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

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 295 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 296 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 297 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 298 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
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 299 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 300 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 301 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 302 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 303 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 304 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 305 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
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Page 306 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 307 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
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Page 308 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 309 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 310 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
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Page 311 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 312 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
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Page 313 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
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Page 314 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 315 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 316 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 317 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 318 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 319 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 320 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 321 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 322 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 323 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 324 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 325 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 326 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 327 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 328 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 329 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 330 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 331 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
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 332 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 333 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
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 334 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
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 335 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
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 336 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)
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 337 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 338 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
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 339 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)
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 340 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
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 341 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 342 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 343 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 344 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 345 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 346 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 347 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 348 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 349 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 350 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 351 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 352 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 353 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 354 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 355 of 363 ends

Agenda Item No. 10 October 6, 2026 | 1
City of La Palma
Agenda Item No. 10
MEETING DATE: October 6, 2026
TO: City Council
FROM: City Manager
SUBMITTED BY: Jake Chavira, Acting Community Development & Public Works Director
Sea Shelton, Assistant City Manager
AGENDA TITLE: Introduction and First Reading of Ordinance No. 2026-01 Amending Chapter 42, Article VII of the La Palma Municipal Code Regarding Conservation and Water Management (AB 1572).

RECOMMENDED ACTION:

Introduce for first reading, by title only, Ordinance No. 2026-01 amending Chapter 42, Article VII, Section 42-267 of the La Palma Municipal Code to incorporate the requirements of Assembly Bill 1572 (AB 1572) related to the use of potable water for irrigation of nonfunctional turf.

BACKGROUND:

The City has permanent water conservation requirements in Chapter 42, Article VII of the La Palma Municipal Code. Section 42-267 establishes requirements intended to prevent the waste and unreasonable use of water within the City.

AB 1572 establishes statewide requirements prohibiting the use of potable water to irrigate nonfunctional turf on certain commercial, industrial, institutional, public agency, homeowners’ association, common interest development, and similar properties. Public water systems are required to revise their regulations, ordinances, or policies governing water service by January 1, 2027, to incorporate the applicable requirements.

Environmental Incentives, an authorized consultant working through the Municipal Water District of Orange County (MWDOC), reviewed the City’s existing regulations and recommended amending Section 42-267 rather than creating a separate water conservation program. The proposed ordinance incorporates the AB 1572 requirements into the City’s existing water conservation and enforcement framework.

DISCUSSION:

Ordinance No. 2026-01 adds subsections (13) and (14) to Section 42-267. The ordinance prohibits the use of potable water for irrigation of nonfunctional turf according to the compliance schedule established by state law. Nonfunctional turf generally includes turf that is not used for recreation, gatherings, or other regular human activity, such as decorative turf along street rights-of-way, parking

Page 356 of 363 ends

Agenda Item No. 10 October 6, 2026 | 2
lots, and similar landscaped areas.

The requirements are phased in by property type. Properties owned by local governments, local or regional public agencies, and public water systems are subject to the prohibition beginning January 1, 2027. Other institutional, commercial, and industrial properties are subject beginning January 1, 2028. Common areas of homeowners’ associations, common interest developments, community service organizations, and similar entities are subject beginning January 1, 2029. Certain public properties in disadvantaged communities have a later compliance date as provided by state law.

The ordinance also recognizes exceptions allowed by AB 1572. Potable water may continue to be used to the extent necessary to maintain the health of trees and other perennial non-turf plantings or to address an immediate health and safety need.

The City Attorney reviewed the proposed amendment and determined that a public hearing is not required. AB 1572, however, requires the City to communicate the new requirements to its water customers on or before January 1, 2027.

PUBLIC EDUCATION AND OUTREACH:

Staff will conduct public education and outreach to inform residents, businesses, property owners, homeowners’ associations, and other affected customers of the new requirements. Before the end of calendar year 2026, the City will include an informational insert with its water utility bills explaining AB 1572, the types of properties affected, applicable compliance dates, and examples of functional and nonfunctional turf. This outreach will help satisfy the requirement that public water systems communicate the requirements to customers on or before January 1, 2027. .

Additional outreach will include information on the City’s website, social media, The Visionary electronic newsletter, and direct communication with affected commercial, industrial, institutional, and homeowners’ association customers. Because the requirements are phased in over several years, staff will continue education and outreach as each future compliance date approaches.

Staff’s initial approach will focus on education and helping customers understand whether their landscaping is considered nonfunctional turf, when the requirements apply to their property, and what landscaping may continue to receive potable irrigation under the law.

FISCAL IMPACT:

Implementation of the proposed ordinance will result in minor costs associated with printing and postage for customer education and outreach materials, including the planned water bill insert. These costs will be covered within the City’s current adopted budget. No additional appropriation is required at this time.

ENVIRONMENTAL IMPACT:

The adoption of the ordinance is exempt from the California Environmental Quality Act (CEQA) pursuant to State CEQA Guidelines Section 15061(b)(3), because it can be seen with certainty that the activity will not have a significant effect on the environment, and Section 15308, because this ordinance is a regulatory action taken to protect the environment.

ATTACHMENTS:

Page 357 of 363 ends

Agenda Item No. 10 October 6, 2026 | 3

1. AB 1572 Ordinance

Page 358 of 363 ends

459247.1
ORDINANCE NO. 2026-01

AN ORDINANCE OF THE CITY OF LA PALMA AMENDING
SECTIONS 42-1 AND 42-267 OF THE LA PALMA MUNICIPAL

CODE REGARDING CONSERVATION AND WATER

MANAGEMENT
WHEREAS, the City Council has previously adopted permanent water conservation requirements set forth in Chapter 42, Article VII of the La Palma Municipal Code, including Section 42-267, which establishes requirements intended to prevent the waste and unreasonable use of water within the City; and
WHEREAS, the City recognizes the importance of water conservation and the efficient use of water resources and desires to maintain and update its water conservation requirements consistent with applicable state law; and
WHEREAS, California Assembly Bill 1572 (2023) (“AB 1572”) establishes requirements prohibiting the use of potable water for the irrigation of nonfunctional turf on certain commercial, industrial, institutional, public agency, and common interest development properties beginning on specified dates; and
WHEREAS, AB 1572 requires public water systems to revise their regulations, ordinances, or policies governing water service by no later than January 1, 2027, to incorporate applicable requirements concerning the use of potable water for the irrigation of nonfunctional turf; and
WHEREAS, the City desires to amend Sections 42-1 and 42-267 of the La Palma Municipal Code to add definitions and incorporate the requirements of AB 1572 concerning the use of potable water for the irrigation of nonfunctional turf and to establish compliance dates and applicable exceptions consistent with state law; and
WHEREAS, the amendments to Sections 42-1 and 42-267 are intended to bring the City's Municipal Code into compliance with the requirements of AB 1572 and to further the City's interest in promoting water conservation, preventing the waste and unreasonable use of water, and protecting the City's water resources.

NOW, THEREFORE, the City Council of the City of La Palma does ordain as follows:

SECTION 1: The above recitals are true and correct and incorporated herein as part of the findings.

SECTION 2: Section 42-1 of the City of La Palma Municipal Code is amended to add the following definitions in alphabetical order, with all other definitions remaining unchanged:

Sec. 42-1. Definitions.

Commercial water user means a water user that provides or distributes a product or service.

Page 359 of 363 ends

459247.1
Common area means that portion of a common interest development or of a property owned or managed by a homeowners’ association or a community service organization or similar entity that is not assigned or allocated to the exclusive use of the occupants of an individual dwelling unit within the property.

Common interest development means any of the following:
(a) A community apartment project.
(b) A condominium project.
(c) A planned development.
(d) A stock cooperative.

Community service organization or similar entity means a nonprofit entity, other than an association, that is organized to provide services to residents of the common interest development or to the public in addition to the residents, to the extent community common area or facilities are available to the public. “Community service organization or similar entity” does not include an entity that has been organized solely to raise moneys and contribute to other nonprofit organizations that are qualified as tax exempt under Section 501(c)(3) of the Internal Revenue Code and that provide housing or housing assistance.

Community space means an area designated by a property owner or a governmental agency to accommodate human foot traffic for civic, ceremonial, or other community events or social gatherings.

Disadvantaged community means a community with an annual median household income that is less than 80 percent of the statewide annual median household income.

Functional turf means a ground cover surface of turf located in a recreational use area or community space. Turf enclosed by fencing or other barriers to permanently preclude human access for recreation or assembly is not functional turf.

Homeowners’ association means a nonprofit corporation or unincorporated association created for the purpose of managing a common interest development.

Industrial water user means a water user that is primarily a manufacturer or processor of materials as defined by the North American Industry Classification System code sectors 31 to 33, inclusive, or an entity that is a water user primarily engaged in research and development.

Institutional water user means a water user dedicated to public service. This type of user includes, among other users, higher education institutions, schools, courts, churches, hospitals, government facilities, and nonprofit research institutions.

Nonfunctional turf means any turf that is not functional turf, and includes turf located within street rights-of-way and parking lots.

Potable water means water that is suitable for human consumption.

Recreational use area means an area designated by a property owner or a governmental agency to accommodate human foot traffic for recreation, including, but not limited to, sports fields, golf courses, playgrounds, picnic grounds, or pet exercise areas. This recreation may be either formal or informal.

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459247.1
SECTION 3: Chapter 42, Article VII, Section 42-267 of the City of La Palma Municipal Code is amended by adding subsections (13) and (14) to read as follows:

Sec. 42-267. Permanent water conservation requirements—Prohibition against wasting water.

The following water conservation requirements are effective at all times and shall be permanent. Violations of this section shall be considered waste and an unreasonable use of water.
(1) Watering hours. Watering or irrigating of any lawn, landscape, or other vegetated area with potable water is prohibited between the hours of 10:00 a.m. and 4:00 p.m. Pacific Standard Time, except by use of a hand-held bucket or similar container, or a handheld hose equipped with an automatic closing water shut-off nozzle or device, or if watering or irrigating for very short periods of time for the express purpose of adjusting or repairing a landscape irrigation system.
(2) Watering duration. Watering or irrigating of any lawn, landscape, or other vegetated area with potable water using a landscape irrigation system or a watering device that is not continuously attended is limited to no more than 15 minutes of watering per day, per station. This subsection does not apply to low flow drip type irrigation systems and weather based controllers or stream rotor and other high efficiency sprinklers as identified by the regional water supplier.
(3) No excessive water flow or runoff. Watering or irrigating of any lawn, landscape, or other vegetated area in a manner that causes or allows excessive water flow such as runoff onto an adjoining sidewalk, driveway, street, alley, gutter, or ditch is prohibited. (4) No washing down hard or paved surfaces. Washing down hard or paved surfaces, including but not limited to sidewalks, walkways, driveways, parking areas, tennis courts, patios, or alleys, is prohibited except when necessary to alleviate safety or sanitary hazards, and then only by use of a hand-held bucket or similar container, a hand-held hose equipped with a positive self-closing water shut-off nozzle or device or a low-volume, high-pressure cleaning machine equipped to recycle any water used. (5) Obligation to fix leaks, breaks or malfunctions. Any person who, as owner or occupant of any premises, fails, refuses, or neglects to maintain such premises with plumbing of such character and quality as to prevent the excessive use, loss or escape of water through breaks, leaks, or other malfunctions shall, ten days after being served by the Water Superintendent by written notice of such intention, have all water service discontinued pending such repairs.
(6) Re-circulating water required for water fountains and decorative water features. No person shall waste or cause, permit, or allow to be wasted, any water in any ornamental fountain, or other decorative water feature of any kind whatsoever nor shall such person fail, refuse, or neglect to recirculate such water through such ornamental fountain or other decorative water feature and no person shall cause, permit, or allow any water furnished through the facilities of the water system to be wasted in any manner whatsoever.
(7) Washing vehicles. Using potable water to wash or clean a vehicle, including but not limited to any automobile, truck, van, bus, motorcycle, boat, or trailer, whether motorized or not is prohibited, except by use of a hand-held bucket or similar container or a handPage 361 of 363 459247.1
held hose equipped with an automatic closing water shut-off nozzle or device. This subsection does not apply to any commercial car washing facility. (8) Drinking water served upon request only. Eating or drinking establishments, including but not limited to restaurants, hotels, cafes, cafeterias, bars, clubs, or other public places where food or drinks are sold, served, or offered for sale, are prohibited from providing drinking water to any person unless it is expressly requested by the person. (9) Laundering in commercial lodging establishments. Hotels, motels, and all other commercial lodging establishments must provide customers the option of not having towels and linen laundered daily. A notice of this option must be prominently displayed in each bathroom using clear and easily understood language. (10) No installation of single pass cooling systems. Installation of a single pass cooling system is prohibited in any building requesting new water service. (11) Re-circulating water systems required in commercial car wash and laundry systems.

New commercial conveyor car washes and new commercial launderers are prohibited from installing non-recirculating water systems.
(12) Restaurants required to use water conserving dish wash spray valves. Food preparation establishments, such as restaurants, cafes, cafeterias, or bars must use water conserving low-flow, high-efficiency dish wash spray valves. (13) The use of potable water for the irrigation of nonfunctional turf located on commercial, industrial, and institutional properties, other than a cemetery, and on properties of homeowners’ associations, common interest developments, and community service organizations or similar entities is prohibited as of the following dates:
a) All properties owned by the California Department of General Services, beginning January 1, 2027.
b) All properties owned by local governments, local or regional public agencies, and public water systems, except those specified in paragraph (e), beginning January 1, 2027.
c) All other institutional properties and all commercial and industrial properties, beginning January 1, 2028.
d) All common areas of properties of homeowners’ associations, common interest developments, and community service organizations or similar entities, beginning January 1, 2029.
e) All properties owned by local governments, local public agencies, and public water systems in a disadvantaged community, beginning January 1, 2031, or the date upon which a state funding source is made available to fund conversion of nonfunctional turf on these properties to climate-appropriate landscapes, whichever is later.
(14) Notwithstanding subdivision (13), the use of potable water is not prohibited by this section to the extent necessary to ensure the health of trees and other perennial nonturf plantings, or to the extent necessary to address an immediate health and safety need. • The State Water Resources Control Board may, upon a showing of good cause for reasons including economic hardship, critical business need, and potential impacts to human health or safety, postpone a compliance deadline in subdivision (13) by up to three years for certain persons, institutions, and businesses, and may create a form to be used for compliance certification to the board by property owners.

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459247.1
SECTION 4. The City Council finds and determines that the adoption of this Ordinance is exempt from the requirements of the California Environmental Quality Act (“CEQA”) pursuant to State CEQA Guidelines Section 15061(b)(3) which sets forth the rule that “CEQA” applies only to projects which have the potential for causing significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Adoption of this Ordinance is also exempt under CEQA Guidelines Section 15308, which applies to actions taken by regulatory agencies, as authorized by state or local ordinance, to assure the maintenance, restoration, enhancement, or protection of the environment where the regulatory process involves procedures for protecting the environment.

SECTION 5. If any section, subsection, sentence, clause, or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of any competent jurisdiction, or by any preemptive legislation, such decision or legislation shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed this Ordinance, and each and every section, subsection, sentence, clause, or phrase not deemed or declared invalid or unconstitutional without regard to whether any portion of the Ordinance would be subsequently deemed or declared invalid or unconstitutional.

SECTION 6. All legal prerequisites to the City Council's adoption of this Ordinance have occurred.

SECTION 7. The City Clerk shall certify to the adoption of this Ordinance and cause the same to be published as required by law, and the Ordinance shall take effect thirty (30) days after adoption.

SECTION 8. Upon the effective date of this Ordinance, all former ordinances or parts thereof conflicting or inconsistent with the provisions of this Ordinance are hereby repealed and declared to be of no further force and effect.

APPROVED AND ADOPTED by the City Council of La Palma at a regular meeting on the 10th day of November 2026.
_______________________________
Nitesh P. Patel
Mayor
ATTEST:
_______________________________
Alisha Farnell, CMC
Acting City Clerk

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La Palma City CouncilOctober 6, 2026

La Palma City Council
October 6, 2026