To:
FROM:
DATE:
SUBJECT:
CITY OF LAGUNA NIGUEL
CITY COUNCIL AGENDA ITEM
Honorable Mayor and Council Members
Justin J. Martin, Assistant City Manager
Marissa J. Asistin, City Clerk
December 2, 2025
Adoption of Resolution No. 2025-1516, Adopting a Policy for the Retention and Destruction of Obsolete Records and Approving the City's Records Retention Schedule.
RECOMMENDATION
Staff recommends that the City Council Adopt Resolution No. 2025-1516, Adopting a Records Retention Schedule and Approving a Policy for the Retention and Destruction of Obsolete Records.
BACKGROUND
It is a common best practice for municipal agencies to adopt a policy and schedule pertaining to record retention and destruction that complies with state law. While the City complies with this, its existing Records Retention Policy and Schedule has not been comprehensively reviewed or updated in more than a decade. The Secretary of State's Local Government Records Program recommends periodic review and alignment with current guidelines and legal changes. New state laws routinely introduce additional requirements regarding electronic record access and usage by City agencies, including amendments to key statutes such as the California Public Records Act.
Completing this update also supports Goal 2 (Fiscal Sustainability) Strategy 8 of the City's Adopted Strategic Plan.
ANALYSIS
Staff, in partnership with the City Attorney's Office, has reviewed and updated the City's Records Retention Policy and Schedule following current state law requirements.
The revised Policy ensures compliance with Government Code Sections 34090, 34090.7, and 12236. The formal adoption of the update is completed through the adoption of Resolution 2025-1516 (Attachment A). The Retention Schedule is in Exhibit B to Attachment A.
ALTERNATIVES CONSIDERED
The City Council may decide not to adopt Resolution No. 2025-1516. This alternative is not recommended as the City would not be in compliance with State law and best practices.
FISCAL REVIEW
There is a cost to the City to adopt the records retention policy and schedule; however, the implementation of the policy will allow for more efficiency in the organization and reduce record retention costs in the future.
LEGAL REVIEW
The City Attorney's Office has reviewed this report and approved the resolution as to form.
CONCLUSION
Staff recommends that the City Council Adopt Resolution No. 2025-1516, Adopting a Policy for the Retention and Destruction of Obsolete Records and Approving the City's Records Retention Schedule.
~e~
City Manager
Attachment:
A. Resolution No. 2025-1516
Scott C. Smith
City Attorney
anager
ATTACHMENT A
Resolution No. 2025-1516
RESOLUTION NO. 2025-1516
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF LAGUNA NIGUEL, CALIFORNIA, ADOPTING A POLICY FOR
RETENTION/DESTRUCTION OF OBSOLETE RECORDS OF THE CITY
AND APPROVING THE CITY'S RECORDS RETENTION SCHEDULE
WHEREAS, Section 34090 of the California Government Code provides that, with the approval of the City Council and the written consent of the City Attorney, the head of a city department may destroy any record, document, instrument, book or paper under his/her charge without making a copy thereof, after the same is no longer required, provided that certain records are exempt from such destruction; and WHEREAS, the City Attorney and Staff of the City of Laguna Niguel have prepared a Records Retention and Destruction Policy for consideration and adoption by the City Council; and WHEREAS, the proposed Policy complies with the provisions of Section 34090 of the California Government Code.
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF LAGUNA NIGUEL, CALIFORNIA, DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:
SECTION 1. The City Council hereby approves the City's Records Retention and Destruction Policy, attached hereto as Exhibit A.
SECTION 2. The City Manager, or his/her designee, shall have ongoing authority, without further approval by the City Council, and with the consent of the City Attorney for each proposed destruction of records, to authorize destruction of city records, in accordance with the Records Retention and Destruction Policy. Further, the City Manager, or his/her designee, shall have ongoing authority, without further approval by the City Council, and with the consent of the City Attorney, to amend the Records Retention Schedule, Exhibit B to Attachment A to this Resolution, from time to time as necessary, as long as the administrative amendments do not exceed ten percent (10%) of the total entries on the Retention Schedule .
SECTION 3. The City Clerk shall certify to the adoption of this Resolution.
PASSED, APPROVED AND ADOPTED this 2nd day of December 2025.
ATTEST:
Marissa J. Asistin, City Clerk
Attachment:
Gene Johns, Mayor
1. RECORDS RETENTION AND DESTRUCTION POLICY
CITY OF LAGUNA NIGUEL
RECORDS RETENTION AND DESTRUCTION POLICY
I. PURPOSE
The purpose of this policy is to provide guidelines to staff regarding the retention of records and the destruction of obsolete and unnecessary records of the City of Laguna Niguel ("City"); provide for the identification, maintenance, safeguarding and, when legally allowed, destruction of records in the normal course of business; ensure prompt and accurate retrieval of records; and ensure compliance with legal and regulatory requirements.
II. PROCEDURE
A. The staff member completes and the Department Head signs a "Request for Destruction of Obsolete Records" form, listing the date and description of each document to be destroyed. A sample form is attached to this policy as Exhibit "A". The City Clerk has the authority to make all changes to this form which they deem necessary from time to time. The staff member submits the form to the City Clerk.
B. The City Clerk checks the documents listed on the submitted form to confirm that each document is: (1) not required to be permanently retained, or (2) has been retained for the legally required period of time. The City Clerk also confirms that any applicable reproduction requirements (i.e., electronic imaging, etc.) for each document are complete. The City Clerk also verifies that documents proposed for destruction are not relevant to a subpoena, Public Records Act request, claim against the City, lawsuit, litigation hold, administrative charge or investigation, or similar proceeding, which is in progress or which can reasonably be anticipated.
C. The City Clerk submits the form to the Risk Manager, City Attorney, and City Manager, who reviews and signs the form and then returns the signed form to the City Clerk.
D. After receiving the signed form from the City Manager, the City Clerk oversees the destruction of the documents, and prepares and attests to a Certificate of Destruction.
E. The City Clerk will retain all original signed forms requesting destruction of records permanently.
F. The City Clerk will keep a master log of all destroyed documents which includes the titles or brief descriptions of the documents that were destroyed, and the date of destruction. Log may be a compilation of the Destruction of Obsolete Records form.
Ill. GENERAL GUIDELINES
A. The City Clerk shall be responsible for the administration of this policy under the direction of the City Manager/or designee and shall assist all City personnel to comply with the provisions of this policy and with the Records Retention Schedule, set forth in Exhibit "B."
B. The following general guidelines apply to all City records.
1. The City Manager/or designee may authorize at any time the destruction of any duplicate records less than two (2) years if they are no longer required. (Gov. Code§ 34090.7.)
2. Unless otherwise provided by State or federal law, the City Manager/or designee may authorize the destruction of any original document which is more than two (2) years old, with written consent from the City Attorney, without retaining a copy of the document as long as the retention and destruction of the document complies with the retention schedule as set forth in this policy (Gov. Code§ 34090.)
3. The City Manager/or designee may authorize the destruction of City records upon complying with all of the requirements of Government Code section 34090.5, including having the records reproduced either: (i) electronically, (ii) recorded on optical disk, (iii) reproduced on film or other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document, (iv) reproduced on film, optical disk, or other medium complying with standards found in Government Code section 12168.7 for recording permanent and nonpermanent documents in electronic media, (v) otherwise reproduced in the manner prescribed in Government Code section 34090.5. For the purposes of this Policy, the Laserfiche electronic document management system is designated as a "trusted system" as required by Government Code section 34090.5(a).
4. The records preserved pursuant to Government Code section 34090.5 shall be made accessible to the public for inspection and/or to receive copies. A true copy of archival quality of the electronic medium reproductions shall be kept in a safe and separate place for security purposes. Any page of a record that cannot be reproduced electronically with full legibility shall be permanently preserved in a manner that will afford easy reference.
5. The reproduction of an original record made in accordance with Government Code section 34090.5 shall be deemed to be an original record and a transcript, exemplification , or certified copy of such reproduction shall be deemed to be a transcript, exemplification, or certified copy of the original.
6. In addition to the retention period required under this policy, the City shall retain original administrative, legal, fiscal and/or historical records with continued value (i.e., records related to long-term transact ions and/or special projects) until all matters pertaining to such records are completed or otherwise resolved. (Gov. Code § 14755, subd. (a); Gov. Code 34090.)
7. Pursuant to Government Code section 34090, the City shall not destroy any of the following records:
(a) Records affecting the title to real property or liens thereon. (b) Court records.
(c) Records required to be kept by statute.
(d) Records less than two years old.
(e) The minutes, ordinances, or resolutions of the City or of a City board or commission .
C. This Policy shall be reviewed and updated, as necessary, every five years.
IV. RECORDS RETENTION SCHEDULE
The "Records Retention Schedule" is attached to this policy as Exhibit "B" and is incorporated herein by reference. This policy and the Records Retention Schedule comply with the records retention guidelines provided by the California Secretary of State and may be administratively updated from time to time by the City Manager, as authorized in the City Council resolution adopting this policy provided the administrative updates do not exceed 10% of the total line entries to the schedule.
EXHIBIT "A"
FORM
REQUEST FOR DESTRUCTION OF OBSOLETE RECORDS
CITY OF LAGUNA NIGUEL
REQUEST FOR AUTHORITY TO DESTROY OBSOLETE RECORDS
RECORD RECORD TITLE NAME TOTAL INCLUSIVE DATES QUANTITY/COMMENTS DEPARTMENT RETENTION FROM TO The above records are submitted for destruction in accordance with the Records Retention Policy and Retention Schedule of the City of Laguna Niguel.
Submitted by: Date:
(Department Head)
Reviewed by: Date:
(Risk Manager)
Approved: Date:
(City Clerk)
Approved: Date·
(City Attorney)
Approved: Date:
(City Manager)
CERTIFICATE OF DESTRUCTION
I, Marissa J. Asistin, CMC, City Clerk of the City of Laguna Niguel, DO HEREBY CERTIFY that the obsolete records described on the attached list(s), were destroyed under my supervision using the following method:
□ Shredding □ Other (specify method below)
in accordance with the City of Laguna Niguel Records Retention Schedule and Destruction Policy and as approved and adopted by the City Council by Resolution No. 2015-1516, on December 2, 2025, and all applicable requirements of State and Federal law.
Marissa J. Asistin, CMC
City Clerk
Date of Records Destruction
EXHIBIT "B"
RECORDS RETENTION SCHEDULE
Category of Record
Agendas, meeting notices, packets and reports (staff reports) Agreements
Bonds
Brochures/Publications
Complaints - Miscellaneous
Correspondence
Demographic/ Statistical Data
Forms
Grants
Community Development Block Grant (CDBG); Urban
Development; other Federal and State grants
Grants - Unsuccessful
Lease Agreement
Licenses/Permits - Special (Events; Garage Sale, Solicitation) Maintenance Manuals
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
City Wide -All Departments
Council/Commissions/Committees - Originals can be
imaged immediately for retention, if desired. The imaged record can serve as the "original" record, if desired.
Original contracts and agreements and back-up materials, including leases, license agreements,
service/maintenance contracts, etc.
Original contracts/agreements regarding the development of real property, design, specifications, surveying,
planning, supervision, testing, or observation of
construction or improvement to real property; may include records of retention releases, retention withheld, change ln,,<n, ~ n+n
Material & Labor, grading, performance
Informational/promotional documents created for or by
the Citv
Miscellaneous complaints, non-code enforcement, not
related to specific lawsuits involving the City and not otherwise specifically covered by the Retention Schedule.
General correspondence regarding City business,
including but not limited to letters, email, and text
messages; Posts/comments on City-owned social media
accounts.
Administrative - blank
Grant documents and all supporting documents:
applications, reports, contracts, project files, proposals, statements, sub-recipient dockets, environmental review, inventory, consolidated plan, etc.
Applications not entitled
Property or equipment
This category DOES NOT include business
licenses/permits
Equipment service/maintenance
Legal Authority Retention
GC34090 Permanent
GC34090.5
CCP337 4 years after
CCP337.2 terminat ion/co mpletion
CCP343
CCP337 .15
1 O years after
termination/completion
CCP 336a, 337.5 Upon cancellation,
redemption or maturity+
10 vears
GC34090 2 years
GC34090 2 years
GC34090 2 years
GC 34090 Current+ 2 years
Until Superseded
GC34090 Until completed+ 5 years
24 CFR 570.502
24CFR85.42
GC34090 2 years
CCP337 Until terminated+ 4 years
CCP 337.2
CCP343
GC34090 Current+ 2 years
GC34090 Until superseded
Category of Record
Maintenance/Repair Records
Marketing, Promotional
Master Plans, Annual
Minutes
Miscellaneous Project Files
Organizations, At Large
Organizations, Local
Photos
Policy and Procedures
Recordings - routine video monitoring, telephone, and radio communications
Recordings, video or digitally recorded - meetings of legislative bodies
Recordings, video or digitally recorded (Duplicate - see Description or Example of Record)
Reports and Studies, Various City
Request to Speak Forms
Staff Training Records, Non-Safety
Surveys
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Equipment
Brochures, announcements, fliers etc.
Special or long range program plan for municipalities - coordination of services; strategic plannini;(
Council/Commissions/Committees
Other working files, such as budget prep, new
departmental projects, etc ., not found in other specific areas of the Retention Schedule
CalCities, National League of Cities, Professional Groups, Sister Cities, California Contract Cities, etc.
Fraternal, Civic, Youth, Service Clubs, Other Homeowners Associations
Administrative
Routine daily recording of telephone & radio
communications; routine video monitoring including in-car video systems, building security systems. [Includes
automated license plate reader (ALPR) video
recordings/data]
Videos or digital recordings of public meetings made by or at the direction of the city (e.g., Council/Commission
meetings\
Any City event not subject to the Brown Act. Considered duplicate records if another record of the same event is kept (i.e., written minutes for City Committees)
Paperwork documenting internal departmental training for non-safety employees; includes any class training
agendas/materials
City Clerk
Legal Authority Retention
GC 34090 Life of the asset + 2 years
GC34090 2 years
GC34090 Until superseded+ 2 years
GC 34090€ Permanent
GC 34090 Current+ 2 years
GC 34090 2 years
GC34090 2 years
GC 34090 2 years
GC 34090 Until superseded+ 2 years
GC 34090, 34090 .6 Videos - 1 year; Phone &
Radio communications -
100 days (destruction must
be approved by City
Council & City Attorney)
GC 54953.5(b) Indefinitely
GC 34090, 34090.7 Minimum 90 days after
85 Ops. Cal. Atty. Gen. 256 (2002) event is recorded
GC 34090 While current+ 2 years
GC 34090 2 Years
GC34090 Length of employment+ 2
GC 12946 years
LC 6401 (fl
GC34090 2 years or When No longer
relevant, whichever is
longer
Category of Record
Affidavits of Publication/ Posting
Annexations/ Reorganizations
Applications for Boards, Commissions Committees
Applications for Boards, Commissions, Committees
Articles of Incorporation
Bids, Successful
,
Bids, Unsuccessful
Campaign Statements/Reports -- Copies
Conflict of Interest Code
Deeds, Real Property (Grant Deeds)
Development Agreements
Easements, Real Property
Election - Administrative Documents
Election - Nomination Documents - successful
Election - Nomination Documents - unsuccessful
Election Petitions - Initiative/Recall/Referendum; Charter Amendments
Election Petitions - No election
Ethics Training Records (AB 1234; effective 1 /1 /06)
Fee Schedules/Studies
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Legal notices for public hearings, publication of
ordinances, etc.
Notices, Resolutions, Certificates of Completion
Not selected
Selected
Includes plan and specifications; notices/affidavits.
Unsuccessful bid packages only
Copies of reports/statements (if filing officer is not
required to keep more than one copv)
Conflict of Interest Code - required under Political Reform Act; must be reviewed by July 1st of every even-numbered year and amended if necessarv
File with recorded documents; originals may not be
destroyed.
Agreements for development of real property ;
Development and Disposition Agreements (DDAs); May
include infrastructure contracts (i.e., architects, treatment plants, utility lines, etc.), franchises, etc.
File with recorded documents; originals may not be
destroyed.
Not ballot cards or absentee voter lists/applications .
All nomination documents and signatures in lieu of filing Petitions
All nomination documents and signatures in lieu of filing petitions
Not a public record - documents resulting in an election - retention is from election certification .
Not a public record. Not resulting in an election. Retention is from final examination.
Records required to be kept under Gov. Code section
53235.2. Records must show dates that local officials
satisfied the training requirements and the entity that I orovided the train inf!
Considered by the City Council Adopted schedules
Legal Authority Retention
GC 34090 Current+ 2 years, unless
part of a project or matter
that requires longer
retention (i.e., CEQA
documents)
GC 34090 Permanent
GC 34090 2 years
GC 34090 Current+ 5 years
Sec. of State Guidelines
GC34090 Permanent
GC 34090 5 years after audit
CCP 337, 337.1
GC 34090 2 years
GC 81009(f) GC 81009(g) 4 years (can image after 2
years)
GC 87300 et seq. Permanent
GC34090 Permanent
CCP 337,337 .1 Permanent
CCP 337.15 (Sec. of State Guidelines
GC34090 recommends retaining
48CFR4 .703 paper original for minimum
7 vearsl
GC 34090 Permanent
GC34090 2 years
EC 17100 Until term expires+ 4 years
GC 81009(b) 5 years
EC 17200, 17400 8 months
GC 6253.5
EC 17200, 17400 8 months if no
GC6253 .5 examination; 1 year if
I proponent examination
GC 53235.2 5 years after receipt of
training
GC 34090 Until Superceded
Category of Record
Fixed Assets
Vehicle Ownership & Title
FPPC Fom 400 and 500 Series - Campaign Statements - City Council - elected (originals)
FPPC Fom 400 and 500 Series - Campaign Statements -
candidates for Mayor, City Council - IlQJ; elected
I (originals)
FPPC Fom 400 Series -Campaign Statements for .o.tbfil.than Mayor, City Council; other campaign reports (originals)
FPPC Form 600 Series - Lobbying or Lobbyist Forms
FPPC Form 700 Statements of Economic Interest - Form 700 (copies) (elected officials)
FPPC Form 700 - Statements of Economic Interest (originals) (non- elected)
FPPC Form 801 - Gift to Agency Report
FPPC Form 802 - Agency Report - Events and Ticket/Pass
Distribution
FPPC Form 803 - Behested Payment Report
FPPC Form 804 - Agency Report of New Positions
FPPC Form 805 - Agency Report of Consultants
FPPC Form 806 - Agency Report of Public Official Appointments
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Title transfers when vehicle is sold.
Original statements of elected candidates and committees supporting elected candidates for Mayor, City Council
Original statements of candidates and supporting
committees for candidates not elected for Mayor, City
Council
Original statements of all other persons and committees; other original reports and statements
FPPC Form 602- Lobbying Firm Activity Authorization;
FPPC Form 635 - Report of Lobbyist Employer & Report of Lobbying Coalition -forms used wh en employing or
contracting with a lobbying firm
Copies of original statements of elected officials
forwarded to Fair Political Practices Commission (FPPC) Originals of statements of designated employees
FPPC form showing payment or donation made to the City
or to a City official and which can be accepted as being made to the City
Report of tickets/passes; identifies persons who received tickets/passes and describes the public purpose for the distribution
FPPC form used by elected officials to disclose payments made at their behest ($5,000 or more from same source)
for legislative , governmental, or charitable purposes.
Identifies new positions that will make or participate in making governmental decisions on behalf of the City
Identifies consultants hired by the City who must file Form 700
Report of additional compensation received by agency
officials when appointing themselves to committees,
boards or commissions of other public agencies, special districts, joint powers agencies or joint powers authorities . .G.o.rut..Qf current report must be posted on the City's wah~ite.
Legal Authority Retention
VC 9900 et. seq. Until sold
GC 81009(b) GC 81009(g) Permanent (can image
after 2 years)
GC 81009(b) GC 81009(g) 5 years (can image after 2
years)
GC 81009(c), (e) GC 81009(g) 7 years (can image after 2 years)
FPPC Reg. 18615(d) 5 years
GC 81009(f), (g) 4 years (can image after 2
years)
GC 81009(e), (g) 7 years (can image after 2
lvears)
2CCR Originals - 7 years;
18944(c)(3)(F), (G); Copy must be posted on
FPPC Fact Sheet: City website
"Gifts to an Agencv - Part 2"
GC 81009(e) 7 years
GC 81009; 82015(b)(2)(B)(iii) 7 years
GC 81009(e) 7 years
2 CCR 18734 7years
GC 81009(e)
2 CCR 18702.5(b)(3)
GC81009(e)
Original - 7 years
Category of Record
Laguna Niguel Community Services District
Local Appointments List ("Maddy List")
Minutes
Municipal Code
Oaths of Office
Ordinances
Petitions
Proclamations
Property Acquisition/ Disposition
Public Records Act Request
Purchasing RFQ's/RFP's, Successful
Purchasing RFQ's/RFP's, Unsuccessful
Records Management Disposition Certification
Records Retention Schedules
Resolutions
Seals and Emblems
Subpoenas (Subpoena Duces Tecum; Deposition Subpoena, etc .)
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Historical records transferred to the City
List of all regular and ongoing boards, commissions, and committees appointed by the City Council- pursuant to
the Maddy Local Appointive List Act
Council/Commissions/Committees
Includes City ordinances and Codes adopted by reference. i.e. Building, Fire, etc.
Elected and public officials (i.e., Council members;
commissioners; etc .)
Ordinances adopted by City Council
Submitted to legislative bodies
City issued proclamations
City owned. Supporting documents regarding sale,
purchase, exchange, lease or rental of property by City Requests from the public to inspect or copy public
documents
Requests for Qualifications; Requests for Proposals
regarding goods and services
Requests for Qualifications; Requests for Proposals
regarding goods and services
Documentation of final disposition of records
Resolutions adopted by the City Council and City
Commissions
City Seal, regulations
Subpoena served on the City or on a City employee by a
third party (City/Employee is not a party in the litigation) , including copies of any records produced in response to the subooena
Legal Authority Retention
GC 34090 Permanent
GC 54970 , et seq. GC 34090 Permanent
GC 34090(e) Permanent
GC34090 Permanent
GC34090 Current plus 6 years
29 USC 1113
Sec. of State Guidelines
GC 34090(e) Permanent
GC 34090 Current+ 2 years
GC 34090 2 years
CCP337 .15 Permanent
GC34090 2 years
GC34090 Until Audited+ 4 years
GC 34090 Current+ 2 years
GC34090 Permanent
GC 34090 Current+ 2 years
GC 34090(e) Permanent
GC34090 Permanent
GC 34090 2 years
Category of Record
Accidents/Damage to City Property
Citizen Feedback
City Manager's Report
Community Surveys
Enterprise Systems Catalog
Hazardous Materials -
Programs, Household Hazardous Waste
Legal Opinions
Police/Sheriff Department Administration/Contract Administration Policies, Administrative
Policies, Council/Commissions/Committees
Political Support/Opposition , Requests & Responses
Refuse Collection
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
City Manae:er/ Administration
Risk management administration
General correspondence.
Weekly report sent to the City Council
Review final survey reports for historic significance
Catalog of software applications, computer systems used by the City. Due 7/1/2016 , per Senate Bill 272 (2015
Statutes) .
Documents regarding federal, State or local programs on disposal of household hazardous waste
Confidential- not for public disclosure (attorney-client I privilege)
Administrative documents.
All policies and procedures, directives rendered by Council not assigned a resolution or ordinance number
Original policies adopted by the City
Council/Commissions/Committees
Related to legislation .
General administrative records
Legal Authority Retention
GC 34090 1 O years
GC 34090 2 years
GC34090 2 years
GC 34090 2 years
GC7922 .710 (Eff. 7/1/2016) Must be posted on City
website and updated
annuallv
GC 34090 Until superseded+ 2 years
GC 34090 Until superseded+ 2 years
GC34090 Current+ 2 years
GC 34090 Until Superseded+ 2 years
GC34090 Until Superseded
GC 34090 2 years
GC34090 2 years
Category of Record
BUILDING
Building Permit Files (Finaled)
Building Permit Files (Expired)
Building Permit Files (Denied)
CODE COMPLIANCE
Code Enforcement, Case Files
Code Enforcement Documents (Other)
GRADING
Grading Permits (Finaled)
Grading Permits (Expired)
FINAL SUBDIVISION MAPS
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Community Development
Building Blueprints/Specifications - Copies submitted by contractors with application for building permit or
Certificate of Occupancy
Building Certificates - Compliance, elevation , occupancy- affecting title to real property or liens on real property.
Building Construction (Approved) - New commercial and
residential construction, tenant improvements, room
Building Inspection Records - Correspondence, fees ,
appeal requests , reports
Building Permits - Permits for buildings;-
Building Plans - Official copy -- Not to be reproduced until written permission is obtained from architect of record and Certificate of Occupancy
Temporary Certificate of Occupancy
Property, Abandonment - Buildings, condemnation
Technical Reports
Includes items for finaled permit
Includes items for finaled permit
Permits - Incomplete or Denied
Building, housing and mobile home code violation records including inspections; public nuisance rubbish and weed abatement , citations [records on vehicle
abatement/abandoned vehicles are generally Police
Records]
Code Enforcement, Liens & Releases
Code Enforcement Regulations
Nuisance Abatement
Code Enforcement Reports, Federal and State
Permits , Plans , Geological Studies, Hydrology and Soil Reports , Bonds
Includes items for finaled permit
Tract files, parcel maps , lot line adjustments, certificates of compliance
Legal Authority Retention
GC 34090 Permanent
GC 34090 Permanent
CCP337 .15 Permanent
GC34090
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
H&S 19850, 19851
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Minimum of 2 years
GC 34090 Permanent
GC 34090 Destroy upon supercession
GC 34090 Permanent
GC 34090 Destro y when no longer
relevant
GC 34090
Permanent
GC 34090 Permanent
14 CCR §15095(c)
GC 34090, 34090.7 Permanent
Category of Record
PLANNING
General Plan
Planning Project Files
Planning Commission
Planning Permits (Other)
Planning Permits (Expired)
Other
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Amendments, Supporting Documents , Final approved
elements, etc.
Application Materials - All project types
(CUPs/SDPs/Variances/Minor Adjustments/Changed
Plans /etc) . Subdivisions (TTM, TPM, LLAs, etc). Specific Plans, Zone Changes, and Zoning Amendments.
Environmental/CEQA document s, including notices and
mitigation monitoring and reporting program (if applicable) - Administrative Permits, Amendment Permit, Billboard
Legalization / Replacement, Certificate of Appropriateness, Comprehensive Sign Permit, Creative Billboard , Cultural Resource Designation, Conditional Use Permit, Demolition permit, Development permit, Lot Line Adjustment, Minor
Conditional use Permit, Minor parking Use Permit,
Modification , parking use Permit , Rehabilitation Incentive, Sign permit, Substitute Conditional Permit, Tentative Tract map, Variance, Zone Clearance
Public hearing notices
Public comment communications
Staff reports
Resolutions
Application Materials - Home Occupations, Temporary
Signs, Temporary Use Permits , etc.
Application Materials
Business Licenses - OCSD per sec 5-1-29: massage,
peddler , pool room, gun sales, etc
Development , Street Names and House Numbers -
Includes street dedications, street vacations/closings, Housing Programs - Examples : Affordable Housing
Monitoring, First-Time Home Buyer Program, Mobile Home
Legal Authority Retention
GC 34090 Permanent
14 CCR §15095(c) Permanent
GC 34090, 34090.7
GC 34090 Permanent
GC 34090 Permanent
CCP 337
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090
Sec. Of State Guidelines Permanent
24 CFR 570.502 5 Years
24 CFR 85.42
Category of Record
Accounting Records - List types of records
Accounts Payable
Accounts Receivable
Appraisals
Audit Reports
Bonds
Budget, Annual
California State Tax Records
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Finance
General Ledger; annual financial summaries - all agencies; checks - Includes payroll checks; canceled or voided
checks; copies of checks; electronic versions of checks; Credit card bills or statements and related receipts .
Other records related to use of City-owned credit cards (policies, correspondence, etc .)
Journals, statements, asset inventories , account postings with support ing documents, vouchers, investments,
invoices and back-up documents, purchase orders, travel expense reimbursements, petty cash, postage, PERS
reports, check requests, etc.
Receipts for deposited checks, coins, currency; checks
received, reports, investments, receipt books, cash
receipts, cash register tapes, payments for building
permits/parking permits/Transient Occupancy Tax, etc.
For Real Property Owned by City- Not a public record until real estate transaction is comolete
Financial services; internal and/or external reports
Authorization/public hearing
records/prospectus/proposals/certificates/notices
I {transcriots)/registers/statements .
Annual operating budget approved by City Council
Forms filed annually; quarterly and year-end reports
Legal Authority Retention
GC 34090 Until audited+ 4 years
CCP 337 Published articles show 4 -
26 CFR 31 .6001-1 (e)(2) 7 years retention as typical
Sec. of State Guidelines
recommends permanent
retention. Policies retained
Current+ 2 years
CCP337 Until audited+ 4 years
26 CFR 31 .6001-1 (e)(2); Sec. of
State Local Gov't. Records Mgmt.
Guidelines recommendation
CCP 337 Until audited+ 4 years
26 CFR 31 .6001-1 (e)(2); Sec. of
State Local Gov't. Records Mgmt.
Guidelines recommendation
GC 34090 2 years
GC 6254(h)
GC 34090 Current+ 4 years
CCP337 Sec. of State Guidelines
CCP343 recommends permanent
retention
CCP 336a, 337.5 Upon cancellation,
redemption or maturity+
1 O vears
GC 34090 Current+ 2 years
Sec. of State Local Gov't.
Records Mgmt. Guidelines
recommends permanent
retention.
R&TC 19530 6 years
Category of Record
Cash Management
Annual Comprehensive Financial Reports (ACFR)
Deferred Compensation Reports
ERISA Records
(Employee Retirement Security Act)
Federal Tax Records
Fixed Assets Inventory
Fixed Assets Surplus Property
Fund Transfers
Gifts/Bequests
Grants
Payroll - Federal/State Reports
Payroll Deduction/ Authorizations
Payroll records (employee information)
Payroll, registers
Payroll, time cards/sheets
Payroll - Wage Rates/ Job Classifications
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Investment Reports/Bank Statements/Canceled
Checks/Deposit Backup/Wire
Confirmations/Agreements/Signature Cards/Investment
Transaction Documentation/LAIF Documentation/OCIP
Documentation/Annual Investment Report Bank Account
Reconcilliation; Returned Checks, NSF;
Finance
Finance - pension/retirement funds
Employee Retirement Income Security Act of 1974
- Plan reports, certified information filed ; records of benefits due
May include Forms 1095-C, 1096, 1099, W-4 and W-2
Reflects purchas e date, cost, account number
Auction ; disposal-
Listing of property; sealed bid sales of equipment
Internal; bank transfers & wires
Finance - to the City (kept with cash receipt s)
HUD/FEMA/OCTA/SB 821/LLEBG/Park Bond/Other
Annual W-2's, W-4's, Form 1099s, etc.; quarterly and year- end reports
Finance
Records showing employee information/data - names,
addresses, etc.; hours worked; regular and overtime
wages, etc.
Finance
Labor costs by employee & program
Employee
Employee records
Legal Authority Retention
CCP33 7 Until audited+ 4 years
26 CFR 31.6001-1 (e)(2); Sec. of
State Local Gov't. Records Mgmt.
Guidelines recommendation
GC 34090 Until audited+ 4 years
CCP 337
29CFR 516.5 3 years
29 USC 1027 6 years
29 USC 1059
26 CFR 31 .6001-1 (e) Current+ 4 years
29 CFR 516.5-516 .6
GC 34090 Until audited+ 2 years
GC34090 Until audited+ 4 years
CCP337
GC 34090 Until audited+ 2 years
GC 34090 2 years
2 CFR 200.334; 24 CFR 91.105(h), Until audited+ 5 years
92.505, 570.490, & 570.502(a), 29
CFR 97.42; 0MB Circular A-110 & A-
29 USC436 6 years
26 CFR 31 .6001-4
29 CFR 516.6(c) While Current+ 2 years
29CFR516.5 Length of employment+ 3
LC 1174(d), 1197.5 years
29 CFR 516.5(a) 3 years
LC 1174(d) (Sec. of State Guidelines -
recommended permanent
retention)
29 CFR 516.6(a)(1) 2 years
LC 1174(d) (Sec. of State guidelines -
recommends retention:
until audited+ 6 years)
LC 1197.5(d) LC 1174(d) 5 years after audit
GC34090
GC 12946
Category of Record
Purchasing, Requisitions, Purchase Orders
Vehicle Mileage Reimbursement Rates
Wage Garnishment
Warrant Register/Check Register
State Controller
Stop Payments
Taxes, Special
Unemployment Insurance Records
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Original Documents
Annual mileage reimbursement rates
Wage or salary garnishment
Record of checks issued; approved by legislative body
(copy is normally retained as part of agenda packet
information)
Annual reports
Finance - bank statements
Special tax levied by a local agency on a per parcel basis Records relating to unemployment insurance -
claims, payments, correspondence, etc.
Legal Authority Retention
GC 34090 Until audited+ 4 years
CCP337
GC 34090 Until superseded+ 2 years
CCP337 Active until garnishment is
satisfied; then retain until
audited + 4 vears
GC34090 Until audited+ 2 years
GC34090 2 years
GC 34090 2 years
CCP338(m) Until audited+ 3 years
26 USC 3301-3311; While current + 4 years
Calif. Unemployment Insurance
Code; CCP 343
Category of Record
Accident/Illness Reports
Bonds, Employee (Fidelity Bonds)
Cal-OSHA
Claims Against the City
Collective Bargaining Agreements
OMV Drivers' Records Reports (OMV Pull-Notice System)
Employee Benefits
Employee Files
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Human Resources/Risk Mana11:ement
Not a public record
For Employee Medical Records & Employee Exposure
Records regarding exposure to toxic substances or
harmful physical agents
--Includes Material Safety Data Sheets (MSDS)
Does NOT include : records of health insurance claims
maintained separate from employer's records; first aid
records of one-time treatments for minor injuries;
Does not include first-aid records of one-time treatment made on-site by a non-physician or observation of minor scratches, cuts, burns, splinters, etc ., which do not involve medical treatment , loss of consciousness , restriction of work or motion , or transfer to another job.
(For employees of less than 1 year, no need to retain
medical records regarding exposure to toxic
substances/harmful physical agents if they are returned to employee upon termination)
Form of insurance that covers employer (City) for losses resulting from fraudulent acts of specified employees
Log of work related injuries & illnesses (Form 300), Annual Summary (Form 300A), Incident reports (Form 301)
Government Claims Act- Claims paid or denied
1. Memoranda of Understanding (MOUs) with employee
unions; represented employee groups;
2. Records of payments, loans, promises or agreements by City to any labor organization or representative of same Motor Vehicle Pulls; Personnel record- not a public record Benefit plans (including "cafeteria" and other plans);
health insurance programs; records regarding COBRA-
extension of benefits for separated employees, insurance policies (health, vision, dental, deferred compensation , etc .\
Personnel files --Not a public record .
Legal Authority Retention
GC 7927.700
8CCR 3204(d)(1 )(A)(B)
29 CFR 1910 .1020(d)(1 )(i)(ii)
8 CCR 3204 (d)(1 )(A)(B)
Length of employment+ 30
years
GC 34090 Length of employment+ 2
years
LC 6410 5 years
8 CCR 14300.33
GC 34090 Until settled+ 2 years
29 CFR 516.5(b) Current+ 3 years
29 USC436 Current+ 5 years
GC 34090 Until superseded (should
GC 7927.700 receive new report every
VC 1808 .1(c) 12 months\
29 USC 1027 Length of Employment+ 6
28 CCR 1300 .85.1 Years
11 CCR 560
29CFR 1627 .3(b)(2)
GC 12946 GC 6254(c) Length of Employment+ 6
29 CFR 1627 .3 Years
Category of Record
Employee Information , General
Employee, Medical Records (routine)
Employee, Noise Exposure
Employee, Non-safety
Employee Programs
Employee, Reports
Employee Recruitment and Employment Applications - Not Hired Employment Eligibility Verification (1-9 Forms)
Employment - Surveys and Studies
Employment - Training Records, Non-Safety
Employment Agreements -At-Wil l Employees ; Temporary
Employees
Family and Medical Leave Act (federal)
Insurance
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Name, address, date of birth, occupation , rate of pay and weekly compensation earned
Maintained separate from other medical records
-- Health insurance claims; Records of one-time first aid treatment for minor injuries (burns, splinters, etc), not involving medical treatment , loss of consc iousness ,
restriction of work or motion, or transfer to another job, if made on- site by a non-physician
Noise exposure measurement records Employee
audiometric test records
Non-safety employee records may include release
authorizations; certifications; reassignments; outside
employment; commendations, disciplinary actions;
terminations; oaths of office ; pre-employment medical
evaluations ; fingerprints ; identification cards (ID's) May include Employee Assistance Program (EAP),
Employee Recognition program, etc.
Employee statistics, benefit activity , liability loss
Applications submitted for existing or anticipated job
openings, including any records pertaining to failu re or refusal to hire applicant; alternate lists/logs , ethnicity disclosures, examination materials, examination answer
sheets iob bulletins
Federal Immigration and Nationality Act; Immigration
Reform/Control Act 1986
Includes classification, wage rates
Paperwork documenting internal and external training for non-safety employees ; includes any volunteer program
training - class training materials , internships
Original agreements/contracts for at-will employees or
temporary employees
Records of leave taken, City policies relating to leave, notices, communications relating to taking leave
Personnel short-term and long-term disability claims
Legal Authority Retention
GC 12946 Length of Employment+ 6
29 CFR 1627.3 Years
LC 1174
GC 12946, 34090 Length of Employment+ 6
29 CFR 1627 .3 Years
8 CCR 5100 Length of Employment+ 6
8CCR5100 Years
29 CFR 1627.3 Length of Employment+ 6
LC 1174 Years
GC 12946
GC 34090
GC 34090 Length of Employment+ 6
GC 12946 Years
GC 34090 Length of Employment+ 6
Years
GC34090 Hiring process completion
GC 12946 +2
29 CFR 1627 .3(b)(1 )(i)
8 USC 1324a (b)(3) Length of Employment+ 6
Pub. Law 99-603 Years
GC 12946 2 years
GC 34090 Length of Employment+ 6
GC 12946; LC 6401 (f) Years
CCP337 Length of Employment+ 6
CCP343 Years
29 CFR 825.500 Length of Employment+ 6
GC 12946 Years
GC 34090 Length of employment+ 6
Iyears
Category of Record
Insurance Certificates , City
Insurance, Joint Powers Agreement
Insurance, Liability/Property
Insurance, Risk Management Reports
Job Descriptions
Litigation
PERS - Employee Benefits
Personnel Policies -- Rules and Regulations
Personnel Records
Salary/Compensation Studies, Surveys
Settlement Agreements
Workers Compensation Files
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Liability, performance bonds, employee bonds, property ; Insurance certificates filed separately from contracts , includes insurance filed bv licensees.
Accreditation, MOU, agreements and agendas
May include liability, property, Certificates of Participation , deferred, use of facilities
Federal OSHA Forms; Loss Analysis Report; Safety
Reoorts; Actuarial Studies
Descriptions of duties, qualifications, responsibilities for each oosition/classification /iob title
Case files
Retirement Plan - annual reports required to be filed under ERISA
PERS Employee Benefit Plan - original document, or
cooies
Including employee handbooks, employee manuals , and
other oolicies/orocedures
Payroll or other records containing name, address, date of birth, occupation, rate of pay, etc., including records relating to promotion, demotion , transfer, lay-off,
termination
Studies or surveys of other agencies regarding wages,
salaries and other compensation or benefits
Final, signed/approved settlement agreements for
litigation matters , claims, citations, etc.
For Workers Compensation claims - final ,
signed/approved settlement agreements
Work-injury claims (including denied claims); claim files, reports, etc .
Legal Authority Retention
GC 34090 While current+ 2 years
GC 34090 Termination+ 2 years
GC 34090 While current+ 2 years
29 CFR 1904.44 5 Years
GC 34090 2 years (State)
29 CFR 1627.3 Superseded+ 3 years
GC34090 Until settled+ 2 years
29 USC 1027 Length of Employment+ 6
29 CFR 1627.3(b)(2) Years
GC 34090
29CFR 516.6 Current+ 3 years
29 CFR 1627.3(al
29 CFR 1627.3 Length of Employment+ 6
Years
GC 34090 While current+ 2 years
GC34090 2 years after
8CCR 10102 signed/approved
8 CCR 15400.2
Length of Employment+ 6
years or 6 years after
signed/approved,
1,.,h ;~hmm, i<: lnnaPr
8 CCR 10102 Length of Employment+ 6
8 CCR 15400.2 Years
Category of Record
Case Files and Notes
HMIS Client Records
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Human Services
Case files and electronic notes containing client case
updates and sensitive inforn:iation, but not disclosing any detailed HIPAA information
Hard copy of HMIS client records containing personal
identifying inform ation (PIil, including intake forms, consent documents, and suooorting documentation.
Legal Authority Retention
2004 HMIS Data and Technical
Standards 7 Years after Completion
2004 HMIS Data and Technical 7 Years after last
Standards access/update
Category of Record
Rubrick Server Backups - Day
Rubrick Server Backups - Monthly
Ru brick Server Backups - Annualy
Network Configuration Backups
Network Equipment Logs
System Logs & Event Logs
Emails
Chat/Collaboration Platforms
SharePoint/OneDrive
Trail Camera Footage
Access Control Log
Anti Virus Logs
User Account Audit Trails
Administrator Action Logs
Help Desk Tickets
User On boarding & Termination IT Checklists
Penetration Tests & Vulnerability Scans
Mobile App Usage Logs
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
IT
For disaster recovery purposes only
For disaster recovery purposes only
For disaster recovery purposes only
Network devices configurations .
Logs pertaining to system events observed on the network E Logs pertaining to events observed on the servers and virtui Email
Teams chats
Cloud based document repositories
Motion events that are recorded from various trail earners.
Logs of access control events such as opening a door with a badge
EDR + Endpoint
Audit trails of user activity ie, sign ons, failed passwords Pulseway and additional IT tools
IT help desk tickets submitted by city staff .
Checklists of action items when onboarding and terminatin Cyber security tests and vulnerability scans from CISA
Usage logs of users activty on mobile apps on their city issu
Legal Authority Retention
GC 34090 60 Days
GC 34090 1 Year
GC34090 1 Year
GC34090 1 Year
GC 34090 2 Year
GC 34090 2 Year
GC 34090 2 Years
GC 34090 2 Years unless a draft
GC 34090 In accordance with the
adopted retention
schedule for the category
of record.
GC 34090 .6 1 Year
GC 34090 Destroy when no longer
GC 7927 .500 relevant
GC 34090 Destroy when no longer
GC 7927.500 relevant
GC 34090 2 Years
GC34090 2 Years
GC 34090 2 Years
GC 34090 2 Years
GC 34090 2 Years
GC34090 2 Years
Category of Record
Events Planning, Community
Municipal Facilities Facility Rentals; Use
Recruitments and Selection
Registration Forms
Release Forms/Waivers
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Parks and Recreation
Review for histor ic significance
Permits, contracts, diagrams, schedules, insurance
binders
Records relating to hiring, promotion, for training
Recreation Programs
Recreation Programs
Legal Authority Retention
GC34090 2 years
GC 34090 Current+ 2 years
29 CFR 1627.3 3 years
GC34090 4 years
GC34090 Permanent
Category of Record
Administration
Historical Records
Press Releases/News
Website
Social Media
Video and Multimedia Content
Push Notifications
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Public Information/Relations
General supporting information
Awards to City, City Motto, Town Hall Meeting, Memorials, Donations, Naming City Property, Fund raising etc.
Press Releases, City Newsletters, Newspaper articles
Website design, webpages
Posts, Reels, Stories
You Tube videos, livestreams, promotional video materials, photos
Mobile App, Nixie, Newsflash
Legal Authority Retention
GC34090 2 years
GC34090/ Permanent
Administrative Policy
GC 34090/ 2 years
Administrative Policy
GC34090 Destroy when no longer
relevant
GC34090 2 years
GC 34090 2 years
GC34090 2 years
Category of Record
Backflow Test Reports
Certificates of Acceptance
Engineering
Capital Improvement Projects
(Administrative File)
Engineering
Capital Improvement Projects
(Permanent File)
Engineering
Capital Improvement Projects
(Unsuccessful Proposals)
Engineering Drawings, Traffic Control Plan
Engineering Flood Control
Engineering Special Districts
Engineering
Street/Allev/Easement (Abandonment/ Vacation)
Engineering Traffic Signals
Environmental Quality Air Quality (AQMD)
Environmental Quality Congestion Management
Environmental Quality Pest Control
Flood Plain Maps
Hazardous Materials &
Hazardous Waste Disoosal Records
Hazardous Materials - Permits, Hazardous Materials Storage Maps & Plats
Municipal Facilities Construction
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Public Works
Reports of testing and maintenance -water supply
Acceptance of right-of-way and dedications
Supporting documentation including bidders list,
performance/surety bonds, work orders, schedules,
daily/weekly logs, daily/weekly reports, environmental
quality soil analysis and construction recommendations, etc.
Supporting documentation including specifications,
reports, plans, change orders, El Rs, notice of completion, environmental quality soil final reports, photos, drawings, 'as-builts' etc.
Unsuccessful bid proposals
Signs, signing and striping, road construction
Storm Drains
Supporting documents regarding improvement districts,
lighting districts, underground utility districts, etc.
Relinquishment of rights and fee title
Counts, Speed Surveys
Participants/voucher logs, Total Daily Mileage Survey
(TOM); various local authorities; Commute Alternative
Ride sharing, trip management, traffic signal
synchronization
Pesticide applications, inspections and sampling,
documents
FEMA - not a City record, for information only.
Examples of hazardous materials/hazardous waste :
medical waste; used oil; oesticides
Engineering & field notes and profiles; cross section of roads, streets, right-of-way, bridges; may include
annexations , parks, tracts, block, storm drains, water easements, bench marks, trees, grading, landfill, fire
hvdrants base maos etc.
Contains records of plans, design, construction,
conversion or modification of local government-owned
facilities, structures and systems
Legal Authority Retention
17 CCR§ 7605 3years
GC34090 Permanent
GC 34090 Project completion + 1 O
CCP 337.15 years
GC34090 Permanent
CCP337 .15
GC 34090 2 years
CCP 337.15
GC34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 Permanent
GC 34090 3 years
CCP338(k)
GC 34090 Completion+ 2 years
GC 34090 Completion + 2 years
Until Superseded
H&S 117945 3 years
H&S 118165
GC 34090 Permanent
GC34090 Permanent
GC 34090 For the life of the building
H&S 19850
Category of Record
Municipal Facilities Maintenance and Operations
NPDES Permits - sewage/sludge
NPDES Permits
Offers of Dedication
Parking Studies
Permits, Other
Storm Drain Construction/ Improvement/ Maintenance
Street Construction/ Improvements/Maintenance
Street Vacations
CITY OF LAGUNA NIGUEL
RECORDS RETENTION SCHEDULE
Description or Example of Record
Service requests, buildings, equipment, field engineering, public facilities including work orders and graffiti removal, and documentation supporting invoices, etc .
National Pollutant Discharge Elimination System (NPDES) - permit- sewage sludge use and disposal- monitoring
records
NPDES permit - monitoring data, including calibration and maintenance records, original strip chart recordings,
required reports and all data used to complete the permit aoolication
Backup or negotiating materials
Alterations, encroachment, excavations, road, street
sidewalks & curb alterations, transportation , swimming pool drainage, temporary uses, and supporting
documentation etc.
Administrative records.
Administrative records
Offers to dedicate; drainage; access rights, etc.
Legal Authority Retention
GC 34090 2 years
40 CFR 503.17 5 years
40 CFR 122.41 3 years
GC 34090 Until Completed or 2 years,
whichever is longer
GC 34090 Permanent
GC34090 Until completed+ 2 years
GC34090 2 years
GC 34090 2 years
GC 34090 Permanent