SUMMARY OF 2026 REVISIONS TO RETENTION SCHEDULES:
Databases: Since many databases are image-enabled and have original documents attached within the database and many are providing unalterable media backups / immutable media backups, the media options have updated to include options to attach original / official records to them. The legal requirements for the electronic to serve as the original / official record remain the same.
Employee Training:
SB 513’s purpose is described as providing employees access to their training records. Training Records will now be included in the definition of Personnel Records and employees and their representatives may inspect and obtain copies of training records within 30 days of receipt of a request.
SB 513 / Labor Code 1198.5 changed the retention requirements for ALL “education or training records” to Separation of the employee + 3 years. The record that needs to be retained must include:
- Employee Name
- Training Provider’s Name
- Date and Duration (length)
- Core Competencies, skills in equipment or software
- Any resulting certification or qualification
The following schedules have been revised to comply with SB 513:
- Citywide: Added a new item (CW-062)
- City Clerk: CC-026 - Ethics Training Certificates / Harassment Prevention Training Certificates / Financial and Fiscal Training Certificates; the retention changed to Separation + 5 years if these include employees.
- Human Resources - added Training Certificates to Personnel Files (HR-013). - Fire has 3 Training records series that were changed. - Police is in compliance with SB 513.
Citywide Changes
Office of Record Improvements to Clarify who is the “Lead Depart.”:
Agreements / Contracts: Now reads “Lead Dept. (Managing the Agreement / Contract)” Grants: Now reads “Lead Dept. (Managing the Grant)”
Training COURSE records: Now reads “Lead Dept. (Presenting the Training)” Attachment 1
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CW-030 - Correspondence - ROUTINE (IF CONTENT relates in a SUBSTANTIVE way to the conduct of the public's business) Improved the description, added SUBSTANTIVE Synonyms: Significant, Meaningful, Considerable, Essential to assist employees.
Reference Materials: Added descriptions for various records series:
Policies, Procedures, Brochures, Handbooks, Manuals, Flyers, Newsletters, Plans (if not provided in the schedule), Standard Operating Procedures (SOPs), Studies / Reports (if not provided in the schedule)
Another new Training Mandate:
- CW-062 - added a new item, “Training EMPLOYEE RECORDS (All Employee Training)” to comply with SB 513 (see above)
- CW-063 - Training Presented by Staff - COURSE RECORDS - SB 827 requires Financial & Fiscal Training in a similar manner to Ethics Training, and the certificates must be retained for 5 years (similar to ethics training). Also added the new law to the description and legal citations in Citywide Training City Clerk Retention Schedule:
CC-025.1 & CC-025.2 - Description & Retention Improvement / More Precise. - Elections - Petitions (Initiative / Recall / Referendum) - IF INSUFFICIENT - IF Examined by Proponents
- Elections - Petitions (Initiative, Recall / Referendum) - IF INSUFFICIENT - NOT Examined by Proponents
- Retention: Determination of Insufficiency + 8 months
CC-026 - added the newly required “Financial and Fiscal Training Certificates” to the Record Series for Ethics Training Certificates.
City Manager / Housing Retention Schedule:
CM-015.5 - Added New Item: 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.
Total Retention: Superseded + 5 years
Comments: 24 CFR 91.105(h); 24 CFR 92.508(a); GC §3409
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Community Development / Building Retention Schedule:
Building Permit and Building Plans: A new Building Code became effective in January, so the legal citations were changed in various records series.
Community Development / Planning Retention Schedule:
PL-022.5 - New Item: Planning Project Files - Cancelled / Expired / Withdrawn Total Retention: Minimum Cancellation, Expiration or Withdrawal + 2 years Comments: Department preference; Preliminary drafts not retained in the ordinary course of business; GC §34090
Fire Department Retention Schedule:
FR-013 through FR-014.5: SB 513 changed the retention period for training records to Separation + 5 years (see above)
FR-020 & FR-021: Patient Care Reports: MediCal wants a 10-year retention, so both Adults and Juveniles have been changed to that minimum.
Fire Prevention / Fire Marshal: A new Fire Code became effective in January, so the comments were changed to reflect the new legal citations.
Human Resources Retention Schedule:
HR-013 - added “Training Certificates” to Personnel Files to comply with SB 513 (see above) HR-020 - removed “Training” from Workplace Violence because the retention mandate from SB 513 for Training Certificates is now Separation + 5 years (not just a straight 5 years).
Information Technology Retention Schedule:
IT-004 - UNALTERABLE MEDIA / IMMUTABLE MEDIA
Total Retention: changed it from P (Permanent) to “Follows Retention of Official Electronic Record” to keep pace with the technology solutions used by most cities (using cloud IMMUTABLE solutions to meet the legal mandates for the electronic record to serve as the official. . 6
Police Department Retention Schedule:
PD-060.5 - New Item: Recordings: Body-Worn Cameras – Accidental Recordings Reviewed and Approved for Deletion (Non-evidentiary)
Total Retention: After Approval
Comments: Department preference; consistent with Lexipol policies (review, supervisory authorization, and documentation required); PC§ 832.18 et seq. GC §34090.6 et seq.
PD-064.7 & PD-064.8 - Improvement: Registrants: Gang Adults (& Juveniles) - Shared Gang Databases
Description: added CalGang (the name of the State’s Shared Gang database) Retention: added “After Last Reset” because certain conditions can reset the retention, which is controlled by the local law enforcement agency.
Public Works / Maintenance Retention Schedule:
MNT-001 - Aboveground Storage Tanks: In EPA FAQs online, they are now recommending these be retained for the Life of the Tank (rather than the mandated 20 years), so the retention and comments have been changed to reflect this guidance:
Total Retention: 20 years Life of the Tank
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