Retention Schedule — Menifee City Council, July 17, 2024

City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0001 1010 Administration Correspondence Correspondence related to city business.

CY+2Y GC34090
0001 1020 Administration Administrative Files Working papers pertaining to and arising from the policies
and procedures of the
department; includes
directors and other staff
members' files.

Includes memos, reference
reports, calendars, day planners,
contact files, working files, back-
up documents, copies of source
documents, charts, outlines and
chron files, phone memo pads,
forwarded digital messages and
voice over internet (VOIP)
messages received in e-mail that
pertain to City business, Contract
Management files.

CL+2Y GC34090
0001 1030 Administration Logs A document listing activities, items, individuals and noting
the same information about
each entity. Includes
journals, diaries, logbooks,
detail, records (i.e., seismic)
day books and rosters. Logs
created by City or received
from outside agencies
reflecting use of City
resources.

Drivers Logs/Qualifications,
Master Record Audit Logs
(MCT), Records - Attendance,
Sign-in Logs, Visitor Registration
Logs, Accident/Injury Logs, EMS
Quality Management Review,
Code Enforcement Logs, Badge
lists, Case Assessment Logs,
Court Liaison Filing Logs,
Equipment Inventory Logs,
Towed/Stored Vehicle Logs,
Chain of Custody records.

Dispatch Logs, Court - Daily
Schedule, Daily accounting of
calls-for-service and initiated
activities by officers and PST's,
Daily Activity Records, Officers
Daily Logs, Subpoena Log Book,
Fire Vehicle Check Sheets,
Meeting Room Reservations,
Dispatch Incident/Status Cards.

CL+2Y GC34090d
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 1 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0001 1040 Administration Social Media Content City blogs, instant messaging, web-pages,
Facebook, Twitter.

Final Retention
Requirement is
determined by
retention period
based on the content
or subject of the
information. Generally
the same retention as
correspondence.

Please refer to City
Clerk for guidance.
0001 2010 Administration Newspaper/
Magazine Clippings
Copies of articles about the
City appearing in
newspapers or magazines
related to important activities
or milestones & copies of
published articles describing
City events.

CY+2Y GC34090. May be
kept longer for
historical value.

Please refer to the
City Clerk for direction
on historical value.
0001 2020 Administration Photographs Hard copy original, Digital or best available copy or
negatives of events
significant to the City.

Aerial photographs, digital
photographs
SU+2Y GC34090. May be
kept longer for
historical value.

Please refer to the
City Clerk for direction
on historical value.
0001 2030 Administration Publications Records produced while preparing official City
publications and finished
product. Working papers
include the release to use
artwork and must be retained
to document the right to use
the material.

Menifee Annual Report, Menifee
Matters
SU+2Y GC34090
0001 2040 Administration Awards/ Donations Awards and Donations to and from the City.

PERM
0001 2050 Biographies PERM
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 2 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0001 2060 Public
Ceremonies and
Events
CU+2Y
0001 3010 Administration Reports: General Records generated internally and periodically, relating to
the status or progress of
routine activities. May reflect
daily activities, ad hoc
reports created for one-time
use in response to a specific
query or project.

Monthly Reports, Activity
Reports.

CL+2Y GC34090
0001 3020 Administration Reports: Technical Technical or management reports based on studies or
research commissioned or
performed by the City, the
completed report or study.

May include backup material
required to justify the
findings, recommendations,
or actions.

Statistics, Statistics - Daily,
Statistics, Crime Analysis, Clean
Water Annual Information, Staff
or equipment Turnovers,
Conductivity, Sewer Devices,
Waste Management, Storm
Water Records, Solid Waste
Turnover, Water Regulations,
Sludge Reports, NDPS Reports,
Conductivity Profile, Inspection
Reports, Studies of Sand, Air
Pollution Control District; Traffic
Counts, Monthly Traffic, Traffic
Statistics.

SU+2Y GC34090
0001 3030 Administration Research Files Records related to topics and issues filed by the
subject of the records. May
include studies, reports and
other results of research
activities.

They could change to Project
files if ongoing.

Subject Files, Project Files, A-Z
files, General Correspondence
files, General Subject files Issues
and Complaint, Administrative
Subject Files - CDC,
Administrative Subject Files.

CL+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 3 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0001 4010 Administration Personnel Files Records maintained by the department. May include
some of the documents also
in the main Personnel file,
but also contains updates
and other documents not
sent to Human Resources.

Department Personnel Files,
Employee Salary Files, Field
Training Files, Instructor Files
(Public Works, Recreation),
Junior Lifeguard forms.

Personnel Confidential Meeting
Notes/Minutes. and PAF's
(Personnel Action Forms.)
Instructor Files.

CL+2Y GC34090
0001 4020 Administration Department Goals &
Objectives
Records related to goals and
objectives set by the
department director.

CL+2Y GC34090
0001 4030 Administration Conference &
Meetings
Records and materials
related to internal conference
and meetings.

CY+2Y GC34090
0001 5010 Administration Plans/Policies/Proced
ures: Internal Policies
& Procedures,
Departmental
Includes directives, disaster
recovery plans, emergency
action plans, policy
statements, procedure
manuals, and table of
organization, Council
Policies.

Standard Operating Procedures
(SOP's), Retention Schedules,
Administrative Directives,
Administrative Manuals, Disaster
Plans, Affirmative Action Plans,
Employee Manuals, Performance
Standards, Procedures Manuals,
Policy Manuals, General Orders,
Rules & Regulations.

SU+5Y GC34090(d)
0001 5020 Administration Budget Operating Records or materials related to the department's annual
operating budget.

SU+2Y GC34090
0001 6010 Administration Employee Activities &
Events
Records and supporting
materials related to
employee activities and
events.

Brochures, flyer,
correspondence, etc.

CU+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 4 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0001 7010 Administration Programs Documents describing an organized set of activities
directed toward a common
purpose or goal that an
agency undertakes or
proposes to carry out its
responsibilities. A
mechanism for conveniently
and uniformly identifying and
organizing the City's
activities and services.

Affirmative Action Program,
Adelante Program, Affordable
Housing Program, Literacy
Program, Senior Activities,
DARE Program, Storm Water
Program, Summer Youth
Program, Sister Cities Program,
C.A.R.E. (Citizen Assisted Radar
Enforcement), Clean Water
Program, Records Management
Program, Document Imaging
Program, Safety Programs,
Educational Programs for
employees.

CL+3Y GC34090; 24
CFR570.502(b)(3); 24
CFR85.42 &OMB Cir.

A110, #C
0001 8010 Administration Permits: Transitory Permits and permitted actions of limited duration.

Business application,
background check information,
Sign Permits, Alternate Sign
Permit Files, Special Events
Permits.

CL+2Y GC34090;
GC911.2(a)
0001 9010 Administration Complaints: Citizen,
Constituents, Public,
Residents
Records related to
communications and
contacts with constituents,
including complaints and
comments. Includes action
taken to resolve complaints
and response to comments.

Traffic Complaints, Committee
complaints.

CL+2Y 24 CFR 850.77; 48
CFR 4.703
0002 1010 Human
Resources
Employees Lists Lists of employees created
showing shift assignments,
work assignments, standby
lists.

SU+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 5 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002 1020 Human
Resources
Labor Relations Records related to relations
between the City, labor
unions and employees,
including arbitration files,
Collective Bargaining
Agreements & labor union
meetings.

Labor Memorandum of
Understanding (MOU),
Negotiation.

PERM 29 USC 436 29 USC
Sections 211(c),
203(m), 207(g)
0002 1030 Human
Resources
Employee Handbook General employee
information.

SU+2Y GC34090
0002 1040 Human
Resources
Employee
Identifications
T+2Y GC34090
0002 1050 Human
Resources
Organization Charts SU+2Y GC34090
0002 1060 Human
Resources
Classification
Specifications
Records and materials
related to or supporting
Classification Specifications.

Classification Specifications,
Classification Studies, reports,
lists, research, etc.

PERM GC34090; PERM for
Historic value.
0002 2010 Human
Resources
Security & Security
Plans
Records related to the
protection of property and
information from
unauthorized activities.

Includes courier
authorizations, employee
clearance lists, security
disturbances.

Records documenting the
procedures pertaining to
security of visitors,
employees, equipment,
buildings, and information.

CL+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 6 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002 3010 Human
Resources
Actuarial Reports Reports projecting life
expectancy, future benefits
and other information
needed to calculate
contributions and provisions
of benefit programs.

Authorization to Pay (ATP),
Refunds, Reimbursements,
Accounts Payable Checks -
General Fund CDC, Accounts
Payable Checks w/Backup,
Rental Rehab. Program Grants,
Payment Records, Cash
Disbursement Registers, Budget
Journal Vouchers - CDC, Travel
Expense Files, Departmental
Budget Expenditure Files,
Accounts Payable Checks with
Backup Statements for
Recipients of Non-Employee
Compensation, Cash , Water
Deposit Refund Records,
Uniform Vouchers (by name),
CalPERS Billing Payments, Risk
Recovery, Wire Transfers.

AU+7Y 29 CFR 1627.3;
GC34090
0002 3020 Human
Resources
Employee Benefits
General
Records relating to benefits,
benefit plans, plan selection
and plan administration for
each unit.
6Y 29 USC 1113
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 7 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002 3030 Human
Resources
Employee Benefits
Provided
Records relating to employee
benefits, including
government reporting,
benefit reports, incentive
plans, medical Insurance,
deferred comp plans.

Records describing
insurance plans available to
employees.

Explanation of Benefits (EOBs),
EEO Forms & salary
administration, benefits provided,
absence records, claims,
educational assistance financing,
employee relocation, group
insurance and health insurance
claims, Disability/Workers
Compensation, Compensation.

Disability plans, education
assistance plans, employee
relocation benefits, group
insurance plans, incentive plans,
medical insurance plans, pension
plans, profit sharing plans,
retirement plans, sick leave
benefits, life insurance.

PERM GC6250 etseq; OMB
A-12929
CFR1602.30; 32; Lab
Rel Sec 1174* May
include dental,
disability, education,
health, life and vision
including dependent
care and Employee
Assistance *29 CFR
1637.3; 29 USC 1027;
29 CFR 1627.3; 29
USC 1113; GC34090
0002 3040 Human
Resources
Council
Compensation Plans
Records or materials related
to council compensation
plans.

PERM GC34090
0002 3050 Human
Resources
Benefit Plan
Enrollment, Denied
Files and records related to
denied or rejected benefit
plan enrollment.

Applications, forms, supporting
materials.

CL+4Y GC34090; OMB A-
128
0002 3060 Human
Resources
Medical Leave Records and materials
related to the employee's
medical leave.

Applications, forms, supporting
materials. May include Family
leave, certifications, tests, W-4s.

CL+30Y FMLA 1993 US
OSHA; 29 CFR;
1910.20; 29 CFR
1602.30.32; 49 CFR
193-9
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 8 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002 4010 Human
Resources
Job Announcements
Recruitment
Records documenting
notices of job openings
communicated in the media
or other methods. Records
related to hiring employees.

Includes rejected
applications, job
announcements and records
documenting hiring for
temporary employees.

Note: Applications for hired
employees go into the
Personnel File and are not
part of this group.

Recruitment Applications,
resumes, alternate lists/logs,
indices; ethnicity disclosures;
examination materials;
examination answer sheets, job
bulletins; eligibility; electronic
database. Testing, Exams,
Personnel Exams.

CL+3Y CA: LC 1197.5
GC12946; GC6250 et
seq; 29 CFR 1602 et
seq 29 CFR 1607;
29CFR 1627.3
0002 4020 Human
Resources
Job Descriptions Job descriptions, job
positions & inactive job
positions.

PERM GC34090
0002 5010 Human
Resources
Personnel Files Records documenting
detailed personnel actions
for employees.

Records documenting hiring
activities for employees that
were ultimately hired. Also
includes records related to
human resources activities
not covered in more specific
categories as well as
Volunteer Files.

Includes temporary employees
records, education records,
employee evaluations,
terminated employees Public
Employees Retirement Systems
(PERS) reports, contracted
instructors, employee
evaluations and records related
to decisions to transfer
employees.

T+30Y GC34090;CAC 22-
1085-2
0002 5020 Human
Resources
Drug & Alcohol
Testing: Negative
DOJ, Working files Negative
Drug & Alcohol results.

CY+2Y 49 CFR 382.401;
GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 9 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002 5030 Human
Resources
Drug & Alcohol
Testing: Positive
DOJ, Working files Positive
Drug & Alcohol results.

CY+5Y 49 CFR 382.401;
GC34090
0002 5040 Human
Resources
Personnel
Administration
Records related to
employment actions
involving groups of
employees.

Layoff, promotion and retirement
records, salary administration,
bonus determinations, cost of
living surveys, pay scales, salary
surveys and personnel transfers.

SU+3Y 29 CFR 405.9
0002 6010 Human
Resources
Employee:

Hazardous Exposure
Records documenting
general exposure of
employees to hazardous
substances, including
employee exposure records,
Material Safety Data Sheets
(MSDS) and radiation
exposure records.

PERM 29 CFR 1910.1001 29
USC 1113 GC6250 et
seq; OMB A-129 29
CFR 1602.30; 32; Lab
Rel Sec 1174* May
include dental,
disability, education,
health, life and vision
including dependent
care and Employee
Assistance
*29 CFR 1637.3; 29
USC 1027; 29 CFR
1627.3; 29 USC 1113
GC34090
0002 6020 Human
Resources
Employees:

Health/Safety
Records related to employee
health and safety.

CL+3Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 10 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002 7010 Human
Resources
Employee Training Records related to training
employees; records
containing materials used to
train employees; records
related to the development
and operation of City-
sponsored training programs
and seminars. Includes
course listings, employee
certification & training
materials. May include
material from both internal
and external sources.

Training Materials, AB 1234
Certificate, Lifeguard
Responsibility, Dive Training,
Training Records, Sexual
Harassment Prevention training,
Orientation training. Does not
include Employee Safety
Training.

Please note this code only
refers to certifications that
need to be retaken and/or
certifications with expiration
dates.

CL+2Y GC34090
0002 7020 Human
Resources
Education & Training Records and files related to
Conference & Seminars,
Educational Programs,
Education Reimbursements,
Training Programs.

Conference & Seminars,
Educational Programs,
Education Reimbursements,
Training Programs. Any
conference, program, or training
materials that do not have
expiration dates or require and
employee to retake the course or
program.
2Y+AT GC34090
0002 7030 Human
Resources
Intern Programs Records and materials
related to Intern Programs
provided by the City.

Applications, forms, supporting
materials.
2Y+AT GC34090
0002 7040 Human
Resources
Special Employment
Programs
Records and materials
related to Special
Employment Programs
provided by the City.

Applications, forms, supporting
materials.
5Y+AT GC34090
0002 8010 Human
Resources
Workers
Compensation
Records documenting
occupational injuries and
claims involving workers
compensation.

Workers comp / safety files,
closed; Workers comp - safety -
current; workers comp / safety
files - current activity, worker's
compensation records, worker's
compensation reports.

PERM GC6410; 29 CFR
1910.20
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 11 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0002 8020 Human
Resources
Accidents and
Accident Prevention
Internal records related to
the prevention, investigation
and handling of accidents,
including safety inspections,
safety investigations,
investigation of employee-
involved vehicle accidents.

Facility Reviews, Accident
Records, Accident & Safety
Records, Ergonomic issues,
Accident Review Board files,
Compliance Inspections,
Accident Review, Employee
Safety Training, Event Waivers.

SU+2Y GC34090
0002 8030 Human
Resources
Personnel
Investigations
Records and supporting
materials related to the
employee's personnel
investigation.

AS+30Y GC34090
0002 8040 Human
Resources
Grievances Grievance files. CL+5Y GC34090
0004 1020 Information
Technologies
Security Recordings:

General
Security/surveillance routine
video recordings. "Routine
video monitoring" means
videotaping by a video or
electronic imaging system
designed to record the
regular and ongoing
operations of the
departments, including
mobile in-car video systems
and building security taping
systems.

CY+2Y
GC34090.7
0004 1030 Information
Technologies
Computer Software &
Licensing
Documentation of computer
software developed or used
including software licenses,
maintenance, software back-
up copies. These are City
assets. The right to use a
piece of software is subject
to outside audit.

CL+2Y GC34090
0004 1040 Information
Technologies
Network Information
Systems (LAN/WAN)
Configuration maps and
plans.

CY+4Y GC34090; CCP
337.2; 343
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 12 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0004 1050 Information
Technologies
Program Files and
Directories
Annual backup,
Daily backup,
Monthly backup,
Weekly backup.

CY+2Y GC34090;
GC34090.7
0005 1020 Economic
Development
Associations Records related to
membership or in the
activities of professional or
industry associations of
which the City is a member
or has a business interest.

CL+2Y GC34090
0005 1030 Economic
Development
Industry Relations Records related to
associations and other
cooperative efforts with non-
governmental organizations.

CL+2Y GC34090.7
0005 1040 Economic
Development
Marketing/
Advertising/ Publicity
Records related to
advertising, etc.

Includes trade shows and
records related to marketing
and promotion activities.

Lists detailing current prices
for products and services,
records documenting sales,
brochures, catalogs and
price lists.

CL+2Y GC34090
0006 1010 City Clerk Copyrights/Trade-
marks/Patents
Records of rights conveyed
by government related to
copyrights, trade-marks and
patents.

City Flag, City Seal, City
Software Projects involving
source code or proprietary
applications.

PERM PERM For historic
value.
0006 1020 City Clerk Articles of
Incorporation
Original Articles of
Incorporation.

PERM GC 34458-60
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 13 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0006 1030 City Clerk Historical: General Various items of historical value, including mementos
from Sister Cities, City
scrapbooks.

Special Events (Final
Information), Mementos, gifts to
Council, Advisory Group
Handbook. May Include
journals, diaries, logbooks, detail,
records (i.e., seismic) day books
and rosters documenting a
significant event in the City or
impact on City assets/personnel.

Those logs determined to have
historic value such as
documenting a significant event.

Pictures and headshots since
incorporation.

PERM Please refer to City
Clerk for approval of
historic items or
records.
0006 1040 City Clerk Historic Preservation
Inventory
Historic structures &
landmarks.

SU+2Y GC34090d
0006 2010 City Clerk Assessment Districts Original documentation for assessment district
formation, including
summary of the ballots
received.

Landscaping/Lighting districts,
Community Facilities Districts.

PERM California Constitution
Article XIII
0006 2020 City Clerk Assessment Ballots Ballots and supporting materials.

PERM GC34090 Filed with
resolutions.
0006 2030 City Clerk Election: Certification
of Election
Certificates of election -
original reports and
statements.

PERM GC34090a
0006 2040 City Clerk Election: Nomination
Papers
Nomination papers required
for submission by
Candidates for Office.

TERM+4Y EC17100
0006 2050 City Clerk Elections:

Notifications /
Publications
Proof of publication or
posting, certification and
listing of notice and posting;
copy of newspaper notice
and certification of offices to
be voted for at forthcoming
election.

E+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 14 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0006 2060 City Clerk Election: Successful
Candidate
Statements
Statements printed in the
sample ballots retained
permanently -- historical
purposes.

PERM GC81009(b)
0006 2070 City Clerk Election:

Unsuccessful
Candidate
Statements
Statements printed in the
sample ballots.

E+5Y GC81009(b)
0006 2080 City Clerk Oaths of Office Elected Officials & employees, City Emergency
Response Team members.

TERM+6Y GC36507
0006 3010 City Clerk FPPC: Administrative FPPC (Fair Political Practices Commission)
administration, working
papers, correspondence.

CY+5Y GC81009
0006 3020 City Clerk FPPC: Campaign
Filings - All Other
Committees
FPPC (Fair Political
Practices Commission)
Filings.

E+7Y GC81009-
0006 3030 City Clerk FPPC: Campaign
Filings - Elected
FPPC (Fair Political
Practices Commission)
Filings. Incl. candidate pack.

Form 400 Series, Form 501. PERM GC81009(b) Copies Kept 4 Years
0006 3040 City Clerk FPPC: Campaign
Filings - Not Elected
FPPC (Fair Political
Practices Commission)
Filings. Includes candidate
packs.

E+5Y GC81009(b) Copies kept 4
Years
0006 3055 City Clerk FPPC: Statement of
Economic Interests
Copies
FPPC (Fair Political
Practices Commission)
Filings.

Conflict of Interest Filings. 700
Forms
CY+4Y FPPC Guidelines
0006 3050 City Clerk FPPC: Statement of
Economic Interest -
Elected and Not
Elected
FPPC (Fair Political
Practices Commission)
Filings.

Conflict of Interest Filings. 700
Forms
CY+7Y GC81009(e) FPPC
Guidelines
0006 3070 City Clerk AB 1234 Public service Ethics
education proof of
participation certificate.

CL+5Y GC53235
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 15 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0006 4010 City Clerk Appointment Lists Lists related to the appointments of City Council,
Commissioners, and
Committee Members.

PERM GC3490
0006 4020 City Clerk Reorganization/
Rosters
SU+2Y GC3490
0006 4030 City Clerk Agenda Packets: City
Council
Agenda Packets for City
Council.

Agendas, staff reports, public
comments, meeting materials.

PERM GC34090
0006 4035 City Clerk Minutes: City Council City Council:

Meeting minutes, recording
the decisions made or
actions taken during the
meeting.

PERM GC-34090 Retention
for minutes should be
the same for City
Council and
Committees
0006 4040 City Clerk Agenda Packets:

Commission
Meetings
Agenda Packets for
Commission Meetings.

Agendas, staff reports, public
comments, meeting materials.

PERM PERM For historic
value.
0006 4045 City Clerk Minutes: Commission
Meetings
Commission:

Meeting minutes, recording
the decisions made or
actions taken during the
meeting.

PERM PERM For historic
value.
0006 4050 City Clerk Agenda Packets:

Committee Meetings
Agenda Packets for
Committee Meetings.

Agendas, staff reports, public
comments, meeting materials.

PERM PERM For historic
value.
0006 4055 City Clerk Minutes: Committee
Meetings
Committee:

Meeting minutes, recording
the decisions made or
actions taken during the
meeting.

PERM PERM For historic
value.
0006 4060 City Clerk City Council &
Committee Meeting
Videos
PERM GC3490
0006 4070 City Clerk City Council &
Committee Meeting
Audio
PERM GC3490
0006 4080 City Clerk Affidavits of Posting Affidavits of posting for City Council, Committee, and
Public Hearing meetings.

CY+2Y GC3490
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 16 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0006 4090 City Clerk Legal Notices Affidavits of Publication, Agenda Posting, Orders of
Adjournment, Public Hearing
Notices, Special meeting
notices, Cancellation notices.

CY+4Y CCP 343,
349 et seq.;
GC 911.2;
GC 34090
0006 5010 City Clerk Bonds, Insurance Bonds and insurance policies insuring city property and
other assets.

PERM CCP 337.2; 343
0006 5020 City Clerk Insurance Certificates
(Non- Contract)
Records related to all
insurance coverage affecting
the City except Liability
Insurance.

Certificates of Insurance, fidelity
bonds, insurance claims and
surety bonds. Statement of self-
insurance. Includes Certificates,
Records and Internal City self-
insurance documentation and
policies.

PERM GC34090
0006 6010 City Clerk Bids, Proposals,
RFQ, RFP's: NOT
Awarded
Unsuccessful bids, proposals
or RFP/RFQ responses,
Reverse Auctions.

CL+2Y GC34090;
CCP 337
0006 6020 City Clerk Bids, Proposals,
RFQ, RFP's:

Awarded
Records relating to bids,
proposals, Requests for
Qualification (RFQ) and
Request for Proposals (RFP)
and specifications. Reverse
Auctions.

CL+6Y GC34090 Successful
RFPs shall be filed
and retained with the
executed
agreement/contract.

The close date being
the date the
agreement/contract
was terminated.

Refer to
corresponding
Agreement
retention.
0006 6030 City Clerk Professional Services
Agreement
Agreements and contracts
related to professional
services and consultants.

CL+10Y GC34090
0006 6040 City Clerk Joint Powers
Agreements
Includes corresponding
insurance certificates.

PERM GC34090
0006 6050 City Clerk Development
Agreements
Includes corresponding
insurance certificates.

CL+10Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 17 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0006 6060 City Clerk Capital Improvement
Agreements
Includes corresponding
insurance certificates.

PERM GC34090
0006 6070 City Clerk Bond Agreements Includes corresponding insurance certificates.

PERM GC34090
0006 6080 City Clerk Franchise
Agreements
Includes corresponding
insurance certificates.

PERM GC65864, 65869.5,
34090
0006 6090 City Clerk Lease Agreements CL+4Y GC3490
0006 6095 City Clerk Lien Agreements Agreements related to tax liens.

PERM GC3490
0006 7010 City Clerk Claims CL+5Y GC34090
0006 7020 City Clerk Litigation Records related to possible or pending litigation or other
legal action and court case
files.

Billing/Customer Records-
Litigation, Litigation files.

CL+5Y 26 CFR 301.6532-2
0006 7025
City Clerk
Litigation: Final
Judgments
Settlements/Court
Orders
Records specifying final
judgments, settlements or
orders related to or resulting
from litigation.

CL+5Y 26 CFR 301.6532-2
CAC 10104
0006 7030 City Clerk Legal Opinions Records resulting from legal questions that document the
specific legal advice
provided.

PERM 45 CFR 164.316
0006 7040 City Clerk Subpoenas Written legal order directing a person to appear in court
or to produce documents or
material.

CY+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 18 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0006 7510 City Clerk Code Books Outside agency Code books for building / development /
public safety adopted by
Council action.

National Electrical Code,
Uniform Building, Fire,
Mechanical, Plumbing &
Supplements.

PERM GC34090
0006 7530 City Clerk Appeals - Civil Appeals of Planning Commission Action and Calls
for Review, of Administrative
Citations.

CY+3Y CAC 10104 CCP
583.320(a)(
3); GC
34090
0006 7520 City Clerk Resolutions Resolutions signed by City Council.

PERM GC34090
0006 7530 City Clerk Ordinances Ordinances signed by City Council.

PERM GC3490
0006 8010 City Clerk Public Records
Requests
Requests & responses to
Public Records Act request
for City records, including all
back-up documentation.

PRA requests CY+2Y GC34090
0006 8020 City Clerk Retention Schedule Retention Schedule and polices.

PERM GC3490
0006 8030 City Clerk Records Destruction Records Destruction lists, authorization, certificates.

PERM GC3490
0006 8040 City Clerk Records Inventory Records Inventory lists. SU+2Y GC3490 0006 8050 City Clerk Recordations PERM GC3490 Please see Code
Enforcement
recordations for
recorded
documents
related to Code
Enforcement.

Acquisitions /
Divestitures /
Annexations
Records related to the
acquisition of or divestiture of
City real property. Supporting
documents regarding the
sale, purchase, exchange,
lease or rental of property by
City, including eminent
domain. May include records
of acquisitions, annexations,
divestiture and
reorganizations including
work papers and due
diligence.

PERM GC34090a
0006 9020 City Clerk Appraisals for Non-
Purchased Properties
CY+2Y GC3490
0006 9030 City Clerk Liens & Releases Not
Recorded
Records related to liens that
were not or are not recorded.

CL+2Y GC3490
0006 4075 City Clerk Applications Elected
Officials
Applications for elected
officials
PERM PERM For historic
value.
0006 4080 City Clerk Applications for
Unsuccessful or Non-
Elected Officials
Applications for
Unsuccessful or Non-Elected
Officials
CL+2Y GC34090
0007 1010 Finance Customer Lists Records of customers who have purchased services
from the City.

Business License list,
Community Services Events,
(confidential record series),
mailing lists, Parks & Recreation
waiting lists.

SU+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 20 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 1020 Finance Financial Planning &
Forecasting
Records related to internal
planning and forecasting,
including records stating the
financial plans that the
organization will follow
related to investments and
forecasts projecting
expenses or income over a
specified period.

Five Year Plan. CL+2Y GC-34090
0007 1030 Finance Applications Records of applications and rights obtained from
government permitting
certain business activities.

Includes building permits,
environmental permits and
associated documents that
pertain to the permit.

Business Licenses and renewals,
Administrative Construction
Permits, Licensing, Building
Applications & Permits, Industrial
Waste Discharge Permits
(Issued by Water Resources
Board), Sales Tax Licenses
(Issued by State), Taxi Cab
Applications, Parking Permits,
Land Use Development.

CL+2Y GC34090a
0007 1040 Finance General Ledger Summary Records of all accounts.

General Subsidiary Ledger. PERM GC34090; CCP 337
0007 1050 Finance Investments Records related to investing including records relating to
bonds, futures/options,
securities & records
documenting other
investments including the
proof of ownership, purchase
Info, annual statements, and
investment results.

Monthly Investments, Treasury
Investments, Buy/Sell,
Investment Broker Orders,
Investment Transaction Records,
Investment Safekeeping
Statements, Treasurer's Reports.

PERM GC34090;
CCP 337;
GC 53607
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 21 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 2010 Finance Accounting Working papers, accounting information, including trial
balances, Aging Reports,
Account Detail Reports, and
other records related to
accounting activities not
covered in more specific
categories.

AU+4Y GC34090
0007 2020 Finance Accounts Payable
(A/P)
Records related to the
accounting for money due to
creditors and vendors.

Includes cash disbursements,
and invoices, vouchers, bad debt
write-off allowances, contract
accounting records, cost
accounting records, credit card
charge slips, credit card
statements, donations, employee
expense reports, petty cash
records, royalty payments,
unemployment insurance
payments, vendor packets &
workers' compensation insurance
payments. Includes Blank
Checks.

AU+4Y 26 CFR 35a.9999-5;
CAC 1689; 26 CFR

31.6001-1
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 22 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 2025 Finance Accounts Receivable
(A/R)
Records related to
accounting for money owed
to the organization including
user fees and delinquent
payments.

Includes cash receipts, credit
advises, sales receipts, cash
packets/receipts, cash
reconciliations, Electronic Funds
Transfer Customer History Files,
Tie-Down Fees, Billing/Customer
Files, Cash Receipts Registers -
CDC, Treasurer's Receipts -
CDC, Treasurer Receipts
Adjustment Journals - CDC,
Treasurer's Receipts/Receipts
for Monies Received, Invoices:

Paid, Void & Write-off, Adaptor &
Key Deposit Receipts, Paid
Receipts, Cash Register
Tapes/End of Day Reports,
Notice of Delinquent Parking
Violation, Parking Citations:

Menifee/Other Agencies, Cash
Register Tapes, Receipt Books,
Daily Recap of Receipts with
TR's, Parking Lot Files: Revenue
Received, Paid Receipts,
Recreation deposits, Affidavits of
Gross Receipts, Records related
to the management and
collection of bad debts or Liens,
monies into the General Fund,
False Alarm receipts, Accounts
Receivable Invoices, Ambulance

AU+4Y 26 CFR 35a.9999-5;
CAC 1689; 26 CFR

31.6001-1
0007 2030 Finance Purchase Orders Records of purchasing including approved bids or
quotes.

AU+4Y GC34090
0007 2040 Finance Petty Cash Funds AU+5Y GC34090
0007 2050 Finance Audit Preparation
Files
CY+2Y GC34090
0007 2061 Finance Bank Deposits AU+5Y GC34090; 26; CFR
16001-1
0007 2062 Finance Bank Reconciliations AU+5Y GC34090; 26; CFR 16001-1
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 23 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 2063 Finance Bank Statements AU+5Y GC34090; 26; CFR 16001-1
0007 2064 Finance Check Registers AU+5Y GC34090; 26; CFR 16001-1
0007 2065 Finance Returned Checks AU+5Y GC34090; 26; CFR 16001-1
0007 2066 Finance Stale Dated Checks AU+5Y GC34090; 26; CFR 16001-1
0007 2067 Finance Stop Payments AU+5Y GC34090; 26; CFR
16001-1
0007 2068 Finance Deposit Slips AU+5Y GC34090; 26; CFR
16001-1
0007 2069 Finance Deposit Corrections AU+5Y GC34090; 26; CFR 16001-1
0007 2070 Finance Wire Transfers AU+5Y GC34090
0007 2071 Finance Employee Payroll Files related to City Employee Payroll.

AU+5Y GC34090; CCP 337
0007 2072 Finance Payroll Invoices AU+5Y GC34090; CCP 337 0007 2073 Finance W2s 20Y
0007 2080 Finance Certifications,
Outside Agencies
Audit findings of compliance. AU+4Y CCP583.320.3
0007 3010 Finance Budgeting Records related to budgeting activities, including
budgeting work papers.

Does NOT include approved
budgets.

Fund files, Budget Preparation
files, Departmental Budget
Expenditure Files, Budget
Adjustment Files.

CL+6Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 24 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 3020 Finance Budget adjustments,
journal entries
Records related to
summarizing charges to
individual accounts including
account ledgers, A/P ledger,
A/R ledger, balance sheets,
cash journals, chart of
accounts; journal entries,
and subsidiary ledgers.

Check Adjustment/Corrections
Register, Travel Journals, Water
Billing Registers, Daily
Input/Transaction Journal,
Accounting Journals, Adjusting
Journal Entries - CDC, Budget
Adjustment Journals - CDC,
Check Correction Journals -
CDC, Standard Journals, CDC,
Travel Journals - CDC, Adjusting
Journal Entries, Budget Journal
Entries, Checks - Void Register,
File Maintenance Journal,
Standard Journal Entries,
Treasurer's Receipts:

Adjustments/Corrections,
General Ledger Papers & Other
Work Documents, Journal
Vouchers for Investments.

AU+2Y GC34090
0007 3030 Finance Budgets: Approved,
Operating and CIP
Final budgets adopted by
Council. Records projecting
income and authorizing
expenditures for the
legislative body.

PERM GC34090
0007 4010 Finance Appraisals for
Purchased Properties
PERM GC3490
0007 4020 Finance Assessment Rolls Received from the County once a year.

Final Assessments. AU+4Y GC34090;
CP583.320a;
CCP583.320.3-
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 25 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 4030 Finance Fixed Asset Property
Inventory/Valuation
Records related to the
accounting for the capital
gain or loss related to the
purchase and sale of non-
real property. Includes
capital property, capital asset
records, property
depreciation schedules,
property material transfer
files, property detail records,
property inventory and
property sold, records
describing the type, model,
and location of property and
the value for accounting
purposes.

Fixed Asset Files, Fixed Asset
Reports.

AU+4Y 26 CFR 1.167(A)-11
GC34090; 26
CFR 301 65-
1(F)
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 26 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 4040 Finance Financing: Real
Property
Includes external contracts
with outside lending
institutions to borrow money
stating the terms and
conditions of the loan,
Letters of Credit, loan
applications & agreements,
mortgage records, credit
agency reports, credit
applications, as well as notes
documenting current
financial obligations,
cancelled notes, internal
records submitted from
outside parties, requesting
credit for the purchase of
products and services that
provide information that will
be used to determine
whether credit will be
extended.

AKA Loan Applications and
Agreements - External.

CL+6Y 26 CFR 1.167(A)
0007 4050 Finance City Owned Property
Inventory
PERM GC34090
0007 5010 Finance Accident Reports:

City Assets
Reports and related records. CL+7Y 29 CFR 1904.2; 29;
CFR 1904.6
0007 5020 Finance Audit Reports:

External
Records reviewing and
documenting financial Info
created as part of an audit
performed by an outside
person or organization.

Financial Audits - External, DOJ
Audits, P.O.S.T. audits, CJIS
audits, Audit Reports, Findings of
Compliance
AU+6Y 17 CFR 210.2-06
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 27 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 5025 Finance Audit Reports:

Internal
Records reviewing and
documenting financial Info
created as part of an audit
performed by a person in the
organization.

Financials - Audited - Internal,
Budget Audits, Audit Reports.

AU+2Y GC34090
0007 5030 Finance Finance Annual
Report
Records stating financial
condition of the City at the
end of the fiscal year.

Generally, the same as the
Annual or Certified Financial
Statements. Also includes
Annual Records stating
Financial condition of the
City at the end of the fiscal
year. Generally, will become
the Certified Financial
Statement after the audit has
been completed. Includes
records stating the certified
or official financial condition
of the City at the end of the
fiscal year.

Does NOT include

MONTHLY/QUARTERLY
statements.
. Profit and Loss Statements AU+7Y GC 34090.7
0007 5040 Finance Financial Reporting:

Monthly/Quarterly
Records stating financial
condition of the organization
at the end of the month or
quarter. The annual financial
statements replace these
Reports. Does NOT include
Annual Reporting.

Quarterly Financial Reports. CY+2Y GC34090.7
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 28 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 5050 Finance Financial Reports Records relating to financial, fiscal and monthly reports.

May include worksheets,
spreadsheets, analysis and
report of financial or
investment results.

Deferred Compensation Reports,
Statistical Reports, Labor
Distribution Report, Fiscal Agent,
Fiscal Information Financial
System Reports - Prior System,
Check/Warrant Registers - CDC,
Monthly Health Plan Claims
Reports, Capital Outlay/Non-
Capitalized Inventory, Summary
Capital Outlay/Non-Capitalized
Inventory, Cash Disbursement
Registers, Cash Receipts
Register, Monthly Cash Receipts
Register, Check Registers: Bi-
Monthly Approved Registers,
Cost Sharing Transfer Journals,
Department Expenditure
Summary, Departmental
Expenditure Statement,
Department/Program
Expenditure Summary,
Department/Program Revenue
Summary, Department Revenue
Summary, Fund Expenditure By
Department,
Department/Program
Expenditure Summary, Fund
Expenditure Summary, Fixed
Assets Reports, General
Administrative Costs Report,

AU+4Y 26 CFR 35a.9999-5;
CAC 1689; 26 CFR

31.6001-126 CFR

1.6001-1/08
0007 5060 Finance Treasurer's Report Quarterly and Annual reports to the City Council outlining
the City's financial
investments.

PERM GC34090;
CCP 337;
GC 53607
0007 5070 Finance Travel Expense
Reports
CY+2Y GC34090
0007 6010 Finance Securities & Letter of
Credit
PERM GC3490
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 29 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0007 6020 Finance Bonds Records documenting
investments in bonds
including the actual bonds (if
provided), purchase Info,
annual statements, and
investment results.

Bonds Administration Files, Bond
Administration Files - CDC, Bond
Account Statements - CDC,
Bond Registers & Assessment
Records, Bond Account
Statements, Bond Certificates &
Redeemed Coupons.

CL+ 10Y GC34090;
CCP 337.5
0007 7010 Finance Tax: Sales & Use Sales and use tax returns and work papers.

AU+4Y GC34090
0007 7020 Finance Sales Tax License License to collect sales tax.

Issued by the State.

CL+3Y GC34090
0007 7030 Finance Tax: General Tax Records and
Administration and
information.

AU+4Y GC34090
0007 8010 Finance Grant Records &
Agreements Files:

General
Documents related to
awarded grants including
applications, agreements,
progress & financial reports
and compliance paperwork.

Quality Children's Services,
Grant Financial Files - CDC,
Grant Files: Community
Development Block Grants,
Community Applications, Grant
Files: Proposals Not Funded,
Grant Files: State & Federal
Grants.

AU+6Y 24 CFR 850.77; 48
CFR 4.703
0007 8020 Finance Grant Records &
Agreements: City
Property Acquisition
Documents related to grants
awarded for property
acquisition including
applications, progress &
financial reports and
compliance paperwork,
Acquisitions including land
use restrictions.

PERM GC 34458-60
24CFR880.603-
ACT+3
0008 1020 CDBG Audits: HUD Working papers related to
operational auditing
activities.

HUD, CDBG Audits. CL+4Y 17 CFR 210.2-06
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 30 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0009 1020 Community
Development
Specific Plans PERM GC34090
0009 1030 Community
Development
Environmental Impact
Studies, Site
Analyses, Auditing,
Reports Monitoring
Records, and Testing
Worksheets
Document, reports and
studies summarizing
environmental impact of
proposals and plans.

Records used to prepare the
draft and final EIR published
by the City's responses to
comments, mitigating
declarations, addendum, and
notices of determination filed
with the state/county clerk.

Records documenting
compliance with established
auditing procedures and
environmental pollution
requirements, as well as
records monitoring
environmental activities and
testing records. Includes
records submitted to
government agencies to
document the environmental
test results.

Water Quality Assurance/Water
Quality Control, Environmental
Impact Reports. Negative
Declarations, Air Quality,
Technical studies (AQ, Noise,
Bio, Ect) Instrument Reading,
Testing Records, Information
Collection Request, Chemical
Emissions. TIAs, Noise Studies,
Paleo Reports, Tech Studies.

PERM GC34090d
0009 1040 Community
Development
Land Use Files that document the
development and use of
public and private property
within the City. Includes:

Zone Amendments
PERM GC-34090
0009 1050 Community
Development
Drawings, Project
Plan
Does not include those
usually filed with case or
project.

CU+2Y GC34090d
0009 1060 Community
Development
Land Uses,
Nonconforming/
Zoning Letters
Building or site usage which
does not conform to
current standards.

PERM GC34090a
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 31 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0009 1070 Community
Development
Site Plans PERM
0009 1080 Community
Development
Development
Conditions
Mitigation measures; filed
with case files.

PERM GC34090
0009 1090 Community
Development
Annexation Case and
Sphere of Influence
Files
Reports, agreements, public
notices.

PERM GC34090
0009 2010 Community
Development
Projects, Not
Completed or Denied
Files and plans that were
denied or never finalled.

CL+2Y GC34090 File closes 6
months from the
last date of
activity.
0010 2010 Building & Safety Building Permits Construction, signs. PERM GC34909a; H&S 19850;
4003;4004
0010 2020 Building & Safety Inspection Correspondence, fees, appeal requests, reports.

CL+2Y GC34090d
0010 2030 Building & Safety Certificates of
Occupancy
LOS GC34090 Retain during life
of structure
0010 3010 Building & Safety Drawings / Blueprints
/ Plans: Commercial /
City Facilities &
Infrastructure
Records detailing the design
of structures within the City
limits. Includes Originals, as-
builts, notated drawings.

Improvement plans, plan checks,
paper maps, parcel maps, parcel
maps, plant plans, traffic plans,
Authorization to Modify (ATM),
LOS+10Y 6CRF29.8 HSC
19850
0010 3020 Building & Safety Drawings / Blueprints
/ Plans: Residential
Records detailing the design
of City residences. Includes
Originals, as-builts and
notated.

Includes Plan ID files,
specification originals, drawings.

Also includes property
improvement plans, plan checks,
parcel maps, plot maps.
90 Days GC34090a;
H&S19850;
4003; 4004
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 32 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0010 4010 Building & Safety Abandonment Buildings, Condemnation, Demolition.

PERM GC34090a
0015 1070 Fire Annual Files Annual Files CL+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 33 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0015 1060 Fire Applications Fire applications. CL+2Y GC34090 0015 1050 Fire Violations Fire Code violations. CL+2Y GC34090 Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 34 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0015 1040 Fire Projects, Not
Completed or Denied
Permits, blueprints, sprinkler
plans, and files that were
denied, expired, or never
finalled.

Permits, blueprints, sprinkler
plans, and files that were denied,
expired, or never finalled.

CL+2Y GC34090d
0015 1030 Fire Drawings Records detailing the design
of structures within the City
limits.

As-builts, notated drawings,
sprinkler plans
LOA+10Y 6CRF29.8 HSC
19850
0010 4020 Building & Safety Projects, Not
Completed or Denied
Permits, blueprints and files
that were denied, expired, or
never finalled.

CL+2Y GC34090d File closes 6
months from the
last date of
activity.

Complaint case files, including
inspections; public nuisance
rubbish and weed abatement,
vehicle abatement,
citations. Citations, Notice of
Fees, Demand Payoff,
Foreclosed Property Receipts,
Foreclosed Property
Registrations, Deregistrations for
Foreclosed and Vacant Homes,
related Certified Mail and
Receipts.

PERM GC34090d
0011 1020 Code
Enforcement
Abatement Records Abatement Files, Weed
Abatement Files, Abandoned
Vehicle abatements.

Complaints. CL+2Y GC34090d
0011 1030 Code
Enforcement
Citations Municipal Code Citations. CL+2 GC34090
0011 1040 Code
Enforcement
Violations, Building,
Property & Zoning
Supporting code
enforcement activity.

CL+2Y GC34090d
0011 1050 Code
Enforcement
Vehicle Code
Citations
CL+2Y GC34090
0011 2010 Code
Enforcement
Regulations Includes rules. SU+2Y GC34090d
0011 2020 Code
Enforcement
Reports, Federal and
State
Code enforcement statistics;
may contain records
affecting title to real property
or liens thereon.

PERM GC34090a
0011 2030 Code
Enforcement
Information
Requester Log Form
DMV INF 2115 Form. CY+2Y Required to be
kept for 2 years
per the CA DMV
0011 Code
Enforcement
Recordations All records recorded by
Riverside County related to
Code Enforcement records.

Please see
recordations
under the City
Clerk's
department for
all other
recordations.

Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 36 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0012 1010 Engineering Benchmark Data Horizontal, vertical & control. CY+2Y GC34090d
0012 1020 Engineering Maps and Plats,
Drawings
Engineering & field notes
and profiles; cross-section of
roads, streets, right-of-way,
bridges; may include
annexations, parks'
hardscape, tracks, block,
storm drains, water
easements, benchmarks,
trees, grading, landfill, fire
hydrants, base maps, tenant
maps, GIS data,
monuments.

PERM GC34090a
0012 1030 Engineering Construction
Tracking, Daily
Assesses value of real
property.

PERM
0012 1040 Engineering Asbestos Documents abatement
projects, public buildings.

PERM GC34090a
0012 1050 Engineering Pest Control Pesticide applications, inspections & sampling,
documents.

CY+2Y GC34090d
0012 1060 Engineering Projects, Not
Completed or Denied
Permits and plans that were
denied or never finalled.

CL+2Y GC34090 File closes 6
months from the
last date of
activity.
0012 2010 Engineering Grading Permits PERM GC34909a;
H&S 19850;
4003;4004
0012 2020 Engineering Encroachment
Permits
CL+2Y
GC34090d
0012 2030 Engineering Street Names and
House Numbers
Street dedications, closings,
address
assignment/changes.

PERM GC34090a Copy kept for
reference in
Building Dept.
0012 3010 Engineering Surveys Engineering and Traffic
Surveys per CA Vehicle
Code, Radar Surveys, and
other surveys to benchmark
existing conditions.

CY+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 37 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0012 3020 Engineering Studies, Special
Projects & Areas
Engineering, joint powers,
noise, transportation.

CL+2Y
GC34090d
0012 3030 Engineering Drawings, Traffic
Control Plan
Signs, signing & striping,
road construction.

PERM GC34090a
0012 3040 Engineering Special Districts Supporting documents re:
improvement, lighting,
underground utility; bonds,
taxes & construction.

PERM GC34090a
0012 3050 Engineering Street/Alley
(Abandonment/
Vacation
Relinquishment of rights and
fee title.

CL+2Y GC34090d
0012 3060 Engineering Traffic Signals Counts, collisions, accidents. CL+2Y GC34090d 0012 3070 Engineering Congestion
Management
Ride sharing, trip reduction. CY+2Y GC34090d
0012 4010 Engineering Storm Damage Files Files documenting storm damages and backup
material submitted to outside
agencies for reimbursement.

AUD+6Y 6 CFR1 P. 29
0012 4020 Engineering Flood Control Storm Drains CL+2Y GC34090d 0012 5010 Engineering Capital Improvement
Projects
Supporting documents
including bidders list,
specifications, reports, plans,
work orders, schedules,
etc.

CL+10Y CC337.15
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 38 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0012 6010 Engineering
Air Quality (AQMD)
Participants/voucher logs,
Total Daily Mileage Survey
(TDM); various local
authorities; Commute
Alternative.

CU+7Y CCP
338(k);
GC34090
0012 6020 Engineering California
Environmental
Quality
Act (CEQA)
Exemptions, Environmental
Impact Report, Mitigation
monitoring, negative
declaration, notices of
completion and
determination, comments,
statements
of overriding considerations.

PERM GC34090a
+ CEQA
Guidelines
0012 6030 Engineering Environmental
Review
Correspondence,
consultants, issues,
conservation.

CL+2Y GC34090d
0012 6040 Engineering Soil Analysis, construction
recommendations.

CL+2Y GC34090d
0012 6050 Engineering Soil Reports Soil Reports. PERM
0013 1020 Public Works Development
Standards
Landscape mediums,
parkway landscape
development, public works
construction.

PERM
GC34090a
0013 1030 Public Works Flood Records CY+2Y GC34090
0013 1040 Public Works Easements Contracts permitting one party to enter onto a portion
of the property of another for
a stated purpose.

Includes irrevocable offers to
dedicate.

PERM CCP 337
0013 2010 Public Works Maintenance:

Equipment
Service requests, supporting
documentation for
equipment.

Field Operations, Pool Cleaning,
Daily Operations. Stations -
Harbor Maintenance, Respiratory
Testing Kits, Traffic/Electrical
Footage, Elevators, Radar
Calibration Records.

CY+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 39 City of Menifee
Records Retention Policy
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0013 2030 Public Works Maintenance:

Facilities and
Infrastructure
Requests, supporting
documentation for structures
or infrastructure; buildings,
waterlines, water pipe and
sewer lines, streets, etc.

Roof maintenance, street
maintenance, structure painting,
infrastructure maintenance, pest
control, graffiti removal.

CL+3Y GC34090
0013 2040 Public Works Maintenance: Motor
Vehicles
Records documenting the
maintenance performed on
motor vehicles.

Fleet, Vehicle Maintenance
Records, Inventory of Vehicles &
Assignments, Speedometer
Calibration Certificates,
Apparatus .

CY+5Y GC34090
CA 900-0020-00 190
0014 1020 Community
Services
Waiver Release Forms: Library
donor release forms, use of
photograph, Liability Release
Forms, and other areas that
require use, damage or
injury waiver release forms.

Projects that become programs
or an asset after close of project
will take on the retention of the
program or asset, I.E. Public Art,
Street, etc.

CY+3Y GC34090
0014 1030 Community
Services
Waivers for Minors Waivers signed by minors
and/or minor's
parent/guardian.

CY+20Y GC34090
0014 2010 Community
Services
Events Informational materials
related to City activities and
special events.

Special events such as sports,
summer camps, educational
materials, flyers and press
releases.

CL+2Y GC34090
0014 2020 Community
Services
Community Events &
Programs
Records related to
participation or promotion of
community activities, civic
organizations, etc.

Community Activities. CL+2Y GC34090
0015 1020 Fire Inspections Alarm/sprinkler systems,
prevention efforts.

CL+3Y UFC 103.34
0015 1010 Fire Permits CL+2Y GC34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 40 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 1010 Police
Administration
Carry Concealed
Weapon (CCW)
Permits which are approved,
denied, or for a retired
employee
CCW paperwork that were
submitted by a Menifee City
resident or a retired Menifee
Police employee
CY+2Y GC § 34090
0016 1020 Police
Administration
Internal Affairs: Not
Sustained,
Unfounded,
Exonerated
Complaints made by citizens
and/or police personnel
against a Menifee Police
employee. Upon completion
of investigation these
complaints are found to be
Not sustained, Unfounded,
or Exonerated.

Includes written complaints,
internal investigation paperwork,
and personnel information.

CL+5Y State requires for at
least 5 years; other
State & Federal laws
require retention until
final disposition of
formal complaint:
state requires 2 years
after action taken: GC
§§ 12946, 34090, PC
§§ 801.5, 803(c) , VC
§ 2547
0016 1030 Police
Administration
Internal Affairs:

Sustained
Complaints made by citizens
and/or police personnel
made against a Menifee
Police employee. Upon
completion of investigation
these complaints are found
to be sustained.

Includes written complaints,
internal investigation paperwork,
and personnel information.

CL+15 Y PC § 832.5
0016 1040 Police
Administration
Policies &
Procedures /
Operation Directives /
General Directives
(Department Policies
and Procedures)
All policies and procedures
that pertain to Menifee
Police Department.

Policies and Procedures for each
division of the police department;
as well as operational and
general memos and training
bulletins.

PERM Department
Preference; GC §
34090
0016 1050 Police
Administration
Temporary Holding
Facility Logs
Working logs of all
individuals brought and
temporarily held in the police
holding facility.

Logs 3Y GC § 34090.7
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 41 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 1060 Police
Administration
Use of Force
Supervisory Review
Investigative files pertaining
to incidents involving a use
of force (no death) by police
personnel.

Files 5Y+AT GC §§ 12946, 34090;
PC §§ 801.5, 803 (C)
0016 1070 Police
Administration
Use of Force (with a
death) Supervisory
Review
Investigative files pertaining
to incidents involving a use
of force with a death by
police personnel.

Files PERM GC § 34090; PC §§
799-805
0016 2010 Police Detective
Bureau
Criminal Intelligence
and Confidential
Informant Files
Files containing criminal
intelligence information
concerning an individual only
if there is reasonable
suspicion that the individual
is involved in criminal
conduct or activity and the
information is relevant to that
criminal conduct or activity.

Investigative files containing
criminal intelligence and/or
confidential informant
information.

CL+5Y 28 CFR §§ 20,

23.20(h); GC § 34090
Misleading,
obsolete, or
unreliable
information is
required to be
destroyed,
remaining
records must be
retained longer
than 5 years.
0016 2020 Police Detective
Bureau
Filed Investigation
Cards (FIs)
Information that reflects who
an officer contacts, where,
and when.
3 x 5 cards 2Y GC 34090 Preliminary
documents
0016 2030 Police Detective
Bureau
Asset Forfeiture
Notification and File
Files containing information
on asset forfeiture
information and notifications
made.

Files 2Yafter court
disposition
GC § 34090 Department
preference
0016 2040 Police Detective
Bureau
Gang Files Information pertaining to
known gang members and
gang associates
Files housed solely in the
Detective Bureau
2Y when no
longer
required
GC § 34090 Department
Preference
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 42 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 2050 Police Detective
Bureau
Informant Files Files containing informant
information; does not contain
criminal intelligence
information concerning
individuals
Information on informants 2Y when no
longer
required
GC § 34090 Department
Preference
0016 2060 Police Detective
Bureau
Registrants: Arson /
Adults
Files on adults who have
been designated as arson
registrants by the Courts and
who live within the
jurisdiction of the Menifee
Police Department.

Written and Electronic files PERM or
Death of
registrant
Pursuant to PC 457.1
required for life; if
released from CYA
records are destroyed
after age 25 or
sealing pursuant to
W&I 781; GC 34090.7
Department
Preference
0016 2070 Police Detective
Bureau
Registrants: Arson /
Juveniles released
from California Youth
Authority
Files on juveniles who have
been designated as arson
registrants by the Courts and
who live within the
jurisdiction of the Menifee
Police Department.

Written and Electronic files Age 25 or
Sealing Date
plus 5Y
Pursuant to PC §
457.1 required to
register for life; if
released from CYA
records are destroyed
after age 25 or
sealing pursuant to
W&I § 781; GC §
34090.7
0016 2080 Police Detective
Bureau
Registrants: Sex
Offender / Adults
Files on adults who have
been designated as sex
offenders by the Courts and
who live within the
jurisdiction of the Menifee
Police Department.

Written and Electronic files PERM or
Death of
registrant
PC 290 Department
Preference;
After 2021
Offenders can
petition Court for
removal 10 or
20 years after
offense,
provided there
are no
subsequent
offenses.
0016 2090 Police Detective
Bureau
Registrants: Sex
Offender / Juveniles
Files on juveniles that have
been designated as sex
offenders by the courts and
who live within the
j i di ti f th M if
Written and Electronic files PERM or
Sealing Date
+ 5Y (or
Court order),
d th f
PC § 290 Department
Preference;
After 2021
Offenders can
titi C t f
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 43 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 2100 Police Detective
Bureau
Plans/Policies/Proced
ures: Internal Policies
& Procedures,
Departmental
Includes directives, disaster
recovery plans, emergency
action plans, policy
statements, procedure
manuals, and table of
organization, Council
Policies.

SU+5Y GC § 34090(d)
0016 3010 Police Patrol Officer Recordings Body worn camera logs of access or deletion of data
(audit trail)
Logs PERM PC § 832.18(b)(5)(E),
GC § 34090
0016 3020 Police Patrol Officer Recordings:
evidence, Officer
Involved shootings /
Detention of
Arrest/Complaints
Body worn camera
recordings
Recordings Follows
retention for
Evidence,
OR
minimum of
2Y
PC § 832.18(b)(5)(E),
GC § 34090
0016 3030 Police Patrol Officer Recordings;
not evidence
Recordings of interactions
that are not considered
evidence in any crime or
incident.

Recordings 1Y PC § 832.18(b)(5)(A);
GC § 34090.6
Department
Preference (law
recommends 90
days)
0016 4010 Police Property
& Evidence
Crime Report Photos Photographs depicting
evidence in a crime
Digital photographs 1Y GC § 34090 Department
Preference
0016 4020 Police Property
& Evidence
Property & Evidence
Database
Digital database housing
information on property and
evidence.

Digital database PERM GC § 34090 Department
Preference (data
is interrelated)
0016 4030 Police Property
& Evidence
Property & Evidence
Access Logs
Logs containing information
on who accessed property &
evidence information.

Logs 5Y GC § 34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 44 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 4040 Police Property
& Evidence
Disposal Records Records containing
information on what property
was disposed of and when.

Logs 5Y GC § 34090
0016 4050 Police Property
& Evidence
Firearm destruction
Records
Information on which
firearms where destroyed
and when.

Logs PERM GC § 34090 Department
Preference
0016 5010 Police Records Audio
Communications
Telephone and radio
communications
Recordings 1Y + 1 day GC § 34090.6 Department
Preference (law
recommends
100 days)
0016 5020 Police Records Citations Citations for parking, traffic, marijuana/cannabis.

Includes requests for
dismissal, cancellations, and
appeals
Paper and digital copies of
citations
2Y GC § 34090
0016 5030 Police Records Citation Logs -
Parking/Traffic
Digital logs containing
information on when and
who a citation book was
signed out to.

Logs 2Y GC § 34090
0016 5040 Police Records Crime Reports: Lost
property, firearms
entered into CLETS
(if not permanent
retention)
Reports containing
information on lost property
or information on firearms
that were entered into
CLETS.

Digital and paper reports Until Found
or
Recovered
GC § 34090, PC §
11108.2(b)
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 45 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 5050 Police Records Crime Reports: ALL
capital crimes,
homicides, juvenile,
child abuse
(substantiated), &
sexual assault (rape),
and the use
specifically
mentioned in this
schedule
Reports related to any crime
that involves juveniles,
capital crimes, homicides,
substantiated child abuse,
sexual assaults that are
considered rape.

Digital and paper reports PERM PC §§ 803(h), 11169,
11170(a); WIC §
707(b)
Department
Preference, DOJ
retains CACI
(Child Abuse
Central Index)
information for
adults 100
years; most
have no
limitations on
commencement
of action;
PC261, 286,
288, 288a,
288 5 289 d 0016 5060 Police Records Crime Reports;
Except those
specifically
mentioned in the
schedule
Reports that contain
information that does not fall
into any of the other
categories of crime report.

Digital and paper reports 10Y PC §§ 800 & 290 Department Preference:
does not include
outstanding
warrants,
unrecovered
identifiable
property/items,
criminal deaths,
not historically
significant, and it
is not classified
under PC800 &
290
0016 5070 Police Records Crime Reports:

Unsubstantiated or
inconclusive child
abuse/neglect
Reports containing
information on child abuse
and/or neglect which, after
investigation, are determined
to be unsubstantiated or
inconclusive.

Digital and paper reports CL + 10Y if
no further
reported
suspected
abuse
PC §§ 11169(c),
11170(a)(3)
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 46 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 5080 Police Records Crime Reports:

Misdemeanor or
Infraction on Adults
for
marijuana/cannabis
Records on crimes of H&S §
11357(b)(c)(d)(e) or H&S §
11360(b) with procedure in
H&S § 11361.5 - except
those with outstanding stolen
property, including firearms
or lost firearms.

Digital and paper reports Conviction
or Arrest (if
no
conviction)
+2Y
H&S § 11361.5
(Courts and other
agencies "Shall"
destroy)
0016 5090 Police Records Crime Reports:

Misdemeanor or
Infraction on
Juveniles for
marijuana/cannabis
Records on crimes of H&S §
11357(E), except those with
outstanding stolen property,
including firearms or lost
firearms.

Digital and paper reports 2Y or 18
years old
H&S § 11361.5, if no
subsequent
conviction ("Shall"
destroy)
0016 5100 Police Records Crime Reports:

Misdemeanor or
infraction on
Juveniles for
Marijuana/cannabis
on school grounds
Records on crimes of H&S §
11357(d)(e) juveniles with
marijuana/cannabis on
school grounds (with
procedure in H&S §
11361.5)
Digital and paper reports Offender is
18 years old
H&S § 11361.5,
11357(E); (Courts
and other agencies
"Shall" destroy)
0016 5110 Police Records Crime Reports:

Missing persons if not
found
Records of individuals who
are reported to have gone
missing and have not been
located.

Digital and paper reports PERM (If
found/return
ed/follows
the retention
for the Crime
Report)
GC § 34090 Department
Preference
0016 5120 Police Records Crime Reports:

Capital
Crimes/serious
felonies, major
crimes, sex crimes
Records pertaining to Capital
crimes, serious felonies,
major crimes, sex crimes. A
Capital crime is a crime
which is subject to the death
penalty.

Digital and paper reports PERM No limitations on
commencement of
action, Courts keep
permanently PC §§
187, 261, 286, 288,
288a, 288.5, 289,
289.5, 290, and 799
Department
Preference
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 47 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 5130 Police Records Crime Reports:

Factually Innocent
Petition accepted
records
Records that are sealed
pending destruction - except
those with outstanding stolen
property, including firearms
and lost firearms
Digital and paper reports Date of
Arrest + 3Y
GC § 34090; PC §
851.8(a)
Individual
petitions District
Attorney; Sheriff
or Chief concurs
that person is
factually
innocent, then
record is sealed.
0016 5140 Police Records Crime
Reports/Sealed
Records: Sealed
Juvenile and Ward
Cases
Records on juveniles or
wards of the Court, that have
been sealed, except those
with child abuse or severe
neglect (substantiated),
outstanding stolen property,
including firearms and lost
firearms.

Digital and paper reports Sealing date
+ 5 years (or
date
s
pecified on
court order)
CCP § 340.1, GC §
34090, W&I §§
389(a), 781(d)
Statute of
limitations runs
up to the age of
majority + 8
years; sealed
records for
juveniles and
wards of the
Court must be
destroyed 5
years after
sealing
date.Unless
otherwise
determined by
the court.
0016 5150 Police Records Crime Reports:

Stolen vehicle reports
(CHP 180)
Records containing
information on vehicles that
have been stolen
Digital and paper reports 10Y (if not
recovered
retention is
P)
GC § 34090 Department
Preference
0016 5160 Police Records Criminal History
Search Logs
Logs of who accessed
criminal history information
on individuals
Logs 2Y GC § 34090
0016 5170 Police Records Crossroads Database Information on traffic collision reports
Digital and paper reports PERM GC § 34090 Department
Preference
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 48 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 5180 Police Records Restraining Orders Restraining orders from the court and those issued by
the police department
(EPO): these include Orders
After Hearing (OAH),
Temporary Restraining
Orders (TRO), Emergency
Protective Orders (EPO),
and all other restraining
orders.

Digital and paper records Expiration of
order + 2Y
GC § 34090
0016 5190 Police Records Patrol Ride Along
Waiver Form
Internal forms which include
information on the person
requesting the ride along.

Paper form 2Y GC § 34090
0016 5200 Police Records Pawn Slips Information on pawned items from pawn shops within the
City of Menifee
Digital and paper records 2Y GC § 34090, B&P §
21633
Department
Preference
(Dealers are
required to keep
for 3 years); Non-
records used for
investigation;
originals entered
into the State
Automated
Property
System, most
agencies retain
for 2 years
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 49 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 5210 Police Records Press Releases Information bulletins made available to the public
regarding certain incidents
and/or crimes that have
occurred.

Digital bulletins 2Y GC § 34090
0016 5220 Police Records Records of
destruction /
certificates of
Records destruction
Documents and certificates
of the destruction of Police
Records Only (contains no
privileged information)
Certificates and documents 2Y GC § 34090 Final Certificate of Destruction
sent to City
Clerk
0016 5230 Police Records Narcotic Registrant Documents containing information on Narcotics
registrants within the
jurisdiction of the Menifee
Police Department
Paper Records 5Y GC § 34090, H&S §§
11590, 11594(a)
Department
Preference;
Registration is
required for 5
years
0016 5240 Police Records RMS database Digital Records Management database system
Digital PERM GC § 34090 Data
fields/records
are interrelated
0016 5250 Police Records Subpoenas All subpoenas; subpoenas for officer appearances and
subpoenas for documents
and/or evidence
Digital and paper subpoenas 2Y GC § 34090
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 50 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 5260 Police Records Traffic Collision /
Accident reports
Records containing
information on any traffic
collision that occurred within
the City of Menifee
jurisdiction
Digital and paper records 10Y
(non-fatal);
PERM (fatal)
GC § 34090 Department
preference (fatal
collisions are
retained by CHP
for 5 years)
0016 6010 Police Traffic PAS/ Device
calibration logs
Logs which contain
information on and/all PAS
devices retained by the
Menifee Police Department
Digital logs 2Y GC § 34090
0016 6020 Police Traffic Validity Hearing
forms: not approved
for release
Records containing
information on a validity
hearing that was not
approved for release
Digital and paper records 2Y GC § 34090 Forms are given to Records to be
scanned in with
the case
0016 6030 Police Traffic Validity Hearing
(Stipulated vehicle
release forms):
approved release
Documents containing
information on vehicles that
were approved for release.

Digital and paper records 7Y from the
beginning of
the date
signed
GC § 34090, CVC §
1806.1
0016 7010 Police Training Background files -
successful applicants
Backgrounds files that
contain personal information
on applicants who have
successfully passed a
background
Digital and paper records Date of
separation +
5Y
29 CFR §
1672.3(b)(i), 29 CFR
§
1602.14; GC §§
12946, 34090
Department
Preference:

EEOC / FLSA /
ADEA (age)
requires 3 years
for promotion,
demotion,
transfer,
selection, or
discharge; State
law requires 2 -
3 years
0016 7020 Police Training Background files -
unsuccessful
applicants
Background files that contain
personal information on
applicants who did not
successful pass a
background
Digital and paper records 3Y 29 CFR §
1672.3(b)(i), 29 CFR
§
1602.14; GC §§
12946, 34090
Department
Preference,
State law
requires 2 - 3
years
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 51 City of Menifee
Records Retention Schedule
Department
Code
Record # Office of
Record/
Department
Record Series Name Description Examples Total
Retention
Legal
Requirement(s) (See
Legal Reference
Workbook for Other
Legal
Considerations)
Comments
0016 7030 Police Training Personnel Training
File - Officer Training -
By Employee (POST
printouts)
Records on Officer Training,
which include range
qualifications, retiree fire
arson qualifications
Digital and paper records Date of
separation +
5Y
8 CCR § 3203, 29
CFR § 1602.31; LC §
6429(c); GC §§
12946, 34090,
53235.2(b)
OSHA requires
safety training 5
years; EEOC /

FLSA / ADEA
(age requires 3
years promotion,
demotion,
transfer,
selection, or
discharge, State
requires 2 - 3
years
0016 7040 Police Training Training Department
Records - Course
Records
Records containing
information on attendance,
outlines and materials,
includes use of force
training, safety training, etc.

Digital and paper records 5Y minimum 8 CCR § 3203, 29
CFR § 1602.31; LC §
6429(c); GC §§
12946, 34090,
53235.2(b)
Rosters are sent
to POST; OSHA
requires safety
training 5 years:

EEOC / FLSA ?
ADEA (age)
requires 3 years
promotion,
demotion,
transfer,
selection, or
discharge, state
law requires 2 -
3 years
Legend: CL=Close; CY=Current Year; SU=Superseded; PERM=Permanent; Y= Year; AU= Audit; T= Term of Employment; AT= After Termination; AS= After Settled; E= Election; LOA= Life of Asset Page 52

Menifee City CouncilJuly 17, 2024

Menifee City Council
July 17, 2024