Agenda — Indio City Council, February 7, 2024 (part 1 of 7)

City of Indio
AGENDA
City Council / Indio Water Authority
Wednesday, February 7, 2024 @ 5:00 PM
Council Chamber, 150 Civic Center Mall

The City Council serves as the Board for Indio Water Authority

You may view the meeting via Livestream on the City’s website, Facebook Live, YouTube or view and participate via Zoom
Webinar ID: 857 8957 7701 Passcode: 92201

Agenda en Español

CEQA Statement: Unless stated otherwise on the agenda, every item on the agenda is exempt from CEQA under Guideline Sections 15060(c), 15061(b)(3), 15273, 15378, 15301, 15323 and/or Public Resources Code Section 21065.

If you are an individual with a disability and need a reasonable modification or accommodation pursuant to the Americans with Disabilities Act (“ADA”) please contact the office of the City Clerk at 760-391-4007 prior to the meeting for assistance.

Members of the public who desire to address the City Council during the meeting may do so either in person or orally or in writing as described below.

Oral Comments: Oral testimony can be provided in person or during the virtual live session. Individual speakers are limited to three minutes each, unless the Mayor amends the time limit. To address the Council in person please complete speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. To address the Council during the virtual live session via zoom, please email the City Clerk at [email protected], or alternatively, during the specific agenda item or general comment period (i.e. non-agenda items), please use the "raise your hand" function in zoom in order to be recognized by the City Clerk in order to provide comments in real time. The City Clerk will facilitate to the extent possible any email requests to provide oral testimony that are sent during the live meeting. Please specify on the subject line of the email “Oral Comment” and note the agenda item number or if general comment (i.e. non-agenda item). To participate during the live session, please keep track of the meeting proceedings by watching the meeting via Livestream, Facebook Live, YouTube, or Zoom. Please raise your hand and your name or other identifier (phone number) will be called when it is your turn to speak.

Written Comments: If you are unable to provide comments during the meeting (whether in person or the virtual live session), written public comments on agenda and non-agenda items, or both, may be submitted by email to the City Clerk at [email protected]. Please specify on the subject line the agenda item number or if general public comment (i.e. non-agenda item). For example on a specific item, write "agenda item 8a" on the email subject line.

Email/Written comments must be received by the City Clerk no later than 2:00 p.m. on the day of the meeting and such comments will be distributed to the City Clerk, City Council, posted on the agenda landing page and be made part of the agenda packet and public record of the meeting; however, they will not be read during the meeting.

Public Hearing Items: Any person may provide in-person comments on public hearing items. Oral or written comments will also be accepted on public hearing items in the manner prescribed in the notice at the top of this agenda except that comments will be accepted during the public hearing until the hearing is closed.

MISSION STATEMENT

THE CITY OF INDIO'S PUBLIC SERVANTS PROVIDE OUTSTANDING MUNICIPAL SERVICES TO ENHANCE

THE QUALITY OF LIFE FOR OUR RESIDENTS, VISITORS AND THE BUSINESS COMMUNITY

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CLOSED SESSION - 4 PM

1. CALL TO ORDER AND ROLL CALL
Mayor Lupe Ramos Amith
Mayor Pro Tem Glenn Miller
Councilmember Elaine Holmes
Councilmember Waymond Fermon
Councilmember Oscar Ortiz

2. PUBLIC COMMENT
This is the time set aside for public comment for items not on the agenda. Public comments may be provided in the manner prescribed at the top of this agenda.

3. ADJOURN TO CLOSED SESSION TO CONSIDER:

3.1 Conference with Real Property Negotiators, Government Code Section 54956.8; for 45250 Smurr Street, Indio, City of Indio Negotiator: Bryan H. Montgomery, City Manager; Negotiating Party:

Jayce Levi DBA Sunny Sounds Studios; Under Negotiation: Price and Terms of Payment

3.2 Conference with Real Property Negotiators, pursuant to California Government Code Section 54956.8; Property: 45657 Towne St, APN 611-221-004.; Negotiating Parties: City of Indio; Bryan H.

Montgomery, City Manager and Celestine and Ernest Edge; Under Negotiation: Price and Terms of Payment

REGULAR SESSION - 5 PM

1. CALL TO ORDER AND ROLL CALL
Mayor Lupe Ramos Amith
Mayor Pro Tem Glenn Miller
Councilmember Elaine Holmes
Councilmember Waymond Fermon
Councilmember Oscar Ortiz

2. INVOCATION
The City Council does not endorse the content of the invocation and does not endorse the invocational speaker’s particular faith, belief and/or religious denomination. The City Council does not engage in any prior inquiry, review of, or involvement in, the content of the invocation, except to request the speaker to refrain from using the invocation as an opportunity to attempt to convert others to a particular faith or to disparage any faith or belief and for the speaker to face the City Council. The City Council has an established neutral policy for selecting and scheduling invocational speakers. The City Clerk will make the Council’s policy on invocations available upon request for public inspection and copying.

3. PLEDGE OF ALLEGIANCE
 AJ Viramontes, Fifth Grader at Amelia Earhart Elementary

4. CITY ATTORNEY REPORT ON CLOSED SESSION

5. PRESENTATIONS

5.1 Introduction of New Employees

6. YOUTH ADVISORY COUNCIL (YAC)
Frida Arriaga, Miabella Cansino, Isabella Duarte, Xitlali Natividad, Destiney Nuñez, Taliyah

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Randolph, Tatiyana Randolph, Rachel Sanchez, Valeria Nicole Sermeno-Diaz, Vianca Terriquez, and Viviana Terriquez.

7. CITY MANAGER REPORTS AND INFORMATION

8. REPORT ON CITY COUNCIL EXTERNAL/INTERNAL BOARDS,

COMMISSIONS AND COMMITTEE MEETINGS AND REPORT ON

MEETINGS ATTENDED PER GOVERNMENT CODE SECTION
53232.3(D)

9. APPOINTMENTS

9.1 Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Public Arts Commission (Sabdi Sanchez, City Clerk Administrator) Recommendation: Appoint
Staff Report - Appointment to the Public Arts Commission, D2 - Jon Prudhomme - Pdf
7 - 13

10. CONSENT CALENDAR
Consent calendar items are considered to be routine in nature and will be approved by one motion.

Reading of text of Ordinances is waived and Ordinances are adopted as second reading, by title only.

Public requests to discuss consent calendar items must be filed with the City Clerk before the consent calendar is called. This is the time for any member of the public wishing to speak on a consent calendar item to do so. Any member of the public wishing to speak shall have a total of three minutes to address any and all items on which he/she wishes to speak. Unless a consent calendar item is pulled for discussion by a council member, there will be no further opportunity to discuss the matter. If a consent calendar item is pulled for Council discussion and a member of the public then wishes to speak, he/she shall limit comments to matters raised during the Council discussion.

10.1 Minutes for City Council meeting of January 17, 2024 (Sabdi Sanchez, City Clerk Administrator) Recommendation: Approve Staff Report - Minutes for January 17, 2024 - Pdf
14 - 22

10.2 Resolution No. 10427, declaring Laserfiche a Trusted System and Adopting a Records and Information Management Policy (Sabdi Sanchez, City Clerk Administrator) Recommendation: Approve Staff Report - Resolution No. 10427, declaring Laserfiche a Trusted System - Pdf
23 - 150

10.3 City Warrants from 01.13.24 thru 01.25.24 (Rob Rockwell, Assistant City Manager & Director of Finance) Recommendation: Receive & File Staff Report - City Warrants from 01.13.24 thru 01.25.24 - Pdf 151 - 177

10.4 Report of investments for the quarter ending December 31, 2023 (Rob Rockwell, Assistant City Manager & Director of Finance) Recommendation: Receive & File
Staff Report - Investment report for the quarter ending December 31, 2023 - Pdf
178 - 247

10.5 IWA Warrants from 01.04.24 thru 01.24.24 (Rey Trejo, IWA General Manager) Recommendation: Receive & File
Staff Report - IWA Warrants from 01.04.24 thru 01.24.24 - Pdf 248 - 252

10.6 Resolution No. 10426, fixing the employer contribution under the Public Employees' Medical and Hospital Care Act (PEMHCA) at an equal amount for employees and annuitants, and making a determination that the action is exempt from further environmental review pursuant to Section 15324 (Regulations of Working Conditions) of the California Environmental Quality Act (Andrew 253 - 256

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Ansoorian, Director of Human Resources & Risk Management) Recommenation: Approve
Staff Report - Resolution No. 10426, Employer Contribution for both Employees and Annuitants - Pdf

10.7 Master Sales Agreement between the City of Indio and ConvergeOne for the purchase and installation services for replacement servers and storage arrays in the amount of $1,061,892.35 (Ian Cozens, Director of Information Technology) Recommendation: Approve Staff Report - MSA w/ Converge One for Server and Storage Replacement - Pdf
257 - 311

10.8 Resolution No. 10424, approving the quitclaim of Parcel A of Parcel Map No. 36716 previously dedicated to the City of Indio by RJ Ventures-Indio, LLC and Wal-Mart Real Estate Business Trust (Timothy T. Wassil, Director of Public Works) Recommendation:

Approve
Staff Report - Resolution No. 10424 - Quitclaim of Parcel A of Parcel Map No. 36716 - Pdf
312 - 323

10.9 Resolution No. 10425, Intention for Annexation No. 84 (Parcels 1, 2, and 3 of Parcel Map No. 38473) Pulte Home Company, LLC, located on the northwest corner of Madison Street and Avenue 40, into CFD No. 2004-1 and setting the public hearing for March 20, 2024 (Timothy T. Wassil, Director of Public Works)
Recommendation: Approve
Staff Report - Resolution No. 10425 - Intention for Annexation No. 84 (Parcels 1, 2, 3 of PM 38473) - Pdf
324 - 341

11. ADMINISTRATIVE ITEMS

11.1 Resolution Amendment of Resolution No. 10411 calling for a peaceful resolution to the Israel-Palestine conflict and condemning any and all acts of Anti-Semitism and Islamophobia (Bryan H.

Montgomery, City Manager) Recommendation: Approve
Staff Report - Resolution Amending Resolution No. 10411 - Pdf 342 - 347

11.2 Shields Park Project: Select a finalist for the Shields Park Project and authorize the City Manager and City Attorney to negotiate and finalize the terms of any agreement between the City and the selected artist, with a total budget not exceeding $100,000 (Leila Namvar, Public Arts Analyst) Recommendation: Approve
Staff Report - Shields Park Project - Pdf
348 - 382

11.3 Resolution No. 10428 approving the deferral of certain City Development Impact Fees (DIFs) in the amount of $1,672,164.64 to be structured as a Residual Cash Receipts Loan between the City of Indio and Pacific West Communities, Inc. to support the provision of required electrical infrastructure for the Arroyo Crossing Affordable Housing Project, Phases I and II located southwest of the intersection of Jefferson Street and Highway 111 f authorizing the City Manager and City Attorney to prepare and execute the necessary Loan Agreement documents (Kevin Snyder, Director of Community Development) Recommendation: Approve
383 - 437

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Staff Report - Resolution No. 10428 - Arroyo Crossing I/II DIF Deferral Loan - Pacific West Communities - Pdf

11.4 Ordinance No. 1807, Amending Chapter 30 of the Indio Municipal Code Related to the Compensation of City Councilmembers Pursuant to Senate Bill 329 (Steven Graham, City Attorney) Recommendation:

Approve Introduction & Waive Full Reading
Staff Report - Ordinance No. 1807 - City Councilmember
Compensation - Pdf
438 - 443

11.5 Ordinance No. 1808, Amending Chapter 96 of the Indio Municipal Code Related to Regulation of City Parks and Facilities (Steven Graham, City Attorney) Recommendation: Approve Introduction & Waive Full Reading
Staff Report - Ordinance No. 1808 - Park Regulations - Pdf 444 - 470

11.6 Ordinance No. 1809, Repealing Chapter 11 and Various Sections of Chapter 10 of the Indio Municipal Code, Amending Various Sections and Adding Chapter 12 Relating to the Enforcement of the Code (Steven Graham, City Attorney) Recommendation: Approve
Introduction & Waive Full Reading
Staff Report - Ordinance No. 1809 - Code Enforcement Ordinance Update - Pdf
471 - 535

12. PUBLIC HEARINGS

12.1 Resolution No. 10423, Conditional Approval of Tentative Parcel Map No. 38741 (Case File No. 23-05-46) to subdivide a 3.38-acre parcel of land (Assessor’s Parcel Number 600-230-009) into two separate parcels of land located at 80545 Highway 111 and determining that the Project is Categorically Exempt from environmental review pursuant to Section 15315 (Minor Land Division) of the California Environmental Quality Act (CEQA) Guidelines (Kevin Snyder, Director of Community Development) Recommendation: Approve
Staff Report - Resolution No. 10423 conditionally approving Case File No. 23-05-46 - Pdf
536 - 551

12.2 Second Reading of Ordinance No. 1805: Establishment of Pre- Zoning designation of Suburban Neighborhood-4 (SN-4) via a Zoning Map Amendment for a territory of land identified as Southeastern Sphere I comprised of approximately 36 acres located at the southeast corner of Avenue 50 and Jackson Street (Kevin Snyder, Director of Community Development) Recommendation: Approve Staff Report - Second Reading of Ordinance No. 1805: Pre- Zoning/Zoning Map Amendment for Southeastern Sphere I - Pdf 552 - 671

12.3 Second Reading of Ordinance No. 1806: Establishment of Pre- Zoning designation of Desert Estates Transition-3 (DET-3) via a Zoning Map Amendment for a territory of land identified as Southeastern Sphere II comprised of approximately 228 acres located south of Avenue 50, east of Jackson Street, west of Calhoun Street and north of Avenue 52 (Kevin Snyder, Director of Community Development) Recommendation: Approve
672 - 793

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Staff Report - Second Reading of Ordinance No. 1806: Pre- Zoning/Zoning Map Amendment for Southeastern Sphere II - Pdf

13. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
This is the time set aside for public comment for items not on the agenda. Public comments may be provided in the manner prescribed on the first page of this agenda.

14. ADJOURN
NEXT COUNCIL / IWA MEETING: FEBRUARY 21, 2024
Agenda packets are available on the city’s website at www.indio.org. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available in City Clerk's Office at 100 Civic Center Mall, Indio, during normal City business hours and during the meeting.

PUBLIC NOTICE
The Indio City Council Chamber is accessible to person(s) with disabilities. If special equipment is needed, for the hearing impaired, please call the City Clerk's office. Persons with disabilities can receive this agenda in an alternative format and should call the City Clerk's office at 3914007. Notification 48 hours prior to a meeting will enable the City to make reasonable arrangements to ensure accessibility to the meeting (28 CFR 35.102.35.104 ADA Title 11).

RULES OF DECORUM
To help conduct the business of the City Council in an orderly fashion, the City Council has adopted rules pertaining to decorum and order, as provided for in Ordinance No. 1205. The City Council will strictly enforce these rules in order to allow full expression of ideas and opinions by councilmembers, staff and the public.

Generally, the City's rules of decorum prohibit comments or actions which willfully disrupt the meeting. All remarks and questions shall be addressed to the Council as a whole and not to any particular member. No individual Councilmember or member of the City staff shall be questioned without first obtaining permission from the Presiding Officer. The City Council asks that all persons - including councilmembers, staff and the public - act and speak respectfully.

COMMUNICATION AND ELECTRONIC DEVICE
To minimize distractions, please be sure all personal communication and electronic devices are turned off or on silent mode.

DECLARATION OF POSTING

I, Sabdi Sanchez, City Clerk Administrator of the City of Indio, California, do hereby declare that the foregoing agenda was posted on February 2, 2024, at least seventy-two (72) hours prior to the meeting per Government Code 54954.2, at the following locations:

City of Indio Council Chamber, 150 Civic Center Mall, Indio, CA 92201 City of Indio website www.indio.org

Sabdi Sanchez

SABDI SANCHEZ, CMC

CITY CLERK ADMINISTRATOR

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City of Indio
City Council
February 7, 2024

STAFF REPORT

To: City Council
From: Bryan H. Montgomery, City Manager
Prepared by: Sabdi Sanchez, City Clerk Administrator
Subject: Appointment by Councilmember Waymond Fermon of Jon Prudhomme to the Public Arts Commission

RECOMMENDATION:

Ratify the appointment by Councilmember Fermon to the Public Arts Commission to fill one (1) vacancy consisting of an unexpired term through December 2026.

BACKGROUND INFORMATION:

Arts Public the from resignation his submitted William Mr. 2023, 27, October On Schinsky Commission, resulting in one (1) vacancy. A notice of vacancy was posted as required by The Maddy Act (set forth in Government Code Section 54970).

Pursuant to the Indio Municipal Code Section 32.04(B)(2), Commissioners receive a stipend in the amount of $50 per any officially convened meeting they attend.

ATTACHMENTS:

Attachment 1 - Public Arts Commission Application - Jon Prudhomme_Redacted

APPROVAL(S):

Bryan H. Montgomery, City Manager Approved - 18 Jan 2024

AGENDA ITEM #9.1
Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Publi... Page 7 of 793 Commission, Committee and
Advisory Council Application
Submission Date: November 10, 2023
Applicant Type: New Applicant
Primary Selection: Public Arts Commission
Name: Jon Prudhomme
Address: Indio CA 92201
Phone:

Email:

Basic Requirements: I am a citizen of the United States I am a resident of the City of Indio
I am at least 18 years old
Length of Residency: 4
Employment Status: Other
Indio Business Owner: Yes
Business Name: Pen & Palette Solutions Inc.

GENERAL QUESTIONS
Community Involvement (List any boards, commissions, committees and/or organizations on which you are currently serving or have served on)
Volunteered 2022 with The Greater Coachella Valley Chamber for the Southwest Art Festival handling the parking. 2023 with the judging of the artist selection.

Member of the Big Rock men's Golf Club
Graduate of the first Leadership Indio Class 2023
Employment Background (List titles and duties)
Owner/President of Pen & Palette Solutions with a DBA Jon Prudhomme Fine Art & Murals since 1993. Freelance commercial artist working with Interior Designers of Hotels, Restaurants and Casinos supplying commissioned art across the country and abroad. Prior DBA 1983 - 1992 Jon Prudhomme Illustration, freelanced for Disney, Mattel and various toy companies.

Educational Background (List degrees, majors, credentials, certificates and/or licenses)

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Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Publi... Page 8 of 793 Bachelor of Fine Arts /Illustration from California State University Long Beach.

Relevant Experience (Briefly explain how your background, training, education and/or interests qualify you as an applicant)
Served as Show Chairman of the Society of Illustrators of Los Angeles 1992 - 1993 Served as President of the Society of Illustrators of Los Angeles 1993 - 1994 Project Managed several Las Vegas Casino Mural Projects during the Las Vegas themed era 1996 - 2000. Ran major art projects from St. Regis Hotels, Ameristar Riverboat Casinos, to the Conrad Hilton in Hong Kong. Painted exterior mural around the entirety of the Reserve Casino in Henderson, NV (1997). Commissioned by Disney to paint Hyperion Theater Mural at Disneyland California Adventures. Private commissions in homes and hotels along the coast of Southern California* (see attached resume) (jonprudhomme.com)
Why are you interested in serving on a City of Indio Commission or Board? Graduating from the first class of Leadership Indio I learned commissions are an invitation to get involved with the city as a resident. I see the Arts Commission as an opportunity to utilize my life experience as an artist while serving my community. Alex Sanchez spoke at our class and knowing my experience, extended this invitation to me.

In your opinion, what are the goals and objectives of the Commission or Board you are applying to serve on?
As a career artist, I am unique in that I have made a living as a commssioned artist. What that means is that I have always painted what the client wants, not what I want. As I observe the Coachella Valley it tells a story of history and growth. My goal would be to assure the art that is currently here is preserved while new art continues to reflect the people, cultures and history of Indio.

If appointed, how would you help achieve these goals and objectives? I would treat Indio like they were one of my clients. I would discern the wants and needs of Indio's art community and oversee that projects are designed and executed properly, on budget, on time and within the plans of the commission. I would also make sure the history of the art we currently have is restored and preserved properly for longevity.

If appointed to serve, do you see any potential for a conflict of interest claim based on personal interests?
No

APPLICATION AGREEMENT
☒ I understand and agree to the above statements

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Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Publi... Page 9 of 793 ☒ I agree that all of the information contained in this application is true and accurate to the best of my knowledge. I further agree that, by submitting this application online or otherwise, I am affixing my digital signature to this form as of the date submitted.

Signature: Jon Prudhomme Date Submitted: November 10, 2023

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Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Publi... Page 10 of 793 Jon collects his inspiration from the nomadic existence that comes with being a member of a Navy family, which provided him with the opportunity to see and appreciate the country. His dad finally settled in the beach town of Carlsbad, CA when Jon was twelve. Living by the ocean was a huge inspiration. "You really have a great love for the California Impressionist when you live here," says Jon. Jon's formal academic training includes Palomar College & Long Beach State University (B.F.A. Illustration), along with being President of the Society of Illustrators L.A., 1993-1994.

His emotions and love stem from his Italian family background, and is reflective in his art. These passions show his versatility in a gallery of work featured at The Remington Steakhouse, St. Regis Hotel in Houston, TX.; "The Dance" from Spanish Colonial period at the St. Regis lobby bar in Century City, CA; to a contemporary collection seen hanging in the "On Broadway Night Club", San Diego, Ca and the Waterfront Grill Restaurant, Ameristar Casino, Vicksburg, MS. These and other projects have given Jon the creative challenge to be versatile, along with the freedom to express himself. As a result, Jon has been allowed to move beyond the boundaries of painting in one style.

Artistically, he finds his versatility refreshing and a journey, while at the same time an asset for pushing himself in new directions. He feels that "art is a great reflection of how we experience all the nuances of life." Working on the exterior of the Reserve Casino in Henderson, Nevada and painting an 81-panel African mural of the Serengeti Plains (8' x 30' each panel), Jon said "painting outside in those conditions for four months was the most demanding and challenging thing I have ever done, but also the most rewarding." Jon currently resides in Laguna Niguel, CA with his wife Jo Beth and two children Sammy Jo and Nicholas. He operates his studio from there with clients all over the country. He enjoys frequent visits to his family in Carlsbad, tennis and fraternizing with old colleagues.

The work of
Jon Prud'homme Fine Art & Murals
can be viewed at these locations across the country:

Ameristar Casino
St. Charles, MO
"47 Port St. Resturant"
27 Abstract Paintings
Ameristar Casino
Kansas City, MO
"Great Plains Steakhouse"
27 Western Paintings
Ameristar Casino
Blackhawk, CO
"Timberline Grill"
24 Western PaintingsA
Ritz Carlton Hotel
Lake Las Vegas
10 Decorative Paintings- 18" x 120"
4 Decorative Paintings - 72" x 120"
Conrad Hilton Hotel/ Hong Kong
Nicolini's Italian Resturant
4 Paintings (Largest) 84" x 240"
4 Ballroom Paintings
72" x 120"
Fred & Lenore Kayne
Beverly Hills, CA
5 Commissioned paintings
Ray & Nancy Nielson
Las Vegas, NV
9 Commissioned paintings
Lon & Terry Von Hurwitz
Lake Tahoe, NV
Private Commission
Alex & Chris Powell
Palos Verde, CA
Jim Smith
Paradise Vally, AZ

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Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Publi... Page 11 of 793 Private Commission Private Commission
Grier Residence
Paradise Vally, CA
Private Commission
Amerisports Bar
Amersitar Casino/ Kansas City, MO
Interior Wall Murals
St. Regis Hotel
Lobby Bar featuring "The Dance"
painting 8' x 40'
Avenue of the Stars, Century City, CA
St. Regis Hotel
series of 16 original design paintings
1 mural 6' x 18'
Houston, TX
Reserve Casino's Exterior
81 panels 8' x 30' African Sunset
Wildfire Steakhouse &
Taco Zulu Restaurants
8 murals 4' x 11' to 6' x 8'
Henderson, NV
Caesar's Palace Hotel & Casino
The Forum Shops
Sky ceiling 30' x 30'
Las Vegas, NV
Hotel Albuquerque at Old Town by
Heritage Hotels & Resorts
4 historial (Taos style) paintings
4' x 5' to 5' x 11'
Albuquerque, NM
Mark Twain Restaurant
Sam's Town Casino
Mark Twain portrait - 2 1/2' x 3'
scenic mural - 5' x 11'
Tunica, MS
Merv Griffin
Productions/Channel Cosmetics
mural 30' x 100'
fashion show in Boston, MA
Radisson Hotel
2 paintings 7' x 10'
San Diego, CA
Ameristar Casino
2 paintings 7' x 10'
Council Bluffs, IA
On Broadway Night Club
series of 12 abstract paintings
San iego, CA
Indochine Restaurant
Banana Leaves 4' x 60'
Los Angeles, CA
Ameristar Casino
Waterfront Grill
14 original design paintings
2' x 3' to 3' x 5'
Vicksburg, MS
Harrah's Hotels & Casinos
Las Vegas, NV
Pacific Fish Company
2 paintings 4' x 5' & 4' x 8'
San Diego, CA
Eddie Van Halen Residence
Studio City, CA
Pinnfund Corporation
Carlsbad, CA
Caesar's Magical Empire
45 murals 3' x 5' to 14' x 20'
Las Vegas, NV
American Wilderness
Experience
10 habitat paintings 10' x 40' to 10' x 20'
Ontario Mills Mall, Ontario, CA
American Properties
7' x 10' paintings
Corporate Offices, Cleveland, OH
Private Commission
2 paintings 3' x 5' & 4' x 6'
San Diego, CA
Wells Fargo Marketplace
Theater
2 murals 4' x 7'
Albuquerque, NM
Wonders of Wildlife
2 paintings
Springfield, MO

Page 6 of 7 ends

Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Publi... Page 12 of 793 Caesar's Palace
North Casino
2 murals 7' x 136'
Las Vegas, NV
Ameristar Casino VIP Room
8 paintings
Vicksburg, MS
Steve & Jane Durand
4' x 6' painting
Palm Springs, CA
Century Plaza Hotel/Spa
6 panels 15" x 7'
Century City, CA
Lu & Beverly Galloway
3 paintings
Houston, TX
Ameristar Casino Hotel Lobby
6 paintings
Council Bluffs, IA
HOME | GALLERY | GICLEE PRINTS | BIOGRAPHY Contact via email
Copyright © 2023 Jon Prud'homme Fine Art & Murals. All rights reserved.

Page 7 of 7 ends

Nomination by Councilmember Waymond Fermon of Jon Prudhomme to the Publi... Page 13 of 793 City of Indio
City Council
February 7, 2024

STAFF REPORT

To: City Council
From: Bryan H. Montgomery, City Manager
Prepared by: Sabdi Sanchez, City Clerk Administrator
Subject: Minutes for City Council meeting of January 17, 2024

RECOMMENDATION:

Approve the Minutes of January 17, 2024, as presented.

ATTACHMENTS:

Attachment 1 - 17 January 2024 - Unofficial Minutes_FinalDraft_ss

AGENDA ITEM #10.1
Minutes for City Council meeting of January 17, 2024 (Sabdi Sanchez, Cit... Page 14 of 793 City of Indio
City Council / Indio Water Authority Minutes
Wednesday, January 17, 2024

Mayor Lupe Ramos Amith called to order the closed session meeting of the City Council for the City of Indio and the Indio Water Authority, at 4:00 p.m. in the Council Chamber located at 150 Civic Center Mall, Indio, California.

CLOSED SESSION - 4 PM

1. CALL TO ORDER AND ROLL CALL

Present:

Mayor Lupe Ramos Amith
Mayor Pro Tem Glenn Miller
Councilmember Elaine Holmes
Councilmember Waymond Fermon
Councilmember Oscar Ortiz

2. PUBLIC COMMENT None

3. ADJOURN TO CLOSED SESSION TO CONSIDER:

3.1 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Paragraph (1) of subdivision (d) of Section 54956.9)
Clementina Barragan v. City of Indio
USDC Case No. 5:22-CV-01623 SSS (SPx)
REGULAR SESSION - 5 PM
Mayor Lupe Ramos Amith called to order the regular joint meeting of the City Council for the City of Indio and Indio Water Authority at 5:01 p.m. in the Council Chamber located at 150 Civic Center Mall, Indio, California.

1. CALL TO ORDER AND ROLL CALL

Present:

Mayor Lupe Ramos Amith
Mayor Pro Tem Glenn Miller
Councilmember Elaine Holmes
Councilmember Waymond Fermon
Councilmember Oscar Ortiz

City Staff Present:

Bryan H. Montgomery, City Manager, Rob Rockwell, Asst. City Manager & Dir. of Finance, Kevin H. Snyder, Dir. of Community Development, Carl S. Morgan, Dir. of Economic Development, Sabdi Sanchez, City Clerk Administrator, Ian Cozens, Dir. of Information Technology, Mike Washburn, Chief of Police, Reymundo Trejo, P.E., IWA General Manager, and Steven Graham, City Attorney

Page 2 of 9 ends

Minutes for City Council meeting of January 17, 2024 (Sabdi Sanchez, Cit... Page 15 of 793 City Council / Indio Water Authority
January 17, 2024

2. INVOCATION None

3. PLEDGE OF ALLEGIANCE led by Delainey Josephson, fifth grader at Oliphant Elementary School

4. CITY ATTORNEY REPORT ON CLOSED SESSION
City Attorney Steven Graham reported Council met in Closed Session to discuss the items listed therein and Council gave settlement direction by consensus.

5. PRESENTATIONS

5.1 Proclamation for Scott Trujillo

Mayor Lupe Ramos Amith presented a proclamation to Scott Trujillo, Deputy City Manager for nearly 18 years of service to the City of Indio.

6. YOUTH ADVISORY COUNCIL (YAC)
Youth Advisory Council member Destiny Nunez had no report, but shared they are planning great things coming in the future months.

7. CITY MANAGER REPORTS AND INFORMATION
City Manager Montgomery shared his gratitude for those who were able to attend the groundbreaking ceremony for City Hall & Library project earlier this afternoon and notated there would a Ribbon Cutting Ceremony for the Library in approximately one year, and City Hall in approximately two years.

8. REPORT ON CITY COUNCIL EXTERNAL/INTERNAL BOARDS, COMMISSIONS

AND COMMITTEE MEETINGS AND REPORT ON MEETINGS ATTENDED PER GOVERNMENT CODE SECTION 53232.3(D)
Councilmember Holmes reported on the Coachella Valley Conservation Committee and East Valley Reclamation Joint Powers Authority with Valley Sanitary District.

*Councilmember Holmes proposed an Amended Resolution with consensus regarding approved Resolution No. 10411.

Councilmember Fermon reported on Coachella Valley Energy Commission.

Councilmember Ortiz reported on Coachella Valley Association of Government Energy & Sustainability Committee, Southern California Association of Governments Regional Council
Mayor Pro Tem Miller reported on East Valley Reclamation Joint Powers Authority with Valley Sanitary District.

Mayor Ramos Amith reported on the Coachella Valley Mountains Conservancy Board.

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9. CONSENT CALENDAR

9.1 Minutes for City Council meeting of December 20, 2023

9.2 City Warrants from 12.16.23 thru 01.12.24

9.3 IWA Warrants from 12.07.2023 thru 01.03.24

9.4 Resolution 10413, Approve Indio Water Authority Development Impact Fee and Supplemental Water Supply Fee Deferral Program

9.5 Resolution No. 10414, supporting the proposed Chuckwalla National Monument, and expansion of Joshua Tree National Park via the establishment of an adjacent national monument

9.6 Resolution No. 10421, Approving Organizational Conflict of Interest Policy which will be used for any future Design-Build projects

9.7 Implementation of terms of a Tentative Agreement with the Indio Police Officers’ Association bargaining unit and authorization for the City Manager to execute a successor Memorandum of Understanding

9.8 Implementation of terms of a Tentative Agreement with the Indio Police Command Unit, and authorization for the City Manager to execute a successor Memorandum of Understanding

9.9 Second Reading of Ordinance No. 1803: Request by Versed Development Group, LLC for a One (1) Year Extension of Design Review Approval for the Oasis and Bliss Mixed Use Project also known as Skyline (City of Indio Case File No. DR 20-08-477) located at the northwest corner of the intersection of Oasis Street and Bliss Avenue comprised of Assessor Parcel Numbers 611- 164-011, 611-164-013, 611-164-014, AND 611-164-015

9.10 Second Reading of Ordinance No. 1804: Request by Indio M.O.B., LLC for a One (1) Year Extension of Design Review Approval for the Indio Medical Office Building Project (City of Indio Case File No. DR 20-02-471) located at the northwest corner of the intersection of Cheyenne Street and Buffalo Trail comprised of Assessor Parcel Number 616-160-036

9.11 Amendment No. 2 to the Agency Reimbursement Agreement by and between the Coachella Valley Association of Government (CVAG) and the City of Indio for work related to the Arts and Music Line

9.12 Construction contract with Universal Construction and Engineering, in an amount not-to-exceed $4,217,196.30 for the Jackson Street Complete Streets Project (City Project No. ST2211, State Project No. CCL-5275-038) Public Comment provided by the following for Consent Item 9.5:

1. Frank Ruiz

Motion made by Mayor Pro Tem Glenn Miller, seconded by Councilmember Oscar Ortiz to approve Consent Calendar Items 9.1 thru 9.12. Carried Unanimously

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10. PUBLIC HEARINGS

10.1 Resolution No. 10415: Request for Conditional Use Permit and Planning Review Permit Land Use Entitlement Approvals for Indio Gas Station Urban Plaza (Case File No. CUP 22-12-1078/DR 22-05-500) on Assessor's Parcel Number 611-373-041 located east and south of the intersection of Indio Boulevard, Requa Avenue and Flower Street pursuant to the provisions of the Highway 111 Corridor Specific Plan
Kevin Snyder, Director of Community Development presented a PowerPoint Presentation.

Hayward Pardue, P.E., Engineer and Land Planner provided comment.

Mayor Lupe Ramos Amith opened and closed the Public Hearing at 5:51 p.m. with no comments.

*Written comments were received via email and made part of the administrative record.

Motion made by Mayor Pro Tem Glenn Miller, seconded by Councilmember Elaine Holmes to approve Resolution No. 10415, Conditional Use Permit and Planning Review Permit Land Use Entitlement Approvals for Indio Gas Station Urban Plaza. Carried Unanimously.

10.2 Resolution No. 10416: Request for Conditional Use Permit and Planning Review Permit Land Use Entitlement Approvals for Starbucks Drive-Through Project (Case File No. 23-06-57) on Assessor's Parcel Numbers 611-231-020 and 611-231-021 located north of Highway 111, east of Oasis Street and west of Towne Street pursuant to the provisions of the Highway 111 Corridor Specific Plan
Kevin Snyder, Director of Community Development presented a PowerPoint Presentation.

Mayor Lupe Ramos Amith opened and closed the Public Hearing at 6:12 p.m. with no comments.

*Written comments were received via email and made part of the administrative record.

Motion made by Mayor Pro Tem Glenn Miller, seconded by Councilmember Elaine Holmes to approve Resolution No. 10416, Conditional Use Permit and Planning Review Permit Land Use Entitlement Approvals for Starbucks Drive- Through Project. Carried4-1. Councilmember Waymond Fermon opposed.

10.3 Resolution No. 10422: Request for approval of Tentative Parcel Map 38417(Case File No. TPM 22-05-467) for the subdivision of a fourteen (14) acres parcel of land (Assessor Parcel Number 610-330-027 and 610-330-031) located southeast of Monroe Street and Buena Vista Avenue/Showcase

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Parkway into thirteen (13) separate parcels of land

Kevin Snyder, Director of Community Development introduced Principal Planner Kendra Reif.

Kendra Reif, Principal Planner provided clarification on City Memo regarding clerical errors and modifications of approval for Item 10.3 and presented the PowerPoint Presentation.

Stan Rothbart, Applicant, provided comment via zoom, requesting an amendment to conditions of approval.

Mayor Lupe Ramos Amith opened and closed the Public Hearing at 6:23 p.m. with no comments.

Discussion ensued.

Motion made by Councilmember Oscar Ortiz, seconded by Mayor Pro Tem Glenn Miller to approve Resolution No. 10422, approval of Tentative Parcel Map 38417, as amended. Carried Unanimously.

10.4 Resolution No. 10419: Text amendments to Chapter 3 (Land Use and Urban Design) of the City of Indio General Plan and a General Plan Map Amendment for the Application of a Suburban Neighborhood Low (SNL) Land Use Designation for a territory of land identified as Southeastern Sphere I comprised of approximately 36 acres located at the southeast corner of Avenue 50 and Jackson Street

Mayor Lupe Ramos Amith combined both Items 10.4 & 10.6, as they are inter- related to take one action.

Kevin Snyder, Director of Community Development presented a PowerPoint Presentation.

Mayor Lupe Ramos Amith opened the Public Hearing at 6:38 p.m. with the following comments:

1. Amy Hoyt (Best, Best & Krieger - Coachella City Attorney)

2. Dr. Gabriel Martin (Coachella City Manager)

3. Irma Fernandez (Coachella Resident, Mesquite Homeowner Jackson & Avenue 51)
Mayor Lupe Ramos Amith closed the Public Hearing at 6:47 p.m.

*Written comments were received via email and made part of the administrative record.

Motion made by Councilmember Waymond Fermon, seconded by Councilmember Elaine Holmes to approve Public Hearing Item 10.4, Resolution No. 10419, Land Use and Urban Design for Southeastern Sphere I and Public Hearing Item 10.6, Ordinance 1805, Establishment of Pre-Zoning

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Designation for Southeastern Sphere I. Carried Unanimously.

10.5 Resolution No. 10420: Text amendments to Chapter 3 (Land Use and Urban Design) of the City of Indio General Plan and General Plan Map Amendment for the Application of a Desert Estates Transition (DET) Land Use Designation for a territory of land identified as Southeastern Sphere II comprised of approximately 228 acres located at the southeast corner of Avenue 50 and Jackson Street
Mayor Lupe Ramos Amith combined both Items 10.5 & 10.7, as they are inter- related to take one action.

Kevin Snyder, Director of Community Development presented a PowerPoint Presentation.

Mayor Lupe Ramos Amith opened the Public Hearing at 6:56 p.m. with the following comments:

1. Jennifer Hamilton (Grand Paw Pet Resort - Jackson & Avenue 52)

2. Maria Inzunza
Mayor Lupe Ramos Amith closed the Public Hearing at 7:02 p.m.

*Written comments were received via email and made part of the administrative record.

Motion made by Councilmember Elaine Holmes, seconded by Councilmember Waymond Fermon to approve Public Hearing Item 10.5, Resolution No. 10420, Land Use and Urban Design for Southeastern Sphere II and Public Hearing Item 10.7, Ordinance 1806, Establishment of Pre-Zoning Designation for Southeastern Sphere II. Carried Unanimously.

10.6 Ordinance No. 1805: Establishment of Pre-Zoning designation of Suburban Neighborhood-4 (SN-4) via a Zoning Map Amendment for a territory of land identified as Southeastern Sphere I comprised of approximately 36 acres located at the southeast corner of Avenue 50 and Jackson Street Mayor Lupe Ramos Amith combined both Items 10.4 & 10.6, as they are inter- related to take one action.

Motion made with Public Hearing Item 10.4.

10.7 Ordinance No. 1806: Establishment of Pre-Zoning designation of Desert Estates Transition-3 (DET-3) via a Zoning Map Amendment for a territory of land identified as Southeastern Sphere I comprised of approximately 228 acres located south of Avenue 50, east of Jackson Street, west of Calhoun Street and north of Avenue 52 (Kevin Snyder, Director of Community Development) Recommendation: Approve Introduction & Waive Full Reading Mayor Lupe Ramos Amith combined both Items 10.5 & 10.7, as they are inter-

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related to take one action.

Motion made with Public Hearing Item 10.5.

10.8 Resolution No. 10417: Request of the Riverside Local Agency Formation Commission to take proceedings for the change in organization for a certain territory of land referred to as Southeastern Sphere I comprised of approximately 36 acres located at the southeast corner of Avenue 50 and Jackson Street

Mayor Lupe Ramos Amith combined both Items 10.8 & 10.9, as they are inter- related to take one action.

Kevin Snyder, Director of Community Development presented a PowerPoint Presentation.

Mayor Lupe Ramos Amith opened the Public Hearing at 7:05 p.m. with the following comments:

1. Amy Hoyt (Best, Best & Krieger - Coachella City Attorney) Mayor Lupe Ramos Amith closed the Public Hearing at 7:05 p.m.

*Written comments were received via email and made part of the administrative record.

Motion made by Mayor Pro Tem Glenn Miller, seconded by Councilmember Waymond Fermon to approve Public Hearing Item 10.8, Resolution No. 10417, Request of the Riverside Local Agency Formation Commission to take proceedings for the change in organization for Southeastern Sphere I and Public Hearing Item 10.9, Resolution No. 10418, Request of the Riverside Local Agency Formation Commission to take proceedings for the change in organization for Southeastern Sphere II. Carried Unanimously.

10.9 Resolution No. 10418: Request of the Riverside Local Agency Formation Commission to take proceedings for the change in organization for a certain territory of land referred to as Southeastern Sphere II comprised of approximately 228 acres located east of Jackson Street, west of Calhoun Street, north of Avenue 52 and south of Avenue 50
Mayor Lupe Ramos Amith combined both Items 10.8 & 10.9, as they are inter- related to take one action.

Motion made with Public Hearing Item 10.8.

11. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
Public Comments provided by the following:

1.Manual Villanueva (Indio Resident re dislocation due to construction)

2. Al Meza (Accidents on Indio Boulevard)

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12. ADJOURN
There being no further business to discuss Mayor Ramos Amith adjourned the regular joint meeting at 7:10 p.m.

SABDI SANCHEZ, CMC

CITY CLERK ADMINISTRATOR

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City Council
February 7, 2024

STAFF REPORT

To: City Council
From: Bryan H. Montgomery, City Manager
Prepared by: Sabdi Sanchez, City Clerk Administrator
Subject: Resolution No. 10427, declaring Laserfiche a Trusted System and Adopting a Records and Information Management Policy

RECOMMENDATION:

Adopt Resolution No. 10427, declaring Laserfiche a Trusted System for the management of records and Information and Records the adopting retention requirements, of automation the and Management Policy instituting the city’s standards for proper management of records.

SUMMARY:

Adoption of the proposed resolution lays the groundwork for a city-wide initiative to modernize the City’s records management program with procedure updates and policy development that will allow for application of new records management technology with the declaration of Laserfiche as a “trusted system,” permitting official City records to be stored and maintained as electronic digital copies instead of physical hardcopy files.

BACKGROUND INFORMATION:

Designating a Trusted System - The California Public Records Act defines records as “any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” While many records today are received in electronic format, the City has many records in paper format.

State laws and regulations have been enacted to allow government agencies to convert paper records to electronic formats. Storing records electronically is a cost-saving measure, reducing the need for onsite and offsite storage and management of voluminous paper records, and allows the City to provide easier and quicker access to records.

In order to retain records electronically and dispose of the paper version, the legislative body of an agency must declare a “trusted system.” Under California law (Government Code section 12168.7), “a ‘trusted system’ means a combination of technologies, policies, and procedures for which there is no plausible scenario in which a public record retrieved from or reproduced by the system could differ substantially from the public record that is originally stored.”

Additionally, the Secretary of State has adopted Trustworthy Electronic Document or Record Preservation regulations (Chapter 15, Division 7, Title 2 of the California Code of Regulations), which govern the recording, storing, and reproducing of records in electronic media where the intent is to destroy the original hardcopy and maintain the electronic copy as the official Record.

AGENDA ITEM #10.2
Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 23 of 793

Updating the Records and Information Management (RIM) Policy - the City Clerk’s Office, with assistance of the Information Technology Department have developed governance for the oversight of records and allowing the application of retention requirements with the use of technology through a Records and Information Management (RIM) policy in order to designate a “Trusted System”. The governance requirements of the RIM policy include updates to the City’s Records Retention Schedule (updated September 2023), and development of records management standards, policies, and procedures for the administration of the City records and the Records Retention Schedule.

On March 24, 2023, the City's Enterprise Content Management moved from an on-premise Laserfiche to Laserfiche Cloud Business Tier and included the City's records retention schedule implementation.

Staff worked with the City’s records consultant and CPS to ensure the City's enterprise content management system, Laserfiche, and the records stored within the system, are kept in accordance with the State's Trusted System requirements and the Trustworthy Electronic Document and/or Record Preservation regulations (Attachment 1).

Records Policy, Management Information Retention Records comprehensive City's The and Schedule, and Laserfiche technology constitute a Trusted System in accordance with state law and supports the establishment of a comprehensive Records Management Program by identifying the ownership and custody of City records; outlining the duties and responsibilities of the City officers and employees as it relates to the City records; establishing records management standards, policies, and procedures for the administration of City records; addressing proper electronic mail retention and storage management; and permitting the conversion of hard copy records to electronic records, consistent with state law.

ATTACHMENTS:

Attachment 1 - Trustworthy Electronic Document or Record Preservation __ California Secretary of State
Attachment 2 - Resolution Designating LF as Trusted System & adopting RIM Policy Exhibit A - Policy C-3 Records and Information Management Policy Exhibit B - Final Revised Retention Schedules

APPROVAL(S):

Ian Cozens, Director of Information Technology Approved - 26 Jan 2024 Jillian Martins, Assistant City Attorney Approved - 29 Jan 2024 Bryan H. Montgomery, City Manager Approved - 29 Jan 2024

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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 24 of 793 California Secretary of State
Shirley N. Weber, Ph.D.

California Code of Regulations
Title 2. Administration
Division 7. Secretary of State
Chapter 15. Trustworthy Electronic Document or
Record Preservation
22620.1. Purpose.
22620.2. Applicability of Electronic Document or Record Standards 22620.3. Definitions.
22620.4. Official Document or Record Storage Using Electronic Technologies.
22620.5. Business Practice Documentation.
22620.6. Electronic File Compression.
22620.7. Trusted Storage of Official Electronic Documents or Records.
22620.8. Electronic File Format for Preservation of Converted Official Documents or Records
22620.1. Purpose.

The purpose of this chapter is to identify the uniform statewide standards adopted by the Secretary of State, in consultation with the Department of General Services, for use in recording, storing, and reproducing permanent and nonpermanent documents or records in electronic media. These regulations list minimum standards recommended by the American National Standards Institute (ANSI) or the Association for Information and Image Management (AIIM), and provide specific conditions that would meet the definition of trusted system, as provided in Government Code section 12168.7. The uniform statewide standards in these regulations apply to state agencies, pursuant to subdivisions (b) and (d) of Government Code section 12168.7. The standards apply to local agencies only to the extent that existing law requires a local agency to apply the standards.

For agencies not required by statute or local law, these regulations are recommendations and best practice guidelines, which state and local agencies are strongly encouraged to follow.

Home About Us Regulations Current Regulations Technology Trustworthy Electronic Document or Record
Preservation
ATTACHMENT 1Page 3 of 128 AGENDA ITEM #10.2
Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 25 of 793 22620.2. Applicability of Electronic Document orRecord Standards (a) The provisions of this chapter shall apply to all electronic documents or records created or stored as the official record six months after the effective date of these regulations.
(b) The provisions of this chapter shall apply where the intent is to destroy the original hardcopy and to maintain an electronic version as the official record.
(c) The provisions of this chapter shall also apply to electronically originated documents or records that are maintained as official documents or records.

As used in this chapter, the following words have the following definitions:
(a) “AIIM” means the Association for Information and Image Management.
(b) “ANSI” means the American National Standards Institute. (c) “Electronically originated documents or records” includes any document or record created without first having originated in hard copy format. It includes all documents or records generated through electronic submissions.
(d) “ISO” means the International Organization for Standardization. (e) (e) “PDF/A” means Portable Document Format/Archive, which is an electronic file format whereby documents are self-contained allowing them to be reproduced with all of the document coding embedded within the file.
(f) “CGATS” means Committee for Graphic Arts Technologies Standards administered by NPES, the Association for Suppliers of Printing, Publishing, and Converting Technologies.
(g) Trusted System is defined in section 5.3.3 Trusted system and legal considerations of “AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management
Systems,” approved June 5, 2009, which is incorporated by reference in this section.
(h) “Official documents” or “official records” are those defined as such in applicable statutes and in business practices of the entity responsible for retaining said documents or records. In the absence of applicable statutes, official records or documents are those defined in the entity’s business practices.

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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 26 of 793 22620.4. Official Document or Record StorageUsing Electronic Technologies.

To ensure that all electronic versions of official documents or records (including documents or records converted from hard copy or electronically originated documents or records) are stored and managed in a trusted system as required in Government Code section 12168.7(c), electronic content management systems implemented six months after the adoption of these regulations shall be designed in accordance with section 6.2 Recommended Project Steps and Activities of “AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management Systems,” approved June 5, 2009, which is incorporated by reference in this section.

All existing electronic content management systems in place prior to six months after the adoption of these regulations should be evaluated to the greatest extent technologically and procedurally possible, and as soon as practicable secure all necessary local and/or state approvals to meet the intent of Government Code section 12168.7 that electronic documents or records be stored in a trusted system as defined in these regulations.

To ensure that appropriate policies and procedures associated with the creation, management, and storage of electronic documents or records are in writing, a document management policy shall be prepared prior to system implementation and updated at regular intervals in accordance with section 6.17 Business practices documentation of “AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management Systems,” approved June 5, 2009, which is incorporated by reference in this section.

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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 27 of 793 22620.6. Electronic File Compression.

When it is determined that electronic documents or records are to be compressed and to ensure that electronic documents or records can be accessed after being converted from hard copy format, only those compression technologies identified in section 5.4.2.4. Document image compression of “AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management Systems,” approved June 5, 2009, which is incorporated by reference in this section, shall be used.

To ensure that every official electronic document or record is considered to be a true and accurate copy of the original information received and before the original copy may be destroyed, at least two (2) separate copies of the official document or record must be created on electronic media meeting all the conditions of a trusted system as identified in section 5.3.3 Trusted system and legal considerations of “AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management Systems,” approved June 5, 2009, which is incorporated by reference in this section.

Authority Cited: Government Code section 12168.7
Reference: sections 25105, 26205, 26205.1, 26205.5, 26907, 27001, 27322.2, 34090.5, and 60203, Government Code; section 102235, Health and Safety Code; and section 10851, Welfare and Institutions Code.
22620.8. Electronic File Format for Preservationof Converted Official Documents or Records To ensure long term accessibility of documents or records converted from hard copy format into electronic format, the storing and recording of permanent and nonpermanent documents or records shall be maintained in a trusted system as defined in section 2307022620.7, Trusted Storage of Official Electronic Documents or Records, using standards adopted or developed by ANSI or AIIM and as identified in

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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 28 of 793 section 5.4.1.4 Image formats of “AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management Systems,” approved June 5, 2009, which is incorporated by reference in this section. If PDF/A is chosen as the file format for long-term storage, the adopted standard that should be followed is “ANSI/AIIM/CGATS/ISO 19005-1:2005, Document Management – Electronic Document File Format for Long-Term Preservation – Part 1: Use of PDF 1.4 (PDF/A- 1),” approved as ANSI Standards, June 15, 2008, which is incorporated by reference in this section.

The published version of the AIIM recommended practice may be downloaded directly from AIIM at www.aiim.org/standards, or from the Secretary of State at www.sos.ca.gov/archives/admin- programs/local-gov-program/. The published version of
ANSI/AIIM/CGATS/ISO 19005-1:2005 may be purchased from AIIM at www.aiim.org/standards.

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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 29 of 793 RESOLUTION NO. 10427

RESOLUTION OF THE COUNCIL OF THE CITY OF INDIO,

DECLARING LASERFICHE A TRUSTED SYSTEM FOR THE

MANAGEMENT OF RECORDS AND THE AUTOMATION OF RECORDS

RETENTION REQUIREMENTS AND ADOPTING A RECORDS AND

INFORMATION MANAGEMENT POLICY
WHEREAS, on September 18, 2023, the City Council adopted Resolution No. 10392 adopting revised Records Retention Schedule and destruction schedules for City Departments and authorizing the destruction of certain city records in accordance with state law; and
WHEREAS, the Secretary of State has adopted Trustworthy Electronic Document or Record Preservation regulations, located in Chapter 15, Division 7, Title 2 of the California Code of Regulations, which govern the recording, storing, and reproducing of Records in electronic media where the intent is to destroy the original hardcopy and maintain the electronic copy as the official Record; and WHEREAS, section 34090, et seq, of the Government Code of the State of California provides the parameters whereby Records that have served their purpose and are no longer required may be destroyed, including the requirement that certain Records be reproduced on a "Trusted System," as defined in California Government Code Section 12168.7, prior to destruction; and
WHEREAS, on March 24, 2023, the City Manager approved the transfer of the on-premise Laserfiche system to Laserfiche Cloud Business Tier (Vault) to implement a Trusted System; and
WHEREAS, the City uses Laserfiche to electronically store Records in TIFF and/or PDF format; and
WHEREAS, the City Clerk and the Information Technology Department have worked to ensure the City's Content Management System, and Records stored within the system, are kept in accordance with the State's Trusted System requirements and the Trustworthy Electronic Document Record Preservation regulations; and WHEREAS, folder level permissions and restrictions have been established in Laserfiche to ensure only appropriate personnel have access to certain Records; and WHEREAS, the City of Indio Records and Information Management Policy, attached hereto as Exhibit A, has been developed to define the requirements for the City of Indio to follow for the protection and management of records and information to meet operational needs and comply with federal, state, and local laws; and WHEREAS, Records and Information Management Procedures have been developed for the standardized procedure to provide for the routine scanning, uploading, saving, importing, and deletion of Records in Laserfiche during the normal course of business, in accordance with the City’s Records Retention Schedule; and ATTACHMENT 2Page 8 of 128 AGENDA ITEM #10.2
Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin... Page 30 of 793 WHEREAS, the City of Indio Records Retention Schedule, attached hereto as Exhibit B, has been updated and revised to correctly reflect current regulations and to facilitate the standardization of folder structures in Laserfiche that allows for the automation of retention requirements that will enable the system to operate efficiently within Trusted System requirements; and
WHEREAS, collectively, the City's comprehensive Records Retention Schedule, Records and Information Management Policy, Records and Information Management Procedures, and the Laserfiche technology constitute a Trusted System in accordance with State law.

NOW, THEREFORE, BE IT RESOLVED that the Council of the City of Indio hereby finds:

1. The above recitals are true and correct and establish the factual basis for the City Council’s adoption of this Resolution.

2. Laserfiche is declared the City’s Records storage repository.

3. Laserfiche is backed up both in the cloud as well as on a non- alterable media and the backup copy is stored offsite on a routine schedule.

4. The Records and Information Management Policy and Retention Schedule, attached hereto as Exhibits A and B, have been implemented and are considered the approved policies and procedures for the management of electronic records and the City Clerk is hereby authorized to make periodic clerical and procedural updates to Exhibits A and B as required.

5. The City Council hereby declares the adopted Retention Schedule, Records and Information Management Policy and Laserfiche technology collectively establish the City of Indio’s Trusted System.

BE IT FURTHER RESOLVED that this Resolution shall take effect immediately upon its adoption.

PASSED, APPROVED AND ADOPTED this 7th day of February, 2024.

_____________________________
LUPE RAMOS AMITH, Mayor
ATTEST:

_____________________________

SABDI SANCHEZ, CMC
City Clerk Administrator

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1 Administrative Policy Manual
Policy No. C-3
Approved _______________
Approved by City Council on _______________
Resolution No. __________

SUBJECT: RECORDS AND INFORMATION MANAGEMENT POLICY

1. PURPOSE:

1.1 The Purpose of this Policy is to define the requirements that staff and officials of the City of Indio (the “City”) will follow for managing the retention, protection and disclosure of records and information in accordance with the City’s operational needs and to comply with federal, state, and local laws.

2. SCOPE

2.1 This policy is established by the City in accordance with all relevant federal, state, and local laws, as summarized in Section 3, below.

2.2. Every writing (which includes records), as defined in Section 4, created or received by a City employee or official in the course of executing any of the City's business, is subject to compliance with this Policy.

2.3. The City Clerk is hereby authorized to establish and maintain written administrative regulations which implement this Policy. A copy of the administrative regulations shall be maintained by the Office of the City Clerk.

The administrative regulations shall include:

2.3.1. Standard procedures and guidelines to implement this Policy, provided that the procedures and guidelines are consistent with the purposes, goals, and requirements of this Policy. This shall include procedures for the effective creation, use, maintenance, security, retention, storage, preservation, and destruction of records by all City employees and officials; including procedures for complying with the "Trusted System" requirements of California Government Code section 34090.5.

2.3.2. Identification of any delegation of duties, responsibilities, or authority from the City Manager to other qualified City employees. This shall include a delegation of duties, responsibilities, and authority for the maintenance and lawful destruction of records.

2.3.3. Standard forms, and procedures for their use. This Policy applies to all City employees and official, as defined in Section 4. 1, who have access to, use of, or are involved in the creation, maintenance or storage of the City’s records and information.

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2 Administrative Policy Manual
Policy No. C-3
Approved _______________
Approved by City Council on _______________
Resolution No. __________

3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of City records include the following:

3.1 General Rule for Records Retention. As a general rule, the City is required to retain public records for at least two years (California Government Code sections 34090, et seq.). There are limited exceptions to this general rule that authorize the City to destroy records earlier than two years; however, there are many more exceptions to this general rule (based on legal requirements and considerations of public policy) that require a longer period of retention.

This Policy and the Retention Schedule do cument the required periods of retention.

3.2 Public Records Act. The California Public Records Act (Government Code sections 7920, et seq.) provides definitions for "writings" and "public records," for the purpose of determining which records are required to be disclosed to the public upon reques t. It also identifies which records are confidential or otherwise exempt from disclosure to the public. The definitions of the Public Records Act are used as a basis for the definitions set forth in this Policy.

3.3 Professional Standards and Retention Guidelines. Gladwell Governmental Services, Inc, s elected professional associations and other governmental agencies, such as the California Secretary of State, the Department of Justice, and the City Clerk's Association, have published standards, model retention guidelines, and/or articles recommending retention periods for different types of records. Although these standards and guidelines are not binding on the City, the City has taken these documents into consideration in establishing the City's Retention Schedule.

3.4 Penalties for Destruction of Public Records. There are serious penalties for unlawful destruction of public records. California Government Code section 6200 provides for punishment by imprisonment up to four years for any City employee or official who is found guilty of willfully destroying (including altering, falsifying, mutilating, defacing, or stealing, in whole or in part) a public record without complying with the requirements of law, including this Policy.

4. DEFINITIONS
For the purpose of this policy, the following terms are defined below.

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4.1 "City Employee or Official" means any elected or appointed official, full - time, part- time and temporary employees and volunteers, as well as contractors of the City who are acting on behalf of the City.

4.2 "Duplicate Copy" means a writing that is a copy of an original record, if the copy is not within the definition of "Trusted Copy." Duplicate Copy also includes any original record that has been replaced by a "Trusted Copy."

4.3 "Legal Hold" means a written notice from the City Manager or City Attorney that precludes the destruction of any record or writing, typically based on pending litigation or a claim filed against the city, until released.

4.4 "Non-record Writing" means any writing which is not within the definition of "Record."
Examples of non- record writings include writings that do not contain information relating to the conduct of the City's business (such as brochures, catalogs, seminar announcements, magazines, and newspapers).

4.5 "Record" means a "Public Record" as defined by Government Code section 7920.530. "Record" means any writing containing information relating to the conduct of the City's business prepared, owned, used, or retained by the City regardless of physical form or characteristics. Thus, "Record" or "Public Record" includes the subsets of all "Trusted Copies."

4.6 “Active Record” means records kept in the office and referenced on a regular basis.

4.7 “Archives” means a repository for housing historical records (whether in paper, microfilm, or digital) that should be protected or preserved.

4.8 “Inactive Record” means any public record transferred to a records center for storage until disposition is reached.

4.9 “Vital Record” means records with information essential for the resumption of operation after a disaster or the reestablishment of the legal and financial status of the organization.

4.10 "Retention Period" means the minimum length of time that a particular record shall be retained by the City before it is destroyed in accordance with this Policy. The Retention Period shall be identified on the Retention Schedule.

4.11 "Retention Schedule" means the schedule which identifies a minimum retention period for each category of record. The Retention Schedule is subject to the approval of the City Manager, City Attorney and City Clerk, and may be

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amended periodically by joint agreement of the City Manager, City Attorney and City Clerk.

4.12 "Transitory Writing" means writings that are not retained in the ordinary course of business, in accordance with the requirements of this Policy and generally includes writings that have only transitory value for use by an individual City employee or offi cial (e.g., Microsoft Teams Chats, personal notes, or drafts that are not provided to another person , preliminary work materials used for the preparation of reports, studies, etc., duplicates/extra copies of records, appointment logs/calendars).

4.13 "Trusted Copy" means a copy of an original record that is generated in a manner by which the copy accurately and legibly reproduces the original record in all details and that does not permit additions, deletions, or changes to the original record images. The Trusted Copy must be generated by a "Trusted System" in accordance with the requirements of Government Code section 34090.5. Once a "Trusted Copy" is created, it shall replace the original record; and the original record may be lawfully destroyed as a "Duplicate Copy." The "Trusted Copy" must be retained as a record in accordance with the requirements of this Policy and the Retention Schedule.

4.14 "Trusted System" means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that was originally stored or created as more particularly defined in Government Code section 12168.7.

4.15 "Writing" means any recording of any communication or representation (including letters, words, symbols, pictures, visual images, sounds, or combinations thereof), including any handwriting, typewriting, printing, photographing, photo-stating, photocopying, video recording, voice recording, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing (including papers, maps, magnetic or paper tapes, photographic films and prints, magnetic or punched cards, discs, drums, and other documents). Thus, "writing" is an all -inclusive definition that includes the subsets of all records, public records, trusted copies, duplicate copies, non -record writings, and transitory writings (See California Government Code section 7920.545).

5. POLICY

5.1 Each City employee and official shall create, use, maintain, store, preserve, secure, and retain all records in accordance with this Policy, the Retention

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Schedule. Records shall be retained for the Retention Period identified on the Retention Schedule, unless modified by this Policy. Records may be lawfully destroyed only in compliance with the requirements of this Policy.

5.2 The City Manager is authorized to include procedures by which City employees and officials are authorized to destroy writings that are less than two years old if the writing is within any one of the following categories:

5.2.1 Any original record that is replaced by a trusted copy, as defined by Section 4.13.

5.2.2 Any duplicate copy of a record, as defined by Section 4. 2. The Policy shall require the City employee or official who authorizes the destruction of the duplicate copy to ensure that the writing is not needed for the conduct of the City's business, that it is a duplicate copy, and that there is an original record (from which the duplicate copy was made) being retained in accordance with the Retention Schedule consistent with the provisions of California Government Code section 34090.7.

5.2.3 Any non-record writing, as defined by Section 4.4

5.2.4 Any transitory writing, as defined by Section 4.12. The Policy shall require the City employee or official who authorizes destruction of the transitory writing to ensure that the writing is not needed for the conduct of the City's business, that it was prepared by a City employee or official as a personal note for that City employee or official's personal use, that it was not provided to any other person, and that the public interest in destroying the writing (for purposes of maintaining effective and accessible public records) clearly outweighs the public interest in retaining the writing.

5.2.5 Any writing for which there is an independent legal basis for destruction, as set forth in the Retention Schedule, including any federal or state statute or regulation. This shall include procedures for the destruction of routine video monitoring, and recordings of telephone and radio communications, in accordance with California Government Code section 34090.6.

5.3 The City Manager shall include, as a part of the Policy, procedures that ensure that no record or writing shall be destroyed (whether pursuant to the Retention Schedule, or any provision of Policy Section 5.2) if the record or writing is the subject of a pending request for disclosure or inspection of a public record (pursuant to the requirements of (Government Code sections 7920, et seq.), or (b) the record or writing is the subject of a legal hold. A

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"legal hold" is a written notice from the City Manager or the City Attorney that precludes the destruction of any record or writing, typically based on pending litigation or a claim filed against the City, until the legal hold is released.

6. OWNERSHIP OF PUBLIC RECORDS

6.1 All public records are the property of the City and shall be delivered by outgoing officials and employees to their successors. Public records are to be maintained in active file areas, electronic data management system, or in a designated records center.

7. RECORD-KEEPING RESPONSIBILITIES

7.1 City Council: The policies for the keeping, producing, permitting copies, and management of all public records of the City shall rest with the City Council.

7.2 Officers and Employees: Each officer and employee of the City has the duty to protect, preserve, store, transfer, destroy or otherwise dispose of, use, and manage public records in accordance with applicable federal and state regulations, or such rules as may be approved by the City Council.

7.3 City Attorney: The duty of the City Attorney shall be to review and consent to requests to dispose of records in accordance with the City’s adopted Records Retention Schedule; and to provide legal guidance to the City Clerk in any review of, and amendment, to the retention schedule, in accordance with federal, state, and local regulations.

7.4 City Clerk: The City Clerk is designated as the City’s Records Manager and as such is the City’s official custodian of records.

The City Clerk may, for the proper and efficient management of the public records:

7.4.1 Develop and circulate instructions necessary and proper to implement the Records Management Program.

7.4.2 Advise City departments in the preparation of records inventories, retention periods, records destruction authorization forms, and make recommendations to the City Attorney.

7.4.3 Maintain archives to protect records of historic nature, which should not be destroyed.

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7.5 City Department Director: Each City Department Director shall establish and maintain an active, continuing program for the economical and efficient management of the public records of that department in accordance with this Policy. Such program shall, among other things, provide for:

7.5.1 Effective controls over the creation, maintenance, and use of public records in the conduct of business.

7.5.2 The maintenance and security of records.

7.5.3 Segregation and disposal of records of temporary value in accordance with the established retention schedule and this Policy.

8. HANDLING DOCUMENTS FROM INCEPTION TO DESTRUCTION

8.1 Creating Files. Department personnel is advised to begin new files with an eye to the future disposition of the file being created. For example, by knowing that the information/materials contained within a new file will be retained for a specific number of years, it would be prudent to create the file on a calendar year or perhaps fiscal year basis. Planning ahead avoids separating files later when it comes to time for storage or destruction. Also, reviewing the department’s retention schedule beforehand can avoid the necessity and time- consuming activity of separating permanent information/documents from short-term materials prior to the time of destruction.

8.2 Converting Hard Copy Paper to Electronic Formats. Government Code Section 34090.5 authorizes the conversion of hard copy materials and records onto other electronic media if the following conditions are met:

8.2.1 The record, paper, or document is photographed,
microphotographed, reproduced by electronically recorded video images, recorded in electronic data management system (Laserfiche), recorded on an optical disk, or any other medium that is a trusted sys tem and that does not permit additions, deletions, or changes to the original document.

8.2.2 The device or method used to reproduce the record, paper, or document reproduces the original in all details and does not permit additions, deletions, or changes to the original document images.

8.2.3 The reproductions are made accessible for public reference as the original records were.

8.2.4 A true copy of the film, optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes.

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If the above conditions are met, subject to system verification by the City Clerk, the public official having custody of the records (Department Director) may convert the hard copy paper to a permissible electronic format and dispose of the original hard copy.

9. ELECTRONIC MAIL RETENTION
The City’s email system is intended to be a medium of communication. The email system is not intended to and may not be used for the electronic storage or maintenance of City records. The email system, to function as intended, anticipates and requires that employees regularly delete communications from the system.

9.1 Administrative Policy No. A-38 Electronic Mail Policy states the City of Indio will archive all emails for a minimum of two (2) years and any emails older than two (2) years will be automatically removed from all email boxes. Any email that is identified as a publ ic record should be s tored outside of the City ’s email system in accordance with the City’s record retention policy.

10. DISASTER PREVENTION AND STORAGE OF INACTIVE RECORDS To ensure that records are protected from natural and man- made disasters and neglect, the public official having custody of the records (Department Director) shall be responsible to ensure that all reasonable efforts are taken to prevent damage to said records. While temporary on-site storage of inactive records may be appropriate, all efforts should be taken to avoid storing records near water pipes, air conditioning units, heat sources, direct sunlight, or directly on the floor. The public official having custody of the records (Department Director) shall be responsible for preparing an accurate inventory of records to be transferred to an off-site record center.

If records are damaged, records should be assessed and reasonable recovery procedures should be performed. Unrecoverable records (such as records damaged with mold) may be disposed of immediately. Unrecoverable and disposed records shall be reported to the City Clerk’s Office and a final disposition report shall be distributed to the City Council for notification purposes.

11. DISPOSITION OF PUBLIC RECORDS
At least annually, each Department is responsible for reviewing all records in its custody. Records that have reached the end of their retention period are to be destroyed pursuant to the Destruction of Public Records section of this manual.

Electronic versions of those records must also be deleted at the same time.

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The City Council, by adopting the Records Retention Schedule, authorizes City Department Directors to destroy duplicate records less than two years old if the records are no longer required in accordance with adopted retention schedules.

All original records to be destroyed must be inventoried. Requests for the destruction of original records must receive consent to the destruction by the City Clerk and City Attorney. Original requests for Records Destruction Approval (Attachment 1) shall be filed with the City Clerk’s Office.

Note: Once approval has been received to destroy records, all forms of that record must be destroyed (or deleted): paper, microfilm/fiche, electronic format.

This section does not authorize the destruction of the following original records:

11.1 Records affecting the title to real property or liens.

11.2 Records required to be kept by statute.

11.3 Records less than two years old.

11.4 Minutes, ordinances, or resolutions of the City Council or other City Board, Commission, or Committee.

The City has identified that shredding and recycling paper produced from the destruction of these records is the most appropriate method of disposal. Accordingly, although the specific method used for destruction shall be at the discretion of the Department Director, it shall reflect a method of destruction that recycles any paper products and avoids the use of sanitary landfill sites.

12. PRESERVATION OF PERMANENT/HISTORICAL RECORDS
A fundamental obligation of the City is to care for records with historical significance.

Such records typically have enduring administrative, fiscal, legal, or historical value, or are otherwise required to be maintained permanently by statute. Examples include minutes, resolutions, and ordinances of the City Council and City Boards, Commissions, and Committees. When a record is being evaluated for final disposition, City Staff should take into consideration the historical relevance of the record. It is encouraged that records that have been identified as permanent and/or historical be transferred to the designated records storage center. When appropriate, permanent records may be converted and retained in electronic format pursuant to Section 5 of this Policy.

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ATTACHMENT 1
Records Destruction Approval Form Sample

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ATTACHMENT 2
Procedure for Saving Official Records to Laserfiche

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Procedure for Saving Official Records to Laserfiche

1. Procedure

Identify the following information before beginning:
• The repository or department file plan to receive the Records • The appropriate record category or record series number • The required metadata, as well as any optional metadata, for the record category you will be using
If you are unsure about the repository or file plan, the record category, or what metadata is required, contact the City Clerk’s office for assistance before beginning.

1.1 Scanning paper Records into Laserfiche:
i) Prepare documents (i.e., remove paperclips, make sure pages are facing all the same direction, etc.).
ii) Follow departmental procedures for accessing Laserfiche and using the scan functions.

iii) Scan one type of document at a time (e.g., all Resolutions, all Ordinances, all Minutes, etc.).
iv) If scanning multiple Records of the same type at the same time, they will need to be split apart; follow Laserfiche scanning procedures to separate them.
v) Before moving to the next step perform quality checks to be certain all pages have scanned correctly (this is a must!); rescan any Records that do not meet quality assurance criteria; ensure both sides of two -sided documents are scanned.
vi) Select the appropriate template for the record category from the dropdown list in the Document Properties pane; the metadata fields for that record category will appear on the right of the screen in the Document Properties pane.
vii) Enter values for ALL required metadata fields; enter values in optional fields if you can.
viii) Once all metadata required values have been entered, click the Save icon at the top of the Toolbar. The document will be moved to its respective folder in the repository.

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1.2 Uploading and saving electronic Records into Laserfiche:
i. From within the application (e.g., Word, Excel, etc.) select the Print option. ii. For the printer, select “Laserfiche Snapshot.”
iii. Select the appropriate repository and log in.
iv. Select the appropriate template for the record category from the dropdown list in the Document Properties pane; the metadata fields for that record category will appear on the right of the screen in the Document Properties pane.
v. Enter values for ALL required metadata fields; enter values in optional fields if you can.
vi. Once all metadata required values have been entered, click Ok at the bottom of the Document Properties pane. The document will be moved to its respective folder in the repository.

1.3 Importing Records into Laserfiche:
i. You must be logged into the Laserfiche repository and file plan into which you want to import the record.
ii. From Laserfiche, click the “Import” icon on top ribbon of screen. iii. The “Import File” screen will appear. Choose file location of the record to import, highlight the document and click the “Import” button. iv. “Import to Laserfiche” screen will appear. Click the “Fields” tab where you will see a dropdown menu of templates.

v. Choose the appropriate template, then click “ok.” The metadata fields for that template will appear.
vi. Enter values for ALL required metadata fields; enter values in optional fields if you can.
vii. Click “ok.” The document will then be sent to its assigned folder. viii. Importing a record can also be accomplished by dragging the document into the corresponding Laserfiche repository and following the same steps to choose the appropriate template.

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Procedure for Deletion of Records to Laserfiche

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Procedure for Deletion of Records to Laserfiche
Records may not be deleted from Laserfiche or destroyed until they have passed their retention period. This procedure defines the steps to be completed in destroying “official” electronic City Records that are stored in the Laserfiche repository once their retention period has passed. Records that reside outside of the Laserfiche repository are not addressed in this procedure.

1. Procedure
Annually, the City Clerk will initiate the process to delete electronic official Records that have met retention requirements from Laserfiche.
a) The City Clerk contacts the City Attorney requesting information regarding any active or potential legal action(s) against the City to determine which category(s) of Records may be relevant to the action and therefore should be preserved and placed on Legal Hold.
b) The City Clerk searches, or causes a search to be conducted, for the relevant Records, suspends their destruction date and annotates the Records to indicate that they are on Legal Hold.
c) The City Clerk prepares a Records Notification containing a list of Records eligible for deletion based on the Retention Schedule requirements. The notification specifies the date on which deletion of these Records is scheduled to occur. d) The City Clerk sends the Records Notification to departments regarding the required deletion of obsolete electronic Records in Laserfiche. Included in the notification is a link to the Retention Schedule and who to contact with questions.

The Records Notification is to include the following:
 Record categories that shall not be deleted due to their relevance in a legal action.
 The list of Records eligible for deletion according to the City’s Retention Schedule.
 The date on which the obsolete Records will be deleted.  The deadline for a department to contact the City Clerk to prevent the deletion of the obsolete Records.
e) Departments shall notify the City Clerk’s Office by the deadline on the Records Notification if any of the Records eligible to be deleted should be exempted from deletion and shall provide a written justification for that exemption. In addition,

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departments shall notify the City Clerk if any of the documents on the list should be considered for continued retention due to ongoing historical value. f) The City Clerk sends the final list of Records eligible for deletion to the City Attorney to confirm there is no legal reason for continuing to retain these Records. g) The City Attorney will review and approve the deletion of the eligible Records and send their approval to the City Clerk.
h) On the designated date, or as soon as practicable thereafter, the City Clerk will delete the Records that have passed their retention period and have not been held for any legal or business reason.

The City Clerk maintains the documentation of compliance with this in accordance with the Retention Schedule.

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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: 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 Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, 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) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
EXHIBIT "B"

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Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
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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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY WIDE (Used by All Departments)
Human
Resources CW-001
Accident, Incident, Injury
reports: EMPLOYEES
Includes associated MSDS
(Material Safety Data Sheet), if
applicable
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §34090.7
Manag.

Services /
Accounting
CW-002
Accounts Payable, Invoices,
Petty Cash, Travel
Reimbursement, etc.

Includes all backup
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§34090.7
Lead Dept. CW-003 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;
CCP§337 et seq; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-004 Affidavits of Publications /
Public Hearing Notices 2 years 2 years
Mag,
Mfr, OD,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; GC
§§34090, 54960.1(c)(1)
City Clerk CW-005 Agenda Packets / Agenda Staff
Reports (City Council)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
The City Clerk retains originals;
GC §34090.7
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

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Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
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Inactive
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OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CW-006
Agreements & Contracts (ALL,
including DDAs, OPAs,
MOUs and MOAs) & Notices
of Completion.

Agreement or Contract includes all
contractual obligations (e.g. Scope
of Work, Amendments, Notices of
Completion), Insurance
Certificates
Change Orders are maintained by
the Lead Department.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S Yes: After
Inactive
All agreements, service
agreements, and contracts are
sent to the City Clerk; Change
Orders are maintained by the
Lead Department; GC
§34090.7
Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES -
NOT funded by a grant
(Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Insurance
Certificates, RFPs, Invoices, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
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; records
are permanent by law; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-008
Agreements & Contracts:

ADMINISTRATIVE FILES -
WITH grant funding
(Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Insurance
Certificates, RFPs, Invoices, 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: Upon
Completio
n
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
Lead Dept. CW-009
Agreements & Contracts:

UNSUCCESSFUL BIDS ,
PROPOSALS, or
RESPONSES to RFPs
(Request for Proposals) and/or
RFQs (Request for
Qualifications) that don't result
in a contract
2 years 2 years Mag,
Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract (City Clerk is OFR);
GC §34090
Manag.

Services /
Accounting
CW-010
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

CW-011 Bids: See Agreements &
Contracts
Staffing Dept. CW-012
Boards and Committees:

AUDIO RECORDINGS of
Meetings
2 years 2 years Tape
(Mag)
Required by IMC, Title 3,
Chapter 30 §30.46; State law
only requires for 30 days; GC
§54953.5(b)
Lead Dept. CW-013
Boards, Commissions, &
Committees Internal -
Attended by employees: All
Records
(e.g. Records Management
Committee, Traffic Advisory
Committee, In-House Task
Forces, etc.)
2 years 2 years Mag,
Ppr GC §34090
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by City

COUNCIL

AGENDAS, AGENDA

PACKETS, NOTICES,
ADVERTISING, etc.
(except Council and Planning
Commission - see City Clerk's
and Planning's schedule)
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)
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Staffing Dept. CW-015
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by City

COUNCIL

MINUTES & BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
10 years
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.

CW-016
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
CW-017 Brochures: See Reference
Materials
City Clerk CW-018 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
Manag.

Services /
Accounting
CW-019
Cash Receipts Detail / Backup
/ Accounts Receivable /
Refunds / Recaps
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
All detail is sent to Cashier GC
§34090.7
Lead Dept. CW-020 City Attorney Opinions P P Yes
Mag,
Mfr, OD,
Ppr
S Department Preference; GC
§34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Manag.

Services / Risk
Management
CW-021 Claims & Litigation
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
City Attorney is OFR for
lawsuits; Risk Management
administers claim; GC
§§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-022
Complaints / Concerns from
Citizens / Service Orders
(operational)
2 years 2 years Mag Ppr
City preference to be
consistent with
correspondence; 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
CW-023 Contracts: See Agreements
CW-024 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document (from
an outside
source)
CW-025
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(e.g. Letters, Memorandums,
Administrative, Chronological,
General Files, Reading File,
Working Files, etc.)
2 years 2 years Mag,
Ppr GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document (from
an outside
source)
CW-026
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(e.g. calendars, checklists, e-mail
or social media posting that does
not have a material impact on the
conduct of business, invitations,
instant messaging, logs, mailing
lists, meeting room registrations,
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
Refer to the City's
Administrative Policies.

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
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CW-027 Deeds and Easements (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Lead Dept. CW-028 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, GC §6252
6254(a)
Lead Dept. CW-029
GIS Database / Data / Layers
(both City-wide and
Specialized)
When
Superseded
When
Superseded Yes Mag
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output;
Department Preference
(Preliminary documents); GC
§60200, 60201 et seq.

Lead Dept. CW-030 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-031
Grants / Reimbursable Claims /
Subventions / CDBG / FEMA
Claims / OES Claims
(SUCCESSFUL Reports, other
records required to pass the
funding agency's audit, if
required)
Applications (successful), program
rules, regulations & procedures,
reports to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee;
statewide guidelines propose 4
years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42;
OMB Circular A-110 & A-133;
GC §34090; GC §8546.7
Human
Resources CW-032 Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; 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
Human
Resources CW-033 Injury reports: EMPLOYEES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §34090.7
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

CD / Building &
Safety CW-034
Insurance Certificates -
Miscellaneous that Cannot be
Matched to a Contract or
Contractor
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
If a certificate cannot be
matched to a contract, send to
Building & Safety; GC
§34090.7
Manag.

Services / Risk
Management
CW-035 Lawsuits, Litigation, Pending
Litigation
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
Risk Management
administrates claim; GC
§§34090.7, 34090.6
City Clerk CW-036 Minutes - City Council
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
City Clerk CW-037 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-035
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 Yes (after
inactive)
MSDS may be destroyed as
long as a record of the
chemical / substance / agent,
where & when it was used is
maintained for 30 years;
Applies to qualified employers;
Claims can be made for 30
years for toxic substance
exposures; ; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 910.1020(d)(1)(ii)(B), GC
§34090
Lead Dept. CW-038 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-039
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP§337 et
seq; GC §34090
City Clerk CW-040 Ordinances - City Council
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
Human
Resources CW-041 Personnel Files
Upon
Separation,
Shred
Upon
Separation,
Shred
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources); GC
§34090.7
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-042 Personnel Files (Supervisor's
Notes)
1 year
(After Incorp.

In
Evaluation)
1 year
(After Incorp.

In Evaluation)
Before
Annual
Performance
Evaluation
Mag,
Ppr
Preliminary drafts; Notes
maintained in a separate folder
to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-043 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090
Lead Dept. CW-044
Petitions (submitted to Council
on any subject. NOT Initiative,
Recall or Referendum petitions
- see City Clerk's schedule)
1 year 1 year Ppr
Not related to elections; Law
requires 1 year for petitions;
GC §50115
Lead Dept. CW-045 Public Relations / Press
Releases 2 years 2 years
Mag,
Mfr, OD,
Ppr
GC §34090
Manag.

Services /
Purchasing
CW-046 Purchase Orders / Requisitions
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Ppr
GC §34090.7
Lead Dept.
(Who Ordered
the Appraisal)
CW-047
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Who Ordered
the Appraisal)
CW-048
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
Inactive
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b); 29 CFR 97.42, GC
§34090; GC §8546.7
City Clerk CW-049
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Lead Dept. CW-050
Reference Materials: Policies,
Procedures Brochures,
Manuals, Newsletters &
Reports: Produced by YOUR
Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
Lead Dept. CW-051
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by OTHER
Departments
When
Superseded
When
Superseded Mag,
Ppr Copies; GC §34090.7
CW-052
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by

OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

CW-053 Reference or Working Files:

See Correspondence
Lead Dept. CW-054
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained permanently;
GC §34090
Lead Dept. CW-055
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years Mag,
Ppr
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
City Clerk CW-056 Resolutions - City Council
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 Dept. CW-057 Speaker Cards (submitted at
public meetings)
When No
Longer
Required
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. CW-058 Special Event Permits Expiration +
2 years
Expiration + 2
years
Yes: During
Class or
Program
Mag,
Ppr GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-059
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
Copies - When No Longer
Required.
2 years 2 years Mag,
Ppr GC §34090
CW-060 Tapes: See Boards &
Commissions
Manag.

Services /
Payroll
CW-061
Time Sheets / Time Cards
WITH employee signatures
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Overtime slips and vacation
requests are considered
preliminary / transitory
documents not retained in the
ordinary course of business
(the time card is the final
document); GC §34090.7
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-062
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 Yes: When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1602.31, LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
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Record
Record
Series 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY CLERK
City Clerk CC-001
Agendas and Agenda Packets (City
Council, Public Finance Authority,
Redevelopment Agency, Successor
Agency, Oversight Board, Water
Authority)
1 year P P
Yes:

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

QC & OD
Department Preference
(agenda packets were not
saved prior to 1996); GC
§34090 et seq.

City Clerk CC-002
Agreements & Contracts - ALL
Infrastructure, DDAs, OPAs, and
MOUs and MOAs
Agreement or Contract includes all
contractual obligations (e.g. RFP /
Specifications / Successful Proposal
/ Scope of Work, Amendments, and
Notices of Completion), Insurance
Certificates
Change Orders are maintained by
the Lead Department .

Examples of Infrastructure: Architects,
Buildings, bridges, covenants,
development, park improvements,
property restrictions, reservoirs, sewers,
sidewalks, street & alley improvements,
utilities, water, etc.

Completion P P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S 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)
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/7/2023

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-003
Agreements & Contracts - ALL Non-
Infrastructure
Agreement or Contract includes all
contractual obligations (e.g. RFP /
Specifications / Successful Proposal
/ Scope of Work, Amendments,
Notices of Completion), Insurance
Certificates
Change Orders are maintained by
the Lead Department.

Examples of NON-Infrastructure:

Consulting, paving, painting, professional
services, slurry seals, tree trimming, etc.

Completion 10 years Completion +
10 years
Yes:

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

QC & OD
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; records are permanent
by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
City Clerk CC-004
Assessment / Maintenance /
Landscape & Lighting / Street
Improvement District Projects -
Formation Documents (e.g. roads,
sewer, etc.)
1 year P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference;
Diagrams and Drawings are
maintained by Engineering;
GC §34090
City Clerk CC-005 Boards & Commission Rosters /
Maddy Act List 1 year P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
City Clerk CC-006
Boards, Commissions &
Committees - APPLICATIONS:

APPOINTED
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-007
Boards, Commissions &
Committees - APPLICATIONS:

UNSUCCESSFUL
2 years 2 years Mag, Ppr Yes: After
QC & OD GC §34090 et seq.

City Clerk CC-008 Cable TV Quarterly Reports 2 years 2 years Mag, Ppr Yes: After QC & OD GC §34090
City Clerk CC-009 City Council Roster / Historical List of Council Members P P Mag, Mfr,
OD, Ppr S / I Yes: After

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

City Clerk CC-010 Deeds 2 years P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-011 Easements 2 years P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-012
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, Ppr
City maintains original
statements; GC
§81009(e)&(g)
City Clerk CC-013
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)
When No
Longer
Required -
Minimum 4
years
When No
Longer
Required -
Minimum 4
years
Mag, Ppr
Department Preference; City
maintains copies only; original
statements are filed with
FPPC; GC §81009(f)&(g)
City Clerk CC-014
Economic Interest Filings (FPPC
Form 602/635) - Lobbyist
Authorization Reporting
2 years 3 years 5 years Mag, Ppr 2 CCR 18615(d), GC §34090 City Clerk CC-015 FPPC Form 801 (Gift to Agency
Report) 7 years 7 years Mag, Ppr Must post on website; GC §81009e
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-016 FPPC Form 802 (Tickets Provided
by Agency Report) 7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e)
City Clerk CC-017 FPPC Form 803 (Behested Payment
Report) 7 years 7 years Mag, Ppr FPPC Regulation 18734(c); GC §81009e
City Clerk CC-018 FPPC Form 804 (Agency Report of
New Positions) P P Mag, Ppr FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-019 FPPC Form 805 (Agency Report of
Consultants) P P Mag, Ppr GC §34090; GC §81009(e)
City Clerk CC-020 FPPC Form 806 (Agency Report of
Public Official Appointments) 7 years 7 years Mag, Ppr
Must post on website; 2 CCR
18702.5(b)(3); GC §34090;
GC §81009(e)

ELECTIONS - CONSOLIDATED
City Clerk CC-021
Candidate File: Campaign Filings
(FPPC 400 Series Forms) & Form
501: SUCCESSFUL
CANDIDATES (Elected Officials)
Includes Nomination Papers and
Candidate Statements
2 years P P Mfr, OD,
Ppr S After 2 years
Paper must be retained for at
least 2 years; Statewide
guidelines proposes 4 years
for Nomination Papers 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,
GC §81009(b)&(g)
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-022
Candidate File: Campaign Filings
(FPPC 400 Series Forms) & Form
501: UNSUCCESSFUL

CANDIDATES
Includes Nomination Papers and
Candidate Statements
5 years 5 years Mfr, OD,
Ppr S After 2 years
Paper must be retained for at
least 2 years; Statewide
guidelines proposes 4 years
for Nomination Papers 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;
GC §81009(b)&(g)
City Clerk CC-023
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED

TO FILE ORIGINAL WITH CITY
CLERK (copies)
4 years 4 years Mfr, OD,
Ppr S After 2 years
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-024
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES
(PACS - not candidate-controlled)
7 years 7 years Mfr, OD,
Ppr S After 2 years
Paper must be retained for at
least 2 years; GC
§81009(c)(g)
City Clerk CC-025
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 CC-026
Elections - HISTORICAL File
(Sample ballot, Certificate of
Elections, copies of Resolutions -
calling the election, canvass, etc.,
election summary)
4 years P P Mag, Mfr,
OD, Ppr S No Retained for Historical Value,
GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-027 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-028 Vote-by-Mail Applications, Roster of
Vote-by-Mail Applications 6 mo. 6 mo. Ppr EC §17505
City Clerk CC-029 Vote-by-Mail Identification
Envelopes 6 mo. 6 mo. Ppr EC §17302
City Clerk CC-030 Assessment District Ballots - Prop.
218 proceedings 2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-031 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-032 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-033 Challenged & Assisted Voters List 6 mo. 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-034 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-035 Logic & Accuracy Test 6 mo. 6 mo. Ppr Consistent with ballots; EC 17302, 17306
City Clerk CC-036
Precinct Officer Appointments,
Oaths of Office for Election Night
Workers
6 mo. 6 mo. Ppr EC §17503
City Clerk CC-037 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk CC-038 Tally Sheets 6 mo. 6 mo. Ppr EC §17304 City Clerk CC-039 Voter Index Copies used as the
Voting Record at Polling Places 6 mo. 6 mo. Ppr EC §17304 City Clerk CC-040 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-041 Enterprise System Catalogue
(posted on line)
Minimum 2
years
Minimum 2
years Mag Ppr GC §34090
City Clerk CC-042 Fireworks Booth Permits 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-043 Historical Records (e.g.

Incorporation, City Seal, etc.) P P Mag, Mfr,
OD, Ppr S No
City Clerk determines
historical significance; records
can address a variety of
subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life expectancy;
GC §34090
City Clerk CC-044
Insurance Certificates -
Miscellaneous that Cannot be
Matched to a Contract or Contractor
11 years 11 years
Yes:

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

QC & OD
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
City Clerk CC-045
Minutes (City Council, Public
Finance Authority, Redevelopment
Agency, Successor Agency,
Oversight Board, Water Authority)
10 years P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090
City Clerk CC-046 Municipal Code Administration,
Distribution, etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC § 34090
City Clerk CC-047 Municipal Code and History File
(always retain 1 supplement)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-048 Ordinances (City Council) P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 et. seq.

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City
Manager
or City
Clerk
CC-049
Proclamations, Certificates of
Appreciation, Commendations,
Commemorations, Memoriums
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-050
Public Records Requests / Request
for Public Records / Subpoenas for
Records / Summons
2 years 2 years Mag, Mfr,
OD, Ppr GC §34090
City Clerk CC-051
Recordings / Tapes: Audio
Recordings (City Council, Public
Finance Authority, Redevelopment
Agency, Successor Agency,
Oversight Board, Water Authority)
2 years 2 years Mag
Required by IMC, Title 3,
Chapter 30 §30.46; State law
only requires for 30 days; GC
§54953.5(b)
City Clerk CC-052
Recordings / Tapes: Video - VHS
Tape Video Tapes of meetings (City
Council)
90 days 90 days Tape
(Mag)
Video tapes are required for
only 90 days; GC §34090.7
City Clerk CC-053 Records Destruction Lists /
Certificates of Records Destruction 10 years P P Mag, Mfr, OD, Ppr S / I Yes: After

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

City Clerk CC-054
Records Retention Schedules /
Authorization for Amendments to
Retention Schedules
10 years P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.

City Clerk CC-055
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 CC-056
Resolutions (City Council, Public
Finance Authority, Redevelopment
Agency, Successor Agency,
Oversight Board, Water Authority)
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

CITY COUNCIL
City
Council CM-001
City Council Correspondence /
Projects
Send Photographs, Documents of
Significant Historical Value to the City
Clerk
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department Preference (Send
Photographs, Documents of
Significant Historical Value to
the City Clerk); GC §34090
City
Council CM-002 City Council Memorandums 2 years 2 years 4 years Mag, Mfr, OD, Ppr S / I Yes: After
QC
Department Preference; GC
§34090
City
Council or
City Clerk
CM-003
Proclamations, Certificates of
Appreciation, Commendations,
Commemorations, Memoriums
2 years 2 years Mag, Ppr GC §34090

CITY MANAGER
City
Manager CM-005 City Manager Correspondence Separation + 2 years
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department Preference
(Separation of City Manager);
GC §34090
City
Manager CM-006 City Manager Reports to Council
(Excluding Agenda Reports)
Separation +
2 years
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department Preference
(Separation of City Manager);
GC §34090
City
Manager CM-008 Department Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 6/6/2023

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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin...Page 76 of 793 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-1 Office of
Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

BUILDING and SAFETY
Comm. Dev. /
Building &
Safety
CD-001 Address Changes P P
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department Preference for
historical purposes; GC §34090
Comm. Dev. /
Building &
Safety
CD-002
Address Files: Building Permits
and Building Permit Applications
(All)
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Statewide guidelines propose
permanent; UAC §303.2, CBC
§106.4.2, GC §34090, H&S
§19850
Comm. Dev. /
Building &
Safety
CD-003 Board of Appeals P P
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department Preference; GC
§34090
Comm. Dev. /
Building &
Safety
CD-004 Building Inspection Log
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary draft / transitory
record (the Building Permit
database is OFR); GC §34090
Comm. Dev. /
Building &
Safety
CD-005
Building Permit Applications -
Permits Not Issued (Denied,
Withdrawn or Expired)
2 years 2 years Mag, Ppr GC §34090
Comm. Dev. /
Building &
Safety
CD-006 Building Permit Database Indefinite Indefinite Yes (all) Mag Department Preference - Data is
interrelated; GC §34090, H&S
§19850
Comm. Dev. /
Building &
Safety
CD-006.1 Building Plans - Cancelled or
Withdrawn
Minimum
Cancelled or
Withdrawn
Minimum
Cancelled or
Withdrawn

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

After QC
& OD
Department preference;
Preliminary drafts not retained
in the ordinary course of
business; CBC §104.7;
H&S§19850, GC §34090
Comm. Dev. /
Building &
Safety
CD-006.2 Building Plans - Expired P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC
§104.7; H&S§19850, GC
§34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Comm. Dev. /
Building &
Safety
CD-007
Building Plans and Construction
Documents - Finalled - single
family dwellings not exceeding
more than two stories and
basement in height (new,
alteration or addition), garages,
and accessory structures; farm
or ranch buildings does not
include Plot Plan and Site Plan)
Completion +
180 days
Completion +
180 days Yes (all) Mag, Ppr
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
Comm. Dev. /
Building &
Safety
CD-008
Building Plans and Construction
Documents - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS, PRODUCTION
HOMES
(includes commercial structural
plans, Hazardous Materials
Questionnaire, etc.)
Life of the
Building
Life of the
Building Yes (all)
Mag,
Mfr, OD,
Ppr
S
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 104.7 &
107.5; H&S§19850, GC §34090
Comm. Dev. /
Building &
Safety
CD-009
Certificates of Occupancy
(Commercial, 3 dwelling units or
more)
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
1 year
Statewide guidelines propose
life of building; GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Version 16 Approved: 10/19/2023

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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin...Page 78 of 793 Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT Page CD-3 Office of
Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Comm. Dev. /
Building &
Safety
CD-010 Historical Events (Earthquakes,
Floods, etc.) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
1 year
Department Preference; GC
§34090
Comm. Dev. /
Building &
Safety
CD-011 Reports: Annual Historical Reports
of Building Permit Activity P P
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
1 year
Department Preference; GC
§34090
Comm. Dev. /
Building &
Safety
CD-012
Reports: Monthly and Periodic
Reports of Building Activity (Dodge
Reports, etc.)
2 years 2 years Mag, Ppr GC §34090
Comm. Dev. /
Building &
Safety
CD-013
Requests & Permissions to Receive
Copies of Plans (Correspondence
to and from Architects)
2 years 2 years Mag, Ppr GC §34090 et seq.

Comm. Dev. /
Building &
Safety
CD-014
Uniform Code Books / California
Building Codes (CBC, UPC, UEC,
etc.)
When
Superseded
When
Superseded Mag, Ppr GC §50022.6

HOUSING AND FORMER REDEVELOPMENT AGENCY RECORDS
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Version 16 Approved: 10/19/2023

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

Comm. Dev. /
Housing &
Former
Redevelop.

CD-038
CDBG RECORDS: Grants /
Reimbursable Claims / Subventions
(SUCCESSFUL Reports, other
records required to pass the
funding agency's audit, if required)
Applications (successful), program
rules, regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Ppr
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for Grants
to Local Governments is 3 years
from expenditure report or final
payment of grantee or
subgrantee; statewide
guidelines propose 4 years; 2
CFR 200.333;24 CFR

91.105(h), 92.505, 570.490, &
570.502(a), 982.158, 884.214;
29 CFR 97.42; OMB Circular A-
110 & A-133; GC §34090; GC
§8546.7
Comm. Dev. /
Housing &
Former
Redevelop.

CD-039
Loan Programs (First Time Home
Buyers, Deferred loans, Promissory
Notes, Trust Deeds, Low Interest
Loans, Commercial Rehabilitation
Loans, etc.)

NO RERECAPTURE / RESALE

RESTRICTIONS
Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from
expenditure report; HUD
requires 3 years from the final
expenditure report; statewide
guidelines propose 4 years; 2
CFR 200.333; 24 CFR

91.105(h), & 570.502(b);
982.158, 884.214; 29 CFR

97.42, GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Version 16 Approved: 10/19/2023

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

Comm. Dev. /
Housing &
Former
Redevelop.

CD-040
Loan Programs (First Time Home
Buyers, Deferred loans, Promissory
Notes, Trust Deeds, Low Interest
Loans, Commercial Rehabilitation
Loans, etc.)

WITH RERECAPTURE / RESALE

RESTRICTIONS
5 years After
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
5 years After
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer

Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from
expenditure report; statewide
guidelines propose 4 years; 2
CFR 200.333; 24 CFR

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR

97.42, GC §34090
Comm. Dev. /
Housing &
Former
Redevelop.

CD-041
Loan Applications Rejected (First
Time Home Buyers, Life/Safety,
Rehabilitation, HOME, etc.)
6 years 6 years Mag, Ppr
Federal regulations require 6
years for all applications
whether approved or denied;
GC §34090
Comm. Dev. /
Housing &
Former
Redevelop.

CD-042 Prospects: Economic Development
Projects
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Comm. Dev. /
Housing &
Former
Redevelop.

CD-043
Real Estate Acquisition Files:

Includes Property Appraisals and
Escrow Files
Original Deeds and Title Insurance
are sent to the City Clerk
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr
Department preference to
establish tax increment and
comply with municipal
government auditing standards;
GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Version 16 Approved: 10/19/2023

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

Comm. Dev. /
Housing &
Former
Redevelop.

CD-044
Real Estate Acquisition Files:

Property Not Purchased - Includes
Property Appraisals
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Comm. Dev. /
Housing &
Former
Redevelop.

CD-045 Redevelopment Project Areas P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 10
years
Department Preference (original
DDAs and OPAs are maintained
by the City Clerk) GC §34090
Comm. Dev. /
Housing &
Former
Redevelop.

CD-046 Redevelopment Project Files P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 10
years
Department Preference (original
DDAs and OPAs are maintained
by the City Clerk) GC §34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

PLANNING
Comm. Dev. /
Planning CD-015
Alcohol Beverage License
Applications (ABC License
Applications)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
ABC is OFR - non-records; GC
§34090 et seq.

Comm. Dev. /
Planning CD-016 Annexations 5 years P P
Mag,
Mfr, OD,
Ppr
S No Department Preference for
historical purposes; GC §34090
Comm. Dev. /
Planning CD-020 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
Census Bureau is OFR - non-
records; GC §34090 et seq.

Comm. Dev. /
Planning CD-021
Development Preliminary Review
File (Before an application is
received)
When No
Longer
Required
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Preliminary documents not
retained in the ordinary course
of business; GC §34090 et seq.

Comm. Dev. /
Planning CD-021.1
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exemptions, etc.) /

CEQA / NEPA
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Mag,
Ppr
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
or the agency’s CEQA
compliance with respect to the
project — are not within the
scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(County of San Diego, et al.,
Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6;
GC §34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Comm. Dev. /
Planning CD-022
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Inside City boundaries
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
Comm. Dev. /
Planning CD-023
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and Negative
Declarations within the City
Boundaries are with the project
file
Comm. Dev. /
Planning CD-024 General Plan, Elements and
Amendments P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After
Amended
Department preference
(copies); GC §34090.7
Comm. Dev. /
Planning CD-025 Land Use Studies P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
Department Preference; GC
§34090
Comm. Dev. /
Planning CD-026 Massage Establishments
Termination /
Change of
Ownership +
2 years
Termination /
Change of
Ownership +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
GC §34090
Comm. Dev. /
Planning CD-027 Master Plans, Specific Plans,
Bikeway Plans, amendments, etc. P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; GC
§34090
Comm. Dev. /
Planning CD-028 Planning Commission Agenda
Packets P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
Department Preference; GC
§34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Comm. Dev. /
Planning CD-029 Planning Commission Audio
Recordings 2 years 2 years Mag
Required by IMC, Title 3,
Chapter 30 §30.46; State law
only requires for 30 days; GC
§54953.5(b)
Comm. Dev. /
Planning CD-030 Planning Commission Minutes,
Resolutions, & Bylaws P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes:

After 10
years
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.

Comm. Dev. /
Planning CD-031
Planning Project Files - Approved &
Unapproved Permanent
Entitlements
(Includes Associated CEQA
Noticing, Public Noticing,
Environmental Determinations, Staff
Reports, Plans & Maps)
Examples: Conditional Use Permits
(CUPs), Design Review, Lot Line
Adjustments, Parcel Maps, Planned Unit
Developments (PUD), Zone Changes,
etc.

Project
Completion P P Yes
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Projects have a 2 year vesting
(applicant must pull permit
within 2 years) -- those
applications in which the
applicant does not follow
through with permit may be
destroyed after the vesting
period has expired. Department
maintains complete files for
administrative purposes; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
Comm. Dev. /
Planning CD-032
Planning Project Files - Approved &
Unapproved Temporary
Entitlements:

Banner Permits, Garage Sales,
Temporary Use Permits, etc.

Expiration + 2
years
Expiration +
2 years Yes
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Temporary uses; Department
maintains complete files for
administrative purposes;
GC§§34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Comm. Dev. /
Planning CD-033
Project Log Index Cards /
Spreadsheet / Binders of Historic
Actions
P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; GC
§34090
Comm. Dev. /
Planning CD-034
Regional Organizational Studies &
Programs where other Agencies are
the Lead (e.g. Air Quality Studies,
etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §34090 et
seq.

Comm. Dev. /
Planning CD-035 Studies: Noise Studies, Seismic
Studies, etc.

When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

Comm. Dev. /
Planning CD-036 Temporary Use Permits Expiration + 2
years
Expiration +
2 years Yes
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Temporary uses; Department
maintains complete files for
administrative purposes;
GC§§34090
Comm. Dev. /
Planning CD-037 Zoning Maps P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090.7
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Record
Record
Series 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

COMMUNITY SERVICES
Community
Services CS-001 Activity / Program / Special
Event Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Community
Services CS-002 Course Brochures / Seasonal
Program Brochures 2 years P P Mag, Ppr Department Preference; GC §34090
Community
Services CS-003 Evaluations / Surveys (of
programs)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Department Preference;
Preliminary drafts / Transitory
records; GC §34090
Community
Services CS-004
Facility Use and Equipment
Applications, Books, Alcoholic
Beverage Applications
2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Community
Services CS-005 Fundraising, Donations,
Sponsorships 2 years 2 years Mag, Ppr GC §34090
Community
Services CS-006 Public Art - Unaccepted
Proposals & Samples 2 years 2 years Mag, Ppr GC §34090
Community
Services CS-007 Public Art Records 2 years P P Mag, Ppr Department Preference; GC §34090
Community
Services CS-008 Recreation Database Indefinite Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq.

Community
Services CS-009
Registration / Applications /
Liability Forms / Release of
Liability Forms / Permissions:

Camps, Field Trips,
Authorization to give Medicine,
etc.
2 years 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
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Record
Record
Series 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Community
Services CS-010 Sports Awards, Ejection Letters,
Tournaments, Permits
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Community
Services CS-011
Sports Score Sheets,
Schedules, Emergency
Notification
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts / Transitory
records; GC §34090
Community
Services CS-012 Swimming Pool Chemical
Additive Logs / Records 30 years 30 years Mag, Mfr,
OD, Ppr S / I Yes: 1
year
Department Preference; Public
Works Claims can be made for 29
years for toxic substance
exposure; 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090
Community
Services CS-013 Work Schedules, Rosters, etc. 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/18/2023

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

ECONOMIC DEVELOPMENT
Econ.

Develop. ED-008 Special Events and Conferences,
etc. (ICSC, etc.) 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved 3/15/2023

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-030
1095-C, 1094-C (Employer-
Provided Health Insurance Offer
and Coverage & Transmittal Form)
5 years 5 years Mag, Ppr
Department Preference;
Instructions state "Generally,
keep copies of information
returns you filed with the IRS or
have the ability to reconstruct
the data for at least 3 years,
from the due date of the returns"
GC §34090
Human
Resources HR-001
Awards / Employee Recognition
Nominations, Comments on
Nomination
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary documents not
retained in the ordinary course of
business; GC §34090 et seq.

Human
Resources HR-002 Benefit Plans (Health, Dental,
Pension, etc.)
Plan
Termination
+ 2 years
Plan
Termination
+ 2 years
Mag, Mfr,
OD, Ppr S / I No
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; State Law requires
2 years after action; 29 CFR
1627.3(b)(2); GC §§12946,
12960, 34090
Human
Resources HR-003
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
City Clerk HR-004 Compensation - Salary Schedule
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Superseded Mag, Ppr Copies (adopted by Council);
GC §34090.7
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-031 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human
Resources HR-005 Deferred Compensation Plan
Plan
Termination
+ 2 years
Plan
Termination
+ 2 years
Mag, Mfr,
OD, Ppr S / I No
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; State Law requires
2 years after action; 29 CFR
1627.3(b)(2); GC §§12946,
12960, 34090
Human
Resources HR-006
Discrimination Claims that are
resolved administratively /
Harassment Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal complaint;
State requires 2 years after
action is taken;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Human
Resources HR-007 DMV Pull Notices
When
Superseded
or
Upon
Separation
When
Superseded
or
Upon
Separation
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
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-008
Drug and Alcohol Testing / D.O.T.
files (both negative and positive
results)
5 years 5 years Mag, 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
Human
Resources HR-009
EEO-4 Reports and records
required to generate EEO-4 report
(Self-Identification Form, etc.)
3 years 3 years Mag, Ppr 29 CFR 1602.30, 29 CFR
1602.32; GC §34090
Human
Resources HR-010 Ethnic Surveys 3 years 3 years Mag, Ppr Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013©; 8 CCR §11040.7(7)(C),
GC §§12946, 12960, 34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-011 Grievances and Informal
Complaints (all)
As Agreed
Upon, or
Consistent
with
Personnel
File
As Agreed
Upon, or
Consistent
with
Personnel
File
Yes: Before
Disposition Mag, Ppr
HR is OFR for all Grievances
and Informal Complaints; All
State and Federal laws require
retention until final disposition of
formal complaint; State requires
2 years after action is taken;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946,
12960, 12960, 34090; 29 USC
1113, LC 1174
Human
Resources HR-012
Insurance Policies & Certificates
(City-owned): Workers
Compensation Policy
Includes Certificates of Self-
Insurance
P P Yes: Before
Expiration
Mag, Mfr,
OD, Ppr S Yes: After
Expiration
For protection from litigation; GC
§34090
Human
Resources HR-012.1 Internal / Administrative
Investigations 5 years 5 years Mag, Ppr Department Preference; GC §34090
Human
Resources HR-013 Job Specifications / Job
Descriptions P P Yes: Before
Superseded
Mag, Mfr,
OD, Ppr S Yes: After
QC
Department Preference
(includes working conditions
upon which the employee was
hired); Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; LC 1197.5, GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-029 I-9s Separation +
3 years
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After
Separation
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; 29 CFR
1627.3(b)(1), GC §§12946,
12960, 34090; INA 274A(b)(3);
INS Rule 274a.1(b)(2)
Human
Resources HR-014 Labor Negotiations
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference
(Preliminary drafts); GC §34090
et seq.

Human
Resources HR-015 LiveScan Fingerprint Clearance
Log 50 years 50 years Mag, Ppr
Department Preference to
protect City in the event of past
employee misconduct; DOJ
allows retention for legitimate
business needs; must be
maintained in a secure and
confidential file; DOJ Information
Bulletin No. 02-17-BCII; GC §
34090 et seq.

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-016 Personnel Files - Medical File (all
employees)
Separation +
6 years
Whichever is
Longer: 24
years, or
Termination
of Benefits +
5 years
Whichever is
Longer:

Separation +
30 years, or
Termination
of Benefits +
5 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: When
Inactive
Department preference; Files
maintained separately; Claims
can be made for 30 years for
toxic substance exposure;=; 8
CCR §3204(d)(1) et seq., 8 CCR
5144, , 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090; LC §1198.5
Human
Resources HR-017
Personnel Files - Regular, Active,
Permanent, Non-Regular,
Temporary and Part-time
Employees (Includes benefit
enrollment forms & Disaster
Service Workers Oaths)
Separation +
6 years
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After
Separation
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR
1602.14,1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090; 29
USC 1113; GC §3105; LC
§1198.5
Human
Resources HR-018 Recruitment Database (Police) 3 years 3 years Yes Mag Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14; 2 CCR 11013(c)
GC §§12946, 12960, 34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-019 Recruitment Eligibility List 3 years 3 years Mag, Ppr Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14; 2 CCR 11013(c)
GC §§12946, 12960, 34090
Human
Resources HR-020
Recruitment File / Test File -
Advertisements, Applications
(Unsuccessful), Brochures, Equal
Employment Opportunity Data,
Flyers, Interview Notes, Job
Announcements, Letters,
Scantrons, Tests, Questions,
Reference Checks
4 3 years 4 3 years Mag, Ppr
Department preference; State
Law requires 4 2 - 3 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
Human
Resources HR-021
Safety: Central Safety Committee
Includes Accident Reports
5 years 5 years Ppr
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7; LC
§6429c
Human
Resources HR-022
Safety: OSHA Inspections &
Citations, Log 200 and Log 300,
301, 301A
5 years 5 years Ppr
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
14300.33, 8 CCR §3203(b)(1),
29 CFR 1904.33, OMB 1220-
0029, 8 CCR 14300.33; GC
§34090.7; LC §6429c
Human
Resources HR-023 Salary Surveys (conducted on
behalf of the City) 2 years 2 years Mag, Ppr GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-024
Studies & Surveys Conducted on
Behalf of the City (Sick Leave,
Attrition, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Human
Resources HR-025
Volunteer / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
Human
Resources HR-026
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
Human
Resources HR-027 Workers Compensation Claim
Runs 3 years 3 years Mag, Ppr
Department preference (can
obtain these from CJPIA if
necessary); GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-028
Workers Compensation or
Disability Claims
Includes all Accident, Incident, or
Injury Reports and associated
MSDS
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 Yes: When
Inactive
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 §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR
15400.2 8 CCR 10102, 10755,
10758, 15400.2; 29 CFR
1910.1020(d); GC §§12946,
12960, 34090
RISK MANAGEMENT (General Liability)
Human
Resources
/ Risk
Manage.

RM-001 Amicus Briefs
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 945, 34090, 34090.6; PC
§832.5
Human
Resources
/ Risk
Manage.

RM-002 Claims
Settlement /
Final
Resolution +
7 years
Settlement /
Final
Resolution +
7 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5(b)
Human
Resources
/ Risk
Manage.

RM-003 Claims Registers 5 years 5 years Mag, Ppr Department Preference; meets auditing standards; GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources
/ Risk
Manage.

RM-004
Insurance Policies & Certificates
(City-owned): Liability (General &
Public)
Includes Certificates of Self-
Insurance
P P Yes: Before
Expiration
Mag, Mfr,
OD, Ppr S Yes: After
Expiration
For protection from litigation; GC
§34090
Human
Resources
/ Risk
Manage.

RM-005 Litigation
Settlement /
Final
Resolution +
7 years
Settlement /
Final
Resolution +
7 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5(b)
Human
Resources
/ Risk
Manage.

RM-006
Property Damage Claims
(Reimbursement for Damage to
City Property)
Payment + 5
years
Payment + 5
years
Yes: Until
Payment
Mag, Mfr,
OD, Ppr S Yes: After
Payment
Department Preference; meets
auditing standards; GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

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

INFORMATION TECHNOLOGY
Information
Technology IT-001 Backups - DAILY - Network, All
Files on Servers
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
Purposes Only; Considered a
copy and can be destroyed
when no longer required;
tapes are in autochangers and
are overwritten; store off-site
in a commercial facility for
disaster recovery purposes;
GC §34090 et seq.

Information
Technology IT-002 Backups - WEEKLY - Network,
All Files on Servers
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
Purposes Only; Store off-site
in commercial storage 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 IT-005

UNALTERABLE MEDIA

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

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

MANAGEMENT SERVICES / ACCOUNTING
Manag.

Services /
Accounting
MS-001
1099's / 1096's / DE542
(California Report of Independent
Contractors)
2 years 5 years 7 years Mag, Ppr
May contain independent
contractor's compensation
from the Water Authority,
which is a special district; IRS:
4 years after tax is due or paid
(longer for auditing &
contractor delinquency); Ca.

FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T
§19530, GC §34090; GC
§60201(d)(12); 29 USC 436
Manag.

Services /
Accounting
MS-002
Accounts Payable / Invoices and
Backup (All Records and Reports
- Includes Invoices, P.O.s, Travel
Expense Reimbursements, Petty
Cash, Postage, PERS reports,
check requests, backups, etc.)
2 years 5 years 7 years Yes: Until
Paid Mag, Ppr
Department Preference; may
contain independent
contractor's compensation,
expense reimbursement, or
credit card records from the
Water Authority, which is a
Special District; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; Statewide
guidelines propose audit + 4
years; Published articles show
3 - 7 years; GC §60201(d)(12);
GC §34090
Manag.

Services /
Accounting
MS-003 Assessment District Billing
(Street Lighting, etc.) 2 years
Termination
of District +
3 years
Termination
of District + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference to
meet auditing standards; GC
§34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-004 Collection Agency Assignments 7 years 7 years Mag, Ppr Department Preference;
Negative credit information
remains on credit reports for 7 -
10 years; Meets auditing
standards; City does not Lien
property (Liens are good for
10 years from recording date,
and may be extended by re-
recording lien); WC 36729;
GC §34090
Manag.

Services /
Accounting
MS-005 Audit Backup / Workpapers 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
Manag.

Services /
Accounting
MS-006
Audit Reports / Annual
Comprehensive Financial Report
(ACFR)
5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(copies); GC §34090.7
Manag.

Services /
Accounting
MS-007
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Trustee Statements,
Investment Account Statements,
Pars Statements, Bank
Reconciliations, Outstanding
Check Lists, Daily Cash
Summaries, Bank Deposits,
Bank Transmittal Advice
2 years 3 years 5 years Mag, Ppr
For auditing purposes;
Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
Manag.

Services /
Accounting
MS-008 Budget Amendments /
Adjustments 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-009
Budget Hearings and/or Review
(Proposed Budget / Preliminary
Budget)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Drafts; GC §34090.7
Manag.

Services /
Accounting
MS-010 Budgets - Adopted / Final P P
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(copies); Must be filed with
County Auditor; GC §34090.7,
40802, 53901
Manag.

Services /
Accounting
MS-011 Checks / Warrants - Canceled
(Cashed) or voided 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference for
grant auditing / claims
reimbursement purposes;
Statute of Limitations is 4
years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Manag.

Services /
Accounting
MS-056 Developer Trust Accounts /
Deposits
Close + 5
years
Close + 5
years Mag, Ppr
Department Preference;
(meets municipal government
auditing standards); GC
§34090
Manag.

Services /
Accounting
MS-012 Escheat (Unclaimed money /
uncashed checks) 2 years 3 years 5 years Mag, Ppr
Department preference; All
tangible property held by
government agencies
escheats after 3 years; Statute
of Limitations is 1 year for
seized property; Meets
auditing requirements; CCP
§§340(d), 1519; GC §34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-013 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Manag.

Services /
Accounting
MS-014 Fixed Assets - Annual Listing
(Source Documents) 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090
Manag.

Services /
Accounting
MS-015 Journal Entries / Journal
Vouchers 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(meets municipal government
auditing standards); Statute of
Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090,
CCP § 337
County
Assessor MS-016 Property Tax
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Non-records (the County
maintains originals); GC
§34090 et seq.

Manag.

Services /
Accounting
MS-017 Refunds and Credits 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference to
meet auditing standards; GC
§34090
Manag.

Services /
Accounting
MS-018 Reports - Prop A, Prop C,
Pension, Regulatory Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-019
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Obligation
Payment Schedules, Due
Diligence Reviews, Street
Report, MOE (Maintenance of
Effort) Report, Fixed Charge
Special Assessment Report,
Public Self Insurer Report (SIP
Report), Gas Report, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference; Meets
auditing standards; GC
§34090
Manag.

Services /
Accounting
MS-020
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Proof & Merge Reports,
etc. (MONTHLY OR PERIODIC)
Does NOT include year-end
General Ledger.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Transitory records not retained
in the ordinary course of
business Financial system
qualifies as a trusted system
and can re-create reports
accurately; statewide
guidelines propose 2 years;
GC §34090
Manag.

Services /
Accounting
MS-021 Reports: Year-end General
Ledger 10 years 10 years
Mag,
Mfr, OD,
Ppr
I Yes: After
1 year
Department preference; GC
§34090 et seq.

City Clerk MS-022 Treasurer's Reports / Monthly
Financial Statements (to Council)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; Meets
auditing standards; GC
§34090
Manag.

Services /
Accounting
MS-022.1 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; Meets
IRS auditing standards; GC
§34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / DEBT SERVICE
Manag.

Services /
Debt Service
MS-023
Bond Transcripts / Certificates of
Participations (COPs) - In
debenture Statements
Fully
Defeased 10 years
Fully
Defeased
+ 10 years
Yes: Until
Maturity Mag, Ppr
Department Preference;
Statute of Limitations for
bonds, mortgages, trust
deeds, notes or debentures is
6 years; Bonds issued by local
governments are 10 years;
There are specific
requirements for disposal of
unused bonds; CCP
§§336a(1) et seq., 337.5(a);
26 CFR 1.6001-1(e): GC
§43900 et seq.

Manag.

Services /
Debt Service
MS-024
Bond Transcripts / Certificates of
Participations (COPs) - Trustee
Statements 2 years 3 years 5 years Mag, Ppr
Meets auditing standards
(consistent with Bank
Statements); GC §43900 et
seq.

Manag.

Services /
Debt Service
MS-025
Investment Files - Receipts /
Advisor Reports / Trade Tickets /
LAIF (Local Agency Investment
Fund)
2 years 3 years 5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; 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
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / PAYROLL
Manag.

Services /
Payroll
MS-030
Compensation - Deferred
Compensation, ICMA Retirement
Reports and Registers,
Retirement Collection, Earnings,
Direct Deposit, Check Registers
2 years 3 years 5 years Mag, Ppr
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; IRS Reg
§31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Manag.

Services /
Payroll
MS-031
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.
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Inactive
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
Manag.

Services /
Payroll
MS-032 Payroll Registers
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Transitory records not retained
in the ordinary course of
business Financial system
qualifies as a trusted system
and can re-create reports
accurately; statewide
guidelines propose 2 years;
GC §34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Payroll
MS-033
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
2 years 3 years 5 years Mag, Ppr
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;
Other cities show 2 - 20 years;
Meets municipal government
auditing standards; Published
articles show 3 - 7 years; GC
§60201 et seq.; IRS Reg
§31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29
CFR 516.5 & 516.6(c); GC
§34090
Manag.

Services /
Payroll
MS-034 W-2's 2 years 48 years 50 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Inactive
Department Preference for
PERS buy-backs; 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
Manag.

Services /
Payroll
MS-055 W-4's
No Longer in
Effect + 4
years
No Longer in
Effect + 4
years
Ppr
IRS Regulation 31-6001-1 four
years after the due date of
such tax for the return period
to which the records relate, or
the date such tax is paid,
whichever is the later. GC
§34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / PURCHASING
Manag.

Services /
Purchasing
MS-035
Purchase Orders, Procurement &
Contracting Records (RFPs,
Specifications, Contracts,
Amendments, Successful Bids,
Notice of Award, RFQs, etc.)
5 years 5 years Yes: Before
Completion Mag, Ppr
Department preference for
grant audits (errors &
omissions does not apply);
Statewide guidelines propose
completion + 5 years for non-
capital improvement contracts
& completion + 4 years for
transportation and
concessionaire agreements.

Statute of Limitations is 4
years; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Manag.

Services /
Purchasing
MS-036 Vehicle Registrations Life of Vehicle
+ 2 years
Life of
Vehicle + 2
years
Ppr GC §34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / REVENUE
Manag.

Services /
Revenue
MS-037 Business License Applications &
Renewals
Inactive + 5
years
Inactive + 5
years Ppr Meets auditing standards; GC
§34090 et seq.

Manag.

Services /
Revenue
MS-038 Business Licenses (Database) Indefinite Indefinite Yes
(before
termination)
Mag, Ppr Data fields are inter-related;
GC §34090 et seq.

Manag.

Services /
Revenue
MS-039 Citations 2 years 2 years Mag, Ppr GC §34090 et seq.

Manag.

Services /
Revenue or
Water
Authority
MS-040 Collection Agency Assignments /
Unpaid Accounts 7 years 7 years Mag, Ppr
Department Preference;
Negative credit information
remains on credit reports for 7 -
10 years; Meets auditing
standards; City does not Lien
property (Liens are good for
10 years from recording date,
and may be extended by re-
recording lien); WC 36729;
GC §34090
Manag.

Services /
Revenue
MS-041 False Alarms 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference
(meets auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
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Record
Record Series
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Revenue
MS-042 FEMA Claims Payment + 2
years 3 years Payment + 5
years
Yes: Until
Paid Mag, Ppr
Meets FEMA auditing
standards; 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 200.333; 24 CFR

91.105(h), 92.505, &
570.502(b), 29 CFR 97.42;
OMB Circular A-133; GC
§34090
Manag.

Services /
Revenue
MS-043
Receipts / Accounts Receivable /
Cash Receipts / Cash Register
Tapes / Revenue / Utility Billing /
Invoices to Outside Entities /
Ambulance Reconciliation /
Parking Citation Reconciliation /
MCR, etc.
2 years 3 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference
(meets auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
Manag.

Services /
Revenue
MS-044 Reconciliations & Registers
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr
For auditing purposes;
Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
Manag.

Services /
Revenue
MS-045 Returned Checks 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.

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

Manag.

Services /
Revenue
MS-046
Revenue Folders - Revenue
Sales Tax, Revenue Fund
Report, Property Tax Report
2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.

Manag.

Services /
Revenue
MS-047 Transient Occupancy Tax (TOT) 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference
(meets auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

POLICE ADMINISTRATION
Police /
Admin. PD-001 Access Control Database -
Doors, Key Fobs, etc.

Inactive
Records
After 2 years
Inactive
Records
After 2 years
Yes Mag
Department preference; Data
Fields / Records are interrelated;
Inactive records are generally
purged after 2 years; GC §34090
Police /
Admin. PD-002 Daily Shift Schedules / Work
Sheets 2 years 2 years Mag, Ppr GC § 34090 et seq.

Police /
Admin. PD-003 Code Enforcement / Abatement
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC §
34090 et seq.

Police /
Admin. PD-004 Drug Buy Money 5 years 5 years Mag, Ppr Department preference; GC § 34090 et seq.

Police /
Admin. PD-005 Hearings / Hearing Officer
(Parking, etc.) 2 years 2 years Mag, Ppr GC §34090
Police /
Admin. PD-006
Hearings / Hearing Officer
(Parking, etc.): Audio
Recordings
30 days 30 days Mag
Department Preference; State
law only requires for 30 days for
public meetings; GC §54953.5(b)
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. PD-007
Internal Affairs Investigations -
WITHOUT Sustained Finding
of Misconduct
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy;
State requires for at least 5
years; other State & Federal
laws require retention until final
disposition of formal complaint;
State requires 2 years after
action is taken; Statute of
Limitations is 4 years after the
discovery of the offense for
misconduct in office; PC 801.5,
803(c); EVC §1045(b)(1), GC
§§12946, 12960, 34090, PC
§§801.5, 803(c), 832.5, VC
§2547
Police /
Admin. PD-007.1
Internal Affairs Investigations -
WITH Sustained Finding of
Misconduct
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC
§34090
Police /
Admin. PD-008
Licenses / Permits: Concealed
Weapon Permits (CCW) -
Civilians
When No
Longer
Required -
Minimum
Expiration
or
Revocation
+ 2 years
When No
Longer
Required -
Minimum
Expiration
or
Revocation
+ 2 years
Mag, Ppr
DOJ manages the sale and
transfer of firearms; most
agencies retain for 2 years; GC
§§34090, 6252€
Police /
Admin. PD-009
Licenses / Permits:

Entertainment / Masseur /
Massage Technicians
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. PD-010 Community Police Academy
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr See City-wide Schedules for
volunteers; GC § 34090 et seq.

Police /
Admin. PD-011 Neighborhood Watch
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC § 34090 et seq.

Police /
Admin. PD-012
Operation Directives / General
Orders (Department Policies and
Procedures)
P P Mag, Mfr,
OD, Ppr S / I Yes: After
superseded
Department Preference; GC §
34090 et seq.

Lead Dept. PD-013 Public Education / Public
Relations / Press Releases 2 years 2 years Mag, Mfr,
OD, Ppr GC §34090
Police /
Admin. PD-013.1
Report of data regarding the
number, type, or disposition of
complaints made against its
officers (optional)
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. PD-013.2
Report to the State Commission
on Peace Officer Standards and
Training (POST Commission) of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. PD-014
Reports and Studies - Historical
/ Annual Reports
(those that the department
determines are of significant
historical value)
P P Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department Preference; GC §
34090 et seq.

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Admin. PD-015
Reports and Studies regarding
Police operations (not historical
- manpower, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC §
34090 et seq.

Police /
Admin. PD-016 School Resource Officer Monthly
Reports 2 years 2 years Mag, Ppr GC § 34090 et seq.

Police /
Admin. PD-017 Special Projects / Subject Files /
Issue Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090 et seq.

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

INVESTIGATION
Police /
Investigat. PD-020 Alcohol Beverage License
Applications
When No
Longer
Required
When No
Longer
Required
Ppr Non-records; GC §34090
Police /
Investigat. PD-021 Detectives Investigation Books
When No
Longer
Required
When No
Longer
Required
Ppr, Mag
Final Records are transferred to
Records Files; GC §34090 et
seq.

Police /
Investigat. PD-022 Business Background Files
Out of
Business + 2
years
Out of
Business + 2
years
Ppr, Mag Department Preference; GC
§34090 et seq.

Police /
Investigat. PD_070 Informant Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Department Preference; Does
not contain criminal intelligence
information concerning
individuals; GC §34090
Police /
Investigat. PD-023 Intelligence Files (Vice, Terrorist, etc.) 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: When
Superseded
Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
information is relevant to that
criminal conduct or activity.

Misleading, obsolete or
unreliable information is required
to be destroyed; remaining
records must not be retained
longer than 5 years; 28 CFR

23.20(h); GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Investigat. PD-024 Pawn Slips 3 years 3 years Ppr
Department Preference (Dealers
are required to keep for 3 years);
Non-records used for
investigations; Originals entered
into the State Automated
Property System; most agencies
retain for 2 years; B&P §21633;
GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

OPERATIONS
Police /
Operations PD-025 Canine Program Files: Action
Reports, Monthly Reports
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090
Police /
Operations PD-026 Canine Program Files: Animal
Files
Separation +
3 years
Separation +
3 years Mag, Ppr
3 years is required for animal
care / treatment records; FA
§32003(e), PC §597.1(d); GC
§34090 et seq.

Police /
Operations PD-027
Jail Check Logs, Visitor Logs,
Operations Booking Log,
Intoxilizer Log
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Operations PD-028 PAS Device Calibration Logs 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Operations PD-029
Traffic Control: Radar Trailer
Surveys, Special Event Action
Plans, etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090 et seq.

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-030 Evidence, Property, Photographs
& Film: Crime Scenes
When No
Longer
Required -
Minimum
Expiration
of Appeals
Period for
Crime
When No
Longer
Required -
Minimum
Expiration
of Appeals
Period for
Crime
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
See appropriate Crime Report;
Statute of Limitations is 1 year
for property seized by officers;
CCP §340(4); GC §34090
Police /
Property &
Evidence
PD-031 Lost and Found Items (Records
of Disposal) 2 years 2 years Mag, Ppr GC §34090
Police /
Property &
Evidence
PD-032 Negatives: Crime Report Photos
Follows
Disposition
of Crime
Report
Follows
Disposition
of Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department Preference; GC
§34090
Police /
Property &
Evidence
PD-033 Records of Property Dispositions 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved 7/19/2023

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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

RECORDS
Police /
Records PD-035 Arson Registrations: Adults 5 years P, or Death of Registrant
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After 5
years
Department preference;
Pursuant to PC §457.1 et seq.;
required to register for life; If
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781; GC
§34090.7
Police /
Records PD-036
Arson Registrations: Juveniles
released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
Pursuant to PC §457.1 et seq.; If
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781; GC
§34090.7
Police /
Records PD-067
Audio Recordings or Tapes -
(CAD/RMS) Recordings of
Telephone & Radio
Communications Dispatch Tapes
(CAD)
180 days 180 days Mag
Department Preference;
Statewide guidelines propose
180 days (legally mandated for
100 days); (may be discoverable
or made public in some
circumstances), GC §§34090,
34090.6
Police /
Records PD-037 Bail Receipts 2 years 2 years Mag, Ppr GC §§34090 et seq.

Police /
Records PD-038 Citation Log Books - Parking,
Traffic 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-039 Citations - Parking, Traffic 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-039.1
Citations - Payment Plans for
outstanding parking citations
received by indigent persons
Fully Paid,
Written off,
or Forgiven
+ 5 years
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Ppr
Department preference (the
Statute of Limitation for
collections is 5 years from the
date of the last violation); CVC
40222(b); GC §34090
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Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-040
CRIME REPORTS:

IMAGED, Unless otherwise
Specified (Felonies and
Misdemeanors) - Except those
with outstanding stolen property,
including firearms, or lost
firearms
P P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Department Preference to
facilitate Three Strikes law and
ease of document imaging
administration; GC §26202, PC
§§802, PC §§187, 800 et seq.,
W&I §389(a), 781(d)
Police /
Records PD-042
Crime Reports:

Felonies that are NOT Imaged,
Felonies reduced to
misdemeanors
Except Homicide, Serious
Felonies / Major Crimes
7 years 7 years Yes Mag, Mfr,
OD, Ppr S / I No
Department Preference;
Provided there are no
outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
historically significant, and it is
not classified under PC §800 &
290, Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after
age18; H&S §11361.5, GC
§34090, PC §802, PC §§187,
800 et seq.

Police /
Records PD-075

POLICE REPORTS / INCIDENT
REPORTS:

Juvenile Child Abuse or
Severe Neglect
Date of
Incident + 10
years,
If No
Subsequent
Reports
Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
PC §§11169(i); 11170(a); GC
§34090
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Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin...Page 122 of 793 Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-043
CRIME REPORTS:

Misdemeanor or Infraction -
Adult Marijuana / Cannabis -
H&S §11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in
H&S §11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
firearms, serious felonies, or
synthetic cannabis
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
("Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Records PD-068
CRIME REPORTS:

Misdemeanor or Infraction
Marijuana / Cannabis
§11357(d) - Juvenile on School
Grounds during School Hours
(with procedure in H&S
§11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
et seq., 11357(de)
Police /
Records PD-044
CRIME REPORTS:

Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis -
H&S §11357- Except those with
outstanding stolen property,
including firearms, or lost
firearms
2 years or
Juvenile 18
years old
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
If no subsequent conviction
("Shall" Destroy); H&S §11361.5
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Page 101 of 128 ends

Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin...Page 123 of 793 Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-045
Crime Reports:

Misdemeanors & Infractions
that are NOT Imaged
Also See Marijuana
7 years 7 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I No Department Preference; GC
§34090
Police /
Records PD-046
Crime Reports:

Non-Criminal that are NOT
Imaged
Information Reports, Towed
Vehicles, Restraining Orders,
Natural Deaths
7 years 7 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I No Department Preference; GC
§34090
Police /
Records PD-047
CRIME REPORTS:

Sealed Juvenile and Ward
Cases - Except those with
outstanding stolen property,
including firearms, or lost
firearms
Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Statute of Limitations runs up to
age 22 or within five years of
date of discovery of injury/illness
occurring after age of majority,
whichever is later. sealed
records for juveniles and wards
of the Court must be destroyed 5
years after sealing date; CCP
§§340.1, GC §26202; W&I
§§389(a), 781(d)
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved 7/19/2023

Page 102 of 128 ends

Resolution No. 10427 , declaring Laserfiche a Trusted System and Adoptin...Page 124 of 793 Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-048
CRIME REPORTS:

Factually Innocent Petition
Accepted Records Sealed
Pending Destruction - Except
those with outstanding stolen
property, including firearms, or
lost firearms
Arrest Date
+ 3 years
Arrest Date
+ 3 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Individual petitions District
Attorney; Sheriff concurs that
person is factually innocent, then
seals record ("Shall" Destroy);
GC §26202; PC §851.8(a)
Police /
Records PD-049
CRIME REPORTS:

Serious Felonies / Major
Crimes - Capital Crimes (Crimes
Subject to the Death Penalty),
Substantiated Child Abuse or
Severe Neglect (Adults Only),
Fatal traffic collisions,
Homicides, Unattended Death,
Felonies which have not been
adjudicated in court, Suicides,
Lost property involving firearms
or identifiable artifacts over
$1,000, Mental Cases which are
active, Drug (11590 H&S),
Weapon (stolen with identifiable
serial numbers entered into the
DOJ stolen property system),
Kidnapping and Missing persons
where the person has not bee
located)
P P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC
Department Preference; No
limitations on commencement of
action; DOJ retains CACI (Child
Abuse Central Index) information
for adults 100 years; Courts keep
permanently PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5,
290, and 799; 803(h), 11169 et
seq.; 11170(a); WIC 707(b)
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Page 103 of 128 ends

Indio City CouncilFebruary 7, 2024

Indio City Council
February 7, 2024