Statements F-2
Tree Planting Lists / Tree Surveys PW-5
Tree Surveys / Tree Planting Lists PW-5
Trust Accounts F-3
Trustee Statements F-2
U
Unaccepted: Offers of Dedication PW-2
Unalterable media that does not permit additions, deletions, or changes / WORM / DVD-r / CD -r IT -2 Un-cashed Checks / Unclaimed Money: Escheat F-3
Unclaimed Money / Un-cashed Checks: Escheat F-3
Undeliverable Envelopes: Correspondence - Transitory / Preliminary Drafts CW-9 Underground Storage Tank (City Owned) PW-5
Uniform Building Codes (CBC, UBC, UPC, UEC, etc.) B-3
Unprocessed: Offers of Dedication PW-2
Unsuccessful / Non -Funded - Grants -in -Aid / Community Grants / Cultural and Promotional Grants / School Grants CC -6 Unsuccessful Applications: Boards, Commissions & Committees CC -3 Unsuccessful Bids, Proposals and RFQs: Agreements & Contracts CW-3 Unsuccessful Candidates — Nomination Papers, Candidate Statements: Candidate File CC -8 Unsuccessful Candidates: Campaign Filings (FPPC 400 Series Forms) CC -7 Unsuccessful Grants CW-10
Unsuccessful Proposals and RFQs: Agreements & Contracts CW-3 UST - Underground Storage Tank (City Owned) PW-5
Utilities: Encroachment Permits & Agreements: Permanent PW-1 V
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Vacancies on the Council CC -8
Vacation Schedules / Work CW-18
Vacations, Abandonment's, Easements and Entitlements — Recorded Documents / City Property PW-1 Vacations: Acquisition and Disposition — City Land and Property CC -4 Variances: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Vehicle Inspections / Pre -Trip Inspections PW-8
Vehicle Titles / Pink Slips F-12
Vehicles & Equipment: Maintenance History PW-7
Vendor Files / Accounts Payable (All Records and Reports) F-7 Vendor List / Purchasing — Bidder F-11
Video Recordings of City Council Meetings - Video Recordings / DVD-R or VCR (ALL) CC -12 Videoconference Chats, Notes, Recordings CW-9
Voice Mails: Correspondence - Transitory / Preliminary Drafts CW-9 Voided — Checks / Warrants F-7
Volumes / Traffic Counts PW-6
Vote -by -Mail Applications, Roster of Vote -by -Mail Applications: Elections CC -9 Vote -by -Mail Identification Envelopes: Elections CC -9 Voter Index Copies Used as the Voting Record at Polling Places: Elections CC -10 Voter Index Original: Elections CC -10
Voter Registration Information, Application to View CC -7 Vouchers, Petty Cash F-7
W
W-2 & W-3 Summary Reports / Payroll Journal / Register — Detail Year -End, or Periodic If No Detail Year -End F-9 W -2's — Includes Performers State Withholding F-10
W-3 F-9
W-3 & W-2 Summary Reports / Payroll Journal / Register — Detail Year -End, or Periodic If No Detail Year -End F-9 W -4's F-10
W -9s F-7
Warrants / Checks — Canceled F-7
Warrants / Checks — Voided F-7
Waste Collection and Recycling PW-4
Wastewater - NPDES Monitoring Reports / Sewer Monitoring Reports PW-5 Wastewater — NPDES Monitoring Reports / Sewer Monitoring Reports PW-5 Website Content IT -2
Wide Load Permits / Oversize Load Permits PW-6
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
Page No.
Wide Load Permits / Transportation: Encroachment Permits & Agreements - Temporary PW-1 Wire Transfers F-2
Withdrawn, Expired, Inactive: Redevelopment Project Files CM -4 Work / Vacation Schedules CW-18
Work Orders / Service Requests CW-18
Workers Compensation Claims F-13
Working Files: Correspondence — Routine CW-8
Working, Administration or General Files — Elections CC -8 WORM / DVD-r / CD -r / Blue Ray -R or other unalterable media that does not permit additions, deletions, or changes IT -2 X
Y
Z
Zoning Code Amendments: Planning Files — Approved Permanent and Temporary Entitlements — All PL -4 Zoning Map: GIS Database — Historical Output IT -1
Zoning Maps PL -4
Zoning, Land Use, General Plan PL -3
Retention Schedule Index — Indian Wells, CA — FY 21-22 update ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written consent
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE LEGEND
©1995 — 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or "record copy." Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).
Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a "trusted system", etc.
Non -Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition:
Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off -site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) — the form of the record:
Scan / Import (guideline):
Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD -r, DVD-r, WORM, or other media which does not allow changes "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record should be microfilmed
Destroy Paper after Imaged & QC'd / Trustworthy Electronic Record: "Yes" indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, Blue -ray -R, or WORM — Write Once Read Many Media, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked ("QC'd"). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.
Legend for legal citations (§: Section)
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
UFC: Uniform Fire Code
W&I: Welfare & Institutions Code (CA)
B&P: Business & Professions Code (CA)
CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
PRC Public Resources Code
USC: United States Code (US)
CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY WIDE (Used by All Departments)
Personnel /
Risk
Manag.
0180
Accident, incident, injury reports:
EMPLOYEES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr
Copies retained for reference;
GC §34090.7
Personnel /
Risk
Manag.
0180
0300
Accident, incident, injury reports:
MEMBERS OF THE PUBLIC
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:
Before
Payment
Mag, Ppr
Mag, Ppr
Copies retained for reference;
GC §34090.7
Finance /
Accounts
Payable
Accounts Payable, Invoices, etc.
(Exceptions: Confidential attorney
/ personnel invoices - see City
Attorney & Personnel schedules)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Finance Maintains Originals;
GC §34090.7
Lead Dept.
Advertising (Legal)
2 years
2 years
Mag, Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations on
Municipal Government actions
is 3 - 6 months; Statute of
Limitations for mailings for
annexations, special districts,
bonds is 60 days; -GC §§34090,
54960.1(c)(1)
City Clerk
Agenda Staff Reports (City
Council)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr
City Clerk maintains a complete
agenda packet permanently;
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk
0400
Agreements & Contracts (ALL)
Agreement or Contract, Lease,
MOU, etc. Agreement or
Contract includes
Bids/Specifications / Scope of
Work, and Successful Proposal.
Change Orders, Insurance
Certificates and Notices of
Completion are maintained by the
Lead Dept.
Copies
When No
Longer
Required
Copies
When No
Longer
Required
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
All agreements and contracts
are sent to the City Clerk; GC
§34090.7
Inactivo
Lead Dept.
0400
Agreements & Contracts:
ADMINISTRATIVE FILES - NOT
funded by a grant
(Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Copies of
Invoices, Logs, RFP, etc.)
Completion
10 years
Completion
+ 10 years
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
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. 337.1(a), 337.15, 343;
GC §34090
QC & OD
Completion
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.
0400, Let's
talk
Agreements & Contracts:
ADMINISTRATIVE FILES - WITH
grant funding (Correspondence,
Project Administration, Project
Schedules, Certified Payrolls,
Copies of Invoices, Logs, RFP,
etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever
is longer
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
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;
2 CFR 200.334; 24 CFR
91.105(h), 92.505, 570.490, &
570.502(a), CCP §§337.
337.1(a), 337.15, 343; GC
§34090; OMB Circular A-110 &
A-133; GC §34090, GC §8546.7
QC & OD
Completion
Lead Dept.
0170, 0380
Agreements & Contracts:
UNSUCCESSFUL BIDS,
UNSUCCESSFUL PROPOSALS,
and RFQs (Request for
Qualifications) that don't result in a
contract
2 years
2 years
Mag, Ppr
GC §34090
Bids: See Agreements &
Contracts
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
Inactive
Image:
Destroy
(OFR)
Active
(in office)
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
I=Import
M=Mfr
S=Scan
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Boards, Commissions, &
Committees: AUDIO
Staffing
RECORDINGS - DIGITAL - of
City Preference; State law only
Dept.
Meetings (except Council and
P
P
Mag
requires for 30 days; GC
Planning Commission - see City
§54953.5(b)
Clerk's and Planning's schedule)
Boards, Commissions, &
Committees: AUDIO
Staffing
RECORDINGS - TAPES of
Tape
City Preference; State law only
Dept.
Meetings (except Council and
2 years
2 years
(Mag)
requires for 30 days; GC
Planning Commission - see City
§54953.5(b)
Clerk's and Planning's schedule)
Boards, Commissions, &
Committees: Citizens Advisory
Staffing
Dept.
0120
Formed by CITY COUNCIL, other
than ALC and Planning
2 years
2 years
Mag, Ppr
GC §34090
Commission (AGENDA
PACKETS)
Boards, Commissions, &
Committees: Citizens Advisory
Brown Act challenges must be
Staffing
Dept.
0120, 0455
Formed by CITY COUNCIL
(Agendas, Notices, Affidavits of
Postings, Proof of Publications,
etc.)
2 years
2 years
Mag, Ppr
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Staffing
Dept.
0120
Boards, Commissions, &
Committees: Citizens Advisory
Formed by CITY COUNCIL
(MINUTES, RESOLUTIONS)
Exception: Planning Commission
(City Clerk is OFR)
P
P
Yes
Mag, Mfr
OD, Ppr,
S / I
Yes: After
QC & OD
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090
2 yoarG
Staffing
Dept.
0120
Boards, Commissions, &
Committees: Citizens Advisory
Formed by CITY COUNCIL (Staff
Reports)
When No
Longer
Required
Minimum 2
years
When No
Longer
Required
Minimum 2
years
Mag, Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing
Dept.
0120
Boards, Commissions, &
Committees: City Council
Subcommittees (All records)
2 years
When No
Longer
Required
2 years
Mag, Ppr
Subcommittees can not take
action -- all recommendations
go to the full Council; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
0120
Boards, Commissions, &
Committees: External
Organizations (e.g. County Board
of Supervisors)
When No
Longer
Required
Mag, Ppr
Non -records
Brochures: See Reference
Materials
Finance /
Admin.
0330
Budgets - Finals
Copies
When No
Longer
Required
Copies
When No
Longer
Required
Yes:
Current
Fiscal Year
Mag, Mfr,
OD, Ppr
S/I
Yes: After
Copies; Final must be filed with
County Auditor; GC §34090.7,
40802, 53901
QC & OD
5 y am
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounts
Receivable
0390
Cash Receipts Detail / Backup /
Accounts Receivable
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr
GC §34090.7
Lead Dept.
0400
Change Orders - Infrastructure /
Land
Completion
P
P
Yes:
Before
Completion
Mag, Mfr,
OD, P r
p
S / I
Yes: After
QC & OD
City Preference; All
infrastructure change orders
should be permanent for
emergency preparedness;
Statute of Limitations is 4 years;
10 years for Errors &
Omissions; CCP §§337.
337.1(a), 337.15, 343; GC
§34090, Contractor has
retention requirements in 48
CFR 4.703
Inactive
Lead Dept.
0400
Change Orders Non -
Infrastructure (Examples of Non -
Infrastructure:
Infrastructure: Consultants,
Franchises, Landscaping,
Painting, Paving, Slurry Seals,
Tree Trimming, Leases,
Personnel, Professional Services,
etc.)
Completion
10 years
Completion
+ 10 years
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Covers E&O Statute of
Limitations ; Published Audit
7 years; Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC
§34090
QC & OD
Complction
City
Attorney
0450
City Attorney: Opinions
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr
S / I
Yes: After
GC §34090.7
QC & OD
Pte
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Personnel /
Risk
Manag.
0180
Claims / Liability Claims
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:
Before
Settlement
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Copies retained in department
for 1 year; Risk Management
administrates claim; GC
§§34090.7, 34090.6
QC & OD
Sctticmcnt
Lead Dept.
0100
Committees / Staff Meetings:
Internal attended by employees
(e.g. Records Management
Committee, In -House Task
Forces, etc.)
2 years
2 years
Mag, Ppr
GC §34090
Lead
(Respond-
ing) Dept.
0100, 0210,
0760
Complaints (against Personnel -
e.g. misconduct, abuse, excessive
force, etc.)
Final
Disposition
+ 5 years
Final
Disposition
+ 5 years
Yes:
Before
Disposition
Mag, Ppr
Statute of Limitations for public
official misconduct is discovery
of offense + 4 years ; State and
Fed laws is until final disposition
of formal complaint; State
requires 2 years after action;
EVC § 1045, GC §§12946,
12960, 34090; PC §§801.5,
803(c), VC §2547
Lead Dept.
0100, 0210,
0760
Complaints / Service Orders
(operational)
3 years
3 years
Mag Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §-340 et seq.,
342, -GC §34090
Contracts: See Agreements
Copies or duplicates of any record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr
GC §34090.7
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives
the City's
Original
Document
(from an
outside
source)
0100, 0110,
0210
Correspondence - ROUTINE
(Content relates in a substantive
way to the conduct of the
public's business)
(e.g. Letters, Memorandums,
Administrative, Chronological,
General Files,
2 years
2 years
Mag, Ppr
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept. that
Authors
Document
or
Receives
the City's
Original
(from an
outside
source)
0100, 0110,
0210
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS,
Interagency and lntraagency
Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for future
reference
(e.g. calendars, checklists, instant
messaging, inventories,
invitations, logs, mailing lists,
meeting room registrations,
speaker slips, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text
messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
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,
6252, 6254(a); 64 Ops. Cal.
Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court
(Smith). S218066. Supreme
Court of California, 2017
Lead
Depart.
Databases
Indefinite
Indefinite
Yes
Mag.
Data is interrelated; GC §34090
et seq.
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods (retention resumes after settlement or completion).
Lead Dept.
Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine if
a record is considered a draft.
GC §§34090, 6252, 6254(a)
Lead
Depart.
E-mail relating to the conduct of
the City's business
2 years
2 years
Yes
Mag.
City preference; GC §§34090,
6252, 6254(a); 64 Ops. Cal.
Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court
(Smith). S218066. Supreme
Court of California, 2017
Lead Dept.
0390, 0640,
0660
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL Reports,
Audit Reports, other records
required to pass the funding
agency's audit, if required)
Grants received by the City,
including CDBG
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, P r
p
S /1
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
Inactive
Lead Dept.
0390, 0640,
0660
Grants (UNSUCCESSFUL
Applications, Correspondence)
2 years
2 years
Mag, Ppr
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods (retention resumes after settlement or completion).
Personnel
Grievances ALL
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag, Ppr
City Preference; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Lead Dept.
0400
Insurance Certificates
Infrastructure / Land
Completion
P
P
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
City Preference; All
infrastructure change orders
should be permanent for
emergency preparedness;
Statute of Limitations is 4 years;
10 years for Errors &
Omissions; CCP §§337.
337.1(a), 337.15, 343; GC
§34090, Contractor has
retention requirements in 48
CFR 4.703
QC & OD
Completion
Lead Dept.
0400
Insurance Certificates - Non-
Infrastructure (Examples of Non-
Infrastructure: Consultants,
Franchises, Landscaping,
Painting, Paving, Slurry Seals,
Tree Trimming, Leases,
Personnel, Professional Services,
etc.)
Completion
10 years
Completion
+ 10 ears
y
Yes:
Before
Completion
Mag, Mfr,
r
OD, Ppr'
p
S / I
Yes: After
Covers E&O Statute of
Limitations ;Published Audit
Standards=4 7 years; Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC
§34090
QC & OD
Completion
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk
0180
Insurance Certificates (for
Contracts, etc.)
Forward to
City Clerk
When No
Longer
Required
(Upon
Settlement)
Forward to
City Clerk
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
GC §34090.7
QC & OD
Cerpletien
City
Attorney
0470
Lawsuits, Litigation, Pending
Litigation
When No
Longer
Required
(Upon
Settlement)
Yes:
Before
Settlement
Mag, Mfr,
OD, Ppr
S / I
Yes: After
City Attorney is OFR for
lawsuits; Risk Management
administrates claim; GC
§§34090.7, 34090.6
QC & OD
Settlement
Minutes: See Commissions,
Committees and Boards
Lead Dept.
Material Safety Data Sheet
(MSDS) / Safety Data Sheet (SDS)
/ Chemical Use Report Form (or
records of the chemical /
substance / agent, where & when
it was used)
30 years
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;
8 CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(ii)(B),
GC 34090
Inactive
City Clerk
0460
Municipal Code (these are copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:
Current
Original
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Return any whole unused codes
to the City Clerk; Originals
maintained by City Clerk
Permanently; GC §34090
QC & OD
Lead Dept.
Newspaper Clippings
When No
Longer
Required
When No
Longer
Re•uired
Ppr
Non -records - may be obtained
from the newspaper company;
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.
0400
Notice of Completion
Infrastructure / Land
Completion
P
P
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
City Preference; All
infrastructure change orders
should be permanent for
emergency preparedness;
Statute of Limitations is 4 years;
10 years for Errors &
Omissions; CCP §§337.
337.1(a), 337.15, 343; GC
§34090, Contractor has
retention requirements in 48
CFR 4.703
Inactive
Lead Dept.
0400
Notice of Completion- Non-
Infrastructure (Examples of Non -
Infrastructure:
Infrastructure: Consultants,
Franchises, Landscaping,
Painting, Paving, Slurry Seals,
Tree Trimming, Leases,
Personnel, Professional Services,
etc.)
Completion
10 years
Completion
+ 10 years
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Covers E&O Statute of
Limitations ;Published Audit
7 years; Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC
§34090
QC & OD
Completion
Staffing
Dept.
0120, 0380,
0420, 0450
Notices: Public Hearing Notices,
bids, etc.
(See Correspondence: Transitory
for undeliverable envelopes)
2 years
2 years
Mag, Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; statute of
Limitations for mailings for
annexations, special districts,
bonds is 60 days; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk
0460
Ordinances
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag, Mfr,
OD, Ppr
S
No
Originals maintained by City
Clerk Permanently; GC §34090
Personnel
0530
Personnel Files
Upon
Separation,
Send All
Originals to
Personnel
Upon
Separation,
Send All
Originals to
Personnel
Before
Separation
Mag, Ppr
Ensure records kept in
Department files comply with
City policy (all originals are sent
to Human Resources, only the
Supervisor's file is maintained in
departments); GC §34090.7
Personnel
0530
Personnel Files (Supervisors File
of notes - incorporated into Annual
Performance Evaluations)
1 year
1 year
Before
Annual
Performanc
e
Evaluation
Mag, Ppr
Preliminary Drafts, Notes
maintained in a separate folder
to be incorporated into
performance evaluation; GC
§34090 et seq.
Lead Dept.
0160
Photographs, City Related (analog
/ prints)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Digital photographs are
maintained by Information
Technology; Some photographs
may be retained permanently as
historical records, some may be
destroyed right away; some
photographs are drafts that
become part of a newsletter or
other documents; GC §34090 et
seq.
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Marketing
& Public
Relations
0160
Press Releases
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:
Before
Payment
Mag, Ppr
GC §34090.7
Finance /
Purchasing
0380
Purchase Orders, Purchase
Requisitions
Copies
When No
Longer
Required
Copies
When No
Longer
Required
Yes:
Before
Payment
Mag, Ppr
Purchasing is OFR; Financial
records are audited annually;
GC §34090.7
Lead Dept.
Real Estate Appraisal Reports
When No
Longer
Required -
Minimum 7
years
When No
Longer
Required -
Minimum 7
years
Mag, Mfr
/1
Yes: After
Department preference (not
accessible to the public until
close of escrow); USPAP
(Uniform Standards of
Professional Appraisal Practice)
ethical standards require
appraisers to retain records for
at least 5 years, or final
disposition + 2 years, if used in
a judicial proceeding; statewide
guidelines show 2 years; GC
§§34090, 6254(h)
OD, Ppr
QC & OD
Lead Dept.
0170
Records Inventories
Indefinite
Indefinite
Yes
Mag
Data is superseded; GC §34090
Lead Dept.
0170
Records Management Audit
Forms
2 years
2 years
Mag, Ppr
GC §34090
Lead Dept.
0100, 0710,
0730,
Reference Materials: Policies,
Procedures, Reports, Activity
Reports, Brochures, Manuals,
Newsletters, Directives, Goals &
Objectives, Handbooks, etc.:
Produced by YOUR Department
Minimum of
2 years
Minimum of
2 years
Mag, Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 0100, 0710,
0730,
Reference Materials: Policies,
Procedures, Reports, Activity
Reports, Brochures, Manuals,
Newsletters, Directives, Goals &
Objectives, Handbooks, etc.:
Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
,
Mag, Ppr
Non -Records
Lead Dept.
0100
Reference Materials: Policies,
Procedures, Reports, Activity
Reports, Brochures, Manuals,
Newsletters, Directives, Goals &
Objectives, Handbooks, etc. :
Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag, Ppr
Copies; GC §34090.7
Reference or Working Files: See
Correspondence
Lead Dept.
0100, 0620,
0625, 0710,
0730, 0760,
0770, 0840,
0850, 0860
Reports and Studies (Historically
significant)
10 years
P
P
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Administratively and Historically
significant, therefore retained
permanently; GC §34090
QC & OD
10 ycarc
Lead Dept.
0100, 0620,
0625, 0710,
0730, 0760,
0770, 0840,
0850, 0860
Reports and Studies (other than
Historically significant reports -
e.g. Annual Reports)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Information is outdated after a
period of time; statewide
guidelines propose 2 years; If
historically significant, retain
permanently; GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations sus end normal retention periods (retention resumes after settlement or completion).
City Clerk
0460
Resolutions - City Council,
Planning Commission, ALC, and
Redevelopment Agency (these are
copies)
Copies -
When No
Longer
Required
Copies
When No
Longer
Required
Yes (all)
Mag, Mfr,
OD, Ppr
S
No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead
Depart.
Social Media postings relating to
the conduct of the City's business
2 years
2 years
Yes
Mag.
City preference; GC §§34090,
6252, 6254(a); 64 Ops. Cal.
Atty. Gen. 317 (1981)); City of
San Jose v. Superior Court
(Smith). S218066. Supreme
Court of California, 2017
Lead Dept.
Speaker Cards (submitted at
public meetings)
Copies
When No
Longer
Required
Copies
When No
Longer
Required
Ppr
Transitory records not retained
in the ordinary course of
business (used to accurately
produce minutes); GC §§34090
et seq., 6254(a)
Lead Dept.
0160, 0610?
Special Event Permits
4 years
4 years
Yes: Until
Event
Completed
Mag, Ppr
Statute of Limitations any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; GC §34090, CCP §§337,
343
Lead Dept.
0100
Surveys / Questionnaires (that the
City issues). If a summary of the
data is compiled, the survey forms
are considered a draft or transitory
record, and can be destroyed
when no longer required.
2 years
2 years
Mag, Ppr
GC §34090
Tapes: See Boards &
Commissions
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.
Telephone Messages
When No
Longer
Required
When No
Longer
Required
Ppr
As long as they are not retained
in the "Regular Course of
Business". Consult the City
Attorney to determine if a record
is considered a draft. GC
§34090, GC §6252
Finance /
Payroll
0360
Time Cards / Time Sheets
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag
Copies; GC §34090.7
Lead Dept.
Training - All Course Records
(Attendance Rosters, Outlines and
Materials; includes Ethics,
Harassment Prevention & Safety
training & Tailgate Training
Meetings)
2 years
5 years
7 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 •
3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1602.31, LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Inactive
Lead Dept.
0100
Work / Vacation Schedules
2 years
2 years
Mag, Ppr
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 19.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-19 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site, OD
or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Dept.
Providing
Service /
Work
0100
Work Orders / Service Requests
(Department providing service
retains originals; department
asking for service is considered a
copy)
3 years
3 years
Mag Ppr
Consistent with operational
complaints; CCP §§338 et seq.,
340 et seq., 342, GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - BUILDING Page B-1
Office of
Record
File No.
Records Description Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING
Building
0490, 0700
Address Changes / New Addresses
2 years P
P
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090
QC & OD
No
Building
Building Permit Database
Yes (all)
Mag
Department Preference - Data is
interrelated; GC §34090, H&S
§19850
Building
Certificates of Occupancy (filed with
Building Permits)
P
P
Yes (all)
MfMi, OD,
Ppr
S / I
Yes:
After QC
Statewide guidelines propose life
of building; GC §34090
& OD
l yeaf
Building
0170
Daily Logs
When No
Longer
Required
When No
Longer
Required
Ppr
Transitory record not retained in
the ordinary course of business
(entered into Building Permit
database); GC §34090 et seq.
Public
Works /
Engineer.
0720
Grading Permits (final)
When No
Longer
Required
When No
Longer
Required
Ppr
Public Works is OFR; GC
§34090.7
Building
0710, 0950
PERMITS: Building Permits (except
cancelled permits where no work
was started)
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Statewide guidelines propose
permanent; GC §34090
& OD
00 day:,
Planning
Plan Check Files
When No
Longer
Required
When No
Longer
Required
Ppr
Planning is OFR; GC §34090.7
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - BUILDING Page B-2
Office of
Record
File No.
Records Description Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building
0710, 0950
PERMITS: Expired by Time
Limitations (Abandoned) Building
Permits - Projects that have NOT
been Started (Submittal 180 days
Documents / Plans belonging to
applicant - both residential and
commercial)
180 days
Yes (all)
Mag,
Ppr
Mag,
Mfr, OD,
Ppr
S / I
Department Preference to cover
the period of time for reduced
fees; Permits expire if work is not
commenced within 180 days, and
may be extended for 180 days if
requested; GC §34090
Building
PLANS: Approved Construction
Documents and Plans -
COMMERCIAL, MULTI -FAMILY
DWELLINGS, PLACES OF PUBLIC
ACCOMMODATION (includes soils
reports, energy calculations,
commercial structural plans,
commercial structural calculations,
Private NPDES permits, Hazardous
Materials Questionnaire,
applications, etc.)
P
P
Yes:
After QC
& OD
Department Preference; Law
requires for the life of the building
for commercial and common
interest dwellings; Statewide
guidelines propose 2 years for
blueprints & specifications; CBC
104.7 & 107.5, H&S§19850, GC
§34090
Building
PLANS: Approved Construction
Documents and Plans - EXPIRED
PERMITS - Projects that have been
Started ("Stalled" projects, etc. -
includes applications)
When No
Longer
Required -
Minimum
180 days
When No
Longer
Required -
Minimum
180 days
Yes (all)
Mag,
Ppr
Department Preference; Permits
expire if work is not commenced
within 180 days, and may be
extended for 180 days if
requested; H&S§19850, GC
§34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - BUILDING Page B-3
Office of
Record
File No.
Records Description Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building
PLANS: Approved Construction
Documents and Plans -
RESIDENTIAL (all)
180 days
180 days
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Department Preference; Law
requires for the life of the building
for commercial only; Statewide
guidelines propose 2 years for
blueprints & specifications; CBC
require plans be retained 180 days
from completion date for
residential and appurtenances;
CBC 104.7 & 107.5, H&S§19850,
GC §34090
Building
0700
Reports - Building
When No
Longer
Required
When No
Longer
Required
Pag'
p
Transitory records not retained in
the ordinary course of business;
GC §34090
Building
Requests & Permissions to Receive
Copies of Plans (Correspondence to
and from Architects)
2 years
2 years
Ppr'
GC §34090
Building
Uniform Building Codes / California
Building Code (CBC, UBC, UPC,
UEC, etc.)
When
Superseded
When
Superseded
Mag,
Ppr
GC §50022.6
CODE ENFORCEMENT
Building /
Code
Enforcem
ent
0440
Code Enforcement Case Files /
Nuisance Abatement / Notices of
Violation
2 years after
Satisfactorily
Resolved
2 years after
Satisfactorily
Resolved
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Case is open until satisfactorily
resolved (some cases are not
resolved); City Clerk maintains
original staff reports and
resolutions that are presented to
Council; CFC §104.3.4, GC
§34090
f
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - BUILDING Page B-4
Office of
Record
File No.
Records Description Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Building /
Code
Enforcem
ent
0440
Code Enforcement Case Files /
Nuisance Abatement / Notices of
Violation - Habitual Violators,
Liens, or Commercial Complexes
Resolution /
Payment + 3
Years
P
P
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Department Preference; CFC
§104.3.4, GC §34090
& OD
ar
Building /
Code
Enforcem
ent
0440
Code Enforcement Case Files /
Nuisance Abatement / Notices of
Violation - Routine, No liens, not
Commercial Complexes
Resolution /
Payment + 3
years
Resolution /
Payment + 3
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Department Preference; CFC
§104.3.4, GC §34090
& OD
1 yeaf
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA -1 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
(lC,d?
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 ATTORNEY
City Attorney
0450
City Attorney Opinions
P
P
Yes
Mag, Mfr,
OD, Ppr
p
S / I
Yes:
Department Preference; GC
§34090
After QC
& OD
City Attorney
0300
Invoices from contract law firms
(confidential)
2 years
3 years
5 years
Yes: Until
Paid
Yes: Until
Resolution
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S I
Yes:
After QC
Finance is OFR for other
invoices; Department Preference
to cover auditing standards;
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
& OD
r
City Attorney
0470
Lawsuits / Litigation Historical
Cases
Resolution
P
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference for
historical purposes; CCP §§ 337
et seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
& OD
Settled
City Attorney
0470
Lawsuits / Litigation - Routine
Cases
Resolution
5 years
Resolution +
5 years
Mag, Mfr,
OD, Ppr
S I
Yes:
After QC
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5(b)
& OD
Settled
Personnel
Potential Claims
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Copies; GC §34090.7
City Attorney
Subject / Project Files (Cable TV,
etc.)
When No
Longer
Required
(minimum 2
years)
When No
Longer
Required
(minimum 2
years)
Mag, Ppr
Some material may be required
for reference, depending upon
subject; GC §34090
City Attorney
Subpoenas 2 years
2 years
Ppr
GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -1
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
(OFR)
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
0455
Affidavits of Postings
2 years
2 years
PPS'
Statute of Limitations for mailings
for annexations, special districts,
bonds is 60 days; Municipal
Government actions is 3 - 6
months; GC §34090
City Clerk
Mfrag,
, OD,
Ppr
S / I
Yes: After
Department Preference; GC
§34090 et seq.
Agenda Packets and Agendas -
(City Council & Redevelopment /
Successor Agency / Oversight
Board)
P
P
QC & OD
City Clerk
0400
Agreements & Contracts (ALL
INFRASTRUCTURE) Agreement
or Contract, Lease, MOU, etc.
Agreement or Contract includes
Specifications/Bid Documents and
Successful Proposal/ Scope of
Work)
Examples of Infrastructure:
Architects, buildings, bridges,
covenants / CC&Rs, golf course
redesign / construction,
development, park improvements,
property restrictions, reservoirs,
settlement, sewers, sidewalks,
street & alley improvements,
utilities, water.
Completion
P
P
Yes:
Before
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD
Department Preference; All
infrastructure, JPAs, & Mutual
Aid 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. 337.1(a), 337.15,
343; GC §34090, Contractor has
retention requirements in 48 CFR
4.703(a)
anactivo
Completion
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -2
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
(OFR)
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: Litvation, comelaints, claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk
0400
Agreements & Contracts
(Development Agreements,
Completion
P
P
Yes:
Before
Mag,
Mfr, OD,
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,
DDAs OPAs, MOUs, etc.)
Completion
Ppr
faae+ve
343; GC §34090, Contractor has
retention requirements in 48 CFR
4.703
Agreements & Contracts (ALL
NON -INFRASTRUCTURE)
Examples of Non -Infrastructure:
Consultants, Franchises,
Landscaping, Painting, Paving,
Slurry Seals, Tree Trimming,
Leases, Personnel, Professional
Services, etc.) Agreement or
Contract, Lease, MOU, etc.
Yes:
Mag,
Yes: After
Covers E&O Statute of
Limitations (insurance certificates
are filed with agreement);
Published Audit Standards=4-7
years; Statute of Limitations:
City Clerk
0400
Agreement or Contract includes
Completion
10 years
Completion
Before
Mfr, OD,
S / I
QC & OD
Contracts & Spec's=4 years,
Specifications/Bid Documents and
+ 10 years
Completion
Ppr
Completion
Wrongful Death=comp. + 5
Successful Proposal / Scope of
Work)
Examples of Non -Infrastructure:
Consultants, Franchises,
Landscape Maintenance, Painting,
Slurry Seals (Paving), Tree
Trimming, Leases, Human
Resources, Professional Services
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§337. 337.1(a), 337.15,
343; GC §34090
City Clerk
0625
Annexations / LAFCO
P
Mag,
Yes: After
P
Mfr, OD,
S / I
QC & OD
Land Records; GC §34090
Ppr
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -3
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation,
City Clerk
comelaints,
0410
claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Assessment District Formation
Records
P
P
Mag,
Mfr, OD,
r
S / I
Yes: After
Department Preference; GC
§34090 et seq.
QC & OD
City Clerk
Audio Recordings of Council
Meetings - Analog - Tapes (Audio
Tapes or Digital Recordings)
5 years
5 years
Mag
Department Preference to match
expected life of audio cassettes;
State law only requires for 30
days; Council Policy A-11 allows
destruction after 30 days; GC
§54953.5(b)
City Clerk
Audio Recordings of Council
Meetings - Digital (Audio Digital
Recordings)
P
P
Mag
Department Preference; State
law only requires for 30 days;
Council Policy A-11 allows
destruction after 30 days; GC
§54953.5(b)
City Clerk
0160
Biographical Data - City Council
Term of
Office + 2
years
Term of
Office + 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department preference; GC
§34090
QC & OD
No
City Clerk
0120
Boards, Commissions &
Committees - APPLICATIONS:
APPOINTED
Duration of
Office
P
P
Mag,
Ppr
Department preference for
Planning & ALC members;
Statute of Limitations: Public
official misconduct is discovery of
offense + 4 years, Statewide
guidelines propose Appointment
+ 5 years; GC §34090; PC
§§801.5, 803c
City Clerk
0120
Boards, Commissions &
Committees - APPLICATIONS:
UNSUCCESSFUL
2 years
2 years
Ppr'
GC §34090 et seq.
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -4
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation,
City Clerk
comelaints,
0120, 0420
claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Boards, Commissions &
Committees - Appointment
Certificates
P
P
Mag,
Mfr, OD,
S / I
Yes: After
Department Preference; Statute
of Limitations: Public official
misconduct is discovery of
offense + 4 years, GC §34090;
PC §§801.5, 803c
QC & OD
Ppr
City Clerk
0120
Boards, Commissions, &
Committees: Bylaws
P
P
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Notes taken to facilitate the
writing of the minutes can be
after minutes have
been adopted; GC §34090
QC & OD
2 y am destroyed
Finance
0330
Budgets and CIP Budget Final
Adopted
Copies
When No
Longer
Required
Copies
When No
Longer
Required
Yes:
Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090.7
QC & OD
1 -Year
City Clerk
0160,
00625
City History, Historical Records
(e.g. Incorporation, City Seal, etc.)
P
P
Mag,
Mfr, OD,
Ppr
S
Yes: After
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
QC & OD
Ne
City Clerk
0490, 0730
City Land and Property -
Acquisition and Disposition
(Recorded Documents -
Abandonments, Deeds,
Easements, Covenants, Liens,
Offers of Dedication, Title Reports,
Restrictions, Right of Way,
Vacations, etc.)
2 years
P
P
Mag,
Mfr, OD,
Ppr
S / I
No
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -5
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
(OFR)
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: Liti9ation, comelaints, claims, public records act re uests, audits and/or investigations
suspend normal retention
periods (retention resumes after settlement or completion).
Mag,
Yes: After
City Clerk
0160
City Newsletters, City Publications
2 years
P
P
MfPpOD,
S / I
QC &OD
Department preference for
of Significant Historical Value
e
Historical Value; GC §34090
Personnel
/ Risk
Claims (Liability Claims)
2 years
2 years
Yes: Until
Mag,
Mfr, OD,
S
Yes: After
QC & OD
Department Preference (copies);
Manage.
Settlement
Ppr
Settled
§34090.7
City Clerk
0490, 0700
Condemnation Proceedings /
Eminent Domain
Settle + 5
years
Settle + 5
years
Mag,
Ppr
Meets all auditing requirements;
GC §34090
City Clerk
0445
Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests):
DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the
City's Conflict of Interest code)
2 years
5 years
7 years
Mag,
Mfr,
S
After 2
years
City maintains original
statements; GC §81009(e) & (g)
City Clerk
0445
Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests): PUBLIC
OFFICIALS (elected & not elected.
Includes City Council Members,
Planning Commission Members,
City Manager, City Treasurer & City
Attorney)
Duration of
Office + 4
years
Duration of
Office + 4
years
Mfr, OD,
Ppr
S
After 2
years
Department Preference; City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f) & (g)
City Clerk
0445
Economic Interest Filings (FPPC
Form 602/635) - Lobbyist
Authorization Reporting
5 years
5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After 2
years
2 CCR 18615(d), GC §34090
City Clerk
Ethics Training Certificates /
Harassment Prevention Training
Certificates
5 years
Mag,
Yes: After
5 years
Mfr, OD,
S / I
QC & OD
GC §53235.2(b), §53237.2(b)
Ppr
1 y or
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -6
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation, comelaints,
City Clerk
claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
FPPC Form 801 (Gift to Agency
Report)
7 years
7 years
Mag,
Ppr
Must post on website; GC
§81009(e); GC §34090;
City Clerk
FPPC Form 802 (Tickets Provided
by Agency Report)
7 years
7 years
Mag,
Ppr
Must post on website for 4 years;
GC §81009(e); GC §34090
City Clerk
FPPC Form 803 (Behested
Payment Report)
7 years
7 years
Mag,
Ppr
GC §81009e; GC §34090
City Clerk
FPPC Form 804 (Agency Report of
New Positions)
P
P
Mag,
Ppr
FPPC Regulation 18734(c); GC
§81009e; GC §34090
City Clerk
FPPC Form 805 (Agency Report of
Consultants)
P
P
Mag,
Ppr
FPPC Regulation 18734(c); GC
§81009e; GC §34090
City Clerk
FPPC Form 806 (Agency Report of
Public Official Appointments)
7 years
7 years
Mag,
Ppr
Must post on website;; GC
§81009(e)&(g); 2 CCR
18702.5(b)(3)
City Clerk
0390,
0640, 0660
Grants -in -Aid / Community Grants /
Cultural and Promotional Grants /
Schools Grants (SUCCESSFUL /
FUNDED Reports, Audit Reports,
Agreements, other records required
to pass the funding agency's audit,
if required)
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
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; HUD requires 3
years; statewide guidelines
propose 4 years; 2 CFR 200.333;
24 CFR , 91.105(h), &
570.502(b), 29 CFR 97.42; GC
§34090; GC §8546.7
tnactivc
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -7
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation,
City Clerk
comelaints,
0640,90660
claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Grants -in -Aid / Community Grants /
Cultural and Promotional Grants /
Schools Grants (UNSUCCESSFUL
/ NOT FUNDED Applications,
Correspondence)
2 years
2 years
Ppr'
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -8
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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 - ELECTIONS - CONSOLIDATED
City Clerk
Applications to View Voter
Registration Information
5 years
5 years
Ppr
EC 2188(f)
City Clerk
0450
Campaign Filings (FPPC 400
Series Forms & Form 501):
SUCCESSFUL CANDIDATES
(Elected Officials)
2 Years
P
P
Mfr, OD,
Ppr
S
After 2
years
Paper must be retained for at
least 2 years; GC §81009(b)&(g)
City Clerk
0450
Campaign Filings (FPPC 400
Series Forms & Form 501):
UNSUCCESSFUL CANDIDATES
5 years
5 years
Ppr
Mfr, OD,
Ppr
S
After 2
years
Paper must be retained for at
least 2 years; GC §81009(b)&(g)
Paper must be retained for at
least 2 years; GC §81009(c)&(g)
Paper must be retained for at
least 2 years; GC §81009(f)&(g)
City Clerk
0450
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate -controlled)
7 years
7 years
City Clerk
0450
Campaign Filings (FPPC 400
Series Forms): THOSE NOT
REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years
P
4 years
P
Mfr, OD,
Ppr
S
After 2
years
City Clerk
0450
Candidate File: Nomination Papers,
Candidate Statements, etc. -
SUCCESSFUL CANDIDATES
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference;
Statewide guidelines proposes 4
years for successful candidates,
2 years for unsuccessful; CA law
states term of office and 4 years
after the expiration of term and
does not delineate between the
two; EC §17100
QC & OD
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -9
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation,
City Clerk
comelaints,
0450
claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Candidate File: Nomination Papers,
Candidate Statements, etc. -
UNSUCCESSFUL CANDIDATES
Election + 4
years
Election + 4
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Statewide guidelines proposes 4
years for successful candidates,
2 years for unsuccessful; CA law
states term of office and 4 years
after the expiration of term and
does not delineate between the
two; EC §17100
QC & OD
City Clerk
Candidate File: Potential
Candidates that pulled nomination
papers, but never filed them
2 years
2 years
Ma,
r
GC §34090
City Clerk
0450
Elections - GENERAL, WORKING
or ADMINISTRATION Files
(Correspondence, Applications for
vacancies on the Council, Precinct
Maps, County Election Services,
Candidate Statements to be printed
in the Sample Ballot, etc.)
2 years
2 years
Mag,
Ppr
Used for a model for the next
election, GC §34090
City Clerk
0450
Elections - HISTORICAL File
(Sample ballot, Oaths of Office,
Certificate of Elections, copies of
all Resolutions - calling the
election, canvass, etc., election
summary)
4 years
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Retained for Historical Value, GC
§34090 et seq.
QC & OD
No
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -10
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation, comelaints, claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk
0450
Elections - Petitions (Initiative,
Recall or Referendum)
Certification
of Results +
8 months; or
Final
Examination
of Election
Official + 8
months if No
Election; or
1 year after
petition
examination
by
proponents
if petition is
insufficient.-
Certification
of Results +
8 months; or
Final
Examination
of Election
Official + 8
months if No
Election; or
1 year after
petition
examination
by
proponents
if petition is
insufficient
Ppr
Not accessible to the public; The
8 month retention applies after
certification of election results, or
final examination if no election,
unless there is a legal or FPPC
proceeding. EC §§17200(b)(3),
17400
CITY
CLERK - ELECTIONS - STAND-ALONE
(use in conjunction with Consolidated elections ..
records series
are not
repeated)
City Clerk
0450
Elections - Vote by Mail /
Applications, Roster of Absentee
Applications
6 mo.
6 mo.
Ppr
EC §17505
City Clerk
Elections Vote by Mail /
Identification Envelopes
6 mo.
6 mo.
Ppr
EC §17302
City Clerk
Elections - Assessment District
Ballots - Prop. 218 proceedings /
Protest Letters
2 years
2 years
Ppr
GC §53753(e)(2)
City Clerk
0450
Elections - Ballots - After Election
6 mo.
6 mo.
Ppr
EC §17302
City Clerk
0450
Elections - Ballots - After Recount
6 mo.
6 mo.
Ppr
EC §17306
City Clerk
Elections Challenged & Assisted
Voters List
6 mo.
6 mo.
Ppr
If uncontested, EC §17304
City Clerk
Elections Inspector Receipts for
Ballots
6 mo.
6 mo.
Ppr
EC 17302, 17306
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -11
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation, comelaints, claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk
0450
Elections Precinct Officer
Appointments
6 mo.
6 mo.
Ppr
EC §17503
City Clerk
Elections - Roster of Voters
5 years
5 years
Mag,
Mfr, OD,
Ppr
Ppr
EC §17300
City Clerk
Elections - Tally Sheets
6 mo.
6 mo.
EC §17304
City Clerk
Elections - Voter Index Copies
used as the Voting Record at
Polling Places
6 mo.
5 years
6 mo.
5 years
Ppr
EC §17304
City Clerk
Elections - Voter Index Original
Ppr
EC §17001
(End of Elections Section)
City Clerk
Enterprise System Catalogue
(posted on line)
2 years
2 years
Mag
GC § 34090
City Clerk
0390
Fee Studies
2 years
2 years
Ppr'
GC §34090 et. seq.
City Clerk
0170
Filing System Guide
10 years
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference; GC
§34090 et. seq.
QC & OD
Inactive
City Clerk
0180
Insurance Certificates -
Miscellaneous (from outside
companies, that cannot be
matched with a contract or
agreement)
2 years
9 years
11 years
Yes:
Before
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Longest Statute of Limitations is
10 years; Conforms with
Agreement Retention (usually
filed with agreement); statewide
guidelines propose permanent;
CCP §337 et seq.; GC §34090
QC & OD
Inactive
City Clerk
0420
Minutes: City Council,
Redevelopment Agency /
Successor Agency / Oversight
Board, Planning Commission and
ALC
10 years
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S
No
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -12
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation,
City Clerk
comelaints,
claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Municipal Code Administration,
Distribution, etc.
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary drafts; GC § 34090
City Clerk
0460
Municipal Code and History File
(always retain 1 supplement)
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090
QC & OD
No
City Clerk
0460
Ordinances - Council &
Redevelopment Agency /
Successor Agency / Oversight
Board
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S
No
GC §34090 et. seq.
City Clerk
Petitions (submitted to Council on
any subject - Dog Parks, Parking,
Traffic Calming, etc.)
See Elections for Initiative, Recall
or Referendum Petitions
1 year
1 year
Ppr
Law requires 1 year for petitions;
GC §50115
City Clerk
0455
Proof of Publication (City Clerk)
2 years
2 years
Mag,
Mfr, OD,
Ppr
Statute of Limitations for mailings
for annexations, special districts,
bonds is 60 days; Municipal
Government actions is 3 6
months; CCP §§337 et seq,
349.4; GC §34090
City Clerk
Public Records Act Requests
2 years
2 years
Ppr'
GC § 34090
City Clerk
0490
Real Estate Appraisals - Property
acquired by the City
7 years
7 years
Mag,
Ppr
Meets all auditing requirements;
GC §34090
City Clerk
0490
Real Estate Appraisals Property
NOT acquired
2 years
2 years
Mag,
Ppr
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 15.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC -13
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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: Litvation,
City Clerk
City Clerk
comelaints,
0170
claims, public records act re uests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Records Destruction Lists /
Certificate of Records Destruction /
Consents to Destroy Records
10 years
P
P
Mag,
Mfr, OD,
Ppr
S / 1
Yes: After
Department Preference; GC
§34090 et. seq.
QC & OD
Inactive
0170
Records Retention Schedules /
Authorization for Amendments to
Retention Schedules
10 years
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090 et. seq.
QC & OD
Inactive
City Clerk
0425
Redevelopment Agency Formation
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Historical Value; GC §34090
QC & OD
No
City Clerk
Redistricting Web Page / District
Boundary Web Page (Map,
Redistricting Process, Agendas,
Calendars, Notice, etc.)
10 years
10 years
Mag,
Ppr
EC §21608(g); GC §34090
City Clerk
0460
Resolutions - City Council,
Redevelopment Agency /
Successor Agency / Oversight
Board, Planning Commission &
ALC
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S
No
GC §34090 et. seq.
City Clerk
0420
Rosters of Council and Board
members
P
P
Mag,
Mfr,r,Ppr
S / 1
Yes: After
QC & OD
QC
Historical Value; GC §34090
City Clerk
Statement of Facts / Registry of
Public Agencies (filed with the
Secretary of State)
2 years
2 years
Mag,
Mfr, OD,
Ppr
S
No
GC §34090 et. seq.
City Clerk
Video Recordings of City Council
Meetings - Video Recordings /
DVD-R or VCR (ALL)
90 days
90 days
Tape
(Mag)
Video recording of meetings are
only required for 90 days; GC
§§34090.7, 60201
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM -1 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATION
City
Manager /
City Council
Support
City Council Correspondence
4 years
4 years
Mag, Ppr
Department Preference to cover
terms of office; GC §34090
City
Manager /
Admin.
Grants provided by the City to others
/ outside agencies (all from the
General Fund)
2 years
3 years
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Meets auditing standards; GC
§34090
QC & OD
When
Inactive
City
Manager /
Admin.
0460
Legislative Advocacy (Support /
Oppose outside legislation)
2 years
2 years
Mag, Ppr
GC § 34090
City
Manager /
Admin.
0160
Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non -records
City
Manager /
Admin.
Proclamations
2 years
2 years
Mag, Ppr
GC §34090
City
Manager /
Admin.
Projects, Subjects & Issues (Issues
and/or projects will vary over time -
e.g. Hotels, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr
GC §34090
EMERGENCY PREPAREDNESS
City
Manager /
Emerg.
Prep.
0220
Emergency Operations Plan
Superseded
(minimum 2
years)
Superseded
(minimum 2
years)
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Department Preference; GC
§34090
QC & OD
4 --year
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM -2 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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 /
Emerg.
Prep.
0220
Emergency Preparedness
When No
Longer
Required -
Minimum 2
years
When
Longer
Required
Minimum 2
years
Mag, Mfr,
OD, Ppr
Department Preference; GC
§34090
City
Manager /
Emerg.
Prep.
0220
Public Information Documents from
Other Agencies
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Non -records; GC §34090 et seq.
City
Manager /
Prep
0220
Rosters, Emergency Personnel
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Data is superseded; GC §34090 et
seq.
FRANCHISE MANAGEMENT
City
Manager /
Franchise
Manag.
Agreements & Contracts:
ADMINISTRATIVE FILES - NOT
funded by a grant (Correspondence,
Project Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, etc.)
When No
Longer
Required
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr
S / 1
_
Yes: After
Department preference; Statute of
Limitations: Contracts & Spec's = 4
years (errors & omissions does not
apply), Statewide guidelines
propose termination + 5 years;
336(a), 337 et. seq., GC
§34090
QC & OD
Upon
Cemplet+en
City
Manager /
Franchise
Manag.
0840
Recycling Programs
3 years
3 years
Mag, Ppr
Department Preference; GC
§34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM -3 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC
SAFETY
City
Manager /
Public
Safety
0400
Animal Control (Contract)
Completion
5 years
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr
Mag, Ppr
S / I
Yes: After
Published Audit Standards=4-7
years; Statute of Limitations:
Contracts & Spec's=4 years (E&O
does not apply), Statewide
guidelines propose termination + 5
years; CCP §§336(a), 337 et. seq.,
GC §34090
GC §34090
QC & OD
Upon
Completion
City
Manager /
Public
Safety
Citations (Parking & Municipal Code
Violations)
2 years
2 years
City
Manager /
Public
Safety
Parking Enforcement Appeals
Settlement +
2 years
Settlement +
2 years
Mag, Mfr
OD, Ppr,
S / I
Yes: After
Department Preference; GC
§34090
QC & OD
When
Inactive
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM -4 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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).
REDEVELOPMENT / SUCCESSOR
AGENCY
City
Manager /
Redevelop.
Potential Projects & Issues
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr
GC §34090
City
Manager /
Redevelop.
0630
Redevelopment Project Files:
Denied, Not Approved, etc.
When No
Longer
Required
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S / 1
S / I
Yes: After
GC§§34090
Department Preference; City Clerk
Maintains originals of all
documents that were presented to
Council or Redevelopment; GC
§34090.7
QC & OD
When
Ieactive
Yes: After
City
Manager /
Redevelop.
0630
Redevelopment Project Files:
Implemented /Initiated Projects
Project
Completion +
5 years
P
P
Yes: Before
Completion
QC & OD
Upon
�on
City
Manager /
Redevelop.
0630
Redevelopment Project Files:
Inactive, Withdrawn, Expired, etc.
When No
Longer
Required
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
S / I
Yes: After
Projects have a 3 year approval
timeframe (applicant must pull
permit within 3 years) -- those
applications in which the applicant
does not follow through with permit
may be destroyed after the
approval period has expired;
GC§§34090, 34090.7
QC & OD
When-
Inactive
City
Manager /
Redevelop.
Redevelopment Project Relocations
and Relocation Appeals (if
applicable)
Settle + 1 Settle + 4
year years
Settle + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr
S / II
Yes: After
Consistent with Claims; CCP §§
337 et seq.; GC §§ 945, 34090,
34090.6; PC §832.5
QC & OD
When
Inactive
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-1
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 ADMINISTRATION / BUDGET
DEVELOPMENT / INVESTMENT
Finance /
Admin.
Arbitrage Rebate Calculation (related
to bonds and tax exempt debt)
2 years
3 years
5 years
Mag, Mfr
S / I
Yes:
FTC Reg's rely on "self -
enforcement"; IRS is 4 years after
tax is due or paid; Supporting
documentation for Investments of
Operating Funds; meets auditing
standards; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090
After QC
OD, Ppr
& OD
Finance /
Admin.
0300, 0340
Assessment District / Special District
Payments & Reports
5 years
Termination
of District +
10 years
Termination
of District +
10 years
Mag, Mfr,
S / I
Yes:
Department Preference; IRS is 4
years after tax is due or paid;
Supporting documentation for
Investments of Operating Funds;
meets auditing standards; IRS
Reg §31.6001-1(e)(2), R&T
§19530, GC §34090
After QC
OD, Ppr,
& OD
Finance /
Admin.
0300, 0310
Audits / Annual Comprehensive
Financial Report (ACFR) and related
Audit
P
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Copies; GC §34090.7
& OD
I-Yeaf
Finance /
Admin.
Audit Management Letters and other
formal letters related to audit
communication
5 years
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes:
After QC
Department Preference (meets
auditing standards); GC §34090
& OD
1 -Year
Finance /
Admin.
0310
Audit Schedules, Preparation
Records
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Drafts and transitory records; GC
§34090
Finance /
Admin.
Audit Work Papers
5 years
5 years
Mag, Mfr
OD, Ppr,
S / I
Yes:
After QC
Department Preference; GC
§34090
& OD
1yar
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-2
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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 /
Admin.
0320
Bank Reconciliations, Bank
Statements, Fiscal Agent
Statements, Investment Account
Statements, Pars Statements Trustee
Statements, Treasurer's Cash
Statements, Debit / Credit Memos,
Deposit Corrections (Banking), Wire
Transfers
2 years
3 years
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
For auditing purposes; Published
articles show 3 - 4 years; Other
cities show 7 - 10 years; GC
§34090, 26 CFR 31.6001-1
& OD
4 --year
Finance /
Admin.
0350
Bond Registers
Maturity
10 years
Cancellat.,
Redemption
or Maturity +
10 years
.
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference to match
Bond retention; GC §34090, 26
CFR 1.6001-1
& OD
ar
Finance /
Admin.
0350
Bond Transcripts / Issues /
Authorizations (Prospectuses,
Certificates, Notices, etc.).
Fully
Defeased
10 years
Fully
Defeased +
10 years
Mag, Mfr,
OD, Ppr
I
Yes:
After QC
Statute of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; CCP §§336 et seq.;
337.5(a); 26 CFR 1.6001-1(e): GC
§43900 et seq.
& OD
P
Finance /
Admin.
0330
Budget Amendments, Budget
Transfer Requests, Supplemental,
Updates, Fund Transfers
2 years
3 years
5 years
-
Mag, Mfr,
OD, Ppr S / I
Yes:
After QC
Meets auditing standards; GC
§34090
& OD
ar
Finance /
Admin.
0330
Budget Hearing and/or Review
(Development Documents,
Preliminary Budget, Calendar, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Drafts - Department Preference;
GC §34090.7
Finance /
Admin.
0330
Budgets and CIP Budget - Final
Adopted
P
P
Yes:
Mag, Mfr,
Current OD, Ppr S / I
Fiscal Year
Yes:
After QC
Department preference - Must be
filed with County Auditor; GC
§34090, 40802, 53901
& OD
,-Year
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-3
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 /
Admin.
0300
Chart of Accounts / Organization
Structure (Print out when Rollover is
Done)
2 years
P
P
Yes
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference to
research Year-end General
Ledgers, which are retained
permanently; GC §34090
& OD
-1-year
Finance /
Admin.
Developer Trust Accounts
Close + 5
years
Close + 5
years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference (meets
municipal government auditing
standards); GC §34090
& OD
year
Finance /
Admin.
Escheat (Unclaimed money /
uncashed checks)
2 years
3 years
5 years
Mag, Mfr,
S / I
Yes:
Department preference; All
tangible property held by
government agencies escheats
after 3 years; Statute of Limitations
is 1 year for seized property; Meets
auditing requirements; CCP
§§340(d), GC §34090
After QC
OD, Ppr
& OD
Finance /
Admin.
0220
FEMA / Emergency or Disaster
Incidents - Administrative Records
(payroll, logs, project management,
etc.)
After FEMA
Reimburse-
ment
Minimum 5
years
After FEMA
Reimburse -
ment
Minimum 5
years
Mag, Mfr,
OD, Ppr
S/I
Yes:
After QC
Department Preference; meets
auditing standards; GC §34090
& OD
Finance /
Admin.
0300
Financial Services Database
Indefinite
Indefinite
Yes
Mag
Data is interrelated; system
qualifies as a "trusted system"; GC
§§60201, 12168.7
Finance /
Admin.
0300
Fixed Assets and Inventories -
Annual Listing
P
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Includes permanent assets; GC
§34090
& OD
1 yeaf
Finance /
Admin.
0300
General Ledger & Chart of Accounts:
Final year-end (Balance Sheets,
Revenue Ledger and Expenditure
Ledger)
2 years
23 years
25 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference; Published
articles show 3 -10 years; GC
§34090
& OD
1 CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-4
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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 /
Admin.
0355
Investment Portfolio
5 years
5 years
Disposal + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Meets auditing standards;
Published articles show disposal +
7 years for security brokerage
slips; statewide guidelines propose
permanent; FTC Reg's rely on "self -
enforcement"; GC§§ 34090,
43900
& OD
Finance /
Admin.
0355
Investments / Certificates of Deposits
Disposal + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Meets auditing standards;
Published articles show disposal +
7 years for security brokerage
slips; statewide guidelines propose
permanent; FTC Reg's rely on "self -
enforcement"; GC§§ 34090,
43900
& OD
r
Finance /
Admin.
0300
Journal Entries
2 years
3 years
5 years
Mag, Mfr,
S / I
Yes:
Meets auditing standards; Statute
of Limitations is 4 years; statewide
guidelines propose Audit + 5 years;
GC §34090, CCP § 337
After QC
OD, Ppr
& OD
Finance /
Admin.
0300
Journals, Ledgers, Reconciliations,
Registers, Reports, Transaction
Histories, Balance Sheets
(MONTHLY OR PERIODIC) Does
NOT include year-end General
Ledger.
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Financial system qualifies as a
trusted system and can re-create
reports accurately; Transitory
records not retained in the ordinary
course of business; statewide
guidelines propose 2 years; GC
§34090
Finance /
Admin.
Redevelopment Statement of
Indebtedness (kept with the CAFR)
2 ears
y
P
P
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference; meets
auditing standards; GC §34090
& OD
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-5
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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 /
Admin.
0320
Signature Cards (Banking)
Superseded
+ 5 years
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Meets Auditing Standards; Statute
of Limitations: Public official
misconduct is discovery of offense
+ 4 years, Statewide guidelines
propose Appointment + 5 years;
GC §34090; PC §§801.5, 803c
& OD
No
Finance /
Admin.
State Compensation Insurance Fund
2 years
8 years
10 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference; Meets
auditing standards; GC §34090
& OD
1 year
Finance /
Admin.
0300
State Reports: State Controllers
Report, Local Government
Compensation Report, Property
Management Plan, Obligation
Payment Schedules, Due Diligence
Reviews, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed
Charge Special Assessment Report,
Public Self Insurer Report (SIP
Report)
2 years
8 years
10 years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S / I
S / I
Yes:
After QC
Department Preference; Meets
auditing standards; GC §34090
Meets auditing standards; GC
§34090
& OD
1 yc r
Yes:
After QC
Finance /
Admin.
Street Report, AQMD Annual Report,
Maintenance of Effort (MOE)
Calculations, Audits, and other
compliance reports
2 years
3 years
5 years
& OD
1 -Year
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-6
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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 /
Treasurer Reports and Investment
Yes: Until
Mag, Mfr,
Yes:
After QC
Treasurer's Report is maintained
with Agenda Packet and kept by
City Clerk Permanently; other
documents meet auditing
standards; Published articles show
Admin.
0355
Statements, Advisor Reports, Trade
Tickets
5 years
5 years
Paid
OD, Ppr
S / I
& OD
disposal + 7 years for security
brokerage slips; statewide
guidelines propose permanent;
FTC Reg's rely on "self -
enforcement"; GC§§ 34090,
43900
1 -Year
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-7
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).
ACCOUNTS
PAYABLE
Finance /
Accounts
Payable
1099's. 1096's, DE542 (California
5 years
5 years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S / I
S / I
Yes:
After QC
Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
Published articles show
permanent; ; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090;
29 USC 436
Department Preference to cover
grant auditing requirements;
Statewide guidelines propose audit
+ 4 years; Published articles show
3 - 7 years; GC §34090
Report of Independent Contractors)
& OD
1 ycar
Yes:
After QC
Finance /
Accounts
Payable
0300
Accounts Payable / Vendor Files (All
Records and Reports - Includes
Invoices, P.O.s, Expense Account
Reports, Travel Expense
Reimbursements, Postage, etc.)
5 years
5 years
10 years
Yes: Until
Paid
& OD
4 --Year
Finance /
Accounts
Payable
0320
Checks / Warrants - Canceled
(Cashed)
2 years
3 years
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference; Statute of
Limitations is 4 years; statewide
guidelines propose Audit + 5 years;
GC §34090, CCP § 337
& OD
a --year
Finance /
Accounts
Payable
0320
Checks / Warrants - Voided, Stop
Payments, etc.
2 years
3 years
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Meets auditing standards; Statute
of Limitations is 4 years; statewide
guidelines propose Audit + 5 years;
GC §34090, CCP § 337
& OD
4-yeaF
Finance /
Accounts
Payable
0300
Petty Cash Vouchers
5 years
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Meets auditing standards; GC
§34090
& OD
Finance /
Accounts
Payable
W -9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr
S/ I
Yes:
After QC
Meets IRS auditing standards; GC
§34090
& OD
I —Year
OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-8
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).
ACCOUNTS RECEIVABLE
Finance /
Accounts
Receivable
0390
Accounts Receivable / Revenue
2 years
3 years
5 years
Yes: Until
Paid
Mag, �
S / I
Yes:
The financial services database is
maintained for a minimum of 10
years; meets auditing standards;
GC §34090 et seq.
After QC
OD, Ppr
& OD
Finance /
Accounts
Receivable
Business Licenses (Database)
Indefinite
Indefinite
Yes (before
termination)
Mag, Ppr
Data fields are inter -related; GC
§34090 et seq.
Finance /
Accounts
Receivable
0390
Business Licenses and Revocations
Termination
of Business
+ 5 years
Termination
of Business
+ 5 years
Mag, Mfr
S / I
—
Yes:
Meets auditing standards; GC
§34090 et seq.
After QC
OD, Ppr
& OD
Finance /
Accounts
Receivable
0390
Cash Receipts Detail / Backup /
Accounts Receivable / Deposit Slips /
Deposit Summaries
2 years
3 years
5 years
Mag Mfr
S / I
Yes:
Retained in originating department
for auditing purposes; GC §34090
After QC
OD, Ppr
& OD
Finance /
Accounts
Receivable
Collection Agency (e.g., returned
checks assigned to collection)
Assignment
+ 7 years
Assignment
+ 7 years
Yes
Mag, Mfr,
S / I
Yes:
Department preference to match
the length of time negative credit
information remains on a
consumer's credit report; GC
§34090
After QC
OD, Ppr
& OD
Finance /
Accounts
Receivable
FTB (Franchise Tax Board) Report
5 years
5 years
Mag, Mfr
S / I
Yes:
Meets auditing standards; GC
§34090
After QC
OD, Ppr
& OD
Finance /
Accounts
Receivable
0390
Gas Tax Revenue Reports
2 years
3 years
5 years
Mag, '
S / I
Yes:
Meets auditing standards; GC
§34090
After QC
OD, Ppr
& OD
Finance /
Accounts
Receivable
Misc. Receipts - Revenue from
County / State
5 years
5 years
Mag,
S / I
Yes:
Meets auditing standards; GC
§34090
After QC
OD, Ppr
& OD
Finance /
Accounts
Receivable
0320
Returned Checks, Credit Card Slips
5 years
5 years
Mag, '
S / I
Yes:
Meets auditing standards; GC
§34090
After QC
OD, Ppr
& OD
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-9
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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).
PAYROLL
Finance /
Payroll
DE -6, DE -7, DE -9 DE -43, W-3, & DE -
166, 941 Forms, IRS 5500 Forms
(Employee Benefit Plans), PERS /
FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns /
OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
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
& OD
1 -year
Finance /
Payroll
Direct Deposit Authorization Forms
5 years
5 years
Mag, Mfr
S / I
Yes:
Department preference; Meets
auditing standards (audit + 4
years); GC §34090
After QC
OD, Ppr
& OD
Finance /
Payroll
Payroll Database
Indefinite
Indefinite
Yes
Mag
Data is interrelated; GC §34090 et
seq.
Finance /
Payroll
0360
Payroll Journal / Register / W-2 & W-
3 Summary Reports (Detail Year-
end, or periodic if no detail year-end)
5 years
45 years
50 years
Mag, Mfr,
OD, Ppr
S / I
S / I
Yes:
After QC
Department Preference to facilitate
PERS buy-back for past
employees; consistent with
auditing standards; GC §34090
Considered a draft or transitory
record (detail year-end is retained);
GC §34090
& OD
1 -year
Yes:
After QC
Finance /
Payroll
0360
Payroll Journal / Registers (Periodic
reports, when a detail year-end report
is retained)
When No
Longer
Required
When No
Longer
Required
Mag, OD
Mfr, Ppr,
& OD
ar
Finance /
Payroll
PERS Reports / Annual Valuation
Reports, Actuarial Valuation Reports,
Annual Employer Statements / Bi-
weekly Reports
5 years
5 years
Mag, OD,
Mfr, Ppr S / I
Yes:
After QC
Department Preference (Non -
records); GC §34090
& OD
4 -year
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-10 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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
0360
Time Cards / Time Sheets
5 years
5 years
Mag, Mfr
S / I
Yes:
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -
10 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 & 516.6(c);
GC §34090
After QC
OD, Ppr
& OD
Finance /
Payroll
0360
W -2's (includes Performers State
Withholding)
5 years
5 years
Mag, Mfr
S / 1
Yes:
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
After QC
OD, Ppr
& OD
Finance /
Payroll
W -4's
No Longer in
Effect + 4
years
No Longer in
Effect + 4
years
Mag, Ppr
Department preference (W -4's are
required for 4 years); FLSA
requires 3 years; 29 CFR 516; GC
§34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-11 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).
PURCHASING
Finance /
Purchasing
0380
Equipment Disposition / Sales:
Auction, Bills of Sale
5 years
5 years
Mag, Mfr
S / I
Yes:
Meets auditing standards; GC
§34090
After QC
OD, Ppr
& OD
Finance /
Purchasing
0380
Purchase Orders
5 years
5 years
10 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes:
After QC
Department Preference to cover
grant auditing requirements;
Statewide guidelines propose audit
+ 4 years; Published articles show
3 - 7 years; GC §34090
Transitory Record used to mail out
requests; GC §34090 et seq.
& OD
Finance /
Purchasing
Purchasing - Bidder / Vendor List
(Companies that want to receive
RFPs / RFQs)
Superseded
Superseded
Mag, Ppr
Finance /
Purchasing
Purchasing Card Backup Receipts /
Cal Card
2 years
3 years
5 years
Mag, Mfr
S/ I
Yes:
Meets auditing standards; GC
§34090
After QC
OD, Ppr
& OD
RISK MANAGEMENT
Finance /
Risk
Manage.
0180
Accident / Incident / Injury Reports:
PUBLIC ADULTS (medical and non-
medical.)
3 years
3 years
Mag, Ppr
Recommended by State Fire
Marshall; Statute of Limitations for
Health Providers is 3 years;
Juveniles are required until patient
becomes 18 years old; statewide
guidelines propose 3 years; CCP
§340.5, GC §34090
Finance /
Risk
Manage.
0180
Accident / Incident / Injury Reports:
PUBLIC JUVENILES and
PREGNANT ADULTS (medical and
non -medical.)
20 years
20 years
Mag, Mfr
S / I
Yes:
Department Preference; Juveniles
are required until patient becomes
18 years old; statewide guidelines
propose 3 years; CCP §340.5, GC
§34090
After QC
OD, Ppr
& OD
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-12 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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 /
Risk
Manage.
0180
Accident / Incident Reports: CITY
VEHICLES with no injuries, City
Property
2 years
2 years
Mag, Ppr
Department Preference; Claim
must be filed within 1 year, lawsuit
within 2 years; Statute of
Limitations for contracts is 4 years;
CCP §§ 337 et seq.; GC §§ 911.2,
945, 34090, 34090.6
Finance /
Risk
Manage.
0180
Bonds, Public Official (Faithful
Performance / Employee Surety
Bonds)
P
P
Mag, Mfr
S / I
Yes:
Department Preference; Statute of
Limitations: Public official
misconduct is discovery of offense
+ 4 years, Statewide guidelines
propose Appointment + 5 years;
GC §34090; PC §§801.5, 803c
After QC
OD, Ppr
& OD
Finance /
Risk
Manage.
0180
Claims (General Liability Claims) -
Adults
Includes rejected claims
Settlement
5 years
Settle + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr
S II
Yes:
After QC
If litigation is filed, the City Attorney
is OFR; Claim must be filed within
1 year, lawsuit within 2 years;
complaints against peace officers
within 5 years; Statute of
Limitations for contracts is 4 years;
wrongful death for construction is
completion + 5 years; CCP §§ 337
et seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
& OD
Settled
Finance /
Risk
Manage.
0180
Claims (General Liability Claims) -
Juveniles & Pregnant Adults
25 years
25 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr
S I
Yes:
After QC
Department Preference; Juveniles
may have additional legal
recourses; CCP §§ 337 et seq.;
§§ 911.2, 945, 34090, 34090.6;
PC §832.5
& OD
Settled GC
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 16.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-13 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
OC'd?
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 /
Risk
Manage.
0180
Insurance Policies (City -owned)
10 years
P
P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr
S l
Yes:
After QC
Department preference; CCP §337
et seq.; GC §34090
& OD
Inactive
Finance /
Risk
Mana e.
9 Loss Run Reports
5 years
5 years
Mag, Mfr
S / I
Yes:
Department Preference (meets
auditing standards); GC §34090
After QC
OD, Ppr
& OD
Finance /
Risk
Manage.
1120
Vehicle Titles / Pink Slips
Upon
Disposal of
Vehicle
Upon
Disposal of
Vehicle
Mag, Ppr
GC §34090
Finance /
Risk
Manage.
0180
Workers Compensation Claims
Separation +
5 years
Whichever is
Longer: 25
years, or
Termination
of Benefits +
5 years
Whichever is
Longer:
Separation +
30 years, or
Termination
of Benefits +
5 years
Mag, Mfr,
OD, Ppr
S I
Yes:
After QC
Claims can be made for 30 years
for toxic substance exposure;
Claims are required for five years
after the end of compensation, or
injury, whichever is longer; the
Workers Compensation Appeals
Board may destroy their records
after 5 years; 8 CCR 5144, 8 CCR
§3204(d)(1) et seq., 8 CCR 10102,
10755, 10758, 15400.2; 29 CFR
1910.1020(d); GC §§12946,
12960, 34090
& OD
Inactive
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 10.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT -1 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
(lC,d?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
INFORMATION
TECHNOLOGY
Information
Technology
0190
Backups - DAILY - Network, All
Files on Shared Drives
When
Superseded
When
Superseded
Yes
Mag.
Used for disaster recovery
purposes only; Considered a copy
and can be destroyed when no
longer required; GC §34090 et
seq.
Information
Technology
0190
Backups - MONTHLY -
Network, All Files on Shared
Drives
When No
Longer
Required
When No
Longer
Required
When No
Longer
Required
Yes
Mag.
Used for disaster recovery
purposes only; Store off -site for
disaster recovery; Considered a
copy and can be destroyed when
no longer required; retention
based on administrative value;
recycle tapes; GC §34090 et seq.
Information
Technology
0160
Photographs, City Related
(digital)
When No
Longer
Required
Mag, Ppr
Some photographs may be
retained permanently as historical
records, some may be destroyed
right away; some photographs are
drafts that become part of a
newsletter or other documents;
GC §34090 et seq.
Information
Technology
0190
GIS database
When
Superseded
When
Superseded
Yes
Mag.
Department Preference (transitory
records); GC §34090 et seq.
Lead
Depart.
0190
GIS database Historical
Output (Zoning Map, etc.)
Provide
Existing
Output to
Lead
Department
Prior to
Change
Provide
Existing
Output to
Lead
Department
Prior to
Change
Yes
Mag.
Historical records are maintained
by the Lead Department; GC
§34090 et seq.
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 10.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT -2 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
(lC,d?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Information
Technology
0190
Website Content
When
Superseded
P
When
Superseded
Yes
Mag.
OD
Transitory records not retained in
the ordinary course of business;
GC §34090 et seq.
Information
Technology
0190
UNALTERABLE MEDIA /
P
For legal compliance for
Trustworthy Electronic Records
(when the electronic record serves
as the official record); GC 60200,
12168.7, EVC 1550, 2 CCR 22620
et seq..
IMMUTABLE CLOUD BACKUP
/WORM / DVD-r / CD -r / Blue
Ray -R or other unalterable
media that does not permit
additions, deletions, or
changes
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
City Council Meeting Agenda April 6, 2023
Ver. 6.0 RECORDS RETENTION SCHEDULE: MARKETING and PUBLIC RELATIONS Page M/PR-1 Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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).
MARKETING & PUBLIC RELATIONS
Marketing
& Public
Relations
City Newsletters, e-mail blasts
2 years
2 years
Mag,
Mfr, OD,
Ppr
S / I
No
Those of significant historical
value are maintained by the City
Clerk permanently; GC §34090
Marketing
& Public
Relations
Eisenhower Walk of Honor
Applications
2 years
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department preference for
Historical Value; GC §34090
QC & OD
Ne
Marketing
& Public
Relations
Marketing / Promotional Draft
Documents, Photos
When No
Longer
Required
When No
Longer
Required
Ppr
Drafts not retained in the ordinary
course of business; GC §34090
Marketing
& Public
Relations
Marketing / Promotional Final
Documents
When No
Longer
Required -
Minimum 2
years
2 years
When No
Longer
Required -
Minimum 2
years
Ppr
Department preference; GC
§34090
Marketing
& Public
Relations
0160
Press Releases
2 years
Ppr'
GC § 34090
Marketing
& Public
Relations
0160
Speeches and Lectures
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Notes, drafts, or transitory
records; GC §34090 et seq.
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 14.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER -1
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).
PERSONNEL
Personnel
1095-C, 1094-C (Employer-
Provided Health Insurance Offer
and Coverage & Transmittal Form)
5 years
5 years
Mag
S / I
Yes: After
Department Preference;
Instructions state "Generally, keep
copies of information returns you
filed with the IRS or have the
ability to reconstruct the data for at
least 3 years, from the due date of
the returns" GC §34090
QC & OD
OD, Ppr
4 -year
Personnel
0550
Applications for Employment or
Resumes: Unsolicited (no open
position), candidates not hired
1 year
1 year
Ppr
Department Preference - No
positions open; therefore not
deemed part of City recruitment
practices; considered a transitory
record not materially impacting the
conduct of the public's business;
GC §34090
Personnel
0510
Classification / Compensation /
Reorganization Studies (for
employee classifications and
department structures)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
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, 12960, 34090
Personnel
COVID 19 Notifications to
Employees
3 years
3 years
Mag, Ppr
LC §6409.6(k), GC §34090
Personnel
0370
Deferred Compensation Reports
2 years 3 years
5 years
Mag, Mfr,
OD, Ppr
S / I
Yes: After
For auditing purposes; Published
articles show 3 4 years; Other
citiescities show 7 - 10 years; GC
§34090, 26 CFR 1.6001-1
QC & OD
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 14.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER -2
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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,
Personnel
complaints,
0540
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Department of Fair Employment &
Housing (DFEH or EEOC) Claims /
Harassment Claims that are
resolved administratively
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Mfr
S / I
Yes: After
All State and Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after "fully and finally
disposed"; 2 CCR 11013(c); GC
§§12946, 12960, 34090
OD, Ppr
QC & OD
Personnel
DMV Pull Notices (for maintenance
vehicles)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Transitory or source records not
retained in the ordinary course of
business; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel records;
GC §34090
Personnel
Drug and Alcohol Testing / D.O.T
files: Negative Results
2 years
2 years
Ppr
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc, 1 year for
negative tests; EEOC / FLSA /
ADEA (Age) requires 3 years
physical examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49
CFR 653.71
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 14.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER -3
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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,
Personnel
complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Drug and Alcohol Testing / D.O.T
files: Positive Results
5 years
5 years
Mag, Mfr,
S / I
Yes: After
D.O.T. Requires 5 years for
positive tests, 1 year for negative
tests; EEOC / FLSA / ADEA (Age)
requires 3 years physical
examinations; State Law requires
2 years; 29 CFR 1627.3(b)(1)(v),
GC §§12946, 12960, 34090; 49
CFR 655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR 653.71
OD, Ppr
QC & OD
Personnel
EEO -4 Reports and records
required to generate EEO -4 report
3 years
3 years
Mag, Ppr
29 CFR 1602.30, 29 CFR
1602.32; GC §34090
Personnel
0500
Employee Assistance Program
2 years
2 years
Mag, Ppr
Department Preference; GC
§34090
Personnel
0500
Employee Awards
2 years
2 years
Mag, Ppr
GC §34090
Personnel
Grievances (ALL)
Final
Disposition +
5 years
Final
Disposition +
5 years
Yes: Before
Disposition
Mag, Ppr
City's Preference; Lead
Department is OFR for grievances
resolved in their department; All
State and Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after action is taken; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§12946, 12960, 34090; 29 USC
1113, LC 1174
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 14.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER -4
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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,
Human
Resources
complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 1-9s
Separation +
3 years
Separation +
3 years
Mag, Ppr
Non -citizens must re -certify
periodically; RICA recommends
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; INA 274A(b)(3); INS Rule
274a.1(b)(2); 8 CFR 274a.2; 29
CFR 1627.3(b)(1); GC §§12946,
12960, 34090
Personnel
0300
Invoices from contract law firms
(confidential)
2 years
3 years
5 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr
S / I
Yes: After
1 year
Finance is OFR for other invoices;
Department Preference to cover
auditing standards; Statewide
guidelines propose audit + 4
years; Published articles show 3 -
7 years; GC §34090
Personnel
0510
Job Descriptions / Job
Specifications
P
P
Yes: Before
Superseded
Mag, Ppr
Department Preference; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC §34090
Personnel
0100
Organization Charts
P
P
Mag, Mfr,
OD, Ppr
S
Yes: After
2 years
Department Preference; GC
§34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 14.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER -5
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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,
Personnel
complaints,
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
OSHA Inspections & Citations,
Logs 200 and Log 300, etc.
7 years
7 years
Ppr
Department Preference; Calif.
Labor Division is required to keep
their records 7 years; OSHA
requires 5 years; State law
requires 2 years; 8 CCR
14300.33(a); 29 CFR 1904.33, 29
CFR 1904.44; OMB 1220-029; GC
§60201 et seq.; LC §6429c
Personnel
PERS Actuarial Reports
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag, Mfr,
OD, Ppr
S
Yes: After
1 year
Department Preference; GC
§34090
Personnel
0530
Personnel Files - Medical File (all
employees)
Separation +
2 years
Whichever is
Longer: 28
years, or
Termination
of Benefits +
5 years
Whichever is
Longer: 30
years, or
Termination
of Benefits +
5 years,
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S
Yes: When
Inactive
Files maintained separately;
Claims can be made for 30 years
for toxic substance exposure; 8
CCR 5144, 8 CCR 15400.2; 8
CCR §3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090; LC §1198.5
Personnel
0530
Personnel Files - Regular, Active,
Permanent, Non -Regular,
Temporary and Part-time
Employees (includes I -9s, Oaths of
Office, Disaster Service Workers
Oaths, benefits, etc.)
Separation +
6 years
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S
Yes: After
Separation
Department Preference;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2 -3 years;
retirement benefits is 6 years from
last action; 29 CFR 1602.14;
1602.31 & 1627.3(b)(1); GC
§§12946, 12960, 34090; 29 USC
1113; GC §3105; LC §1198.5
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 14.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER -6
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Off -site,
OD or Mfr)
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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,
Personnel
complaints,
0510
claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Reclassification Requests
2 years
2 years
Mag, Ppr
Department Preference; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC §34090
Personnel
Recruitment Database (NeoGov)
5 years
5 years
_
Mag, Ppr
Department preference; Per
NeoGov Policy; 29 CFR
1627.3(b)(1), 29 CFR 1602.14; 2
CCR 11013(c); GC §§12946,
12960, 34090
Personnel
0550
Recruitment File - Advertisements,
Applications (unsuccessful), Tests,
Letters, Scantrons, Questions,
Interview Notes
4 years
4 years
Mag, Ppr
State Law requires 4 years; EEOC
/ FLSA / ADEA (Age) requires 1-3
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14; 2 CCR 11013(c),
GC §§12946, 12960, 34090
Personnel
Recruitment Flyers and Brochures
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Brochures and Flyers are also
maintained with recruitment file
(these are copies); GC §34090.7
Personnel
0520
Salary Surveys
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 13.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PLANNING Page PL -1
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).
V PLANNING
Planning
Planning
ALC / DRC (Design Review
Committee) Project Files
2 years
P
P
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Department Preference;
GC§34090
& OD
Inactive
ALC / DRC (Design Review
Committee) Agenda Packets
P
P
Yes
Mag,
Mfrr,,P D,
S / I
Yes:
After QC
City Preference; GC §34090
& OD
2 ycr&
Planning
ALC / DRC (Design Review
Committee) Minutes
P
P
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
City Preference; GC §34090
QC & OD
Ne
Alcoholic Beverage License
Application Copies
When No
Longer
Required
When No
Longer
Required
Ppr
Non -records
Planning
Annexation / Deannexation Files
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
GC §34090
& OD
ar
Planning
Audio Recordings of Planning
Commission and ALC / DRC
Meetings - Analog - Tapes (Audio
Tapes or Digital Recordings)
5 years
5 years
Mag
Department Preference to match
expected life of audio cassettes;
State law only requires for 30
days; Council Policy A-11 allows
destruction after 30 days; GC
§54953.5(b)
Planning
Audio Recordings of Planning
Commission and ALC / DRC
Meetings - Digital (Audio Tapes or
Digital Recordings)
P
P
Mag
Department Preference; State law
only requires for 30 days; Council
Policy A-11 allows destruction
after 30 days; GC §54953.5(b)
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 13.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PLANNING Page PL -2
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 investi ations sus end normal retention periods (retention resumes after settlement or completion).
Planning
0620
Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
Census Bureau is OFR; GC
§34090 et seq.
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exemptions, etc.) /
CEQA / NEPA
Correspondence and staff notes
Project
Approval or
Denial + 2
years 1-80-
Project
Approval or
Denial + 2
years 180
Pag'
p
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
Email pertaining to City business
generally must still be retained for
a period of 2 years under the
general correspondence retention
requirement of GC §34090
that provide insight into the project or
the agency's CEQA compliance with
respect to the project
days
days
submitted -ter er-transferrecl-from-
at ons chiding sta
notes rclatcd Fo a non cxcmp►
CEQA action
Planning
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations, etc. -
Inside City boundaries (normally
stored with the project file)
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Normally filed with project file;
Final EIRs are required to be kept
a "reasonable period of time"; 14
Cal Code Regs §15095(c); GC
§34090
& ODr
1y
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 13.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PLANNING Page PL -3
Office of
Record
(OFR)
File No.
Records Description
Active
(in office)
Inactive /
CD or Mfr
Retention / Disposition
Total
Retention
Comments / Reference
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).
Planning
Planning
Public
Works /
Engineer.
Planning
Planning
Planning
0615
0720
0615
0120
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations, etc. -
Outside City boundaries (EIRs
inside City Boundaries are stored
with the project file)
Film Permits
General Plan Elements and
Amendments
Grading Permits (final)
Land Use, General Plan, Zoning
(e.g. City Master Plan)
Massage Therapist Permits
Planning Commission Agenda
Packets
When No
Longer
Required
2 years
P
When No
Longer
Required
P
Expiration +
2 years
P
When No
Longer
Required
2 years
P
When No
Longer
Required
P
Expiration +
2 years
P
Yes (during
filming)
Yes (all)
Yes
Ppr
Mag,
Mfr, OD,
Ppr
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S
S/I
S/1
Yes:
After QC
& OD
Amended
Yes:
After
Inactive
Yes:
After QC
& OD
Inactive
Non -records
GC §34090
Department Preference; City Clerk
Maintains originals of all
documents that were presented to
Council; GC §34090
Public Works is OFR; GC
§34090.7
GC §34090
Department Preference; GC
§34090
City Preference; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 13.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PLANNING Page PL -4
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 invest'
ations sus end normal retention periods
(retention resumes after settlement or completion).
MS / City
Clerk
Planning Commission Minutes,
Resolutions
P
P
Yes (all)
Mag,
MfrPprOD,
S / I
Yes:
After QC
GC §34090
& OD
Inactive
Planning
0600, 680
Planning Files - Approved
Permanent and Temporary
Entitlements - All (Includes
Associated CEQA Noticing, Public
Noticing, Environmental
Determinations, Staff Reports, Plans
& Maps) -- Certificates of
Compliance, Conditional Use
Permits, Variances, Zoning Code
Amendments, etc.
2 years
P
P
Yes
Mag,
Mfr, OD,
P r
p
S / I
Yes:
After QC
Department Preference; Projects
have a 3 year vesting (applicant
must pull permit within 3 years) --
those applications in which the
applicant does not follow through
with permit may be destroyed after
the vesting period has expired.
Some permits must obtain Council
approval, and therefore the City
Clerk becomes office of record for
material presented to Council;
Department maintains complete
files for administrative purposes;
GC§§34090, 34090.7
& OD
Inactive
Planning
Proposed Projects that are Not
Pursued or Implemented
When No
Longer
Required
Minimum 2
years
When No
Longer
Required
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Department Preference;
GC§34090
& OD
Inactive
Regional Organizational Studies &
Programs where other Agencies are
the Lead (e.g. Rail Studies, etc.)
When No
Longer
Required
When No
Longer
Re wired
Ppr'
Non -records; GC §34090 et seq.
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 13.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PLANNING Page PL -5
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive /
CD or Mfr
Total
Retention
Vital?
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 investi ations sus end normal retention periods (retention resumes after settlement or completion).
Planning
0730
Street Names
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / 1
Yes:
After QC
GC §34090
& OD
No
Planning
Zoning Maps
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
Department Preference; City Clerk
Maintains originals of all
documents that were presented to
Council; GC §34090.7
& OD
No
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-1
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
PUBLIC WORKS / ENGINEERING
MS / City
Clerk
0490, 0730
Abandonments, Easements,
Entitlements, and Vacations
(Recorded Documents / City
Property)
Upon
Completion
P
P
P
P
Yes: Until
Completed
Mag,
MfrPpOD,
S / I
Yes: After
Department Preference; GC
§34090.7
QC D
Public
Works /
Engineer.
0720, 0730
Aerial Maps (Analog and Digital)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference for
historical purposes; GC §34090
QC & OD
No
Public
Works /
Engineer.
0730
Assessment / Maintenance
District Projects (Maps, Diagrams,
Spreadsheets, Improvement
Plans - e.g. roads, sewer, etc.)
Termination of
District
P
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference; Statute
of Limitations is 4 - 10 years (for
Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343;
GC §34090.7
QC & OD
1 -year
Public
Works /
Engineer.
0740
Bridges
2 years
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090
QC & OD
Ne
Public
Works /
Engineer.
0490, 0760
Encroachment Permits &
Agreements: Permanent
(Awnings, Utilities, Signs, etc.)
Life of the
Encroach-
ment
Life of the
Encroach
ment
Yes: Until
Revocation
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Statewide guidelines propose
Permanent; CCP § 337 et. Seq.;
GC § 34090
QC & OD
Inactive
Public
Works /
Engineer.
0710
Encroachment Permits &
Agreements: Temporary (Street
Closures, Transportation / Wide
Load Permits, Detours, Street
Cuts, Paving, etc.)
Expiration + 4
years
Expiration + 4
years
Yes: Until
Completion
Mag,
Ppr
Statute of Limitations for any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; Statewide guidelines
propose Permanent; CCP
§§337, 343 et. Seq.; GC §
34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-2
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public
Works /
Engineer.
0720
Grading Permits (final)
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090
QC & OD
Inactive
Pu
Wobks /
Engineer.
0860
Industrial Waste Permits
Close of
Business
P
P
Mfr OD,
S / I
Yes: After
Department Preference; GC
§34090 et seq.
QC & OD
Ppr
Public
Works /
Engineer.
0730, 0760
Inventories / Surveys (various,
including street mileage,
equipment, etc.)
When No
Longer
Required
(minimum 2
years)
When No
Longer
Required
(minimum 2
years)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference; GC
§34090
QC & OD
Public
Works /
Engineer.
Manuals - Operation and
Maintenance for various
equipment
Life of
Equipment
Life of
Equipment
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Administrative value; GC §34090
QC & OD
No
Public
Works /
Engineer.
0730, 0770,
0840, 0850,
0860
Master Plans (all)
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference for
historical purposes; GC §34090
QC & OD
Pde
Public
Works /
Engineer.
Offers of Dedication (Rejected,
Unprocessed or Unaccepted If
accepted, City Clerk is Office of
Record)
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090
QC & OD
Inactive
Public
Works /
Engineer.
0720, 0760
Plans and Maps (Final) - Grading,
elevations, drainage, sewage,
storm drains, traffic, etc.
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Some master plans do not go to
Council; Department Preference
for historical purposes; GC
§34090
QC & OD
Ne
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-3
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public
Works /
Engineer.
Preliminary Studies / Project
Assessments (Not Acquired)
When No
Longer
Required
(minimum 2
years)
When No
Longer
Required
(minimum 2
years)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference; GC
§34090
QC & OD
Public
Works /
Engineer.
0730,
0770,
0820,
0860,
0760,
0780,
0850,
0950
Project Files: City Infrastructure
and Facilities Projects / CIP /
Private Development -
Administration File
(Construction): Project
Administration, Performance
Bonds/Surety, Project Schedules,
Certified Payrolls, Invoices, Logs,
Insurance Certificates from
Contractors, Correspondence,
Advertising, Public Noticing,
Meeting Agendas & Minutes,
Field Inspections, Inspection
Reports, Labor Compliance,
Prevailing Wage, etc.
Upon
Completion
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
For disaster preparedness
purposes (City Clerk does not
maintain Specifications, RFPs,
Plans, Materials Testing
Reports, etc.) Statewide
guidelines propose Permanent
for Infrastructure plans; GC
§34090
QC & OD
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-4
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
(OFR)
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public
Works /
Engineer.
0730, 0760,
0770, 0780,
0820, 0850,
0860, 0950
Project Files: City Infrastructure
and Facilities Projects / CIP /
Private Development -
Permanent File (Design): Plans,
Specifications, Change Orders,
Materials Testing Reports,
Environmental, Feasibility
Studies, Notice of Completion
(send original to City Clerk),
Record Drawings ("As Builts"),
Regulatory Agency Approvals,
Soils Reports, Structural
Calculations, Surveys, etc.
Upon
Completion
P
P
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Retained for disaster
preparedness purposes (City
Clerk does not maintain Plans,
Materials Testing Reports, etc.)
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
QC & OD
1 year
Public
Works /
Engineer.
Project Files: Fugitive Dust
Applications & Plans (PM 10)
2 years
2 years
Mag,
Ppr
GC §34090
Public
Works /
Engineer.
0730
Realignments (Closed)
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090
QC & OD
Ne
Public
Works /
Engineer.
0720
Recorded Maps (Final Maps,
Record of Survey, Tract Maps,
etc.)
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Drafts should be destroyed; GC
§34090, 34090.7
QC & OD
1 year
Public
Works /
Engineer.
Sanitary Spills and Overflows
(SS0s)
5 years
5 years
-
Mag'
Mfr, OD,
S / I
Yes: After
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40 CFR
122.41(j)(2); GC §34090
QC & OD
Ppr
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-5
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public
Works /
Engineer.
Sanitary Surveys
10 years
10 years
Mag,
Mfr, OD,
S / I
Yes: After
40 CFR 141.33(c)
QC & OD
Ppr
Public
Works /
Engineer.
Sewer Lift Stations Plans
P
P
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference; GC §
34090
QC & OD
Ne
Public
Works /
Engineer.
Sewer System Management
Plans (SSMP)
5 years
5 years
Mag,
Mfr, OD,
S / I
Yes: After
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
40 CFR 122.41(j)(2); GC §34090
QC & OD
Ppr
Public
Works /
Engineer.
Solid Waste Reduction / AB 939
Compliance / SB 1383
Compliance (Organic Waste
Collection and Recycling)
10 years
10 years
Ma g'
Mfr, OD,
S / I
Yes: After
Department preference; SB
1383 compliance is required for
5 years; 14 CCR § 18995.2; GC
§34090
QC & OD
Ppr
Public
Works /
Engineer.
0720
Tract Files (drawings, studies, test
reports, etc.)
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
GC §34090
QC & OD
Inaetive
Public
Works /
Engineer.
0950
Tree Planting Lists / Tree Surveys
When No
Longer
Required
When No
Longer
Re.uired
Mag,
Ppr
Transitory records / Data may be
superseded; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-6
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public
Works /
Engineer.
Underground Storage Tank
(City Owned)
UST Monitoring, Inspections
and Maintenance, Release
Detection Systems, Cathodic
Protection Maintenance
Records
7 years
7 years
Mag,
Mfr, OD,
S / I
Yes: After
Monitoring and Maintenance
records are required on site for 3
years, 6 1/2 years for cathodic
protection maintenance, 5 years
for calibration & maintenance of
release detection systems; 23
CCR 2712(b); H&S §25284.2(i)
QC & OD
Ppr
Public
Works /
Engineer.
Underground Storage Tanks
USTs (City Owned)
Repairs, Lining, Upgrades
Life of the
Tank
Life of the
Tank
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
23 CCR 2712(b), H&S
§25284.2(i)
QC & OD
1-yeaf
Public
Works /
Engineer.
Public
Works /
Engineer.
Underground Storage Tanks (City -
Owned)
Location, Soil Remediation,
Monitoring Well Records
10 years
P
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference
(required for the life of the tank);
23 CCR 2712(b), H&S
§25284.2(1); GC §34090 et. seq.
QC & OD
0860
Wastewater - NPDES Monitoring
Reports / Sewer Monitoring
Reports
3 years
3 years
Mag'
Ppr
Monitoring records required for 3
years; 40 CFR §§122.21,
122.41, 122.44
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-7
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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).
TRANSPORTATION / TRAFFIC ENGINEERING
Public
Works /
Trans.
0760
Speed Surveys
10 years
10 years
Mag,
Mfr, OD,
S / I
Yes: After
Department preference (required
every 5 years, but can be
extended to 7 or 10 years); GC
§34090
Department Preference; GC
§34090
QC & OD
Ppr
Public/
Works
Trans.
0760
SWITRS - Traffic Accident
Reports
10 years
10 years
Mag,
Mfr, OD,
S / I
Yes: After
QC & OD
Ppr
Wobks /
Trans.
Traffic Calming (speed humps,
etc)
10 years
10 years
Mfr OD
S / I
Yes: After
GC §34090
Department Preference; GC
§34090
QC & OD
Ppr
Public
Works /
Trans.
0760
Traffic Counts / Volumes,
Summaries, Reports - Historical
P
P
Mag'
Mfr, OD,
S / I
Yes: After
QC & OD
Ppr
Public
Works /
Trans.
0760
Traffic Counts / Volumes,
Summaries, Reports - Routine
Superseded -
Minimum 2
years
Superseded -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090
Public
Works /
Trans.
Traffic investigations (minor
projects - reports, ordering of
signs, pavement management
studies, etc.)
Completion
10 years
Completion +
10 years
Yes: Before
Completion
Ma g'
Mfr, OD,
Ppr
S / I
Yes: Upon
Completion
Department preference to cover
audits from all grant funding
agencies; Statute of Limitations
for Errors & Omissions is 10
years; CCP §§337. 337.1(a),
337.15, GC §34090
Public
Works /
Trans.
Traffic Signal Timing
Change + 10
years
Change + 10
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
Department Preference; GC
§34090
QC & OD
inactive
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-8
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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 sus.end normal retention periods (retention resumes after settlement or completion).
Public
Works /
Engineer.
Wide Load Permits / Oversize
Load Permits
Expiration + 2
years
Expiration + 2
years
Mag,
Ppr
GC §34090
MAINTENANCE
Public
Works /
Maint.
1120
Air Compressor Tank Permits
Upon
Expiration
(minimum 2
years)
Upon
Expiration
(minimum 2
years)
Mag,
Ppr
Department Preference; GC
§34090
Public
Works /
Maint.
AQMD Permits
5 years
5 years
Ppr'
40 CFR 70.6; GC §34090
Public
Works /
Maint.
Generator Operation Logs (for
Fixed / Stationary Generators)
3 years
3 years
Mag,
Ppr
AQMD Rule 1470; GC
§34090
Public
Works /
Maint.
Generator Operation Logs (for
Portable /Emergency
Generators)
5 years
5 years
Mag,
Mfr, OD,
S / I
Yes: After
AQMD Rule 1470; Form
400 —E -13a instructions, GC
§34090
QC & OD
Ppr
Public
Works /
Maint.
1120
Fuel Inventories
2 years
3 years
5 years
Mag,
Mfr, OD,
S / I
Yes: After
Auditing purposes; GC §34090
QC & OD
Ppr
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022
Ver. 11.0
City Council Meeting Agenda April 6, 2023
RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-9
Office of
Record
File No.
Records Description
Retention / Disposition
Comments / Reference
(OFR)
Active
(in office)
Inactive / CD
or Mfr
Total
Retention
Vital .
Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public
Works /
Maint.
1120
Maintenance History Vehicles &
Equipment
Life of Vehicle
or Equipment
+ 2 years
Life of Vehicle
or Equipment
+ 2 years
Mag,
Ppr
Department Preference to cover
statute of limitations; If a motor
carrier, required for 18 months
after vehicle is sold; Covers all
statute of limitations; CHP
requires life of vehicle; OSHA
requires 1 year; 8 CCR §
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. seq., 13 CCR
1234(f); GC §34090
Public
Works /
Maint.
1120
Maintenance Schedules
Superseded
Superseded
Mag,
Ppr
Department Preference; GC
§34090
Public
Works /
Maint.
1120
Manuals - Operation and
Maintenance for various
equipment
Life of
Equipment
Life of
Equipment
Mag,
Mfr, OD,
Ppr
S
No
Administrative value; GC §34090
Public
Works /
Maint.
Pre -Trip Inspections / Daily
Vehicle Inspections
2 years
2 years
Mag,
Ppr
13 CCR 1234(c); GC§34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/21/2022