Lakeport City Council
March 17, 2026

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AGENDA

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE LAKEPORT INDUSTRIAL

DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING AGENCY OF LAKEPORT, THE LAKEPORT GROUNDWATER SUSTAINABLITY AGENCY and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT

REDEVELOPMENT AGENCY)
Tuesday, March 17, 2026 6:00 p.m.

City Council Chambers, 225 Park Street, Lakeport, California 95453 See Teleconferencing Instructions Below
City Council Agenda of March 17, 2026 Page 2
AGENDA

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE

LAKEPORT INDUSTRIAL DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING

AGENCY OF LAKEPORT, LAKEPORT GROUNDWATER SUSTAINABILITY AUTHORITY and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)*
Tuesday, March 17, 2026, 6:00 p.m.

City Council Chambers, 225 Park Street, Lakeport, California 95453 *All references to “City Council” include those other agencies which are listed above The City Council may discuss and/or take action on any or all of the items listed on the agenda irrespective of how the agenda items are described. The council may establish and make appointments to a Council committee (made up of two Councilmembers) with respect to any item appearing on this agenda.

I. CALL TO ORDER & ROLL CALL: 6:00 p.m.

II. PLEDGE OF ALLEGIANCE:

III. ACCEPTANCE OF AGENDA/ URGENCY
ITEMS:

Move to accept agenda as posted or move to add or delete items.

To add item, Council is required to make a majority decision that an urgency exists (as defined in the Brown Act) and a 2/3rds determination that the need to take action arose subsequent to the agenda being posted.

IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without any discussion. Any Council Member may request that any item be removed from the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the Consent Calendar portion of this agenda.

A. Ordinances: Waive reading except by title, of any ordinances under consideration at this meeting for either introduction or passage per Government Code Section 36934.

B. Minutes: Approve minutes of the City Council regular meeting of March 3, 2026.

C. Application 2026-013: Approve application 2026-013, with staff recommendations, for a Homeownership Fair.

D. Application 2026-014: Approve application 2026-014, with staff recommendations, for the 2026 Autism Advocacy Spring Fair.

E. Retention Schedule Legal Update: Adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of certain City records and rescinding Resolution No. 2986 (2025).

F. Out of State Travel: Authorize Out-of-State Travel for one (1) utility staff member to attend the 2026 California Rural Water Association (CRWA) Expo in South Lake Tahoe.

V. PUBLIC PRESENTATIONS/REQUESTS:

A. Public Input: Any person may speak for 3 minutes about any subject within the authority of the City Council, provided that the subject is not already on tonight’s agenda. Per Government Code §54954.3(a), the City Council cannot take action or express a consensus of approval or disapproval on any public comments regarding matters which do not appear on the printed agenda.

B. Presentation: Presentation on the Lakeport Fire Protection District Canine Ops.

C. Proclamation: Proclamation designating March 22-29, 2026 as Government Finance Professionals Week.

VI. PUBLIC HEARING:

City Council Agenda of March 17, 2026 Page 3
VII. COUNCIL BUSINESS:

A. City Manager

1. Letter of Support: Authorize the Mayor to sign the joint letter with the County of Lake and the City of Clearlake to the Governor’s Office advocating for the nomination of eligible Lake County census tracts for Opportunity Zones designation.

B. Utility Director

1. Approval of Fund Transfer
for South Lakeport
Waterline Design – South
Main Street / Soda Bay
Road Corridor:

Adopt the resolution

1. Approving a fund transfer in the amount of $350,000 from available reserves to the current fiscal year budget to fund the design of a domestic water main and associated fire suppression system along the South Main Street / Soda Bay Road corridor; and

2. Authorizing the City Manager to negotiate and enter into a design professional services agreement with CONSOR Engineers, not to exceed a maximum amount of $350,000.

VIII. CITY COUNCIL COMMUNICATIONS:

A. Travel, Calendar, and
Miscellaneous Reports, if any:

CLOSED SESSION: 1. Public Employee Performance Evaluation (Gov. Code § 54957) Title: City Manager
IX. ADJOURNMENT:

Materials related to an item on this Agenda submitted to the Council after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 225 Park Street, Lakeport, California, during normal business hours. Such documents are also available on the City of Lakeport’s website, www.cityoflakeport.com, subject to staff’s ability to post the documents before the meeting.

The City of Lakeport, in complying with the Americans with Disabilities Act (ADA), requests individuals who require special accommodations to access, attend and/or participate in the City meeting due to disability, to please contact the City Clerk’s Office, (707) 263-5615, 72 hours prior to the scheduled meeting to ensure reasonable accommodations are provided.
_______________________________________
Hilary Britton, Deputy City Clerk
City Council Minutes of March 3, 2026 Page 2

MINUTES

REGULAR MEETING OF THE LAKEPORT CITY COUNCIL
(ALSO MEETS AS THE CITY OF LAKEPORT MUNICIPAL SEWER DISTRICT, THE

LAKEPORT INDUSTRIAL DEVELOPMENT AUTHORITY, THE MUNICIPAL FINANCING

AGENCY OF LAKEPORT, LAKEPORT GROUNDWATER SUSTAINABILITY AUTHORITY and THE SUCCESSOR AGENCY TO THE FORMER LAKEPORT REDEVELOPMENT AGENCY)*
Tuesday, March 3, 2026, 6:00 p.m.

City Council Chambers, 225 Park Street, Lakeport, California 95453 *All references to “City Council” include those other agencies which are listed above The City Council may discuss and/or take action on any or all of the items listed on the agenda irrespective of how the agenda items are described. The council may establish and make appointments to a Council committee (made up of two Councilmembers) with respect to any item appearing on this agenda.

I. CALL TO ORDER & ROLL CALL: Mayor Disney called the meeting to order at 6:00 p.m. with Council Members Costa, Mattina, Parlet and Price present.

II. PLEDGE OF ALLEGIANCE: The Pledge of Allegiance was led by Mackenzie Anderson.

III. ACCEPTANCE OF AGENDA/ URGENCY
ITEMS:

City Manager Ingram noted that item 5.C. Presentation on the Lakeport Fire Protection District Canine Operations will need to be moved to another meeting due to scheduling issues.

A motion was made by Council Member Mattina, seconded by Council Member Costa, and unanimously carried by voice vote 5-0-0-0 to move to accept agenda as amended with removal of item 5.C.

IV. CONSENT AGENDA: The following Consent Agenda items are expected to be routine and noncontroversial. They will be acted upon by the Council at one time without any discussion. Any Council Member may request that any item be removed from the Consent Agenda for discussion under the regular Agenda. Removed items will be considered following the Consent Calendar portion of this agenda.

A. Ordinances: Waive reading except by title, of any ordinances under consideration at this meeting for either introduction or passage per Government Code Section 36934.

B. Minutes: Approve minutes of the City Council regular meeting of February 17, 2026.

C. Application 2026-011: Approve application 2026-011, with staff recommendations, for the 2026 Missing and Murdered Indigenous Peoples Day event.

D. 2nd Quarter Update, FY 2025/26: Review and file the 2nd Quarter 25/26 Financial Update E. CDBG Notice of Funding
Availability (NOFA):

Adopt the resolution of the City Council of the City of Lakeport approving application for 2025 State CDBG funding and authorize execution of related documents.

F. Master Salary Schedule Update: Approve a Resolution rescinding Resolution 3021 (2026), approving a 12% increase to the Police Officer Trainee classification, and revising the Master Salary Schedule in conformance with California Code of Regulations, Title 2, Section 570.5.

G. Contract Amendment: City
Attorney:

Approve Amendment No. 2 to the Agreement for Legal Services with Colantuono, Highsmith & Whatley, PC, designating Mackenzie D. Anderson as City Attorney and David J. Ruderman as Assistant City Attorney, and direct the City Clerk to administer the Oath of Office to Mackenzie D. Anderson.

Vote on Consent Agenda: A motion was made by Council Member Parlet, seconded by Council Member Mattina, and unanimously carried by voice vote 5-0-0-0 to approve the Consent Agenda, items A-G.

V. PUBLIC PRESENTATIONS/REQUESTS:

A. Public Input: There was no input offered by the public.

City Council Minutes of March 3, 2026 Page 3
B. Proclamation: Mayor Disney read a proclamation designating March 2026 as National Nutrition Month.

C. Presentation on the Lakeport Fire
Protection District Canine
Operations
This item was removed due to scheduling issues and to be received at a future meeting.

D. Public Official Appointment: City Clerk Buendia administered the Oath of Office to newly appointed City Attorney, Mackenzie Anderson.

VI. PUBLIC HEARING:

VII. COUNCIL BUSINESS:

A. City Manager

1. Letters of Support for
Lakeport Fire Protection
District FY27 Senate
Appropriations Earmark
Requests – New Fire
Station Land Acquisition:

The staff report was presented by City Manager Ingram. Fire Chief Reitz provided additional detail on the request.

Ken Levine, property owner, asked about project timing and possible absorption of adjacent properties.

A motion was made by Council Member Costa, seconded by Council Member Mattina, and unanimously carried by voice vote 5-0-0-0 to authorize the Mayor to sign letters of support for the Lakeport Fire Protection District’s FY27 Senate Appropriations Earmark requests supporting land acquisition for a future replacement fire station at 440 North Main Street and or a future fire engine replacement, with all letters to include Congressman Thompson’s office.

2. FY 2026 Community
Project Funding
Partnership for the South
Lakeport Regional Water
Resiliency & Fire
Protection Project:

The staff report was presented by City Manager Ingram.

Supervisor Rassmussen commented that the Board of Supervisors voted to support this project today.

A motion was made by Council Member Price, seconded by Council Member Parlet, and unanimously carried by voice vote 5-0-0-0 to adopt a resolution supporting submission of the South Lakeport Regional Water Resiliency & Fire Protection Project for consideration under the Fiscal Year 2026 Congressional Community Project Funding request process.

3. MOU: Tobacco Retail
License
The staff report was presented by City Manager Ingram. Liberty Francis from Lake County Public Health updated the City Council on educational efforts that have been made. Craig Weatherby, Director of Environmental Health, provided information on enforcement efforts and needs. Anthony Arton, Health Services Director, added to the discussion regarding Lakeport making changes to the ordinances.

A motion was made by Council Member Mattina, seconded by Council Member Costa, and unanimously carried by voice vote 5-0-0-0 to approve the Memorandum of Understanding between the City of Lakeport and the County of Lake Public Health Department for administration and enforcement of the Tobacco Retail License Program pursuant to Section 5.40.170 of the Lakeport Municipal Code.

B. Planning Services Manager
City Council Minutes of March 3, 2026 Page 4

1. Housing Element Annual
Progress Report:

The staff report was presented by Planning Services Manager Fernandez.

2. General Plan Annual
Progress Report:

The staff report was presented by Planning Services Manager Fernandez.

C. Finance Director

1. Annual Comprehensive
Financial Review (ACFR):

The staff report was presented by Finance Director Dizon.

A motion was made by Council Member Parlet, seconded by Council Member Mattina, and unanimously carried by voice vote 5-0-0-0 to accept and file the ACFR for the fiscal year ended June 30, 2025.

2. Mid-Year Budget
Adjustments, FY 2025-26:

The staff report was presented by Finance Director Dizon.

A motion was made by Council Member Costa, seconded by Council Member Mattina, and unanimously carried by voice vote 5-0-0-0 to approve the proposed budget amendments to the fiscal year 2025/2026 budget, as recommended by staff.

VIII. CITY COUNCIL COMMUNICATIONS:

A. Travel, Calendar, and
Miscellaneous Reports, if any:

Community Development Director Hejnowicz had no report.

Police Chief Stoebe reported that IntelviAI is finishing the installation of the remaining public safety cameras this week.

Finance Director Dizon had no report.

Utilities Director Harris had no report.

Administrative Services Director Buendia had no report.

Public Works Director Ladd was absent.

Planning Services Manager Fernandez had no report.

Assistant City Attorney Anderson thanked the City Council for approving the contract amendment with CHW for legal services.

City Manager Ingram thanked City Attorney Anderson and CHW for their good work.

He reported that the Lakeport Unified School District voted to put a bond measure on the June ballot, and that Mendocino College might also have a bond measure for voters. He also reported that the County Board of Supervisors has been discussing taking action to collect overpayments from the Teeter Program from various agencies in the County. He advised that the City has been requested to remit $21.00 back to the County as a result.

Council Member Costa reported that the Splash-In event planning has been going well, and that the event will offer more programming for families and children than in past years.

Council Member Parlet thanked Planning Services Manager Fernandez, Utilities Director Harris, and Community Development Director Hejnowicz for their behindthe-scenes work.

Council Member Price had no report.

Mayor Pro Tem Mattina attended the Lakeport Unified School District Committee and advised that they had been working on getting school scores up. She reported that the City is also working with the school’s honors groups to act as volunteers at community events.

City Council Minutes of March 3, 2026 Page 5
Mayor Disney attended the Clean Water Program meeting and advised that they currently have a trash clean up grant that needs to be spent by year end. He also attended the Lake County Recreation Authority’s stakeholder meeting, where they discussed creating a trail network on Mount Konocti.

IX. ADJOURNMENT: Mayor Disney adjourned the meeting at 8:25 p.m. _______________________________________
Brandon Disney, Mayor
Attest:
__________________________________________
Kelly Buendia, City Clerk
03/04/2026 2026-013
03/17/2026
Docusign Envelope ID: 5C52C4C7-01 B0-41E4-AB10-6BF9FFF4040E

CITY OF LAKEPORT
225 Park Street
Lakeport, CA 95453
Please Note: Phone: (707) 263-5615, Ext. 102
Bounce Houses and Waterslides are prohibited Fax: (707) 263-8584

APPLICATION FOR USE OF PUBLIC AREAS
Please note: City Council meetings are held t he FIRST and THIRD TUESDAY of the month. Application forms require City Council approval and must be completed and submitted to the City Clerk at least one month prior to the Council meeting at which they will be considered.

This section to be completed by City:

Application Received (Date): Application No.

D $15.00 Application Fee Paid For Council Meeting of (Date):

This section to be completed by Applicant (please answer all questions with as much detail as possible):

Applicant Name: Evonne Lanawenr Organization Name: Luxe Places International Realty Address: Address:

PO Box 187, Lakeport CA 95453 170 N Main Street, Lakeport, CA 95453 Home Phone: I Work Phone: I Mobile Phone: 707-533-9933
Email Address: [email protected] Website/Facebook Page:

Other Contact: Phone for Other Contact: Organization is: D Nonprofit Organization Ix] For Profit Organization NameofEvent Homeownership Fair
Description of Event:

Presentation of homeownership resources with vendor tables for related industries.

Public Area of Use: D Main Street Library Park D Silveira Community Center Parking Lot D Xabatin Community Park Specific Location of Event (Map Must be Attached): Gazebo and adjacent lawn area to east, west, north Does this use involve public right of way, streets, or sidewalk? Ge] Yes If yes, please indicate specific location:

If requesting closure of streets, sidew alkhetc., please describe notification procedure for affected businesses and/or residences:

Parking spaces along t e north lawn to be used for food truck oarl<i na between noon and 4: 00 om
Date(s) of Event: Total Number of Days: Set Up Time: 12:00 noon sun, May 17 1 (one) Time of Event: 1: 00 - 3_: 00 pm
Tear Down Time: 3 : 00 - 4: 00 pm
Specify anticipated number of people (both participants and the public): 50-75 Will any vendors be present? Yes K] Will any food booths be present? Yes [2g one or two trucks Requirements: Specific City Staff Needs:

D Electricity (cannot be guaranteed by City) D Police D Barricades D Public Works D Street/Sidewalk Closures D Parks D No irrigation in park prior to event D Other (please specify): D Other (please specify):

Coordination of these requirements must be made through the The City reserves the right to bill applicant for related City costs.

Public Works Department: (707) 263-0751

INSURANCE CERTIFICATE REQUIRED
Note: The insurance certificate provided to the City by your organization's insurance company must name the City of Lakeport as an additional insured for the event specified in this application and must include a copy of any endorsements, including Waiver of Subrogation.

The insurance provided to the City as an additional insured shall be primary to, and non-contributory with any insurance or self-Insurance program maintained by the City. The minimum coverage amount required is $2,000,000. The certificate and endorsements must also be in a form acceptable to risk management and available for review 15 working days prior to the scheduled event.

Docusign Envelope ID: 5C52C4C7-01 B0-41E4-AB10-6BF9FFF4040E USE OF ALCOHOL: Is a permit for alcoholic beverages requested? D Yes Ix] No If you have checked yes, you must obtain a signed permit from the Lakeport Police Department and attach it to this application. This will allow for consumption of alcoholic beverages in connection with the event but will NOT allow for the SALE of alcoholic beverages. If alcoholic beverages are going to be sold or included with the price of any ticket or admission to the event, then the applicant is required to obtain a one-day license from the California Department of Alcoholic Beverage Control. This one-day permit would be required in addition to a permit by the Lakeport Police Department.

HOLD HARMLESS AGREEMENT
In consideration of allowing the event(s) specified in this application, and to the fullest extent permitted by law, I/we agree to indemnify and hold harmless the City of Lakeport and its agents and "employees" from and against any injury, damage, claims, actions or suits arising out of the herein described Event, including those caused by negligence of the parties being indemnified and/or any dangerous condition of property of the parties being indemnified, and further agrees to defend and indemnify the City of Lakeport from and against any injury, damage, claims, actions or suits arising out of or connected with the foregoing event(s).

COVID-19 WAIVER
I, the undersigned, acknowledge the contagious nature of COV/0-19 and voluntarily assume the risk that myself and others attending my event may be exposed to or infected by COV/0-19. I agree to having all attendees follow CDC and Lake County Department of Public Health recommendations for enhanced health and safety measures related to COV/0-19 and follow all posted instructions while using City facilities; including requirements for social distancing, wearing of face coverings, participant grouping, types of activities allowed, and potential limits on event size.

Dated: 3/3/2026 I 4:36 PM PST
• 'i9fl~jijffkant
Responsible Official of Applicant Organization
- -·-- - -·-- - -·-- - -·-- - -·-- - -·-- - -·-- - -·-- - -·-- - -·-- - -ljl- - - -ljl- -

STAFF RESPONSE
This section to be completed by City and Other Affected Agencies:

Staff Name: I Department:

D No Fiscal Impact D Fiscal Impact D Police D Other (please specify):
{Describe/Include Estimated Costs) 0 Public Works
D Parks
The following will be Required:

D Business License D Health Department Permit
D ABC License D Other {Specify):

Staff Comments:

This section to be completed by City Clerk fol/owing Council meeting:

Considered at Council Meeting (Date): D Application Approved D Application Denied
D Application Approved With Conditions (See Below)
Conditions of Approval:

D Attachments (specify):

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CITY OF LAKEPORT
225 Park Street Please Note: Phone: (707) 263-5615, Ext. 102 Lakeport, CA 95453 Bounce Houses and Waterslides are prohibited Fax: (707) 263-8584

APPLICATION FOR USE OF PUBLIC AREAS
Please note: City Council meetings are held the FIRST and THIRD TUESDAY of the month. Application forms require City Council approval and must be completed and submitted to the City Clerk at least one month prior to the Council meeting at which they will be considered.

This section to be completed by City:

Application Received (Date): Application No.
$15.00 Application Fee Paid For Council Meeting of (Date):

This section to be completed by Applicant (please answer all questions with as much detail as possible):

Applicant Name: Organization Name:

Address: Address:

Home Phone: Work Phone: Mobile Phone:

Email Address: Website/Facebook Page:

Other Contact: Phone for Other Contact:

Organization is: Nonprofit Organization For Profit Organization Name of Event:

Description of Event:

Public Area of Use: ☐ Main Street ☐ Library Park ☐ Silveira Community Center Parking Lot ☐ Xabatin Community Park Specific Location of Event (Map Must be Attached):

Does this use involve public right of way, streets, or sidewalk? Yes No If yes, please indicate specific location:

If requesting closure of streets, sidewalk, etc., please describe notification procedure for affected businesses and/or residences:

Date(s) of Event: Total Number of Days: Set Up Time:

Time of Event:

Tear Down Time:
-
Specify anticipated number of people (both participants and the public):

Will any vendors be present? Yes No Will any food booths be present? Yes No Requirements:

Electricity (cannot be guaranteed by City)
Barricades
Street/Sidewalk Closures
No irrigation in park prior to event
Other (please specify):

Coordination of these requirements must be made through the Public Works Department: (707) 263-0751
Specific City Staff Needs:

Police
Public Works
Parks
Other (please specify):

The City reserves the right to bill applicant for related City costs.

INSURANCE CERTIFICATE REQUIRED
Note: The insurance certificate provided to the City by your organization’s insurance company must name the City of Lakeport as an additional insured for the event specified in this application and must include a copy of any endorsements, including Waiver of Subrogation.

The insurance provided to the City as an additional insured shall be primary to, and non-contributory with any insurance or self-insurance program maintained by the City. The minimum coverage amount required is $2,000,000. The certificate and endorsements must also be in a form acceptable to risk management and available for review 15 working days prior to the scheduled event. 03/04/2026 2026-014
03/17/2026
USE OF ALCOHOL: Is a permit for alcoholic beverages requested? Yes No If you have checked yes, you must obtain a signed permit from the Lakeport Police Department and attach it to this application. This will allow for consumption of alcoholic beverages in connection with the event but will NOT allow for the SALE of alcoholic beverages. If alcoholic beverages are going to be sold or included with the price of any ticket or admission to the event, then the applicant is required to obtain a one-day license from the California Department of Alcoholic Beverage Control. This one-day permit would be required in addition to a permit by the Lakeport Police Department.

HOLD HARMLESS AGREEMENT
In consideration of allowing the event(s) specified in this application, and to the fullest extent permitted by law, I/we agree to indemnify and hold harmless the City of Lakeport and its agents and “employees” from and against any injury, damage, claims, actions or suits arising out of the herein described Event, including those caused by negligence of the parties being indemnified and/or any dangerous condition of property of the parties being indemnified, and further agrees to defend and indemnify the City of Lakeport from and against any injury, damage, claims, actions or suits arising out of or connected with the foregoing event(s).

COVID-19 WAIVER
I, the undersigned, acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that myself and others attending my event may be exposed to or infected by COVID-19. I agree to having all attendees follow CDC and Lake County Department of Public Health recommendations for enhanced health and safety measures related to COVID-19 and follow all posted instructions while using City facilities; including requirements for social distancing, wearing of face coverings, participant grouping, types of activities allowed, and potential limits on event size.
________________________________________________ Dated:

Signature of Applicant
Responsible Official of Applicant Organization

STAFF RESPONSE
This section to be completed by City and Other Affected Agencies:

Staff Name: Department:

No Fiscal Impact Fiscal Impact
(Describe/Include Estimated Costs)
Police
Public Works
Parks
Other (please specify):

The following will be Required:

Business License Health Department Permit
ABC License Other (Specify):

Staff Comments:

This section to be completed by City Clerk following Council meeting:

Considered at Council Meeting (Date): Application Approved Application Denied
Application Approved With Conditions (See Below)
Conditions of Approval:

Attachments (specify):












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Meeting Date: 03/17/2026 Page 1 Agenda Item # IV.E.

CITY OF LAKEPORT
City Council
City of Lakeport Municipal Sewer District
Lakeport Redevelopment Successor Agency
Lakeport Industrial Development Agency
Municipal Financing Agency of Lakeport

STAFF REPORT
RE: Records Retention Schedule Update: Version 14.0 MEETING DATE: 03/17/2025 SUBMITTED BY: Kelly Buendia, Administrative Services Director PURPOSE OF REPORT: Information only Discussion Action Item WHAT IS BEING ASKED OF THE CITY COUNCIL/BOARD:

The City Council is being asked to adopt a resolution modifying its current Records Retention Schedule.

BACKGROUND/DISCUSSION:

The Administrative Services Director/City Clerk administers the City’s Records Management Program, including its records retention policies. A consultant, Gladwell Governmental Services, Inc., was brought in as an expert in local government records to assist with the Records Management Program.

The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City. The retention schedule is not intended to be a static document, but instead, should be updated periodically to reflect current laws and best practices.

The City adopted a retention schedule created by Gladwell Governmental Services for the records retention policy in 2015, and has subsequently amended the retention schedule annually to reflect changes in statutes that affect recommended retention periods. This is the legal update for 2025-26, version 14.0.

Ms. Gladwell recommended the City modify the retention period for several records series in order to be in alignment with current statutes (as of 2026), best practices of other cities, and in full compliance with law. In addition, the City Attorney’s office and appropriate department heads have also reviewed and approved the updates. These changes are incorporated as Exhibit A of the proposed resolution, and highlighted in strikethrough format as Attachment 2 to this staff report.

Notable among the proposed changes are as follows:

1. Planning:
a. New Item:
i. PL-011.5 Planning Project Files - Cancelled / Expired / Withdrawn Retention: Minimum Cancellation, Expiration or Withdrawal + 2 years

2. City Clerk
a. New Items:
i. CC-023.2 - Elections - Petitions (Initiative, Recall / Referendum) - IF INSUFFICIENT - NOT Examined by Proponents
Retention: Determination of Insufficiency + 8 months
Meeting Date: 03/17/2026 Page 2 Agenda Item # IV.E.

3. Police:
a. New item:
i. PD-068.5- Recordings: Body-Worn Cameras – Accidental Recordings Reviewed and Approved for Deletion (Non-evidentiary)
Retention: After Approval
OPTIONS:

Adopt revised retention schedule or provide direction to staff.

FISCAL IMPACT:

None $ Budgeted Item? Yes No
Budget Adjustment Needed? Yes No If yes, amount of appropriation increase: $ Affected fund(s): General Fund Water OM Fund Sewer OM Fund Other:

Comments: The City will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.

COUNCIL PRIORITIES:
☐ Priority #1: Public Safety & Crisis Response
☐ Priority #2: Disaster Resiliency
☒ Priority #3: Good Governance & Fiscal Stability
☐ Priority #4: Capital Infrastructure Improvement
☐ Priority #5: Safe, Sustainable & Attractive Neighborhoods ☐ Priority #6: Economic Development
SUGGESTED MOTIONS:

Move to adopt the proposed resolution adopting a records retention schedule, and authorizing destruction of certain City records and rescinding Resolution No. 2986 (2025).

Attachments: 1. Proposed Resolution

2. Proposed Changes to Retention Schedule in Strike-Through Format RESOLUTION NO. XXXX (2026)

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LAKEPORT

ADOPTING A RECORDS RETENTION SCHEDULE, AND

AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS AND RESCINDING RESOLUTION NO. 2986 (2025)
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Lakeport; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Lakeport has adopted guidelines for retention period for various government records, which the City previously adopted pursuant to Resolution No. 2986 (2025);

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF LAKEPORT DOES RESOLVE AS FOLLOWS:

Section 1. Resolution 2986 (2025) is hereby rescinded.

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

Section 3. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 4. This resolution shall become effective immediately upon its passage and adoption.

The foregoing Resolution was passed and adopted at a regular meeting of the City Council on the 3rd day of March, 2026, by the following vote:

AYES:

NOES:

ABSTAINING:

ABSENT:
___________________________________
Brandon Disney, Mayor
ATTEST:
_______________________________
KELLY BUENDIA, City Clerk

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

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

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

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

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

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

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

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

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

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

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

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

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

CITY-WIDE (Used by ALL Departments)
AS / Human
Resources CW-001
Accident, Incident, Injury
reports: EMPLOYEES, with
associated MSDS, if a
chemical was involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies retained for reference;
GC §34090.7
AS / Human
Resources CW-002 Accident, Incident, Injury
reports: PUBLIC
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies retained for reference;
GC §34090.7
Finance CW-003
Accounts Payable, Invoices,
Petty Cash, Travel
Reimbursement, Warrant
Requests, etc.

ALL backup is forwarded to
Finance
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All originals go to Finance
(these are copies); GC
§34090.7
Lead Dept. CW-004
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Statute of Limitations for some
Municipal Government actions
is 3 - 6 months; CCP §335 337
et seq; GC §§34090,
65009(c)(1)
AS / City Clerk CW-005
Agenda Packets / Staff
Reports: City Council /
Redevelopment / Successor
Agency / Oversight Board
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mr., OD,
PR
S / I Yes: After
QC &OD GC §34090.7
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

AS / City Clerk CW-006
Agreements / Contracts ALL
(Specifications / Scope of
Work, Notices of Completion,
etc.)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
All agreements that are
approved by the City Council
are sent to the City Clerk; GC
§34090.7
Lead Dept.
(Managing the
Agreement /
Contract)
CW-007
Agreements / Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates,
Invoices, Logs, RFP, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mr., OD,
PR
S/I Yes: After

QC & OD
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept.
(Managing the
Agreement /
Contract)
CW-008
Agreements / Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mr., OD,
PR
S/I Yes: After

QC & OD
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §337 et. seq., 2
CFR 200.334; 21 CFR 1403.36
& 1403.42(b); 24 CFR

91.105(h), 92.505, &
570.502(a), 29 CFR 97.42;
OMB Circular A-133; GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-009
Agreements / Contracts:

UNSUCCESSFUL BIDS,
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) / RFQs (Request
for Qualifications) that don't
result in a contract
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract (City Clerk is OFR);
GC §34090
Finance CW-010
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
CW-011 Bids: See Agreements /
Contracts
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Staffing Dept. CW-012
Boards and Committees:

Recordings - AUDIO
RECORDINGS of Meetings /
Audio Tapes
Minimum 2
years
Minimum 2
years
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
Staffing Dept. CW-013
Boards, Commissions, and
Committees: City Council
Subcommittees
(Composed solely of less than
a quorum of the City Council)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All recommendations are
presented to the City Council;
GC §34090 et seq.

CW-014
Boards, Commissions, and
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
Staffing Dept. CW-015
Boards, Commissions, and
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA

PACKETS
Minimum 2
years
Minimum 2
years

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

QC & OD
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-016
Boards, Commissions, and
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

MINUTES / RESOLUTIONS /
BYLAWS
P P Yes
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.

LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

CW-017 Brochures: See Reference
Materials
Finance CW-018 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mr., OD,
PR
S/I Yes: After

QC & OD
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
Lead Dept. &
Finance CW-019
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference (not all detail is
sent to Finance); GC §34090
Lead Dept. CW-020 City Attorney Opinions Minimum 2
years
Minimum 2
years
Yes
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference; GC
§34090
AS / City Clerk
AND Finance /
Risk Manage.

CW-021 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mr., OD,
PR
S/I Yes: After
QC & OD GC §§34090.7, 34090.6
Lead Dept. CW-022
Committees Internal -
Attended by employees: All
Records
(e.g. Records Management
Committee, In-House Task
Forces, etc.)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead
(Responding)
Dept.

CW-023
Complaints / Concerns from
Citizens Computer Tracking
Software or Correspondence
Minimum 2
years
Minimum 2
years

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

QC & OD
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §340 et seq.,
342, GC §34090
CW-024 Contracts: See Agreements
CW-025 Copies / duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the
conduct of the public's
business)
(e.g. Administrative Files,
Chronological Files, e-mail /
email with SUBSTANTIVE
content, General Files, Letters,
Memorandums, Miscellaneous
Reports, Press Releases,
Public Records Requests, etc.)
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's
business
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Superior Court (2017) 2 Cal.5th
608; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Interagency
Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for future
reference
(e.g. calendars, checklists, email / email or social media posting, invitations, instant
messaging, inventories, logs,
mailing lists, meeting room
registrations, staff Teams
videoconference chats, notes
and recordings, supply
inventories, telephone
messages, text messages,
transmittal letters, thank yours,
requests from other cities,
undeliverable envelopes /
returned mail, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
PR
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

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

Cal. Atty. Gen. 317 (1981));
City of San Jose v. Superior
Court (2017) 2 Cal.5th 608
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

AS / City Clerk CW-028 Deeds, Easements, Final
Orders of Condemnations (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

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

QC & OD
Send all originals to the City
Clerk; GC §34090.7
Lead Dept. CW-029 Drafts and Notes: Drafts that
are revised (retain final version)
When No
Longer
Required
When No
Longer
Required

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

QC & OD
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §§34090, 7927.500
Lead Dept. CW-030 Facility Use Applications /
Facility Use Permits 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§34090 et seq.

Lead Dept.
(Managing the
Grant)
CW-032 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept.
(Managing the
Grant)
CW-033
Grants / CDBG / Reimbursable
Claims / FEMA Claims or OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules,
regulations and procedures,
reports to grant funding
agencies, correspondence,
audit records, completion
records
Excludes State Prop 1B (2006
Transportation Projects), which
the State requires for 35 years
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
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 sub grantee; 2 CFR
200.334; 21 CFR 1403.36 &
1403.42(b); 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular A110 & A-133; GC §34090
Personnel / AS
/ Human
Resources
CW-034 Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept. CW-035
Insurance Certificates -
Miscellaneous (from outside
companies, that cannot be
matched with a contract or
agreement) COIs / Certificate
of Insurance / Insurance
Certificates - that can't be
matched to an agreement or
contract but vendor may be
doing business with the Agency
11 years 11 years Yes: Before
Completion
Mag,
Mr., OD,
PR
S / I Yes - After

QC & OD
Longest Statute of Limitations
is 10 years; Conforms with
Agreement Retention (usually
filed with agreement); CCP
§337 et seq.; GC §34090
City Attorney CW-036 Lawsuits, Litigation, Pending
Litigation
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mr., OD,
PR
S/I Yes: After

QC & OD
Risk Management
administrates claim; GC
§§34090.7, 34090.6
Lead Dept. CW-037 Leave Slips 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are signed by the
employee, and not forwarded
to Finance; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-11
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept. CW-038
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) / Chemical Use Report
Form (or records of the
chemical / substance / agent,
where and when it was used)
While
Chemical In
Use
30 years 30 years
Mag,
Mr., OD,
PR
S / I Yes - After

QC & OD
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
substance / agent, where &
when it was used is
maintained for 30 years;
Applies to qualified employers;
Claims can be made for 30
years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(I), GC
§34090
AS / City Clerk CW-039 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Originals maintained by City
Clerk Permanently; GC
§34090.7
AS / City Clerk CW-040 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-041 Newspaper Clippings
When No
Longer
Required
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
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-12
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Staffing Dept. CW-042
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for some
Municipal Government actions
is 3 - 6 months; CCP §335 337
et seq; GC §§34090,
65009(c)(1)
AS / City Clerk CW-043 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-044 Overtime Sheets / Overtime
Cards 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are signed by the
employee, and not forwarded
to Finance; GC §34090
AS / Human
Resources CW-045
Personnel Files (Department
Copies)
Send all originals to Human
Resources
Send to
Human
Resources
Upon
Separation or
Transfer
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources); GC
§34090.7
Lead Dept. CW-046 Personnel Files (Supervisor's
Notes)
After
Incorporation
into
Performance
Evaluation
After
Incorporation
into
Performance
Evaluation
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-047 Personnel Work Schedules 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-13
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept. CW-047.5 Photographs
When No
Longer
Required
When No
Longer
Required

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

QC & OD
Preliminary Drafts (retention is
placed on the record the
photograph is used in -
Brochure, Report, etc.); destroy
unnecessary photographs. GC
§34090
Lead Dept. CW-048
Prop. 218 Fees and Charges:

Ballots and/or protest letters,
Mailing List
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§53753(e)(2), 53755(d)
Lead Dept. CW-049 Prop. 218 Fees and Charges:

Undeliverable Mail 3 months 3 months
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory records not retained
in the ordinary course of
business; GC §34090
Lead Dept. CW-050 Public Relations / Press
Releases 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-051
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public;
GC §§34090,7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-052
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years Minimum 3
years
Minimum 5
years
Yes: Before
Purchase
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Not accessible to the public
until purchase has been
completed; meets municipal
government auditing
standards; GC §§34090
7928.705
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-14
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

AS / City Clerk CW-053
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
CW-054
Reference Materials: Policies,
Procedures / Handbooks,
Brochures, Flyers, Manuals,
Plans (if not provided in the
schedule), Standard Operating
Procedures (SOPs), Studies,
Reports (if not provided in the
schedule.) Newsletters, etc.:

Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-055
Reference Materials: Policies,
Procedures / Handbooks,
Brochures, Flyers, Manuals,
Plans (if not provided in the
schedule), Standard Operating
Procedures (SOPs), Studies,
Reports (if not provided in the
schedule.) Newsletters, etc.:

Produced by YOUR
Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years

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

QC & OD
Department Preference; CCP
§ 337 et. Seq.; GC § 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-15
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept. CW-056
Reference Materials: Policies,
Procedures / Handbooks,
Brochures, Flyers, Manuals,
Plans (if not provided in the
schedule), Standard Operating
Procedures (SOPs), Studies,
Reports (if not provided in the
schedule.) Newsletters, etc.:

Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
CW-057 Reference or Working Files:

See Correspondence
Lead Dept. CW-058
Reports, Studies (Historically
significant - e.g., Zoning
Studies)
10 years P P
Mag,
Mr., OD,
PR
S/I Yes: After

QC & OD
Administratively and
Historically significant,
therefore retained permanently;
GC §34090
Lead Dept. CW-059
Reports, Studies (Other than
Historically significant reports
- e.g. Annual Reports)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
Information is outdated after 10
years; If historically significant,
retain permanently; GC §34090
AS / City Clerk CW-060 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-061 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-16
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept. CW-062
Subject / Reference Files:

Subjects other than Specifically
Mentioned in Retention
Schedules
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-063
Surveys / Questionnaires (that
the City issues).

If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CW-064 Tapes / DVD Recordings: See
Boards / Commissions
Lead Dept. CW-065
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards / Leave Slips
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are signed by the
employee, and not forwarded
to Finance; Department
preference; Meets auditing
standards (audit + 4 years);
IRS requires 4 years; Ca.
requires 2 yr. min.; FTB keeps
3 years; Published articles
show 4 -10 years; IRS Rag
§31.6001-1(e)(2), R&T §19530;
LC § 1174(d); 29 CFR 516.5 &
516.6(c); GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-17
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept. CW-065.5
Training EMPLOYEE
RECORDS (If Records are
Created - filed by Employee
Name)
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
2 years 5 years Separation +
5 years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
LC §§1198.5, 6401.9(f),
6429(c); 8 CCR §3203 et seq.,
29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b);
53238.3(b)
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-18
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept.
(Presenting the
Training)
CW-066
Training Presented by Staff -

COURSE RECORDS
(Attendance Rosters / Sign-in
Sheets, Outlines / Materials;
includes Ethics, Fiscal &
Financial, Harassment,
Workplace Violence, Safety
Training, Tailgates)
2 years 5 years 7 years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department preference; Meets
OSHA requirements; Ethics,
Fiscal & Financial, Harassment
& Workplace Violence Training
is 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 4 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b);
53238.3(b), LC §6401.9(f)
Lead Dept. CW-067
Volunteer / Unpaid Intern
Applications and Agreements -
Successful
Inactive /
Separation + 3
years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(I)&(ii), GC
§§12960, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-19
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

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

Lead Dept. CW-068
Volunteer / Unpaid Intern
Applications and Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(I)&(ii), GC
§§12960, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY ATTORNEY Page CA-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mr.)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

ADMINISTRATIVE SERVICES / CITY ATTORNEY
Lead Dept. CA-001 City Attorney Opinions Minimum 2
years
Minimum 2
years
Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Admin.

Services /
City Attorney
CA-002 Closed Session Material Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Some material may be required
for reference, depending upon
subject; GC §34090
Admin.

Services /
City Attorney
CA-003 Lawsuits / Litigation - Historical
Cases Resolution P P Yes: Until
Resolution
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference for
historical purposes; CCP §§ 337
et seq.; GC §§ 34090, 34090.6;
PC §832.5(b)
Admin.

Services /
City Attorney
CA-004 Lawsuits / Litigation - Routine
Cases Resolution 5 years Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
34090, 34090.6; PC §832.5(b)
Admin.

Services /
City Attorney
CA-005 Subject / Project Files (Cable TV,
etc.)
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Some material may be required
for reference, depending upon
subject; GC §34090
LAKEPORT, CA. ©1998 - 2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

ADMINISTRATIVE SERVICES / CITY CLERK
Lead Dept. CC-001
Affidavits of Publications /
Legal Advertising / Affidavits of
Posting
2 years 2 years Mag, Mr.,
OD, PR S / I Yes: After QC & OD
Statute of Limitations for some
Municipal Government actions
is 3 - 6 months; CCP §335 337
et seq; GC §§34090,
65009(c)(1)
Admin.

Services /
City Clerk
CC-002
Agendas (Face Sheets) - City
Council, Redevelopment,
Successor Agency, Oversight
Board, Public Financing
Authority, Housing Authority,
Municipal Finance Authority,
Industrial Development
Authority
2 years 2 years Yes: Until
After Meeting
Mag, Mr.,
OD, PR S / I Yes: After QC & OD
Department Preference; GC
§34090 et seq.

Admin.

Services /
City Clerk
CC-003
Agenda Packets / Staff Reports
- City Council, Redevelopment,
Successor Agency, Oversight
Board, Public Financing
Authority, Housing Authority,
Municipal Finance Authority,
Industrial Development
Authority
10 years 10 years Yes: Until
After Meeting
Mag, Mr.,
OD, PR S / I Yes: After QC & OD
Department Preference; GC
§34090 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Admin.

Services /
City Clerk
CC-004
Agreements - ALL - Approved
If Imaged, Infrastructure,
CIPs, DDAs, OPAs, MOUs,
MOAs
Agreement or Contract
includes all contractual
obligations (e.g. Amendments,
Scope of Work / Successful
Proposal) / Insurance
Certificates
Examples of Infrastructure:

Architects, CIPs (Capital
Improvement Projects,) City
Manager employment
contracts, franchise
agreements, subdivision
improvement agreements,
development, Joint Powers,
MOUs, retirement, water
rights, etc.

Completion P P
Yes: Before
Completion
Mag, Mr.,
OD, PR S / I Yes: After QC & OD
Other contracts are maintained
by the Lead Department
managing the contract;
Department Preference; All
infrastructure, JPAs, & Mutual
Aid contracts should be
permanent for emergency
preparedness; Statute of
Limitations is 4 years; 10 years
for Errors & Omissions; land
records are permanent by law;
CCP §337 et. seq., GC §34090;
Contractor has retention
requirements in 48 CFR 4.703
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Admin.

Services /
City Clerk
CC-005
Agreements - ALL - Approved
Non-Infrastructure that are
NOT Imaged
Agreement or Contract
includes all contractual
obligations (e.g. Amendments,
Scope of Work / Successful
Proposal) / Insurance
Certificates
Examples of NONInfrastructure: Consulting,
disposal, leases, loans, mutual
aid, professional services,
settlement, services, etc.

Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag, Mr.,
OD, PR S/I Yes: After QC & OD
Other contracts are maintained
by the Lead Department
managing the contract; Covers
E&O Statute of Limitations;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §337 et. seq., GC
§34090
Admin.

Services /
City Clerk
CC-006
Applications for Boards,
Commissions or Committees -
Successful
Term of
Office + 2
years
Term of
Office + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090
Admin.

Services /
City Clerk
CC-007
Applications for Boards,
Commissions or Committees -
Unsuccessful
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-008
Committee Rosters / Boards,
Commissions and Committees
(Middy Act)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Admin.

Services /
City Clerk
CC-009
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
2 years 5 years 7 years Mag, Mr.,
OD, PR S / I Yes: After QC
City maintains original
statements; GC §81009(e)&(g);
GC §81009(f)&(g); 2 CCR
18615(d)
Admin.

Services /
City Clerk
CC-010
Ethics Training Certificates /
Harassment Prevention
Training Certificates Financial
and Fiscal Training Certificates
5 years 5 years Mag, Mr.,
OD, PR S / I Yes: After QC & OD
GC § §53235.2(b); 53237.2(b)
GC §53238.3(b)
Admin.

Services /
City Clerk
CC-011 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC Must post on website; GC
§81009e; GC §34090;
Admin.

Services /
City
Manager
CC-012
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Must post on website for 4
years; GC §81009€; GC
§34090
Admin.

Services /
City Clerk
CC-013 FPPC Form 803 (Bested
Payment Report) 7 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009e; GC §34090 Admin.

Services /
City Clerk
CC-014 FPPC Form 804 (Agenda
Report of New Positions) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
FPPC Regulation 18734(c); GC
§81009e; GC §34090
Admin.

Services /
City Clerk
CC-015 FPPC Form 805 (Agency
Report of Consultants) P P
Mag, Mfr,
OD, Ppr S / I Yes: After QC
FPPC Regulation 18734(c); GC
§81009e; GC §34090
Admin.

Services /
City Clerk
CC-016
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Must post on website; 2 CCR
18702.5(b)(3); GC §34090; GC
§81009(e)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

ADMINISTRATIVE SERVICES / CITY CLERK / ELECTIONS - CONSOLIDATED Admin.

Services /
City Clerk /
Elections
CC-017
Campaign Filings (FPPC 400
Series Forms and Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
2 years P P
Mag, Mr.,

OD, PR S
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)
Admin.

Services /
City Clerk /
Elections
CC-018
Campaign Filings (FPPC 400
Series Forms and Form 501):

UNSUCCESSFUL

CANDIDATES
5 years 5 years Mag, Mr.,

OD, PR S
Yes: After
QC
Effective 1/2021, statements
must be posted on line within
72 hours of the applicable filing
deadline and remain on line for
4 years; Paper must be
retained for at least 2 years;
GC §81009(b)(g); 84616
Admin.

Services /
City Clerk /
Elections
CC-019
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Paper must be retained for at
least 2 years; GC §81009(b)(g)
Admin.

Services /
City Clerk /
Elections
CC-020
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Effective 1/2021, statements
must be posted on line within
72 hours of the applicable filing
deadline and remain on line for
4 years; Paper must be
retained for at least 2 years;
GC §81009(c)(g); 84616
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Admin.

Services /
City Clerk /
Elections
CC-021
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Applications
for vacancies on the Council,
Precinct Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, etc.)
2 years 2 years Mag, PR GC §34090
Admin.

Services /
City Clerk /
Elections
CC-022 Elections - HISTORY Files
(Sample Ballot, Results) P P
Mag, Mr.,
OD, PR S No Department preference; GC §34090
Admin.

Services /
City Clerk /
Elections
CC-023.1
Elections - Petitions (Initiative,
Recall / Referendum) - IF
INSUFFICIENT - IF Examined
by Proponents
Final
Examination
+ 1 year after
petition
examination
Final
Examination
+ 1 year after
petition
examination
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
Admin.

Services /
City Clerk /
Elections
CC-023.2
Elections - Petitions (Initiative,
Recall / Referendum) - IF

INSUFFICIENT - NOT
Examined by Proponents
Final
Examination
+ 1 year after
petition
examination
Determinatio
n 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
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Admin.

Services /
City Clerk /
Elections
CC-023.32
Elections - Petitions (Initiative,
Recall / Referendum) - IF

SUFFICIENT
Results + 8
months
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)
Admin.

Services /
City Clerk
CC-039 Enterprise System Catalogue
(posted on line)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-024
Historical Records and
Historical Projects (e.g.

Incorporation, City Seal,
Awards of significant historical
interest, etc.)
P P
Mag, Mr.,
OD, PR S / I Yes: After QC & 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
Admin.

Services /
City Clerk
CC-025
Minutes - City Council,
Redevelopment, Successor
Agency, Oversight Board, etc.

P P Yes (all) Mag, Mr.,
OD, PR S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-026 Municipal Code Administration,
Distribution, etc.

When No
Longer
Required
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
Admin.

Services /
City Clerk
CC-027
Municipal Code and History
File (always retain 1
supplement)
2 years P P
Mag, Mr.,
OD, PR S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-028 Ordinances (City Council) P P Yes (all) Mag, Mr., OD, PR S / I Yes: After QC & OD GC §34090 et. seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Admin.

Services /
City Clerk
CC-029
Petitions (submitted to Council
on any subject - Dog Parks,
Parking, Traffic Calming, etc.)
See Elections for Initiative,
Recall or Referendum Petitions
1 year 1 year Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Law requires 1 year for
petitions; GC §50115
Admin.

Services /
City Clerk
CC-038 Proclamations 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Lead Dept. CC-030
Proof of Publication / Public
Hearing Notices / Certificate of
Posting / Legal Advertising
(Usually kept with Project Files)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for some
Municipal Government actions
is 3 - 6 months; CCP §335 337
et seq; GC §§34090,
65009(c)(1)
Admin.

Services /
City Clerk
CC-031
Real Property - Records that
Affect the Title to Real Property
(Deeds, Easements, Liens,
Rights of Way, etc.)
2 years P P
Mag, Mr.,
OD, PR S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-032
Recordings AUDIO
RECORDINGS / Audio Tapes
of City Council Meetings
2 years 2 years Mag
Department Preference; State
law only requires for 30 days;
GC §54953.5(b)
Admin.

Services /
City Clerk
CC-033
Recordings / VIDEO

RECORDINGS / DVD-R /
Video Tapes of City Council
Meetings
2 years 2 years Mag
Department preference; Video
recording of meetings are only
required for 90 days; GC
§§34090.7, 34090
Admin.

Services /
City Clerk
CC-034
Records Destruction Lists /
Certificates of Records
Destruction
P P
Mag, Mr.,
OD, PR S / I Yes: After QC & OD
Department Preference; GC
§34090 et. seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY CLERK (Elections)
Ver. 14.0 Page CC-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Admin.

Services /
City Clerk
CC-035
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P P
Mag, Mr.,
OD, PR S / I Yes: After QC & OD GC §34090 et. seq.

Admin.

Services /
City Clerk
CC-036 Request for Public Records 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.

Services /
City Clerk
CC-037
Resolutions
City Council, Redevelopment,
Successor Agency, etc.

P P Yes (all) Mag, Mr.,
OD, PR S / I Yes: After QC & OD GC §34090 et. seq.

Admin.

Services /
City Clerk
CC-040
Secretary of State Statement of
Facts - Registry of Public
Agencies
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

ADMINISTRATIVE SERVICES / CITY MANAGER
Admin.

Services /
City
Manager
CM-001
City Manager Correspondence
(Interoffice, Citizens, Legislative
Positions, Organizations, etc.)
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Admin.

Services /
City
Manager
CM-002 Department Files Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Admin.

Services /
City
Manager
CM-006
Grand Jury Reports and
Responses regarding City
Operations
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Admin.

Services /
City
Manager
CM-003
Projects, Programs, Events,
Economic Development, Subject
and Issues (Issues and/or
projects will vary over time - e.g.

Hotels, Developments, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Admin.

Services /
City
Manager
CM-004 Special Event Permits Minimum 2
years
Minimum 2
years
Yes: While
Before
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CM-005 Speech Notes / PowerPoint
Presentations
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Notes, drafts, or preliminary
documents; GC §34090 et seq.

LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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-027
1095-C, 1094-C (EmployerProvided Health Insurance Offer and Coverage and Transmittal
Form)
2 years 3 years 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-001 Benefit Plan Documents
(CalPERS, Optical, Dental, etc.)
Duration of
the Contract
+ 2 years
Duration of
the Contract
+ 2 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; 29 CFR
1627.3(b)(1)(2); 29 USC 1027;
GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-002
CalPERS Benefit Administration
(Includes contract amendment,
actuarial reports, service credit
reports, annual employee listing,
etc.)
6 years 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; 6 years
for retirement benefits; State
Law requires 2 years after
action; 29 CFR 1627.3(b)(1)(2);
29 USC 1027; GC §§12946,
12960, 3409
Admin.

Services /
Human
Resources
HR-003 CalPERS Reports - Annual
Employer Statements 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference;
Retained to match other
auditing periods; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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-004
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum 3
years
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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,
4090
Admin.

Services /
Human
Resources
HR-005 Classification Specifications Minimum 4
years
Minimum 4
years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
years; retirement benefits is 6
years from last action; 29 CFR
1602.31 & 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-006 Compensation Surveys and
Studies
Minimum 3
years
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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-007
California Civil Rights
Department (CRD) / Department
of Fair Employment and Housing
(DFEH or EEOC) Claims /
Harassment Claims
Final
Disposition
+ 3 years
Final
Disposition
+ 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All State and Federal laws
require retention until final
disposition of formal complaint;
State requires 2 years after
"fully and finally disposed"; 2
CCR 11013(c); GC §§12946,
12960, 34090
Admin.

Services /
Human
Resources
HR-008 DMV Pull Notices
When
Superseded
or Separated
When
Superseded
or Separated
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-009 Drug and Alcohol Test Results
(All - Positives and Negatives) 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc., 1 year for
negative tests; EEOC / FLSA /
ADEA (Age) requires 3 years
physical examinations; State
Law requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71
et seq.; 49 CFR 382.401 et seq.
49 CFR 653.71
Admin.

Services /
Human
Resources
HR-010
EEO-4 Reports and records
required to generate EEO-4
report (Self-Identification Form,
etc.)
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32; GC
§34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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-011 I-9s Separation
+ 3 years
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-012
Labor Relations Files
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Documentation, etc.)
5 years 5 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Admin.

Services /
Human
Resources
HR-013
Personnel Background Packet -
POLICE and OTHER

EMPLOYEES - SUCCESSFUL
Employees (Hired)
Separation
+ 4 years
Separation
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; 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)(ii), GC §§12946,
12960, 34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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-014
Personnel Background Packet -
POLICE and OTHER
EMPLOYEES Unsuccessful
(not hired)
4 years 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; 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)(ii), GC §§12946,
12960, 34090
Admin.

Services /
Human
Resources
HR-015
Personnel Files - Employees
Includes Oaths of Office, and
Disaster Service Workers Oaths,
Training Certificates
Separation
+ 7 years
Separation
+ 7 years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 4 years; 29 CFR
1602.14, 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090; 29 USC 1113,
GC §3105; LC §1198.5
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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 - Medical File
(all employees)
Pre-employment Clearances,
ADA Accommodations,
Respiratory Fit Tests, Hearing
Tests, Incidents / Accidents
where no medical services were
provided, etc.

Separation
+ 7 years
Whichever
is Longer:

Separation
+ 20 years;
OR
Termination
of Benefits
+ 5 years;
OR Death
of
Employee +
5 years
Whichever
is Longer:

Separation
+ 30 years;
OR
Termination
of Benefits
+ 5 years;
OR Death
of
Employee +
5 years
Yes: Until
Separation
Mag,
Mr., OD,
PR
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-017
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Job Brochures, Test
Data, Testing Analysis and
statistical Metric, Interview
Notes, Job Analysis, Rating
Sheets, Cantons, Rater's Profile
and Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)
4 years 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; 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)(ii), GC §§12946,
12960, 34090
Admin.

Services /
Human
Resources
HR-018
Studies and Surveys Conducted
on Behalf of the City (Sick
Leave, Attrition, Benefits, etc.)
Minimum 3
years
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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-018.5 Verifications of Employment,
Child Support, etc.

When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not an Agency record / Content
does NOT relate in a
substantive way to the conduct
of the public's business; GC
§34090 et sew
Admin.

Services /
Human
Resources
HR-019 Workers Compensation Claim
Runs 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets auditing standards; GC
§34090
Admin.

Services /
Human
Resources
HR-020 Workers Compensation Claims Separation
+ 10 years
Whichever
is Longer:

Separation
+ 20 years;
OR
Termination
of Benefits
+ 5 years;
OR Death
of
Employee +
5 years
Whichever
is Longer:

Separation
+ 30 years;
OR
Termination
of Benefits
+ 5 years;
OR Death
of
Employee +
5 years
Yes: Until
Separation
Mag,
Mr., OD,
PR
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
Human
Resources HR-029.5
Workplace Violence – Hazard
identification, evaluation,
correction, incident logs,
investigations, Training, etc.
5 years 5 years Mag,
Ppr LC §6401.9(f), GC §34090

ADMINISTRATIVE SERVICES / HUMAN RESOURCES / RISK MANAGEMENT LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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
Manage.

HR-021 Accident, Incident, Injury Reports
That do NOT Result in a Claim 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-022 Actuarial 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-023 Claims (Liability Claims)
Final
Resolution
+ 5 years
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5
Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-024 Insurance Policy Applications /
Policies (City-owned Policies) P P
Yes: Until
Separation
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department preference; GC
§34090
Admin.

Services /
Human
Resources
/ Risk
Manage.

HR-025 Loss Runs
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (the
Claims Management System is
the original); GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / HUMAN RESOURCES (Risk Management)
Ver. 14.0 Page HR-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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
Manage.

HR-026 OSHA Inspections and Citations,
Log 200 and Log 300, 301, 301A 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
14300.33, 8 CCR §3203(b)(1),
GC §34090; LC §6429c
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Manga. or
Imaged)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY
Admin.

Svcs. /
Information
Technology
IT-001
Backups (Computer Backups
(ALL Disaster Recovery
Computer Backups)
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Admin.

Svcs. /
Information
Technology
IT-002 Network Configuration Maps
and Plans
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Admin.

Svcs. /
Information
Technology
IT-003
Software Licenses,
Warrantees, Installation
Media
When No
Longer Used
When No
Longer Used Mag. Department Preference; GC §34090 et seq.

Admin.

Svcs. /
Information
Technology
IT-004

UNALTERABLE MEDIA /

IMMUTABLE MEDIA
(CLOUD IMMUTABLE
BACKUP) / WORM / DVD-r /
CD-r / Blue Ray-R or other
unalterable media that does
not permit additions,
deletions, or changes
P
P 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 sew
LAKEPORT, CA ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING AND CODE ENFORCEMENT Page BLD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

HOLDS: Litigation, 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
Comm.

Develop. /
Building
BL-001 Building Permit Database Indefinite -
Permanent
Indefinite -
Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1, 104.6 104.7
and 107.5; H&S §19850; GC
§34090
Comm.

Develop. /
Building
BL-002 Building Permits / Address Files P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
CBC §§104.6 104.7 and 107.5;
GC §34090
Comm.

Develop. /
Building
BL-003 Building Plans - Expired or
Withdrawn P P
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1, 104.6 104.7
and 107.5; H&S §19850; GC
§34090
Comm.

Develop. /
Building
BL-004
Building Plans and Construction
Documents - Final led - SINGLE
FAMILY RESIDENTIAL - SFR and

APPURTENANCES
180 days 180 days Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1, 104.6 104.7
and 107.5; H&S §19850; GC
§34090
Comm.

Develop. /
Building
BL-005
Building Plans and Construction
Documents - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS
(includes commercial structural
plans, Hazardous Materials
Questionnaire, etc.)
P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1, 104.6 104.7
and 107.5; H&S §19850; GC
§34090
Comm.

Develop. /
Building
BL-006 Certificates of Occupancy P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING AND CODE ENFORCEMENT Page BLD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Comm.

Develop. /
Building
BL-007
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
Until
Cleared or
Project
Completion
Until Cleared
or Project
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary Drafts; GC §34090
Comm.

Develop. /
Building
BL-008 Private Land Developer Trust
Accounts / Deposits
Close + 5
years
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Comm.

Develop. /
Building
BL-009 Reports: Building Activity
When No
Longer
Required
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 et seq.

Comm.

Develop. /
Building
BL-010
Requests and Permissions to
Receive Copies of Plans (to and
from Architects)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090 et seq.

Comm.

Develop. /
Building
BL-011 Uniform Building Codes / California
Building Codes
When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §50022.6

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Comm.

Develop. /
Code
Enforce.

CE-001 Citations / Notice of Violations 2 years 2 years Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
GC §34090
Comm.

Develop. /
Code
Enforce.

CE-002
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
Minimum 2
years
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Case
is open until satisfactorily
resolved (some cases are not
resolved); GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEV. / BUILDING AND CODE ENFORCEMENT Page BLD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Comm.

Develop. /
Code
Enforce.

CE-003 Liens P P
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(a)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / BUSINESS LICENSE Page BL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

COMMUNITY DEVELOPMENT / BUSINESS LICENSE
Comm.

Develop. /
Business
License
BL-001 Business License Applications
and Renewals 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Comm.

Develop. /
Business
License
BL-002 Business License Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Comm.

Develop. /
Business
License
BL-003 Collections / Collection Agency
Statements 7 years 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

Comm.

Develop. /
Business
License
BL-004 Small Claims Court Judgments Judgment +
5 years
Judgment +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

COMMUNITY DEVELOPMENT / PLANNING
Comm.

Develop. /
Planning
PL-001 Affidavits of Publications / Public
Hearing Notices / Legal Advertising 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Statute of Limitations for some
Municipal Government actions
is 3 - 6 months; CCP §335 337
et seq; GC §§34090,
65009(c)(1)
Comm.

Develop. /
Planning
PL-002 Annexations / Boundaries /
Consolidations / LAFCO 5 years P P
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Land Records; GC §34090
Comm.

Develop. /
Planning
PL-003 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(Non-Records - Census Bureau
is OFR)
Comm.

Develop. /
Planning
PL-003.1
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project; related
to a non-exempt CEQA action
(Environmental Determinations:

Environmental Impact Reports /
EIRs, Negative Declarations, etc.)
Project
Approval + 2
years
Project
Approval + 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
(County of San Diego, et al.,
Real Parties in Interest)
(D076605, D076924, D076993)
(4th Dist. 2020); PRC 21167,6;
GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Comm.

Develop. /
Planning
PL-004
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.
)
Inside City boundaries
P P
Mag,
Mr., OD,
PR
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
Comm.

Develop. /
Planning
PL-005
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.
)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Non-records; EIRs and
Negative Declarations within
the City Boundaries are with
the project file
City Clerk PL-006 General Plan, Elements and
Amendments
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
Comm.

Develop. /
Planning
PL-007
Master Plans, Specific Plans,
Bikeway Plans, Landscaping
Plans, Street Master Plans, etc.

Minimum 2
years
Minimum 2
years
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Comm.

Develop. /
Planning
PL-008
Planning Commission
AGENDA PACKETS and

AGENDAS
Minimum 2
years
Minimum 2
years

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

After QC
& OD
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Comm.

Develop. /
Planning
PL-009
Planning Commission
Recordings - AUDIO
RECORDINGS of Meetings / Audio
Tapes
Minimum 2
years
Minimum 2
years
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Comm.

Develop. /
Planning
PL-010
Planning Commission

MINUTES / RESOLUTIONS /
BYLAWS
P P Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
GC §34090
Comm.

Develop. /
Planning
PL-011
Planning Project Files -
Approved Permanent
Entitlements, Approved and
Unapproved Temporary
Entitlements, Not Exercised /
Expired:
(Includes Associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans and Maps)
Examples: Conditional Use
Permits (CUPs), Design Review,
Lot Line Adjustments, Parcel Maps,
Planned Unit Developments (PUD),
Site Plans, Tentative Subdivisions,
Variances, Zone Changes, etc.
5 years P P Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preferences; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
Comm.

Develop. /
Planning
PL-011.5 Planning Project Files - Cancelled
/ Expired / Withdrawn 5 years P
Minimum
Cancellation,
Expiration or
Withdrawal
+ 2 years
Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference;
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / PLANNING Page PL-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Comm.

Develop. /
Planning
PL-014 Preliminary Review File / Letters Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference;
Preliminary Documents (no
application submitted); GC
§34090
Comm.

Develop. /
Planning
PL-015 Project Log Index / Spreadsheet /
Binders of Historic Actions P P Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Comm.

Develop. /
Planning
PL-016
Project Review Board - Employees
ALL Records
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §54953.5(b)
Comm.

Develop. /
Planning
PL-017 Special Studies Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Comm.

Develop. /
Planning
PL-018 Zoning Administrator Notice of
Determinations (NOD) P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Comm.

Develop. /
Planning
PL-019 Zoning Maps (Historically
Significant) P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090.7
Comm.

Develop. /
Planning
PL-020 Zoning Ordinance Amendments,
Reclassifications / Zone Change P P Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference
(copies); GC §34090.7
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: COMM. DEVELOP. / ENVIRONMENTAL RESOURCES Page ER-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

COMMUNITY DEVELOPMENT / ENVIRONMENTAL RESOURCES
Comm.

Develop. /
Environ.

Resources
ER-001 Lake Water Quality Tests 10 years P P
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

Comm.

Develop. /
Environ.

Resources
ER-002 NPDES Monitoring, Inspections,
Violations - Storm water 10 years 10 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; CCP §337 et seq.

Comm.

Develop. /
Environ.

Resources
ER-003 NPDES Permits - Storm water 10 years P P
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.

LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

ECONOMIC DEVELOPMENT
Economic
Develop. ED-001 Economic Development Projects and Programs Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Economic
Develop. ED-002 Economic Development Loans
Loan Payoff OR
Forgiveness
+ 5 years
Loan Payoff OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
Auditing Standards, GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

ENGINEERING
Engineering ENG-001 Abandonments / Vacations
(Streets) / Survey File P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; Finals
are maintained by City Clerk;
Department file may include
correspondence; GC §34090
et seq.

Engineering ENG-002
Aerial Maps / Photographs -
Analog or Digital and Index to
Aerials
P P
Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering ENG-003
Assessment District / Community
Facilities Districts / Maintenance
District / Landscape and Lighting /
Street Improvement District
Projects / Underground Utility
Districts
(FORMATION, BOUNDARIES,

ENGINEERS REPORTS, MAPS)
P P
Yes: Until
Completed
Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department Preference;
Statute of Limitations is 4 - 10
years (for Errors &
Omissions); CCP §§337.
337.1(a), 337.15, 343; GC
§34090.7
Engineering ENG-004 Benchmarks P P
Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department Preference; GC
§34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Engineering ENG-005
Capital Improvement Projects
(CIP): Administration File
Project Administration, Certified
Payrolls, Construction Manager's
Logs, Daily Inspections, Insurance
Certificates, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs and
Responses, etc.

Upon
Completion
1 years or
After
Funding
Agency
Audit, if
required,
whichever
is longer
Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
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;
Published Audit Standards=4-
7 years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §337 et. seq., GC
§34090
Engineering ENG-006
Capital Improvement Projects
(CIP): Permanent File
Plans, Specifications and
Addenda, Agreement / Contract,
Successful Proposal, Change
Orders, EIRs, Negative
Declarations, Categorical
Exemptions, Operations and
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soils
Reports, Studies, Submittals,
Surveys, etc.

Upon
Completion P P
Yes: Until
Completed
Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Lead Dept. ENG-007 Correspondence - Regulatory
Agencies
Minimum 2
years
Minimum 2
years
Yes:

While
Active
Issues
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; Some
correspondence from
Regulatory Agencies need to
be retained for long periods of
time; GC §34090
City Clerk ENG-008 Deeds, Easements, Liens P P Yes (all) Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; Finals
are maintained by City Clerk;
Department file may include
correspondence; GC §34090
et seq.

Engineering ENG-009 Design and Construction Standards P P Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering ENG-010
Drawings, Maps, Plans, Record
Drawings, Large-Format Drawings,
Survey Record Maps, Capital
Improvement Project "As-Built"
P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps
are retained in Public Works
for administrative purposes;
GC §34090, 34090.7
Public
Works /
Land
Develop.

ENG-011
Encroachment Permits:

Temporary (Street Permits,
Temporary Construction, Sidewalk
Repairs, Traffic Control, Utility Cuts
etc.)
Expiration +
4 years
Expiration +
4 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Covers statute of limitations
for contracts (4 years); CCP §
337 et. Seq.; GC § 34090
Engineering ENG-012
Encroachments - Permanent
(Permanent structures in the City's
Right of Way)
P P
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Engineering ENG-013
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments (Not Acquired or
Developed)
Minimum 10
years
Minimum 10
years
Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering ENG-014 Engineering Studies / Surveys
(City Built Projects) P P
Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering ENG-015
Geotechnical and Soils Reports;
Hydrology Reports (Authored by
the City or their contractors)
P P
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering ENG-016 Grading Plans P P
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Building ENG-017 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
CBC §§104.6 104.7 and
107.5; GC §34090
Engineering ENG-018
Private Land Development Bonds:

Subdivision Bonds/ Letters of
Credit
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Securities (Performance
Bonds, Letters of Credit, CD's,
etc.) are released after the
Notice of Completion is issued
and replaced with the
Warranty Bond, which is
released 1 year after the
Notice of Completion date.

GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-5 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Engineering ENG-019
Private Land Development Projects
/ Job Files: Administration File
Construction Inspections, Photos,
Private Lab Verifications, Testing
Lab Final Reports
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split
Lots, Subdivisions, Tracts,. TPMs,
TSMs
Upon
Completion 10 years Completion + 10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Statute of Limitations for
Errors & Omissions is 10
years; Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
Engineering ENG-020
Private Land Development Projects
/ Job Files: Permanent Files
Drainage, Driveway,
Encroachments, Grading Plans,
Rights of Way, Storm water, etc.

Dedications, Easements,
Abandonments (City Clerk is OFR)
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split
Lots, Subdivisions, Tracts, TPMs,
TSMs
Upon
Completion P P
Yes: Until
Completed
Mag,
Mr., OD,
PR
S/I
Yes:

After QC
& OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-6 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Engineering ENG-021
Reports: Geotechnical Reports,
Soils Reports, Drainage, Special
Studies
P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering ENG-022 Rights of Entry P P Yes (all)
Mag,
Mr., OD,
PR
S / I
Yes:

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

Engineering ENG-022.1
Solid Waste Reduction / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection and
Recycling)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; SB
1383 compliance is required
for 5 years 14 CCR § 18995.2;
GC §34090
State of
California ENG-023 SWITRS - Statewide Integrated Traffic Records System When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Non-Records (Sheriff)
Engineering ENG-024 Traffic Complaints 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§34090
Engineering ENG-025 Traffic Signal Inventory Superseded Superseded Yes Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; Drafts
should be destroyed; GC
§34090
Engineering ENG-026 Traffic Signal Locations P P Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; Drafts
should be destroyed; GC
§34090
Engineering ENG-027 Traffic Signal Timing Replaced + 5
years
Replaced +
5 years Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; Drafts
should be destroyed; GC
§34090
Engineering ENG-028
Traffic Studies / Traffic Counts /
Transportation Studies / Pavement
Management
Minimum 10
years
Minimum 10
years
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; GC
§34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-7 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Engineering ENG-029 Transportation Master Plans /
Traffic Master Plans P P Yes
Mag,
Mr., OD,
PR
S / I
Yes:

After QC
& OD
Department preference; Drafts
should be destroyed; GC
§34090
Lead Dept. ENG-030 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; EPA
FAQs recommend Life of the
Tank; applies to both Tier I
and Tier II Tanks; (Tier II tanks
are required to have an
integrity test every 20 years);
GC §34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

FINANCE / ADMINISTRATION
Finance /
Admin. FN-001
Assessment Districts /
Community Facilities Districts,
etc. - Financial Records /
Assessor Rolls
2 years 3 years 5 years
Yes:

Current
Fiscal Year
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FN-002
Audit Reports / Annual
Comprehensive Financial
Report (ACFR) and related
Audit Opinions
2 years P P
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference
(copies); GC §34090.7
Finance /
Admin. FN-003 Audit Work Papers 2 years 3 years 5 years Yes: Until Paid Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FN-004 Budgets - Adjustments 5 years 5 years
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference
(Approved by the City Council);
GC §34090 et seq.

Finance /
Admin. FN-005 Budgets - Adopted / Final 2 years P P
Yes:

Current
Fiscal Year
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference; Must
be filed with County Auditor; GC
§34090.7, 40802, 53901
Finance /
Admin. FN-006 Budgets - Preliminary, Backup Documents
When No
Longer
Required
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Preliminary drafts; GC §34090
Finance /
Admin. FN-007 Single Audits / Transportation Audits / PERS Audit, etc. 5 years P P Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FN-008
1099's / 1096's / DE542
(California Report of
Independent Contractors)
5 years 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 Rag §31.6001-1(e)(2), R&T
§19530, GC §34090, 29 USC
436
Finance /
General
Accounting
FN-009
Accounts Payable / Invoices and
Backup (Excluding Grants)
(Includes Invoices, Travel
Expense Reimbursements,
Warrant Request, etc.)
2 years 3 years 5 years Yes: Until
Paid
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FN-010 Actuarial Valuation Reports 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Finance /
General
Accounting
FN-011
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090, 26 CFR 31.6001-1
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Finance /
General
Accounting
FN-012
Bond Official Statements /
Transcripts / Certificates of
Participations (COPs) - Includes
Continuing Disclosure Reports
See Bank Statements for
statement retention.

Fully
Deceased +
10 years
Fully
Deceased +
10 years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Statute
of Limitations for Bonds issued
by local governments are 10
years; IRS bond auditing
regulations state, "…material
records should generally be
kept for as long as the bonds
are outstanding, plus 3 years
after the final redemption date
of the bonds; There are specific
requirements for disposal of
unused bonds; CCP §§336a(1)
et seq. 337.5(a); 26 CFR

1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.

Finance /
General
Accounting
FN-013
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090, 26 CFR 31.6001-1
Finance /
General
Accounting
FN-014 Checks / Warrant Register
Report (issued) 2 years 3 years 5 years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Finance /
General
Accounting
FN-015 Checks / Warrants (Cashed) 2 years 3 years 5 years Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090, CCP §
337
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Finance /
General
Accounting
FN-016 Escheat (Unclaimed money /
uncashed checks) 5 years 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), 1355.
1519; GC §34090
Finance /
General
Accounting
FN-017 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Finance /
General
Accounting
FN-018 Investment Reports / Treasurer's
Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FN-019
Investments / Arbitrage /
Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade Tickets
/ LAIF (Local Agency Investment
Fund))
5 years 5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; FTC Rag's
rely on "self-enforcement";
GC§§ 34090, 43900
Finance /
General
Accounting
FN-020 Journal Entries / Journal
Vouchers 2 years 3 years 5 years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; C §34090, CCP § 337
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Finance /
General
Accounting
FN-021
Reports / Finance Reports
created from Database:

Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue and
Expenditure Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference
(Financial System can re-create
reports); GC §34090
Finance /
General
Accounting
FN-022
Reports: Annual State or
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, Jet Fuel Tax,
Smog / Green Fee, etc.
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FN-023 Vehicle Titles ("Pink Slips") Sale or
Disposal
Sale or
Disposal
Mag,
Mfr, OD,
Ppr
S / I Department Preference; GC
§34090
Finance /
General
Accounting
FN-023.1 W-9's
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets IRS auditing standards;
GC §34090

FINANCE / PAYROLL
Finance /
Payroll FN-024
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference;
Retained to match other
auditing periods; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Finance /
Payroll FN-025
DE-6, DE-7, DE-9, DE-43, W-3,
and DE-166, 941 Forms, IRS
5500 Forms (Employee Benefit
Plans), PERS / FICA
Adjustments / Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4
yrs. after tax is due or paid; Ca.

FTB: 3 years; 26 CFR §31.6001-
1(e)(2), R&T §19530; 29 CFR
516.5 - 516.6, 29 USC 436, GC
§34090
Finance /
Payroll FN-026 Deferred Compensation (City Statements) 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Produced by Deferred Comp.

Provider; GC §304090, 26 CFR

31.6001.1
Finance /
Payroll FN-028
Payroll Reports - Periodic
(includes Deduction Registers,
Leave Registers, Time
Transaction Reports, etc.)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Finance /
Payroll FN-029 W-2's 2 years 3 years 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 Rag
§31.6001-1(e)(2), R&T §19530;
29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FN-039 W-4's
No Longer
in Effect + 4
years
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; GC §34090

FINANCE / PURCHASING
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Finance /
Purchasing FN-030 Purchase Orders and Backup 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Purchasing FN-031 Vendor List / Bidder List
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts; GC §34090
et seq.

Finance /
Utility
Billing /
Revenue
Services
FN-032
Accounts Receivable / Utility
Billing - ALL Revenue -
Transient Occupancy Tax (TOT)
Applications and Returns,
Damage to Public Property,
Invoices to Outside Entities, etc.
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Utility
Billing /
Revenue
Services
FN-033 Bankruptcies - NOT pursued
When No
Longer
Required
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
Finance /
Utility
Billing /
Revenue
Services
FN-034 Bankruptcies - Where a claim is
filed 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference
(negative information remains
on credit ratings for 7 years);
GC §34090
Finance /
Utility
Billing /
Revenue
Services
FN-035 Collections / Collection Agency
Statements 7 years 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

FINANCE / UTILITY BILLING / REVENUE SERVICES
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Finance /
Utility
Billing /
Revenue
Services
FN-036 Small Claims Court Judgments Judgment +
5 years
Judgment +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Utility
Billing /
Revenue
Services
FN-036.1
Water Billing: Appeals -
Payment Delinquency /
Impending Discontinuation
Final
Decision +
2 years
Final
Decision +
2 years
Mag,
PR, Mr.,
OD
S / I Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Finance /
Utility
Billing /
Revenue
Services
FN-036.2
Water Billing: Non-payment
Notices / Notice of Payment
Delinquency / Impending
Discontinuation (Initial, Final)
2 years 2 years
Mag,
PR, Mr.,
OD
S / I Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Finance /
Utility
Billing /
Revenue
Services
FN-036.3
Water Billing: NSF Checks /
Adjustments to Customer
accounts
2 years 2 years
Mag,
PR, Mr.,
OD
S / I Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Finance /
Utility
Billing /
Revenue
Services
FN-036.4
Water Billing: Payment Plans:

Amortization, Alternative
Payment Plans, Deferrals, etc.

Expiration
or
Completion
of Payment
Plan + 2
years
Expiration
or
Completion
of Payment
Plan + 2
years
Mag,
PR, Mr.,
OD
S / I Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116910
Finance /
Utility
Billing /
Revenue
Services
FN-036.5
Water Billing: Policy on
Discontinuation of Residential
Service for Nonpayment
When
Superseded
- Minimum 2
years
When
Superseded;
Minimum 2
years
Mag,
PR, Mr.,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S
§116906; GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Admin,, Accounting, Payroll, Purchasing, Utility Billing / Revenue Svcs., Electric Svcs.) Ver. 14.0 Page FIN-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Finance /
Utility
Billing /
Revenue
Services
FN-036.6
Water Billing: Report of Annual
Discontinuations of Residential
Service
Minimum 2
years
Minimum 2
years
Mag,
PR, Mr.,
OD
S / I Yes: After

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

FINANCE / ELECTRIC SERVICES
Finance /
Electric
Services
FN-037 Utility Billing Database /
Cashiering Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
LAKEPORT, CA ©1995-2018 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-1 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

HOUSING
Housing HOU-001 Bankruptcies - Housing Loans -
NOT pursued
When No
Longer
Required
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
Housing HOU-002 Bankruptcies - Housing Loans -
Where a claim is filed 5 years 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference
(negative information remains
on credit ratings for 7 years);
GC §34090
Housing HOU-002.5
Housing Plans: Consolidated
Annual Performance / 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
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 5 years; 24 CFR

91.105(h); 24 CFR 92.508(a);
GC §3409
Housing HOU-003
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer

Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local
Governments is 3 years from
expenditure report; 2 CFR
200.334; 24 CFR 92.508(a)&(c)
& 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC
§34090
LAKEPORT, CA. ©1995-2018 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 4/1/2025 Ver. 15.0 RECORDS RETENTION SCHEDULE: HOUSING Page HOU-2 u Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mr.

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

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

Housing HOU-004
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

WITHOUT a Recapture / Resale
Restriction
Deeds and Insurance are sent to
City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mr., OD,
PR
S / I Yes: After

QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required
for 3-4 years from expenditure
or performance report; 2 CFR
200.334; 24 CFR 92.508(a)&(c)
& 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC
§34090
Housing HOU-005
Loan Applications Rejected (First
Time Home Buyers, Life/Safety,
Rehabilitation, HOME, etc.)
3 2 years 3 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Federal
regulations require 3 6 years for
all ineligible applications
whether approved or denied; 24
CFR § 982.158(f)(2); GC
§34090 et seq.

Housing HOU-005.5
Preliminary Application Form
(required for a housing
development project that includes
residential units; form is provided by
California Department of Housing
and Community Development
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Various benchmarks are placed
using the number of residential
dwelling units on the project site
within the last five years; GC
§§34090, 66300.

Housing HOU-006 Site Clearance / Soils Remediation
/ Mitigation P P
Yes:

Before
Completion
Mag,
Mr., OD,
PR
S / I Yes: After