Agenda packet — La Palma City Council, October 6, 2026 (part 2 of 3)

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Services prior to commencing work. The Contractor and its employees, agents, and subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required for the performance of the Contractor Services. The Contractor shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Contractor’s performance of the Contractor Services, and shall indemnify, defend and hold harmless the City and City Personnel against any such fees, assessments, taxes, penalties or interest levied, assessed, or imposed against the City hereunder.

7. INSURANCE AND LIABILITY: The Contractor shall not commence work under this Agreement until it has secured all types and amounts of insurance required under this Section, nor shall it allow any subcontractor to commence work on any subcontract to this Agreement until all similar insurance required of the subcontractor has been obtained. Without limiting the Contractor’s indemnification obligations, the Contractor shall procure and maintain, at its sole cost and for the duration of this Agreement, insurance coverage as provided below, against all claims for injuries against persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees, and/or subcontractors. In the event that the Contractor subcontracts any portion of the work, the contract between the Contractor and such subcontractor shall require the subcontractor to maintain the same policies of insurance that the Contractor is required to maintain pursuant to this Section. (a) Insurance Coverage Required: The policies and amounts of insurance required hereunder shall be as follows:
(i) Commercial General Liability (including premises and operations, contractual liability, personal injury, death, and independent contractor liability):

Not less than Three Million Dollars ($3,000,000.00) per occurrence. (ii) Automobile Liability (including owned, non-owned, leased, and hired autos): One Million Dollars ($1,000,000.00), combined single limit, per occurrence for bodily injury, death, and property damage. (iii) Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000) for the Contractor’s employees in accordance with the laws of the State of California, Section 3700 of the Labor Code. In addition, the Contractor shall require each subcontractor to similarly maintain Workers’ Compensation Insurance and Employer’s Liability Insurance in accordance with the laws of the State of California, Section 3700 for all of the subcontractor’s employees. (iv) Umbrella or Excess Liability Insurance that will provide bodily injury, personal injury, death, and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:

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• A drop-down feature requiring the policy to respond in the event that any primary insurance that would otherwise have applied proves to be uncollectable in whole or in part for any reason;
• Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; • Policies shall “follow form” to the underlying primary policies; and • Insureds under primary policies shall also be insureds under the umbrella or excess policies.
(b) Contractor’s Insurance General Requirements:
(i) All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance or is on the List of Approved Surplus Line Insurers in the State of California, with an assigned policyholders’ Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the City’s Risk Manager. (ii) Commercial General Liability, Automobile Liability, and Employer’s Liability shall name the City, and its elected and appointed boards, members, officials, officers, agents, representatives, employees, and volunteers (collectively hereinafter “City and City Personnel”) as additional insureds and contain no special limitations on the scope of protection afforded to the City and City Personnel. All insurance provided hereunder shall include the appropriate endorsements.
(iii) All insurance policies shall be primary insurance and any insurance or self-insurance maintained by the City and/or City Personnel shall be in excess of the Contractor’s insurance and shall not contribute with it. (iv) All insurance policies shall be “occurrence” rather than “claims made” insurance.
(v) All insurance policies shall apply separately to each insured against whom a claim is made or suit brought, except with respect to the limits of the insurer’s liability.
(vi) All insurance policies shall be endorsed to state that the insurer shall waive all rights of subrogation against the City and City Personnel. (vii) All insurance policies shall be written by good and solvent insurer(s) admitted to do business in the State of California and approved in writing by the City.

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(viii) All insurance policies shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits, non-renewed, or materially changed for any reason, without thirty (30) days prior written notice thereof given by the insurer to the City by U.S. mail, or by personal delivery, except for nonpayment of premiums, in which case ten (10) days prior notice shall be provided.
(ix) All insurance policies shall state that the City shall not be liable for the payment of premiums or assessments under the policy. (x) Insurance policies shall not contain any limiting provision or endorsement that has not been submitted to the City for approval. By way of example, additional insured endorsements shall not be limited to “ongoing operations,” exclude contractual liability, restrict coverage to the “sole” liability of the Contractor, or contain any other limitation contrary to this Agreement. (c) Deductibles: Any deductibles or self-insured retentions must be declared to and approved by the City. The City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these specifications unless approved in writing by the City. (d) Evidence of Coverage: The Contractor shall furnish the City with certificates of insurance demonstrating the coverage required by this Agreement which shall be received and approved by City not less than five (5) working days before work on the Contractor Services commences. At least thirty (30) days prior to the expiration of any policy of insurance required under this Agreement, a signed complete certificate of insurance, with all endorsements provided herein, showing that such insurance coverage has been renewed or extended, shall be filed with the City. (e) Workers Compensation Insurance: The Contractor shall file with City the following signed certification:
“I am aware of, and will comply with, Divisions 4 and 5 of the California Labor Code by securing, paying for, and maintaining in full force and effect for the duration of the Agreement, complete Workers’ Compensation Insurance, and shall furnish a Certificate of Insurance to City before execution of the Agreement.”
In the event the Contractor has no employees requiring the Contractor to provide Workers’ Compensation Insurance, the Contractor shall so certify to the City in writing prior to the City’s execution of the Agreement. The City and City Personnel shall not be responsible for any claims in law or equity occasioned by failure of the Contractor to comply with this section or with the provisions of law relating to workers’ compensation. (f) Default of Insurance Requirements: In addition to any other remedies at law or equity the City may have if the Contractor fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time required by this Section, the City may, at its sole option, exercise any of the following remedies, which are

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alternatives to other remedies the City may have and are not the exclusive remedy for the Contractor’s breach: (1) Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under this Agreement; (2) that becomes due to the Contractor hereunder, or both, until the Contractor demonstrates compliance with the insurance requirements herein; and/or (3) Immediately terminate this Agreement.

8. INDEMNIFICATION:
(a) The Contractor shall indemnify, defend with legal counsel approved by the City, and hold harmless the City, City Personnel from and against all liability, loss, damage, expense, cost (including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature (“Claims”) arising out of or in connection with the Contractor ‘s negligence, recklessness or willful misconduct in the performance of work hereunder or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage which is caused by the sole or active negligence or willful misconduct of the City. Should conflict of interest principles preclude a single legal counsel from representing both the City and the Contractor, or should the City otherwise find the Contractor’s legal counsel unacceptable, then Contractor shall reimburse the City its costs of defense, including without limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation. The Contractor shall promptly pay any final judgment rendered against the City (and its officers, officials, employees and volunteers) with respect to Claims determined by a trier of fact to have been the result of the Contractor’s negligent, reckless or wrongful performance. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this Agreement.
(b) The Contractor’s obligations under this section apply regardless of whether such claim, charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment, civil fine or penalty, or liability was caused in part or contributed to by the City or City Personnel. However, without affecting the rights of the City under any provision of this agreement, the Contractor shall not be required to indemnify and hold harmless the City for liability attributable to the active negligence of the City, provided such active negligence is determined by agreement between the Parties or by the findings of a court of competent jurisdiction. In instances where the City is shown to have been actively negligent and where the City’s active negligence accounts for only a percentage of the liability involved, the obligation of the Contractor will be for that entire portion or percentage of liability not attributable to the active negligence of the City. (c) The Contractor hereby authorizes the City to deduct from any amount payable to the Contractor (whether arising out of this Agreement or otherwise) any amounts the payment of which may be in dispute hereunder or which are necessary to compensate the City for any losses, costs, liabilities, or damages suffered by the City, and all amounts for which the City may be liable to third parties, by reason of the Contractor’s negligent acts, errors, or omissions, or willful misconduct, in performing or failing to perform the Contractor’s obligations under this Agreement. The City in its sole and absolute discretion, may withhold from any payment due to the Contractor, without liability for interest, an

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amount sufficient to cover such claim. The failure of the City to exercise such right to deduct or withhold shall not act as a waiver of the Contractor’s obligation to pay the City any sums the Contractor owes the City.

9. OBSERVING LAWS AND ORDINANCES: The Contractor shall keep itself fully informed of all existing and future state and federal laws and all county and City ordinances and regulations which in any manner affect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency is discovered in this Agreement in relation to any such law, ordinance, regulation, order or decree, the Contractor shall forthwith report the same to the City Representative in writing.

The Contractor shall at all times observe and comply with and shall cause all its agents and employees to observe and comply with all such existing and future laws, ordinances, regulations, orders and decrees, and shall protect, indemnify, hold harmless, and defend to the fullest extent permitted by law the City and City Personnel, and the City Representative, and all of their respective officers, employees, and representatives against any claim or assertion of liability, or liability arising from or based on the violation of any such law, ordinance, regulation, order or decree, whether by the Contractor or by its agents, representatives, employees, or subcontractors.

10. NON-DISCRIMINATION: The Contractor shall not discriminate against any employee or applicant for employment because of any impermissible classification pursuant to Federal or State law, including, but not limited to, race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status. The Contractor shall incorporate the foregoing provisions in all subcontracts..

11. PATENTED AND COPYRIGHTED MATERIALS: The Contractor shall assume all costs arising from the use of patented or copyrighted materials, including but not limited to equipment, devices, processes, and software programs, used or incorporated in the services or work performed by the Contractor under this Agreement. Pursuant to Section 8 herein, the Contractor shall indemnify, defend (with legal counsel acceptable to the City), and hold the City and City Personnel harmless from any and all suits, actions, or proceedings of every nature for or on account of the use of any patented or copyrighted materials.

12. PREVAILING WAGE REQUIREMENTS:
(a) Public Work: The Contractor hereby expressly acknowledges and agrees that the City has never previously affirmatively represented to the Contractor, its employees or agents in writing or otherwise that the work to be covered under this Agreement is not a “public work,” as defined in Section 1720 of the Labor Code. It is agreed by the Parties that, in connection with the development, construction (as defined by applicable law) and operation of the project, including, without limitation, any public work (as defined by applicable law), if any, the Contractor shall bear all risks of payment or nonpayment of state and/or federal prevailing wages and/or the implementation of Labor Code Sections 1726 and 1781, as the same may be enacted, adopted or amended from time to time, and/or any other provision of law. To the extent applicable, the City will enforce all penalties required by law for the Contractor’s failure to pay prevailing wages.

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(b) Labor Code of California: The Contractor’s attention is directed to Division 2, Part 7, Chapter 1 of the Labor Code of the State of California and especially to Article 2 (Wages); and Article 3 (Working Hours), thereof.
(i) In accordance with Sections 1773 and 1773.2 of the Labor Code, the City has found and determined the general prevailing rates of wages in the locality in which the public work is to be performed are those determined by the Director of Industrial Relations and available at https://www.dir.ca.gov/OPRL/2022- 1/PWD/Southern.html. Copies of the prevailing rates of wages are maintained with the City’s principal office and are available to any interested party on request. The Contractor shall post a copy of the prevailing rate of per diem wages at each job site.
(ii) The Contractor is aware of and will comply with the provisions of Labor Code Section 1776, including the keeping of payroll records and furnishing certified copies thereof in accordance with said section. Pursuant to Labor Code Section 1771.4, the Contractor must submit certified payroll records to the Labor Commissioner using the Department of Industrial Relations’ electronic certified payroll reporting (eCPR) system.
(iii) Pursuant to Labor Code Section 1810 it is stipulated hereby that eight (8) hours labor constitutes a legal day’s work hereunder. (iv) Pursuant to Labor Code Section 1815, work performed by employees of contractors in excess of eight (8) hours per day, and 40 hours during any one week, shall be permitted upon public work upon compensation for all hours worked in excess of eight (8) hours per day at not less than 1 ½ times the basic rate of pay.
(v) Pursuant to Labor Code Section 1813, it is stipulated hereby that the Contractor shall, as a penalty to the City, forfeit $25 for each worker employed in the execution of this Agreement by the Contractor or by any subcontractor hereunder for each calendar day during which such worker is required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one (1) calendar week in violation of the provisions of Article 3 (commencing with Section 1810), Chapter 1, Part 7, Division 2 of the Labor Code. (vi) The Contractor is aware of and will comply with the provisions of Labor Code Sections 1777.5 and 1777.6 with respect to the employment of apprentices. Pursuant to Section 1777.5 it is hereby stipulated that the Contractor will be responsible for obtaining compliance therewith on the part of any and all sub-Contractors or subcontractors employed by him or her in connection with this Agreement.
(vii) Pursuant to Labor Code Section 1775, it is hereby stipulated that the Contractor shall, as a penalty to the City, forfeit not more than $200 for each calendar day, or portion thereof, for each worker paid less than the prevailing rates

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as determined by the Director of Industrial Relations for the work or craft in which the worker is employed for the Contractor Services by the Contractor or any subContractor or subcontractor. (c) Bidding Eligibility: Pursuant to Labor Code Section 1771.1, no contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations.
(d) DIR Monitoring: Pursuant to Labor Code Section 1771.4, Contractor is hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

13. CONFLICTS OF INTEREST:
(a) City Personnel. No City Personnel shall have any financial interest, direct or indirect, in this Agreement, or participate in any decision relating to this Agreement that affects his or her financial interest or the financial interest of any corporation, partnership, association or other entity in which he or she is interested, in violation of any federal, state or city statute, ordinance or regulation. The Contractor shall not employ any such person while this Agreement is in effect.
(b) Contractor. The Contractor represents, warrants and covenants that he, she or it presently has no interest, direct or indirect, which would interfere with or impair in any manner or degree the performance of the Contractor’s obligations and responsibilities under this Agreement. The Contractor further agrees that while this Agreement is in effect, the Contractor shall not acquire or otherwise obtain any interest, direct or indirect, that would interfere with or impair in any manner or degree the performance of the Contractor’s obligations and responsibilities under this Agreement. The Contractor acknowledges that pursuant to the provisions of the Political Reform Act (Government Code section 87100 et seq.), the City may determine the Contractor to be a “consultant” as that term is defined by the Act. In the event the City makes such a determination, the Contractor agrees to complete and file a “Statement of Economic Interest” with the City Clerk to disclose such financial interests as required by the City. In such event, the Contractor further agrees to require any other person doing work under this Agreement to complete and file a “Statement of Economic Interest” to disclose such other person’s financial interests as required by the City.

14. NO UNDUE INFLUENCE: The Contractor declares and warrants that no undue influence or pressure is used against or in concert with any officer or employee of the City in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City shall receive compensation, directly or indirectly, from the Contractor, or from any officer, employee, or agent of the Contractor, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. The Contractor further warrants that it has not employed or retained any company or person other than a bona fide employee working for the Contractor, to solicit or secure this Agreement and that it has not paid or agreed to pay any company or person any fee, commission, percentage, brokerage fee, gift, or any other

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consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right to annul this Agreement without liability or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee.

15. ASSIGNMENT: The Contractor shall not assign, hypothecate, or otherwise transfer this Agreement or any portion hereof, without first obtaining the written consent of the City. If such an assignment, hypothecation, or transfer is made or attempted by the Contractor, the assignment, hypothecation, or transfer shall be void; and the City, at its sole option, may terminate this Agreement upon the giving of a 24-hour written notice to the Contractor of such termination.

16. PERFORMANCE: If the Contractor should neglect to prosecute the work to the City’s satisfaction, or, in the City’s reasonable discretion, fail to perform any provisions of this Agreement, the City, after five (5) days written notice to the Contractor, may without prejudice to any other remedy the City may take appropriate action, including but not limited to any of the following: (1) meeting with the Contractor, its agents or subcontractors to review the quality of the work and resolve matters of concern; (2) requiring the Contractor to have the work repeated at no additional fee until it is satisfactory; (3) withholding payment of the City’s compensation to the Contractor for any unsatisfactory work performed; (4) suspending delivery of work to the Contractor for an indefinite time; (5) making good such deficiencies and deducting the cost thereof from the payment then or thereafter due the Contractor, provided, however, that the City Representative shall approve such action and certify the amount thereof to be charged to the Contractor; and/or (6) terminating this Agreement. Except as may be expressly set forth in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies or other rights or remedies as may be permitted by law or in equity shall not preclude the exercise by such Party, at the same or different times, of any other rights or remedies to which such Party may be entitled.

17. FORCE MAJEURE: Any time period specified in this Agreement for performance of services shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the City or the Contractor, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the delaying Party shall within ten (10) days of the commencement of such delay notify the other Party in writing of the causes of the delay (“Force Majeure Event”). If the Contractor is the delaying Party, the City shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the City such delay is justified. The City’s determination shall be final and conclusive upon the parties to this Agreement. In no event shall the Contractor be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused. The Contractor’s sole remedy shall be an extension of this Agreement pursuant to this section. For the avoidance of doubt, Force Majeure shall not include (a) financial distress nor the inability of either party to make a profit or avoid a financial loss, (b) changes in the market prices or conditions, or (c) a party’s financial inability to perform its obligations hereunder. The current events related to the COVID-19 pandemic are known and shall not constitute Force Majeure Event,

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future impacts of the COVID-19 pandemic may be considered a Force Majeure Event to the extent that they prevent the performance of a Party's obligations under this Agreement.

18. NOT AN AGENT OF THE CITY: The Contractor is an independent contractor.

Except as the City may specify in writing, the Contractor shall have no authority, express or implied, to act on behalf of the City in any capacity whatsoever as an agent. This Agreement does not grant to the Contractor any authority, express or implied, to bind the City to any obligation whatsoever.

19. NO BENEFIT TO ARISE TO CITY EMPLOYEES: No member, officer, or employee of the City, or their designees or agents, and no public official who exercises authority over or has responsibilities with respect to this Agreement during his/her tenure or for one (1) year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for the Contractor Services to be performed under this Agreement.

20. PARTY ADDRESSES: Any notice, payment, or instrument required or permitted to be given or delivered by this Agreement may be given or delivered by personal delivery or by depositing the same in any United States mail depository, first class postage prepaid, and addressed as follows, or to such other address provided by a written notice from one party to the other:

If to the City: City of La Palma
7822 Walker Street
La Palma, CA 90623
Attn: Jake Chavira, Acting Community
Development Public Works Director
If to the Contractor: Golden Meters Service, Inc.
107 S Edward Avenue
Fullerton, CA 92833

21. WARRANTY: The Contractor warrants all work under this Agreement (which for purposes of this Section shall be deemed to include unauthorized work which has not been removed and any non-conforming materials incorporated into the work) to be of good quality and free from any defective or faulty material and workmanship. The Contractor agrees that for a period of one (1) year (or the period of time specified elsewhere in this Agreement or in any guarantee or warranty provided by any manufacturer or supplier of equipment or materials incorporated into the work, whichever is later) after the date of final acceptance, the Contractor shall within ten (10) days after being notified in writing by the City of any defect in the work or non-conformance of the work to this Agreement, commence and prosecute with due diligence all work necessary to fulfill the terms of the warranty at the Contractor’s sole cost and expense. The Contractor shall act sooner as requested by the City in response to an emergency. In addition, Contractor shall, at its sole cost and expense, repair and replace any portions of the work (or work of other contractors) damaged by the Contractor’s defective work or which becomes damaged in the course of repairing or replacing defective work. For any work so corrected, the Contractor’s obligation hereunder to correct defective work shall be reinstated for an additional one (1) year period, commencing with the date of acceptance of such corrected work. The Contractor shall perform such tests as the City may require to verify that any corrective actions, including, without

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limitation, redesign, repairs, and replacements comply with the requirements of this Agreement.

All costs associated with such corrective actions and testing, including the removal, replacement, and reinstitution of equipment and materials necessary to gain access, shall be the sole responsibility of the Contractor. All warranties and guarantees of subcontractors, suppliers, and manufacturers with respect to any portion of the work, whether express or implied, are deemed to be obtained by the Contractor for the benefit of the City, regardless of whether or not such warranties and guarantees have been transferred or assigned to the City by separate agreement and the Contractor agrees to enforce such warranties and guarantees, if necessary, on behalf of the City. This provision may be waived in Exhibit A if the Contractor Services hereunder do not include construction of any improvements or the supplying of equipment or materials.

22. ATTORNEYS’ FEES: In any action or proceeding between the Parties hereto seeking interpretation or enforcement of any of the terms or provisions of this Agreement, the prevailing party in such action or proceeding shall be entitled to and recover from the other Party its reasonable attorneys’ fees and other reasonable expenses in connection with such action or proceeding.

23. SEVERABILITY: If any portion of this Agreement is held by a court of competent jurisdiction to be invalid, void, illegal, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way affect, impair, or invalidate any other term, covenant, or condition, or provision contained in this Agreement. Upon a determination that any term or provision is invalid, illegal or unenforceable, the Parties shall negotiate in good faith to modify this Agreement to effect the original intent of the Parties as closely as possible in order that the transactions contemplated hereby be consummated as originally contemplated to the greatest extent possible.

24. EXECUTION: The persons executing this Agreement on behalf of each of the Parties hereto represent and warrant that (i) such Party is duly organized and existing, (ii) they are duly authorized to execute and deliver this Agreement on behalf of said Party, (iii) by so executing this Agreement, such Party is formally bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not violate any provision of any other Agreement to which said Party is bound. This Agreement shall be binding upon the heirs, executors, administrators, successors, and assigns of the Parties.

25. NO WAIVER: No waiver by either Party of any of the provisions of this Agreement shall be effective unless explicitly set forth in writing and signed by the Party so waiving. Except as otherwise set forth in this Agreement, no failure to exercise, or delay in exercising, any right, remedy, power or privilege arising from this Agreement shall operate or be construed as a waiver thereof, nor shall any single or partial exercise of any right, remedy, power or privilege hereunder preclude any other or further exercise thereof or the exercise of any other right, remedy, power or privilege.

26. NO THIRD-PARTY BENEFICIARIES: This Agreement benefits solely the Parties to this Agreement and their respective permitted successors and assigns and nothing in this Agreement, express or implied, confers on any other person any legal or equitable right, benefit or remedy of any nature whatsoever under or by reason of this Agreement.

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27. NON-LIABILITY OF CITY PERSONNEL: No City Personnel shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City, or for any amount which may become due to the Contractor or its successor, or for breach of any obligation of the terms of this Agreement.

28. VENUE: Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted and maintained in the Superior Courts of the State of California in the County of Orange, or in any other appropriate court with jurisdiction in such County, and the Contractor agrees to submit to the personal jurisdiction of such court.

29. SURVIVAL: The terms, provisions, representations and certification contained in this Agreement, or inferable therefrom, shall survive the termination of this Agreement and the payment of the compensation hereinabove provided.

30. SECTION HEADINGS AND SUBHEADINGS: The section headings and subheadings contained in this Agreement are included for convenience only and shall not limit or otherwise affect the terms of this Agreement.

31. INTEGRATION, CONSTRUCTION, AND AMENDMENT: This Agreement contains the entire understanding of the Parties herein and supersedes any and all other written or oral understandings as to those matters contained herein, and no prior oral or written understanding shall be of any force or effect with respect to those matters covered thereby. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either Party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. This Agreement shall be construed and interpreted with and shall be governed and enforced in all respects according to the laws of the State of California and as if drafted by both Parties. No amendment, change or modification of this Agreement shall be valid unless in writing, stating that it amends, changes or modifies this Agreement, signed by all the Parties hereto. The City Representative is hereby authorized to approve amendments to this Agreement to the extent permitted by applicable law.

32. COUNTERPARTS: This Agreement may be executed in counterparts, each of which shall be deemed to be an original, and such counterparts shall constitute one and the same instrument.

33. SPECIAL PROVISIONS: Any special provisions applicable to this Agreement are set forth in EXHIBIT “C”, attached hereto and incorporated herein by this reference.

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IN WITNESS WHEREOF, the City Council of the City of La Palma caused the Agreement to be subscribed by its Mayor and said Contractor has executed or caused this Agreement to be executed by its duly authorized officer(s).

CITY OF LA PALMA
By:

Peter L. Kim
City Manager
ATTEST:

Alisha Farnell, CMC
Acting City Clerk
GOLDEN METER SERVICES INC.

By:

Ana Aguilar
Vice President
APPROVED AS TO FORM:

By:

Ajit S. Thind
City Attorney, City of La Palma

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EXHIBIT A
-1-

EXHIBIT A
Scope of Work
Services outlined within this agreement will commence on October 6th, 2026 and conclude by November 6th , 2026.

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THANK YOU FOR YOUR BUSINESS!
Golden Meters Service Inc.
107 S Edward Ave
Fullerton, CA 92833
+17146532900
[email protected]
www.GoldenMeters.com

ADDRESS
City of La Palma
City of La Palma
7822 Walker Street
La Palma, CA 90623
Estimate 2332
DATE 09/01/2026

DESCRIPTION QTY RATE AMOUNT

PRICE BASED ON PREPROGRAMMED REGISTERS &

ENDPOINTS

LABOR ONLY, CITY TO PROVIDE ALL MATERIALS
1 0.00 0.00
1 0.00 0.00

NEPTUNE MIU ENDPOINT & ANTENNA INSTALLATION

NO PROGRAMMING INCLUDED NECESSARY- MAGNET

SWIPE ONLY

NO WATER SHUT OFF
DATA COLLECTED: CURRENT READ πCTURE OF

GMS WILL RETURN ALL REMOVED ENDPOINTS TO
CITY.

GMS TO PROVIDE ALL DATA VIA CSV FILE.
1 0.00 0.00
RATES DO NOT INCLUDE BONDING.

RATES BASES ON NON PREVAILING WAGE.
1 0.00 0.00
Thank you for your inquiry. Feel free to reach out to
us with any questions or concerns.

SUBTOTAL 57,000.00
TAX 0.00
TOTAL $57,000.00

Page 198 of 363 ends

THANK YOU FOR YOUR BUSINESS!
Accepted By Accepted Date

Page 199 of 363 ends

Date:
1 2
3 4
5 6
Terms:

Total Investment
Sub Total $76,250.00
Freight
$76,250.00
$0.00
Estimated Sales Tax
$0.00
*Price quoted above is per installation
*Labor is not taxed
Product or Service Description
$76,250.00
Quantity Per Item
8415 Meadowlark Ln. Valid Until: 90 Days
Item
La Palma, CA 90623 Net Thirty Days
Neptune MIU Installation - Labor Only
Quotation #
Project:

AMI Specialists: Adam Milauskas
9/8/2026
Ship to:

Malachi Bedard MIU Installation Quote
La Palma, City of
$0.00
La Palma, City of 09082026
Extended
1,000 $76.25

8.75%
Ship Date
N/A
Taxable Freight
11909 Tech Center Ct.

Poway, CA 92064
Phone: 949.467.4758
Fax: 858.391.5958

Page 1 of 2 ends

Page 200 of 363 ends

Date:

Quotation #
9/8/2026
La Palma, City of 09082026
11909 Tech Center Ct.

Poway, CA 92064
Phone: 949.467.4758
Fax: 858.391.5958
Prices quoted are for this project only and do not include sales or use taxes, if any. Quoted prices are based upon receipt of the total quantity for immediate shipment or shipments within thirty (30) days of a bid opening only, and are offered contingent upon the Buyer's acceptance of Seller's terms and conditions. Seller objects to all terms and conditions. Future shipments subject to price changes. Seller not responsible for delays caused beyond our control. Purchaser's sole warranties, if any, are those provided by the manufacturer. SELLER DISCLAIMS ALL EXPRESS OR IMPLIED WARRANTIES, INCLUDING ALL IMPLIED WARRANTIES OF MERCHANT ABILITY OR FITNESS OR FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT WILL

SELLER BE LIABLE FOR ANY INCIDENTAL, PUNITIVE, SPECIAL OR CONSEQUENTIAL DAMAGES ARISING DIRECTLY OR INDIRECTLY FROM THE OPERATION OR USE OF THE PRODUCT. SELLER'S LIABILITY, IF ANY, SHALL BE LIMITED TO THE NET SALES PRICE RECEIVED BY SELLER. All returns are subject to Ferguson and/or Manufacutures return policy and maybe subject to a restocking fee. Complete terms and conditions are available upon request or can be view at www.ferguson.com/sales-terms.html

Page 2 of 2 ends

Page 201 of 363 ends

Price Quote
Concord Utility Services September 15, 2026
24619 Washington Ave, Suite 202 Project: La Palma, CA
Murrieta, CA 92562 Pricing valid for 90 days
www.concordus-inc.com
Keegan Kinahan
Western Regional Sales Manager
707-771-0984
[email protected]
Grand Total: $ 85,350.00
Description Quantity Price Extended Price

WATER METER REPLACEMENTS
5/8"-1" replace MIU and install antenna in AMI-ready lid 1,000 $ 65.00 $ 65,000.00 Subtotal Primary SOW 1,000 $ - $ 65,000.00

WOMS FEES
WOMS - Programming and Setup 1 $ 7,500.00 $ 7,500.00
WOMS - Integration 1 $ 7,500.00 $ 7,500.00
WOMS - Implementation 1,000 $ 1.85 $ 1,850.00
WOMS Subtotal - $ - $ 16,850.00

PROFESSIONAL SERVICES
Project Management 1 $ 2,500.00 $ 2,500.00
Mobilization 1 $ 1,000.00 $ 1,000.00
Professional Services Subtotal $ - $ 3,500.00
Total Installation Cost $ - $ 85,350.00

Page 202 of 363 ends

Assumptions and Exclusions

GENERAL

1. Pricing valid for one year (365 days) from date of price quote. If project kickoff commences at the expiry of year 1, the quote price will increase annually by the standard CPI rate at the commencement of Full Deployment.

2. Terms: Invoice weekly NET30.

3. There will be a mutually agreed upon contract upon award of the project.

4. Installation Services are warrantied against leaks for a period of 30 days from the work order completion date, as recorded through the work order management system and completed work order installation data. The warranty applies only to the area of work performed by the Contractor, as documented by data and photos within the work order management system, and reasonably attributed to the installation process.

5. Project Manager fees and facility fees are determined according to the estimated schedule, with monthly charges applied throughout the project's duration. Should the project be completed ahead of schedule or extend beyond the anticipated timeframe, fees will be adjusted accordingly.

6. Demobilization/Remobilization/Stand Down Contingency: The project mobilization and demobilization is assumed for a single-phase move on and move off for installation and deployment. If demobilization and remobilization occur during the project due to reasons beyond Concord Utility Services’ control (e.g., lack of materials and inventory, lack of data or account information), additional contingency fees will be assessed.

7. Demobilization/Remobilization Fees: If CUS is forced to demobilize due to lack of inventory (e.g., meters, registers, endpoint modules, lids, boxes, fittings), CUS will invoice for cost plus 15% to move in and out of the market (i.e., travel fees, cancellation fees, vehicle transportation fees.)

8. Any badging requirements will be done prior to the start of the project.

9. It is expected that all hard-to-find meters will have location descriptions and assistance (mark service with paint) from the Utility.

10. The Utility will provide CUS safe access, including keys and gate codes (gated communities) to all locations.

11. Work will not be performed at locations where it is reasonable that damage may occur to customer's property.

12. CUS will not be responsible for replacing meters that are obstructed by landscape or excessive tree/plant roots in the boxes.

13. CUS will provide minimal traffic control devices (cones) for meter exchanges. Any additional traffic control requirements will be invoiced at cost plus 15%.

14. Any specific requirements not covered under this quote will be reviewed, any additional costs will be a change order or revision to the proposal.

15. CUS will not be responsible for any community outreach programs or program materials other than leaving a Utility-provided door hanger, post installation.

WAREHOUSE/STAGING/OUTREACH

1. A secure staging area, centrally located to the project to be provided by Owner or Prime Contractor, for materials, waste, and fleet vehicle parking (½ ton pick-up trucks).

2. All warehouse and staging space provided by others must have room for secure overnight parking for 4 - 1/2 ton fleet trucks, electricity, restrooms, office space and with watertight storage for CUS tools and equipment.

DATA

1. All data for the entire project will be provided at one time prior to mobilization.

Page 203 of 363 ends

Assumptions and Exclusions

2. All data sent from the Utility will be accurate and without duplicate data (addresses, meter numbers, radios, accounts, etc.).

3. If information submitted to CUS is later found to be inconsistent with actual information the price may be adjusted accordingly to account for additional set up and programming.

AUDIT/SURVEY

1. Standard GPS collection at the cell phone level is included in our pricing, additional cost for submeter GPS collection is stated in pricing.

2. There is no audit/survey included in this pricing.

WATER METER INSTALLATION

1. Excludes additional visits to meter locations after the initial installation and programing, for network communication issues during Route Certification.

2. Meter installation unit pricing includes all labor, tools, vehicles, & fuel. All other materials to be provided by the Utility including, but not limited to meters, registers, radios, boxes, lids, box extension rings, meter spuds, extensions, adapters, meter couplers, washers, nuts, bolts, gaskets, flanges, fittings, in-line connectors, compression fittings, PVC fittings, tamper clips, Nicor connectors, backflow prevention devices, etc.

3. Meter installation unit pricing is for standard meter installation assuming meters are "Like for Like" and "Lay Length for Lay Length", for normal installations, exclusive of repairs to or modification or replacement of service lines, meter boxes, valves, or customers’ plumbing.

4. Meter installation unit pricing does not include adjusting, resetting, removing, or replacing meter box. If CUS is required to replace setters, risers, valves or fittings, the meter box resetting will be billed separately.

5. Meter installation unit pricing assumes shutoff valve and both meter couplings will be visible and accessible within the meter box.

6. CUS is freed from all liability for damage to customer appliances and other devices caused from air and/or debris in the water line where an exterior hose faucet is not accessible to the meter technician to bleed air and sediment from the line.

7. Paving or Hard/Solid Surfaces: Excludes removal and replacement of paving or other hard or solid surface locations (concrete, asphalt, pavers etc.).

8. CUS will repair to a usable and safe condition any customer side water line break caused by a CUS Employee, up to 24 linear inches from the meter connection, on the customer side only.

9. CUS will not be responsible for maintaining, repairing, or replacing existing customer side setters, backflow preventers, irrigation valves, pressure regulators, unions, ball valves, or customer side valves, unless noted otherwise.

10. CUS will not be responsible for repairing or replacing existing City/Water District service side piping or fittings.

11. CUS will not be held responsible for any existing inoperative, damaged, or leaky valves.

12. Excess dewatering will be invoiced on a time & material, and case-by-case basis.

13. It is assumed that small and intermediate sized meters will not be in vaults or other confined spaces.

Page 204 of 363 ends

Agenda Item No. 9 October 6, 2026 | 1
City of La Palma
Agenda Item No. 9
MEETING DATE: October 6, 2026
TO: City Council
FROM: City Manager
SUBMITTED BY: Alan Rivera, Management Analyst
AGENDA TITLE: Adoption of an Updated Citywide Records Management Policy and Schedule
RECOMMENDED ACTION:

Adopt a Resolution to update the Citywide Records Management Policy and Schedule.

BACKGROUND:

Records management involves the processing, maintenance, retrieval, retention, preservation and lawful destruction of all municipal records. A records retention schedule provides staff with clear timelines for managing physical and digital records and serves as an administrative tool that authorizes record disposal while ensuring compliance with applicable laws and regulations.

The City’s current Citywide Records Management Policy and Schedule was adopted by the City Council on September 15, 2009, as Resolution 2009-45. Given that this important administrative tool was last updated 17 years ago, the current schedule is outdated and does not include various digital records.

On January 13, 2026, the City Council authorized the execution of an agreement with Gladwell Governmental Services, Inc. (GGS) for professional consulting services to update the Citywide Records Management Policy and Schedule.

ANALYSIS:

The upgrade of the current records management system is driven by many factors, including:
• Limited space in City facilities
• Many departments are filing and storing copies of the same records • The City produces and manages many permanent records

Page 205 of 363 ends

Agenda Item No. 9 October 6, 2026 | 2
• Technology advancements
• Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The new Citywide Records Management Policy and Schedule was reviewed by department leaders and the City Attorney’s Office. The attached Resolution rescinds the prior Citywide Records Management Policy and Schedule from September 2009 and replaces it with the 2026 version.

FISCAL IMPACT:

None.

ATTACHMENTS:

1. Resolution

2. Records Retention Schedule

Page 206 of 363 ends

City of La Palma: Resolution No. 2026-XX Page 1 of 3
RESOLUTION NO. 2026-XX

A RESOLUTION OF CITY COUNCIL OF THE CITY OF LA

PALMA, CALIFORNIA, ADOPTING A RECORDS

RETENTION SCHEDULE, AUTHORIZING DESTRUCTION

OF CERTAIN CITY RECORDS AND RESCINDING
RESOLUTION 2009-45
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of La Palma; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of La Palma previously adopted Resolution No. 2009-45, approving Records Retention Schedules.

NOW, THEREFORE, BE IT RESOLVED,the City Council of the City of La Palma does hereby resolve as follows:

SECTION 1. Resolution No. 2009-45 is hereby repealed.

SECTION 2. The records of the City of La Palma, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of La Palma.

SECTION 3. Clerical corrections are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.

SECTION 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

SECTION 5. The City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original Resolutions.

SECTION 6. This Resolution shall become effective immediately upon its passage and adoption.

Page 207 of 363 ends

City of La Palma: Resolution No. 2026-XX Page 2 of 3
APPROVED AND ADOPTED by the City Council of the City of La Palma at a regular meeting held on the 6
th day of October, 2026.
__________________________
Nitesh P. Patel
Mayor
ATTEST:
_____________________________
Alisha Farnell, CMC
Acting City Clerk

Page 208 of 363 ends

City of La Palma: Resolution No. 2026-XX Page 3 of 3

STATE OF CALIFORNIA )
COUNTY OF ORANGE ) SS.

CITY OF LA PALMA )
I, Alisha Farnell, Acting City Clerk of the City of La Palma, California, DO HEREBY CERTIFY that the foregoing Resolution was adopted by the City Council of said City at a regular meeting of said City Council held on the 6
th day of October, 2026, and that it was
so adopted by called vote as follows:

AYES:

NOES:
_______________________________
Alisha Farnell, CMC
Acting City Clerk

Page 209 of 363 ends

HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include all records as defined by the California Public Records Act.

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed “When No Longer Required.” If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

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

EXHIBIT A

Page 210 of 363 ends

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

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

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

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

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

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

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

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

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

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

Page 211 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-002
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original to the City Clerk)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

91.105(h), 92.505, & 570.502(a), GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original to the City Clerk)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CITY-WIDE (Used by ALL Departments)
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 212 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CITY-WIDE (Used by ALL Departments)
(Managing the
Agreement /
Contract)
OR
Admin.

Services /
Purchasing
CW-004
Agreements / Contracts:

UNSUCCESSFUL BIDS, PROPOSALS /
RESPONSES to RFPs (Request for Proposals)
/ RFQs (Request for Qualifications) that don't
result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
OR
Admin.

Services /
Purchasing
CW-005
Bid Packet Database (OpenGov) / PreQualification Packets / Solicitations Unsuccessful Proposals, Notices, etc.

Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-006
Boards, Commissions, / Committees: External
Organizations / Regional Boards /
Commissions - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS / STAFF REPORTS
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 213 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
City Clerk CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
All original Minutes for Advisory Bodies
are sent to the City Clerk; GC §34090.7
Staffing Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
Minimum 4
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Staffing Dept. CW-011
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (if agendas or minutes
were created) (If agendas or minutes are
created)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-012
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)

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

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-013
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-014 Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 214 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE content,
Letters, Memorandums, Administrative Files,
Press Releases, Media Releases, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Superior Court (2017) 2 Cal.5th 608; GC
§34090
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Page 215 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams staff
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
24 CFR
570.502(a)
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC §§34090,
7927.500, 7928.705.; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose v.

Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-017 Daily Cash Backup Records 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Summaries are sent to City Treasurer; GC
§§34090,
Lead Dept. CW-018 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

GC §§34090, 7927.500, 7928.705
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 216 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-019 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept.
(Managing the
grant)
CW-020 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
grant)
CW-021
Grants Administration / CDBG Administration
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations / procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), GC §34090
Lead Dept. CW-022 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-023
Personnel Files (Department Copies)
Send all originals to Human Resources; may
exclude some Peace Officer records
Upon
Separation or
Transfer,
Send to
Human
Resources
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 217 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-024 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-025 Photographs
When No
Longer
Required

Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-026
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-027
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Lead Dept.
(Who Ordered
the Appraisal)
CW-028 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-029 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(a), GC §34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 218 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
Plans (if not provided in the schedule),
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.): etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required

Mag,
Ppr Non-Records
Lead Dept. CW-031
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): etc.: Produced by YOUR
Department
Minimum 2
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-032
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, Plans (if not provided in
the schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): etc.: Produced by OTHER
Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-033 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-034 Reports, Studies (other than Historically significant - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 219 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-035
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr, OD,
Ppr
S
Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(i), GC §34090
Lead Dept. CW-036 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-037 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-038 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-039
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft / transitory record,
/ can be destroyed as drafts (When No Longer
Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 220 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-040
Training Database / Training Certificates by
Employee
Required Information for all Employee Training
(if records are created):

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

QC & OD
Data is interrelated; GC §34090 et seq.;
LC §1198.5
Lead Dept.
(Providing the
Training)
CW-041
Training Presented by Staff - COURSE

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

QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal and Financial,
Fiscal & Financial, Harassment &
Workplace Violence Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b), 53238.3(b); LC §§6401.9(f);
1198.5
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 221 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

ADMINISTRATIVE SERVICES / FINANCE / ADMINISTRATION
Admin.

Services /
Lead Division
FIN-001 Financial Services Database / ERP Database
Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
26 CFR 31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§3105, 12960,
34090
City Clerk FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) / related Audit
Opinions
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in the City Council Agenda
Packet; GC §34090.7
Admin.

Services /
Finance /
Admin.

FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (preliminary
drafts); GC §34090
Admin.

Services /
Finance /
Admin.

FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA / OES Audits, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090
City Clerk FIN-005 Budgets - Adopted / Final P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in the City Council Agenda
Packet; GC §34090.7
Admin.

Services /
Finance /
Admin.

FIN-006 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

City Clerk FIN-007 Investment Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in the City Council Agenda
Packet; GC §34090.7
Admin.

Services /
Finance /
Admin.

FIN-008
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 222 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Finance /
Admin.

FIN-008.1
Prop. 218 (Property-based fees - Sewer Rate
Increases): Notices / Mailing Lists / Protest
Letters / Ballots, Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
FINANCE / CUSTOMER SERVICE BILLING (TRASH, WATER, SEWER BILLING) Contracted to EDCO Disposal Admin.

Services /
Finance /
Customer
Service
Billing
FIN-008.2 Customer Service Billing Database
(Contracted to EDCO Disposal)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
GC §34090
Admin.

Services /
Finance /
Customer
Service
Billing
FIN-008.3 Water Billing: Appeals - Payment Delinquency
/ Impending Discontinuation
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Admin.

Services /
Finance /
Customer
Service
Billing
FIN-008.4
Water Billing: Non-payment Notices / Notice of
Payment Delinquency / Impending
Discontinuation
2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Admin.

Services /
Finance /
Customer
Service
Billing
FIN-008.5 Water Billing: NSF Checks / Adjustments to
Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 223 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Finance /
Customer
Service
Billing
FIN-008.6 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
Admin.

Services /
Finance /
Customer
Service
Billing
FIN-008.7 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Admin.

Services /
Finance /
Customer
Service
Billing
FIN-008.8 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090

ADMINISTRATIVE SERVICES / FINANCE / GENERAL ACCOUNTING
Admin.

Services /
Finance /
General
Accounting
FIN-009 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

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

Services /
Finance /
General
Accounting
FIN-010
Accounts Payable / Invoices / Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to facilitate
grant audits; meets municipal
government auditing standards; GC
§34090
LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 224 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Finance /
General
Accounting
FIN-011
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Tax Return /
Application for Transient Occupancy Tax
(TOT), Auctions of Surplus Property, Credit
Card Payment Receipts, Tenant Billing / Rent,
etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Admin.

Services /
Finance /
General
Accounting
FIN-012
Bank Statements, Investment Account
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §34090,
26 CFR 31.6001-1
City Clerk FIN-013 Checks / Warrant Register Report (Adopted by Resolution)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in City Council Agenda
Packet; GC §34090.7
Admin.

Services /
Finance /
General
Accounting
FIN-014 Checks / Warrants (Cashed / Returned / NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Admin.

Services /
Finance /
General
Accounting
FIN-015
Daily Cash Record (Summaries), Bank
Deposits, Bank Transmittal Advice, Cashier's
Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §34090,
26 CFR 31.6001-1
Admin.

Services /
Finance /
General
Accounting
FIN-016 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 225 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Finance /
General
Accounting
FIN-017 Journal Entries / Journal Vouchers / Budget
Adjustments 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to match
Accounts Payable; meets municipal
government auditing standards; Statute
of Limitations is 4 years; GC §34090,
CCP §337
Admin.

Services /
Finance /
General
Accounting
FIN-018
Reports, Financial Reports Created by
Financial Software) General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Admin.

Services /
Finance /
General
Accounting
FIN-019
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090

ADMINISTRATIVE SERVICES / FINANCE / PAYROLL
Admin.

Services /
Finance /
Payroll
FIN-020 Payroll Database
Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§3105,
12946, 12960, 34090; 53237.2(b), LC
§1198.5
Admin.

Services /
Finance /
Payroll
FIN-020.5
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage) / Transmittal
Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
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Page 226 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Finance /
Payroll
FIN-021
CalPERS Reports, PARS Reports, Annual
Valuation Reports, Actuarial Valuation Reports,
Annual Employer Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Admin.

Services /
Finance /
Payroll
FIN-022 Checks / Warrant Register Report - Payroll
Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Finance /
Payroll
FIN-023
DE-6, DE-7, DE-9 DE-43, W-3, / DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA / Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29 CFR 516.5 - 516.6, 29 USC
436, GC §34090
Admin.

Services /
Finance /
Payroll
FIN-024 Garnishments, Child Support, Court Orders
regarding Employee Wages
Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Admin.

Services /
Finance /
Payroll
FIN-025 Time Cards / Time Sheets 5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Admin.

Services /
Finance /
Payroll
FIN-026 Payroll Reports (includes Leave Registers,
time Transaction Reports, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets
municipal government auditing
standards; ; GC §34090
LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 227 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Finance /
Payroll
FIN-027 PERS Statements 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.

Services /
Finance /
Payroll
FIN-028 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29 CFR 516.5 - 516.6, 29 USC
436, GC §34090
LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 228 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Admin.

Services /
Human
Resources
HR-001 Human Resources Database / ERP
Database (Tyler)
Indefinite -
Minimum
Separation + 6
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
may contain original Personnel records; 26
CFR 31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 53237.2(b), LC §1198.5
Admin.

Services /
Human
Resources
HR-002 Benefit Plan Documents (CalPERS, Dental,
Vision, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(1)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Admin.

Services /
Human
Resources
HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Final
Resolution + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 4 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-004
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-005 Compensation Surveys / Studies Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 229 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Human
Resources
HR-006 Contracts for Investigators (Employees Only)
Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Admin.

Services /
Human
Resources
HR-007 DE-34 (California EDD Report of New
Employees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 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
Admin.

Services /
Human
Resources
HR-008 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Admin.

Services /
Human
Resources
HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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
Admin.

Services /
Human
Resources
HR-010
EDD Claims / Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Admin.

Services /
Human
Resources
HR-011 Employee Investigations
Final
Resolution + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 230 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Human
Resources
HR-012 Grievances
Final
Resolution + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC §1198.5; 26 CFR 31-6001-1
Admin.

Services /
Human
Resources
HR-013 I-9s Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-014 Job Descriptions / Job Classification / Job
Specifications
Minimum
Superseded +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Admin.

Services /
Human
Resources
HR-015 Labor Relations / Negotiation Notes Expiration of MOU + 1 year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.

Page 231 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Human
Resources
HR-016
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Oath of Office, Policy Acknowledgements,,
PAF / Personnel Action Forms, Training
Certificates, etc.)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; W-4s
are required four years after the due date
of such tax for the return period to which
the records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC §1198.5
Admin.

Services /
Human
Resources
HR-017
Personnel Files - Medical File / Long Term /
Short Term Disability Claims
Medical Records, Pre-Employment Medical
Clearance; ADA Accommodations, Fit for
Duty, Respiratory Fit Tests, etc.

Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; 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
Admin.

Services /
Human
Resources
HR-018 Recruitment / NeoGov Database 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference to allow for
successful selection and hiring;; State Law
requires 4 years for employment actions;
EEOC / FLSA / ADEA (Age) requires 1-3
years; 29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR 11013(c); GC
§§12946, 12960, 34090
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Page 232 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Human
Resources
HR-019
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis /
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Expiration of
Eligibility List
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years for
employment actions; EEOC / FLSA /
ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Admin.

Services /
Human
Resources
HR-020
Verification of Employment from outside
companies / Employment Verifications from
outside companies (for employee car
purchases, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Content Not Substantive; does not pertain
to the conduct of City business; City of
San Jose v. Superior Court (2017) 2
Cal.5th 608; GC §34090
Admin.

Services /
Human
Resources
HR-021
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-022
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 233 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Human
Resources
HR-023
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090; 29 USC 1113
Admin.

Services /
Human
Resources
HR-024 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
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; 26 CFR 31.6001-1

ADMINISTRATIVE SERVICES / RISK MANAGEMENT
Admin.

Services /
Human
Resources /
Risk
Management
RM-001
Accident / Incident Reports (Accidents /
Incidents) - MEMBERS OF THE PUBLIC
That don't result in a Claim
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
Human
Resources /
Risk
Management
RM-002 Claim for Damages / Claims Against the City
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
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Page 234 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Human
Resources /
Risk
Management
RM-003 OSHA Citations / Inspections 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429(c)
Admin.

Services /
Human
Resources /
Risk
Management
RM-004 Safety Committee / Safety Steering
Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et
seq.

Admin.

Services /
Human
Resources /
Risk
Management
RM-005 Safety Investigations 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), 29 CFR
1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.

Admin.

Services /
Human
Resources /
Risk
Management
RM-006 Vehicle Titles (Pink Slips) Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I Given to Auction House / New Owner; GC §34090 Admin.

Services /
Human
Resources /
Risk
Management
RM-007
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 235 of 363 ends

Ver. 5.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Human
Resources /
Risk
Management
RM-008
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 236 of 363 ends

Ver. 2.1 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Admin.

Services /
Information
Technology
IT-001 Backups / Computer Disaster Recovery
Backups
When No
Longer
Required
Yes Mag.

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

Admin.

Services /
Information
Technology
IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Admin.

Services /
Information
Technology
IT-003 Network Configuration Maps / Plans
When No
Longer
Required
Mag.

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

Admin.

Services /
Information
Technology
IT-004

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD-r / CD-r / Blue Ray-R /
Optical Disk) / other unalterable media that
does not permit additions, deletions, /
changes
Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC §§34090, 12168.7, EVC
§1550, 2 CCR 22620 et seq.

ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY
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Page 237 of 363 ends

Ver. 3.1 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention
No. Records Description Total Retention Vital? Media Options Image:

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

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

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

CITY ATTORNEY
City Attorney CA-001 Advice Files / Legal Advice provided to the City Minimum 5 years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (confidential); GC
§34090
City Attorney CA-002 Bankruptcy / Bankruptcies (if the City is owed money)
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various statute
of limitations; CCP §§ 337 et seq.; GC §§
911.2, 34090
City Attorney CA-003 City Attorney Opinions Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (confidential); GC
§34090
City Attorney CA-004 Lawsuits / Litigation / Civil Litigation - Routine Cases
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Covers various statute
of limitations; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6
LA PALMA, CA. ©1998 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 238 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

City Clerk CC-001
Agenda Packets: City Council, Planning
Commission, Redevelopment Agency,
Successor Agency, Oversight Board
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements / Contracts, Amendments -
INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.

P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency response; Statute of Limitations
is 10 years for Errors & Omissions; 4 years
for all contracts; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703(a)

CITY CLERK
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 239 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-003
Agreements & Contracts - NONINFRASTRUCTURE, Professional Services Agreements - NOT IMAGED
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal / Scope of Work), Insurance
Certificates, Notice of Completion
Examples of Non-Infrastructure:

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

Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions;; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-004 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-005 Board / Commission / Committee Recruitment / Applications (All, whether appointed / not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-006 Bonds: Bid Bonds, Letters of Credit, Bid Security, Permitee Bonds
Release of
Bond
OR
After Award
Decision
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Security; GC §34090
City Clerk CC-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-008 City Council Executive Session / Closed Session Items
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (confidential); GC
§34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 240 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected / not elected. Includes City Council
Members , City Manager, City Treasurer / City
Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for
87200 filers; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk CC-011 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e)
City Clerk CC-012 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City Clerk CC-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-014 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After QC Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk /
Elections CC-015
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009(b)&(g)
City Clerk /
Elections CC-016
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; GC
§81009(b)&(g)
City Clerk /
Elections CC-017
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years GC §81009(f)&(g)

CITY CLERK / ELECTIONS
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 241 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

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

OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years GC §81009(c)&(g)
City Clerk /
Elections CC-019
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of Office
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; CA law states term
of office and 4 years after the expiration of
term and does not delineate between the
two; EC §17100
City Clerk /
Elections CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CA law states term of office and 4 years
after the expiration of term and does not
delineate between the two; EC §17100
City Clerk /
Elections CC-021
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk /
Elections CC-022
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination +
1 year after
petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or
FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-023
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determination
of Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or
FPPC proceeding. EC §§17200(b)(3),
17400
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 242 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk /
Elections CC-024 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
City Clerk CC-025
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects
and media. Some media (e.g. audio and
video tape) may be limited because of the
media's life expectancy; GC §34090
City Clerk CC-026
Lawsuits / Litigation / Civil Litigation -
Historical Cases
Settlement Agreements, Historically Significant
Records
P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference for historical
purposes; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6
City Clerk CC-027
Minutes: Legislative Bodies - City Council,
Planning Commission, Redevelopment
Agency, Successor Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-028
Minutes: Advisory Bodies - Community
Activities and Beautification (CAB),
Development and Circulation Committee
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-029 Ordinances P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-030
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC
§50115
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 243 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY CLERK
City Clerk CC-031 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-032
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-033
Recordings: Audio Recordings: City
Council, Planning Commission,
Redevelopment Agency, Successor Agency,
Oversight Board
4 years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.7
City Clerk CC-034
Recordings: Video Recordings: City Council,
Planning Commission, Redevelopment
Agency, Successor Agency, Oversight Board
4 years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.7
City Clerk CC-035 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-036 Records Retention Amendment Authorization Forms 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-037
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-038
Resolutions: City Council, Planning
Commission, Redevelopment Agency,
Successor Agency, Oversight Board
P
Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 244 of 363 ends

Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

CITY MANAGER
City
Manager CM-001
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City
Manager CM-002
Special Projects, Programs, Subject / Issues
(Issues / projects will vary over time - e.g.

Sister City, Goals / Objectives, , etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

CITY MANAGER / PUBLIC INFORMATION
City
Manager /
Public
Information
CM-003 City Publications / Graphic Design Projects
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; The Customer
(Lead Department) is responsible for
retaining the final record for it's retention
period; GC §34090
City
Manager /
Public
Information
CM-004 Media Releases / Photograph Releases /
Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City
Manager /
Public
Information
CM-005 Newsletters / Employee Newsletters /
Reports to the Council
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City
Manager /
Public
Information
CM-006 Newspaper Clippings / Media Clippings
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Lead Dept. CM-007 Photographs
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts (retention is placed on the
final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §34090
City
Manager /
Public
Information
CM-008
Public Relations / Press Releases / News
Releases / Articles written by the City
(excludes Police, which can issue their own)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 245 of 363 ends

Ver. 2.1 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

City
Manager /
Public
Information
CM-009 Videos - Educational, Promotional
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; The Customer
(Lead Department) is responsible for
retaining the final record for it's retention
period; GC §34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 246 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

COMMUNITY DEVELOPMENT / BUILDING and SAFETY
Lead Dept. CD-001 Permit Database (OpenGov) Indefinite
(Perm) Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is interrelated;
CBC §§ 1.8.4.3.1, 104.7, and 107.5 Building
Permits are required to be retained
Permanently, or Life of the Structure; GC
§34090, H&S §19850
Community
Develop. /
Building &
Safety
CD-002 Address Files / Building Permits /
Applications, Appeal Decisions P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD CBC §§ 104.7 and 107.5; GC §34090 Community
Develop. /
Building &
Safety
CD-003
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

ACCOMMODATION
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-004 Building Plans - Cancelled / Withdrawn
AFTER to Building Permit Issuance P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-005 Building Plans - Cancelled / Withdrawn
PRIOR to Building Permit Issuance
Upon
Cancellation
or
Withdrawal

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-006 Building Plans - Expired P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-007 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
LA PALMA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 247 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Community
Develop. /
Building &
Safety
CD-008 Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL (All Finalled) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-009 California Building Codes / Uniform
Building Codes
Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §50022.6
Community
Develop. /
Building &
Safety
CD-010 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Building &
Safety
CD-011
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans
(to / from Architects)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Community
Develop. /
Building &
Safety
CD-012 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (Preliminary Drafts);
GC §34090
Community
Develop. /
Building &
Safety
CD-013 Energy Calculations
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Building &
Safety
CD-014 Geotechnical / Soils Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 LA PALMA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 248 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Community
Develop. /
Building &
Safety
CD-015
NPDES / Stormwater Compliance:

Inspections During Construction,
Violations, Citations (BMPs, etc.)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et seq.

Community
Develop. /
Building &
Safety
CD-016 Plan Check Comments
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference (Preliminary Drafts);
GC §34090
Community
Develop. /
Building &
Safety
CD-017 Stop Work Notices
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference (Preliminary Drafts);
GC §34090
Community
Develop. /
Building &
Safety
CD-018 Structural Calculations P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CD-019 Case Management Database
Indefinite
Minimum 2
years
Yes (all) Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference - Data is interrelated
and contains Building Permits and other
Permanent Records; GC §34090, H&S §19850
Community
Develop. /
Code
Enforcement
CD-020
Code Enforcement / Abatement Case
Files (Includes Citations, Notice of
Violations, Photos, Recordings of noise,
Code Enforcement Complaint Letters,
Appeal Decisions
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Code
Enforcement
CD-021
Notice of Violations ./ Code Enforcement
Citations / Reminder Notices / Appeal
Decisions
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 LA PALMA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 249 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Community
Develop. /
Code
Enforcement
CD-022
NPDES / Stormwater Compliance:

Citations, Notifications (referrals from
Building or Public Works)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et seq.

Community
Develop. /
Code
Enforcement
CD-023
Privately Owned Sidewalks or Trees:

Correspondence (Notice) to Property
Owner to repair privately-owned
sidewalks / maintain privately-owned
trees
Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 COMMUNITY DEVELOPMENT / PLANNING (includes Former Redevelopment) Lead Dept. CD-024 Permit Database (OpenGov) Indefinite
(Permanent Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated
and contains Building Permits and other
Permanent Records; GC §34090, H&S §19850
Community
Develop. /
Planning
CD-025 Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (project was not
pursued by applicant); GC §34090
LA PALMA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 250 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Community
Develop. /
Planning
CD-026
Planning Projects - Discretionary /
Ministerial - Approved Permanent
Entitlements / Permits
(Includes Associated Application,
CEQA Noticing, Conditions of
Approval, Environmental
Determinations, Staff Reports, Plans,
Soils Reports, Appeal Decisions, etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan
Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels
Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); GC §34090, 34090.7
Community
Develop. /
Planning
CD-027 Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

Page 251 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Community
Develop. /
Planning
CD-028
Advanced Planning / Long Range
Planning / Project Implementation (Final
Documents only)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-029 Annexations / Boundaries /
Consolidations / LAFCO P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-030 Development and Circulation Committee -

AGENDAS / STAFF REPORTS
Minimum 2
years

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

City Clerk CD-031
Development and Circulation Committee -

MINUTES
Send original Minutes to the City Clerk
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City Clerk retains originals; GC §34090.7 Community
Develop. /
Planning
CD-032 Economic Development Projects /
Business Recruitment / Retention
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Community
Develop. /
Planning
CD-033
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Planning is the Lead
Correspondence / staff notes that
provide insight into the project / the
agency’s CEQA compliance with respect
to the project
Project
Approval or
Denial
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications and notes are
required to be saved; "E-mails that do not
provide insight into the project or the agency’s
CEQA compliance with respect to the project
— are not within the scope of section 21167.6,
subdivision (e) and need not be retained."
Golden Door Properties, LLC v. Superior Court
of San Diego County (2020) 53 Cal.App.5th
733; PRC §21167,6; GC §34090
LA PALMA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 252 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Community
Develop. /
Planning
CD-034
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Notice of
Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where
Planning is the Lead
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Usually filed in the project file; Final
environmental determinations are required to
be kept a "reasonable period of time"; 14 CCR
§15095(c); GC §34090
Community
Develop. /
Planning
CD-035
General Plan, Elements / Amendments /
Master Plans, Specific Plans, Land Use
Plans / Amendments; General Plan
Interpretations
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-036 Historical Designations / Historical
Landmarks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-037
Housing Plans: Consolidated Annual
Performance and Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) /
Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices /
Citizen Participation Plan / Action Plans,
etc.

Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
24 CFR 91.105(h); 24 CFR 92.508(a); GC
§34090
Community
Develop. /
Planning
CD-038 Housing Reports: County Housing
Reports / HCD Reports / SCAG Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 24 CFR 92.508(a); GC §34090 Community
Develop. /
Planning
CD-039 Materials Boards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC §34090
Community
Develop. /
Planning
CD-040
Planning Commission PRIOR to 6/2016 -

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

Page 253 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

City Clerk CD-041
Planning Commission PRIOR to 6/2016 -

MINUTES
Send original Minutes to the City Clerk
Copies -
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD City Clerk retains originals; GC §34090.7 Community
Develop. /
Planning
CD-042
Redevelopment Projects - Developer
Projects, Acquisition / Disposition of Real
Property
PERMANENT RECORDS:

CIP Projects built by Redevelopment
Agency, Environmental Documents /
CEQA Permits, EIRs, Categorical
Exemptions, Negative Declarations, Real
Property: Deeds, Easements, Rights of
Way
P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; City Manager
Maintains originals of all documents that were
presented to Council or RDA; GC §34090.7
Community
Develop. /
Planning
CD-043 Redevelopment Projects -

OTHER THAN PERMANENT RECORDS
Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-044
Temporary Use Permits issued by
Planning (Approved / Unapproved) -
Carnival Permits, Christmas Tree Lots,
Fireworks Permits, Outdoor Dining,
Pumpkin Lots, Special Event Permits,
Tent Sales, Yard Sales, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-045 Zoning Clearance Forms / Zoning
Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-046 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 LA PALMA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 254 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Business License, Code Enforcement, Planning) Page CD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Community
Develop. /
Planning
CD-047 Zoning Ordinance Amendments / Zone
Changes P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 LA PALMA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 255 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

POLICE / ADMINISTRATION / OFFICE OF THE CHIEF OF POLICE Police /
Admin. / Chief PD-001
Background Files; Employees / Volunteer
Applicants - SUCCESSFUL (Employees,
Cadets, Explorers, CERT, Chaplains,
Reserves, etc.)
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; POST
requirement is 4 years after the files were
initially created; EEOC / FLSA / ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1627.3(b)(1)(i), 29
CFR 1602.14; GC §§12946,12960, 34090
Police /
Admin. / Chief PD-002
Background Files; Employees / Volunteer
Applicants UNSUCCESSFUL (Employees,
Cadets, Explorers, CERT, Chaplains,
Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; POST requirement is
4 years after the files were initially created;
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(1)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. / Chief PD-003
CCW Applications / Renewals (Carry
Concealed Weapon Applications / Permits) -

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

Police /
Admin. / Chief PD-004
CCW Applications / Renewals (Carry
Concealed Weapon Applications / Permits) -

SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Admin. / Chief PD-005
Complaints Against Peace Officers -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct
Includes Officer Involved Shootings (OIS)
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC §34090 LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 256 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Admin. / Chief PD-006
Complaints Against Peace Officers -Internal
Affairs Investigations WITHOUT Sustained
Finding of Misconduct
Includes Officer Involved Shootings (OIS)
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Admin. / Chief PD-007
Emergency Operations Plan (includes
Office of Emergency Management /
Homeland Security)
When
Superseded Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-007.5 EOC Activations (Excludes FEMA Claims or EOC Claims) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Admin. / Chief PD-008
Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Police /
Admin. / Chief PD-009 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-010 Reports / Studies - Historical (e.g.

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

Police /
Admin. / Chief PD-011
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 POLICE / OPERATIONS (Patrol, K9, Traffic, SWAT)
Police /
Operations PD-012 Canine (Police Service Dogs) Program Files: Service Animal Files Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Page 257 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Operations PD-013 Ops Plans (Fourth of July, etc.) Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-014 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-015
STOP Source Data Database Includes
Audit Log / Racial / Identity Profiling Act
(RIPA) Annual Report
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Operations PD-016 SWAT After Action Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-017 Traffic Collision Database (Brazos)
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Operations PD-018 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-019 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

POLICE / SERVICES / COMMUNICATIONS
Police /
Services /
Communications
PD-020
Recordings: Audio - (CAD/RMS)
Recordings of Telephone / Radio
Communications Dispatch Tapes (CAD) /
911 Recordings, Manual Dispatch Cards
18 months Yes Mag
Department Preference; as of 2025, 911
recordings for domestic violence and other
specified crimes - if any - are required to be
provided to a victim or representative for 5
years - upon request. Commission on State
Mandates has not determined this is an
unfunded state mandate; legally mandated
for 100 days; (civil suits may be filed up to
365 days); GC §§34090, 34090.6; FC §6228
LA PALMA, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 258 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

POLICE / SERVICES / DETECTIVE BUREAU
State of
California /
ABC
PD-021 Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record
Police /
Services /
Detective
Bureau
PD-022 Criminal Intelligence Files Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal
conduct or activity. Misleading, obsolete or
unreliable information is required to be
destroyed; remaining records must not be
retained longer than 5 years; 28 CFR

23.20(h); GC §34090
Police /
Services /
Detective
Bureau
PD-023 Detectives Investigation Files / Arrest Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Services /
Detective
Bureau
PD-024 Informant Files Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Services /
Detective
Bureau
PD-025 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Services /
Detective
Bureau
PD-026
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC
§34090.7
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Page 259 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Services /
Detective
Bureau
PD-027 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a); GC §34090
Police /
Services /
Detective
Bureau
PD-028 Registrants: Gang Adults- Shared Gang
Databases / CalGang / Written Attestations
5 years After
Last Reset Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 773.8; 11 CCR 774.7; GC §34090 Police /
Services /
Detective
Bureau
PD-029 Registrants: Gang Juveniles
3 years, or
Sealing Date
+ 5 years, or
Court Order
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Services /
Detective
Bureau
PD-030
Registrants: Gang Juveniles - Shared
Gang Databases / CalGang / Written
Attestations
3 years After
Last Reset Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 774; 11 CCR 774.7; GC §34090 Police /
Services /
Detective
Bureau
PD-031 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Services /
Detective
Bureau
PD-032 Registrants: Sex Offender Registrations:

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

Police /
Services /
Detective
Bureau
PD-033 Registrants: Sex Offender Registrations:

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

Page 260 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

POLICE / SERVICES / JAIL
Police /
Services / Jail PD-034 Jail Logs / Jail Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Services / Jail PD-035 Jail Video Recordings (Jail surveillance, security) 1 year Mag Records regular and ongoing operations; GC §34090.6(a)

POLICE / SERVICES / PROPERTY
Police /
Services /
Property
PD-036 Property / Evidence Database (Motorola
Flex)
Indefinite -
Follows the
Retention of
the Evidence
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (data is interrelated);
GC §34090
Police /
Services /
Property
PD-037 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Services /
Property
PD-038 Gun / Narcotics Destruction Log
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Services /
Property
PD-039 Property / Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Services /
Property
PD-040 Safekeeping: Lost / Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

POLICE / SERVICES / RECORDS
Police /
Services /
Records
PD-041 RMS Database (Motorola Flex)
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; GC
§34090
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Page 261 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

State of
California /
CHP
PD-042
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
(In RMS Database)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into CHP’s portal (a State
record)
Police /
Services /
Records
PD-043
Citations / Notice of Violations / Citation
Database / Brazos (Parking, Traffic,
Marijuana / Cannabis), Animal, Code
Enforcement, Administrative Citations
(Includes requests for dismissals,
cancellations, / appeals.
2 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Services /
Records
PD-044
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Services /
Records
PD-045
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Services /
Records
PD-046
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD W&I §§389(a), 781(d), GC §34090; Police /
Services /
Records
PD-047
CRIME REPORTS:

Lost / Stolen Firearms entered into CLETS
(if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
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Page 262 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Services /
Records
PD-048
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined), Fatal
Traffic Collisions
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Services /
Records
PD-049
CRIME REPORTS:

Child Abuse / Neglect Investigation Reports -
Unsubstantiated / Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Services /
Records
PD-050
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies / Misdemeanors)
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Services /
Records
PD-051
CRIME REPORTS:

Misdemeanor / Infraction - Adult
Marijuana / Cannabis - HS
§11357(b)(c)(d)(e) / HS §11360(b) (with
procedure in HS §11361.5) - Except those
with outstanding stolen property, including
firearms, / lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
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Page 263 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Services /
Records
PD-052
CRIME REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(E) -
Except those with outstanding stolen
property, including firearms, / lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Services /
Records
PD-053
CRIME REPORTS:

Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in HS §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Services /
Records
PD-054
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Services /
Records
PD-055
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
Police /
Services /
Records
PD-056
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
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Page 264 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

State of
California /
Department of
Justice
PD-057
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
State of
California /
Department of
Justice
PD-058 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Services /
Records
PD-059 Local Criminal History Checks
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
These are copies / printouts from the RMS
database; GC §34090 et seq.

Police /
Services /
Records
PD-060 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Services /
Records
PD-061 Recordings: Automated License Plate
Readers (ALPR)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Police /
Services /
Records
PD-062
Recordings: Body-Worn Cameras / Dash
Cams – Accidental Recordings Reviewed
and Approved for Deletion (Nonevidentiary)l
After
Approval Mag,
Department preference; consistent with
Lexipol policies (review, supervisory
authorization, and documentation required);
PC§ 832.18 et seq. GC §34090.6 et seq.

Police /
Services /
Records
PD-063
Recordings: Body-Worn Cameras / Dash
Cams – LOGS of Access / Deletion of
Data
P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Services /
Records
PD-064
Recordings: Body-Worn Cameras / Dash
Cams - that ARE evidence, Officer
Involved Shootings / Detention / Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Services /
Records
PD-065 Recordings: Body-Worn Cameras / Dash
Cams- that are NOT evidence 1 year Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Page 265 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police /
Services /
Records
PD-066 Recordings: Drone (Unmanned Aerial
Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Services /
Records
PD-067 Recordings: Video Recordings - Evidence
Room 1 year Mag Records Building security or regular and ongoing operations; GC §34090.6 et seq,
Police /
Services /
Records
PD-068 Recordings: Video Recordings - Public
Areas / Public Activity
When No
Longer
Required
Mag Does Not Records Building security or regular
and ongoing operations; GC §34090.6 et seq,
Police /
Services /
Records
PD-069
Recordings: Video Recordings - Building
Security, Regular and Ongoing
Operations of the City
1 year Mag Records Building security or regular and
ongoing operations; GC §34090.6 et seq,
Court or
District
Attorney
PD-070
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
Police /
Services /
Records
PD-071 Ride-A-Long Waiver Form 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Part of CORI audit;
GC §34090 et seq.

Court or
District
Attorney
PD-072 Subpoenas - Civil / Criminal / Subpoenas
Duces Tecum
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.

Police /
Services /
Records
PD-073 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Entered into CAD / RMS database (this is a
preliminary draft); GC §34090

POLICE / SERVICES / TRAINING
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Page 266 of 363 ends

Ver. 4.1 RECORDS RETENTION SCHEDULE: POLICE Page PD-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

Police
/Services /
Training
PD-074
Personnel Training File - BY EMPLOYEE
(Includes POST printouts) Peace Officer /
Dispatcher only
Required Information by Employee for all
Employee Training for Separation + 5 years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification Documents
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All Training Certificates must be retained
Separation + 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 8 CCR §3203 et
seq., 29 CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b) LC
§1198.5
Police
/Services /
Training
PD-075
Training Presented by Staff - Department
Training Records - COURSE RECORDS
(Attendance Rosters / Sign-in Sheets,
Outlines / Materials; includes Use of Force
training, safety training, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; Ethics, Harassment &
Workplace Violence Training is 5 years;
EEOC EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
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); LC §6401.9(f)
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Page 267 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

PUBLIC WORKS / ENGINEERING
Lead Dept. PW-001 Permit Database (OpenGov) Indefinite
(Perm) Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is
interrelated & includes Building Permits;
GC §34090, H & S §19850
Public Works /
Engineering PW-002 Benchmarks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-003
Bonds: Labor / Materials, Performance
Bonds, Letters of Credit, Encroachment
Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Yes Mag, Mfr,
OD, Ppr S / I No Security; GC §34090
Public Works /
Engineering PW-004
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure
Configuration)
All Final Records (Plans, RFP /
Specifications / Addenda, Successful
Proposal, Change Orders, Notice of
Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: During
Project
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute of
Limitations: Contracts & Spec's=4 years,
CCP §337 et. seq., GC §34090
Public Works /
Engineering PW-005
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration
File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting
Agendas / Minutes, Monthly Reports,
Notices, Real Estate Appraisals, RFIs /
RFQs , Safety. SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: During
Project
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
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Page 268 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-006
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders,
EIRs, Negative Declarations, Categorical
Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials,
Notice of Completion, Photos, Record
Drawings, Soils Reports, Studies,
Submittals, Surveys, etc.

P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are required
to be kept a "reasonable period of time";
14 CCR §15095(c); CCP §337 et. seq.,
GC §34090
City Clerk PW-007
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD City Clerk retains final; GC §34090(a) Public Works /
Engineering PW-008
Design / Construction Standards - Authored
by the City for Construction of City
Infrastructure (CIP / Land Development)
P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-009
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Public Works /
Engineering PW-010
Permits / License Agreements: Permanent
Encroachment (Structures in the City's
Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 269 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-011
Permits: Temporary Encroachment
(Excavation Permits, Street Closure
Permits, Street Cuts, Street / Sidewalk
Repair, Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts, Wide
Load / Heavy Load, etc.)
Includes Insurance Certificates
Minimum
Expiration +
2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Lead Dept. PW-012
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Engineering is the Lead
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications & 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) & need
not be retained." Golden Door Properties,
LLC v. Superior Court of San Diego
County (2020) 53 Cal.App.5th 733; PRC §
21167,6; GC §34090
Public Works /
Engineering &
Community
Develop. /
Building
PW-013 Grading Permits P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-014
Private Development: Administrative
Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: During
Project
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
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
LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 270 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-015
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds
(copies) Drainage, Driveway, Easements
(copies), Geotechnical / Soil Reports /
Hydrology Reports, Private Lab
Verifications, Testing Lab Final Reports,
Rights of Way (copies), Studies, Reports,
etc.

P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are required
to be kept a "reasonable period of time";
14 CCR §15095(c); CCP §337 et. seq.,
GC §34090
Public Works /
Engineering PW-016 Stormwater Illicit Discharges / Stormwater Citations / Stormwater Violations 5 years Mag S / I Yes: After QC & OD Required for a minimum of 3 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-03;
40 CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Engineering PW-017 Stormwater: NPDES Annual Reports 5 years Mag S / I Yes: After QC & OD Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Engineering PW-018 Stormwater: NPDES Permits / MS-4 Permits Expiration +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Engineering PW-019 Stormwater Flood Control P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-020 Subdivision Maps / Parcel Maps P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-021 Surveys, Record of Survey P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-022 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 271 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Engineering PW-023 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies or Not City Records; GC §34090.7 Public Works /
Engineering PW-024 Traffic Counts / Traffic Studies 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-025 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-026 Traffic Stop Sign Warrants 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-027 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc.

Expiration +
2 years
Yes: During
Project
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090
Public Works /
Engineering PW-028 Transportation Plans / Master Plans P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

PUBLIC WORKS / OPERATIONS & MAINTENANCE / FLEET MAINTENANCE Public Works /
Lead Div. PW-029 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 Public Works /
O & M / Fleet
Maint.

PW-030
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
13 CCR 1234(e),VC 34505.5(c); 49 CFR
396.11; GC §34090
Public Works /
O & M / Fleet
Maint.

PW-031
Fleet - Vehicle / Equipment History Files
Maintenance, Brakes, Smog Certificates,
etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; If a motor carrier,
required for 18 months after vehicle is
sold; CHP requires life of vehicle; OSHA
requires 1 year; 8 CCR § 3203(b)(1); 49
CFR 396.21(b)(1); 49 CFR 396.3; CCP
§337 et. seq., 3 CCR 1234(f); GC §34090
Public Works /
O & M / Fleet
Maint.

PW-032 Generator Operation Logs / Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 272 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-033 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.) Expiration of
Certificate or
Permit
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-034
Safety Data Sheet (SDS) / Material Safety
Data Sheet (MSDS) / Chemical Use Report
Form (/ records of the chemical / substance
/ agent, where / when it was used)
30 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / 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 & 3), 29 CFR
1910.1020(d)(1)(i), GC §34090

PUBLIC WORKS / OPERATIONS & MAINTENANCE / SOLID WASTE, STREETS, STORM DRAIN, TREES Public Works /
O & M / Maint. PW-035 Daily Log Book (work performed) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Lead Div. PW-036 Operations / Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-037
Safety Data Sheet (SDS) / Material Safety
Data Sheet (MSDS) / Chemical Use Report
Form (/ records of the chemical / substance
/ agent, where / when it was used)
30 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / 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 & 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 273 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
O & M / Maint. PW-038
Solid Waste Recycling / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection / Recycling) .

CalRecycle Annual Waste Diversion Report
/ CalREcycle Report, etc.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SB 1383
compliance is required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, & are
eligible for an extension; 14 CCR 18995;.2
H & S §39730.7; GC §34090
Public Works /
O & M / Maint. PW-039
Solid Waste Reports to Regulatory
Agencies (California Integrated Waste
Management Board, etc.)
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
O & M / Maint. PW-040 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
O & M / Maint. PW-041 Tree DATABASE (West Coast Arborists) Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Data is interrelated; GC §34090 Public Works /
O & M / Maint. PW-042
Tree Maintenance, Trimming, Arborists
Reports (West Coast Arborists - ALL Cityowned trees)5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
O & M / Maint. PW-043 Underground Service Alerts (USA's) / Dig Alerts Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; entered into
DigAlert Software the Excavator, Operator
& the Regional Notification Center all have
an obligation to retain the notice for 3
years; GC §§4216.2(f), 34090

PUBLIC WORKS / WATER (POTABLE WATER)
Public Works /
Water PW-044 SCADA Database (Water Treatment Plant)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; GC §34090, 12168.7
LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 274 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Water PW-045
Backflow Test Results / Backflow
Assembly Test Reports (from Customers -
City-owned Backflows are entered in
CMMS Database)
3 years Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; exceeds SWRCB
Cross-Connection Control Policy
Handbook Section 3.5.1 requires records
be retained for the previous three calendar
years; GC §34090
Public Works /
Water PW-046 Corrective Actions (As a Result of a Violation) - Potable Water Resolution +
3 years
Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD 40 CFR 141.33(b); 22 CCR §64470 Public Works /
Water PW-047 Daily Log Book - Water Treatment, Water Disinfection) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Lead Div. PW-048
Environmental Agencies / Regulatory
Agencies Correspondence
(EPA, DHS, etc.)
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Water PW-049 Fire Hydrant Pressure Tests / Flow Tests Minimum 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (in Excel); GC
§34090
Public Works /
Water PW-050 Lab Reports / Chains of Custody:

Bacteriological / Organics
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department Preference; 40 CFR
141.33(a); 22 CCR §64470
Public Works /
Water PW-051
Lab Reports / Chains of Custody:

Chemical (Includes Chlorine Residuals,
Disinfectant Residuals, Disinfection
Byproducts, / Disinfection Byproduct
Precursors)
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department preference (10 years is
required); 40 CFR 141.33(a); 22 CCR
64470, 22 CCR 64537, 22 CCR 64692
Public Works /
Water PW-052 Lab Reports / Chains of Custody: Lead /
Copper
Minimum 12
years
Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR 64470;
22 CCR 64690.80; 40 CFR 141.33(a); 40
CFR 141.91
Public Works /
Water PW-053 Leaks, Repairs Minimum 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Water PW-054 Meter Change-Outs / Tags
Upon
Disposal of
the Meter
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 275 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-9
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Water PW-055
Monthly Reports - includes any Customer
Concerns / Customer Complaints /
Complaint Forms: Odor / Taste / Visual
Complaints (Correspondence regarding
Potable Water)
5 years Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a); 22 CCR 64662(b)
Public Works /
Lead Div. PW-056 Operations / Maintenance Manuals / O&M Manuals Disposal of
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Water PW-057 Plant Operator Log Books 5 years Mag, Mfr, OD, Ppr S / I Yes - After QC & OD Department Preference; Meets
Department of Public Heath requirements;
22 CCR 64662(b); GC §34090
Public Works /
Water PW-058 Public Notices - Potable Water (Tier 1, 2, / 3) 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR §64470; GC §34090 Public Works /
Water PW-059
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS,
Cal OSHA, DDW (Division of Drinking
Water), DWR (Department of Water
Resources), EPA, MS-4, NPDES, RMP,
SWRCB (State Water Resources Control
Board) ,etc.

Minimum 10
years

Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department Preference; NPDES
Monitoring records required for 3 years; 40
CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Water PW-060 Reservoir Maintenance, Inspections P
Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department preference; State law requires
12 years, federal 10 years; 40 CFR
141.33(a); 22 CCR §64692
Public Works /
Water PW-061 Reservoir Videos / Photos 10 years Mag, Mfr, OD, Ppr Department preference; GC §34090 Public Works /
Water PW-062 Reservoirs: Flushing, Disinfection /
Cleaning
Minimum 3
years
Mag, Mfr,
OD, Ppr S
Yes - After

QC & OD
Flushing, Disinfection, Inspection &
Cleaning is required for 3 years; 22 CCR
§64604(c); GC §34090
Public Works /
Water PW-063 Sanitary Surveys of Drinking Water Systems 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 22 CCR §64470; GC §34090 LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 276 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-10
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Lead Div. PW-064 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; entered into
DigAlert Software the Excavator, Operator
& the Regional Notification Center all have
an obligation to retain the notice for 3
years; GC §§4216.2(f) GC §34090
Public Works /
Water PW-065
Vulnerability Assessment / Emergency
Response Plan / Risk / Resiliency
Assessment / Hazard Mitigation Plan
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Highly Confidential; 42 USC 300i-2 (d);
GC §34090
Public Works /
Water PW-066
Water Monitoring Plans: Bacteriological
Monitoring Plans, Disinfection byproduct
(DBP) Monitoring Plan, Microbiological
Monitoring Plans, Source Monitoring Plans,
TTHM / HAA5/ MRDL Monitoring Plans,
Turbidity Monitoring Plans, etc.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; must be retained
for as long as the analytical records for
that plan (microbiological and turbidity
analyses 5 years, chemical analyses 10
years, etc.) 2 CCR 64470(b)(6); GC
§34090
Public Works /
Water PW-067
Water Production Reads / Reports (to
State DDW (Division of Drinking Water) /
DWR (Department of Water Resources) /
SWRCB (State Water Resources Control
Board)
5 years Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); 22 CCR 64662(b); GC §34090
Public Works /
Water PW-068 Water Quality Reports / Consumer Confidence Reports P Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department preference; Required for 12
years or 2 compliance cycles; 22 CCR
64400.25; 22 CCR 64470, 22 CCR
64483(g), 40 CFR 141.33(a); 40 CFR
141.91
Public Works /
Water PW-069 Water Treatment Plant NPDES Permits Expiration + 5 years Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Page 277 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-11
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Water PW-070 Water Treatment Plant NPDES Annual Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41, 122.44
Public Works /
Water PW-071 Water Treatment Plant Operators Certificates (posting required) Copy - When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes - After QC & OD
Copies are required to be posted in a
location accessible to the public; Original
certificate is required to be retained
Separation + 5 years; SWRCB program
guidance; GC §34090.7
Public Works /
Water PW-072 Well Records (includes Destroyed / Abandoned Wells) P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

PUBLIC WORKS / WASTEWATER (SEWER) COLLECTIONS
Public Works /
Wastewater
Collections &
Treatment
PW-073
CCTV Collection Line Inspection Tapes /
Video Inspections / Video Tapes / Digital
Recordings
10 years Mag, Mfr,
OD, Ppr
Department Preference; GC §34090 et
seq.

Public Works /
Lead Div. PW-074 Correspondence - Regulatory Agencies Minimum 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Public Works /
Wastewater
Collections &
Treatment
PW-075 FOG (Fats, Oil / Grease) Inspections /
Pretreatment Annual / Quarterly Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Lead Div. PW-076 Regulatory Reports Minimum 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections &
Treatment
PW-077 Sanitary Spills / Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 40 CFR
122.41(j)(2); GC §34090
LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 278 of 363 ends

Ver. 6.1 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Customer Service, Operations and Maintenance, Stormwater, Water, Sewer) Page PW-12
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

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

Public Works /
Wastewater
Collections &
Treatment
PW-078 Sewer Odor Complaints / Gas Detection
Results / Investigations 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Wastewater
Collections &
Treatment
PW-079
Sewer System Management Plans (SSMP)
/ Audits / Sanitary Spills Overflow
Prevention Plan (SSOPP) / Sanitary Sewer
Overflow Response Plan
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SSMPs are
required to be retained 5 years & updated
every 6 years; SSOs are required for a
minimum of 5 years; 40 CFR 122.41(j)(2);
SWRCB General Order 2022-0103-DWQ;
GC §34090
Public Works /
Lead Div. PW-080 Underground Service Alerts (USA's) / Dig Alerts Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; entered into
DigAlert Software the Excavator, Operator
& the Regional Notification Center all have
an obligation to retain the notice for 3
years; GC §§4216.2(f) GC §34090
LA PALMA CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 279 of 363 ends

Ver. 2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page REC-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

RECREATION AND COMMUNITY SERVICES
Recreation &
Community
Services
REC-001 Registration Database - Recreation
Applications, Waivers, Registration (ActiveNet)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Community
Services
REC-002 Activity Guide / Class Guide / Program Guide,,
etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Community
Services
REC-003
Applications / Participants' Registration /
Liability Forms / Release of Liability Forms /
Photo Releases / Waivers of Liability /
Permissions: Camps, Field Trips, Authorization
to give Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
REC-004 Community Activities & Beautification
Committee - AGENDAS / STAFF REPORTS
Minimum 2
years

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

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

City Clerk REC-005 Community Activities & Beautification Committee - MINUTES
Copies -
When No
Longer
Required

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

QC & OD
City Clerk retains originals; GC
§34090.7
Recreation &
Community
Services
REC-006
Community Activities & Beautification
Committee -
AUDIO RECORDINGS of Meetings / Audio
Tapes
2 years Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
Recreation &
Community
Services
REC-007 Contracts for Performances / Instructors Completion + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Community
Services
REC-008 Evaluations / Surveys (Program Evaluations
Recreation Evaluations or Surveys)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090 et.
seq.

Page 280 of 363 ends

Ver. 2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page REC-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Recreation &
Community
Services
REC-009
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits / Requests (Includes
Insurance Certificates / ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Recreation &
Community
Services
REC-010 Meals on Wheels
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants
covered by a Consolidated Action
Plan are required for 5 years; Uniform
Admin. Requirements for Grants to
Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a), GC §34090
Recreation &
Community
Services
REC-011 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
REC-012 Liability Waivers (if separate from another
record) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
REC-013 Playground Equipment Inspections /
Maintenance 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Community
Services
REC-014
Program Manager's Files: Activity / Special
Programs / Special Event Files for CitySponsored events: After-School, Children's Programs, Gardening, Health Programs, Sports
Programs, etc.

IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 281 of 363 ends

Ver. 2.1 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page REC-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

Recreation &
Community
Services
REC-015 Reports generated from Registration Database
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive / Preliminary
drafts / Transitory records (The
database is the original record); GC
§34090
Recreation &
Community
Services
REC-016 Rosters / Sign-in / Sign-Out Sheets for classes / programs
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
REC-017 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
LA PALMA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 282 of 363 ends

The term “records” shall include all records as defined by the California Public Records Act.

Page 283 of 363 ends

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

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

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

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

Page 284 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Page 285 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CITY-WIDE (Used by ALL Departments)
(Managing the
Agreement /
Contract)
OR
Admin.

Services /
Purchasing
CW-004
Agreements / Contracts:

Services /
Purchasing
CW-005
Bid Packet Database (OpenGov) / PreQualification Packets / Solicitations Unsuccessful Proposals, Notices, etc.

Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS / STAFF REPORTS
Minimum 2
years

Page 286 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
City Clerk CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

Staffing Dept. CW-012
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)

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

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-013
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Page 287 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Page 288 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Gen. 317 (1981)); City of San Jose v.

Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-017 Daily Cash Backup Records 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Summaries are sent to City Treasurer; GC
§§34090,
Lead Dept. CW-018 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

Page 289 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

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

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

91.105(h), 92.505, 570.490, &
570.502(a&b), GC §34090
Lead Dept. CW-022 Newspaper Clippings
When No
Longer
Required

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

Page 290 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-025 Photographs
When No
Longer
Required

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

Page 291 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

Page 292 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

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

Lead Dept. CW-037 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-038 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-039
Surveys / Questionnaires (that the City issues).

Page 293 of 363 ends

Ver. 7.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

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

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

CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-040
Training Database / Training Certificates by
Employee
Required Information for all Employee Training
(if records are created):

QC & OD
Data is interrelated; GC §34090 et seq.;
LC §1198.5
Lead Dept.
(Providing the
Training)
CW-041
Training Presented by Staff - COURSE

Page 294 of 363 ends

La Palma City CouncilOctober 6, 2026

La Palma City Council
October 6, 2026