Agenda packet — Montclair City Council, June 3, 2024 (part 2 of 3)

shredded, deleted, or otherwise destroyed and the corresponding retention periods pursuant to the Record Retention Schedules. The Department Director (or their designee) must approve and sign the Records Destruction Request Form and submit it to the City Clerk’s Office.

The City Clerk’s Office is responsible for reviewing and approving or denying all requests and checking with the City Attorney’s Office for any litigation holds, by February 1st of the year in which obsolete records may be destroyed.

6.3.2 Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy, in accordance with the procedures for creating a Trusted Copy, the original record shall be immediately destroyed in the approved manner unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions, and Ordinances.

6.3.3 Destruction of Duplicate Copies
No Duplicate Copy will be maintained longer than the retention period of the Official Record. A duplicate copy may be destroyed at any time within the retention period without further authorization.

Department Directors will ensure that employees follow the established procedures within Section 7 of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:
a. The writing is, in fact, a Duplicate Copy and not an Official Record. b. The writing is no longer required for the operational needs of the department.

Duplicate Copies of certain records may be requested by, and provided to, outside entities via the California Public Records Act, legal discovery or other valid and approved methods of dispersion. The City recognizes that it neither has control over, nor can it enforce the storage, management, and disposal of Duplicate Records released to outside entities.

6.3.4 Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:
a. The writing is, in fact, a Transitory Record and not an Official Record. b. The writing is no longer required for the operational needs of the department.

6.3.5 Destruction of Non-Records:

A Non-Record may be destroyed at any time. Prior to the destruction of a Non-Record, the employee shall ensure that:
a. The writing is, in fact, a Non-Record. They may consult the City Clerk or City Attorney to verify. b. The writing is no longer required for the operational or reference needs of the department.

6.3.6 Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment used by the City, including Trusted Systems, may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business. Such equipment may include copiers, multipurpose machines, and any other purchased or leased equipment that stores information related to City business.

The City understands that, as electronic equipment and technology change, information processing systems and new storage methodologies may allow for the capture of confidential and non-confidential City information.

Prior to decommissioning the equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruction, or other disposition until the City information has been deleted.

Written confirmation of the destruction of the information shall be provided to the City Clerk.

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CITY OF MONTCLAIR

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY

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6.3.7 Destruction of Non-paper Media Records
Official Records stored on non-paper media must be destroyed in a manner consistent with this Policy.

Documentation for the destruction of these records shall be prepared and retained in accordance with Section 7 of this Policy.

After all Official Records stored on non-paper media (e.g., magnetic tape, disks, diskettes, or other magnetic medium) have been destroyed, the medium itself may be reused, recycled, or destroyed.

7. PROCEDURES
The Procedures for the management, storage, preservation, and destruction of records are as follows:

7.1 Access to Electronic Records Systems
A Department Director (or their designee) shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.

Any electronic records system is subject to audit on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.

7.2 Process for Scanning and Imaging of City Records and Documents Laserfiche is the City’s document management system and Trustworthy Electronic Document Management Repository for archiving electronic Trusted Copies and for electronic copies of documents for which there is no legal authorization for destruction (e.g., records affecting title to real property or liens thereon; and minutes, ordinances, or resolutions of the legislative body or of a city board, agency, or commission).

Laserfiche is also used by departments as an operational tool for access and storage of documents related to current City business.

Procedures for scanning a hard-copy document for storage in Laserfiche as an Official Record shall be established and reviewed periodically by each department, based upon their specific needs. Priority shall be given to those records that must be retained on a permanent basis, and to those records which need to be frequently retrieved. Examples of records eligible for scanning include, but are not limited to, the following:
 Minutes, Ordinances, and Resolutions
 Plans and Permits
 Contracts and Agreements
 Approved Construction Plans
 Approved Budgets
Departments shall review and purge unnecessary documents from their records prior to scanning. Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies, or Non-Records.

After the electronic images are created, the department shall verify the images are legible and complete.

Images will be verified, indexed, and the OCR process completed as soon as possible after scanning occurs. Following are requirements that must be performed or taken into consideration when scanning:
 Scan in PDF format.
 Scan using an image quality of no less than 300 DPI (Dots Per Inch).  Pages containing color text, images, or markings should be scanned in color.  Perform a thorough quality control review of the scanned document by comparing the scan to the original document, checking the images for issues including but not limited to skewed pages, skipped pages, cut-off pages, folded pages, notes covering information, double-sided documents scanned as single-sided documents, etc.

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CITY OF MONTCLAIR

RECORDS AND INFORMATION MANAGEMENT PROGRAM POLICY

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When creating an electronic Trusted Copy, the City Clerk (or their designee) must determine that the original record has been successfully transferred into electronic format as defined above. The original record will then be destroyed in accordance with this Policy.

Native electronic documents must be imported into Laserfiche, indexed, and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.

These procedures will be evaluated by the City Clerk and updated periodically and approved by the City Council as needed.

7.3 Destruction of Official Records
Official Records, for which the retention period identified on the Record Retention Schedules has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.

A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year. For example:

If expiration occurs on: Then destroy no earlier than: or no later than:

January 1, 2024 January 1, 2025 December 31, 2025
December 31, 2024 January 1, 2025 December 31, 2025
Periodic reviews of records should be performed by Records Coordinators. Additionally, to ensure compliance with this Policy and the Record Retention Schedules, the City Clerk will annually designate a date for departments to review their records and prepare requests for destruction.

Records for which the retention period has elapsed must be identified and included on a Destruction Approval Form, which is signed by the Department Director and forwarded to the City Clerk. The City Clerk will review the form for completeness and then forward the form to the City Attorney (or their designee) for approval along with a complete inventory listing of the records to be destroyed.

Upon approval, the City Attorney shall return the form and inventory listing to the City Clerk for final review and processing.

Hard-copy records approved for destruction must be destroyed by the City Clerk (or their designee) using one of the following methods:
 Recycle Bin: Expired documents that are not confidential.  Shredding: All other records approved for destruction.

NOTE: Confidential documents must be shredded by the City Clerk’s designee responsible for the destruction of those records. Commercial shredding services may be used for the destruction of paper documents at the City’s request, as well as by the City’s offsite storage provider upon request.

Destruction of Official Records in electronic format must follow the same approval process as the destruction of hard-copy records, as outlined above. Upon approval, electronic records must be destroyed by the City Clerk (or their designee) using methods that permanently delete the records.

The destruction process must include all Duplicate Copies of the Official Record, regardless of which department maintains the duplicates, or where and in what format they are maintained. The Information Technology Department should be consulted and provide assistance to ensure the deletion of an electronic record is permanent and that no copies remain stored in the cloud or on a backup server.

Following the destruction of records, the City Clerk (or their designee) shall certify that the records have been destroyed. All certificates of destruction shall be maintained by the City Clerk.

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Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
01-01-00 Administrative Materials
01-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-01-02 Correspondence & Reports - External Not related to a specific project or program. City-wide CY+2, AR Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-01-03 Correspondence & Reports - Internal Not related to a specific project or program. City-wide CY+2, AR Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-01-04 Policies & Procedures City-wide S+5
recommends retaining for 5 years after superseded.Administrative Record, State of California Guidelines CCP 343; 4 years to commence action.GC 34090; 2 year minimum requirement. 01-01-05 Staff & Interdepartmental Meetings City-wide EY+2 Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-01-06 Surveys & Studies - General City City-wide AC+2 for general studies and surveys.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 01-01-07 Budget Workpapers - Departments
departments.creation related documents maintained by the Includes workpapers, forecasts and other budget City-wide ACT Administrative Record, State of California Guidelines.current business activities.Transitory Record; Maintain as long as necessary for 01-02-00 Reference Materials
01-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-02-02 Professional Associations/Organizations City-wide CY+2 Administrative Record, State of California Guidelines.GC 34090d; 2 year minimum requirement. 01-02-02 Community Organizations/Foundations City-wide CY+2 Administrative Record, State of California Guidelines.GC 34090d; 2 year minimum requirement. 01-02-03 Complaint Files General complaints to City departments. Does not include claims against the City.

City-wide AC+7 42 USC 1983; Settlement of complaint plus 7 years. 01-02-03 Community Information/Events May include flyers, photos, activities. City-wide H CY+2, AR review annually for historical content.Administrative Decision: Current year plus 2 years, Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 01-02-04 Historical Information/Events May include flyers, photos, activities. City-wide H P historical value.Administrative Decision: Retain permanently for Administrative Record, State of California Guidelines. 01-02-04 Technical Reference City-wide ACT
be destroyed within the 2 year minimum.GC 34090.7; Duplicates and reference materials may 01-02-05 Dues/Subscriptions City-wide CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement.

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
01-03-00 Materials from Agencies & Other Cities - Non-project Related01-03-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-03-02 Federal Agencies Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-03 State Agencies Correspondence & reports not attached to contracts, content.agreements or specific projects. Review annually for City-wide CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-04 Regional/National Agencies
content.agreements or specific projects. Review annually for Correspondence & reports not attached to contracts, City-wide CY+2, AR State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-05 County Agencies
content.agreements or specific projects. Review annually for Correspondence & reports not attached to contracts, City-wide CY+2, AR State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-06 Adjacent Cities
content.agreements or specific projects. Review annually for Correspondence & reports not attached to contracts, City-wide CY+2, AR State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-03-07 Special Districts
content.agreements or specific projects. Review annually for Correspondence & reports not attached to contracts, City-wide CY+2, AR State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 01-04-00 Grant Administration
01-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-04-02 Grant Applications & Agreements Includes agreements, grant applications and supporting county and school district grants.along with the supporting documents. For federal, state, maintain copies of all invoices associated with the grant documents for the grant. Grant administrators must City-wide AFP+5 *
application close-out procedures, if any.closure. * State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 01-04-03 CDBG Grant Applications & Agreements Includes agreements, grant applications and supporting along with the supporting documents.maintain copies of all invoices associated with the grant documents for the grant. Grant administrators must City-wide AFP+4 *
application close-out procedures, if any.closure. * State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
01-05-00 Purchasing & Material Acquisition 01-05-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 01-05-02 RFPs / RFIs / RFQs Includes competitive bid quotes. City-wide AC+5 project associated with the bid.Administrative Decision: 5 years after completion of successful bids.State of California Guidelines; 5 years after audit for CCP 337; Statute of limitations.GC 34090; 2 years minimum. 01-05-03 Bids - Successful City-wide AC+5
project associated with the bid.Administrative Decision: 5 years after completion of successful bids.State of California Guidelines; 5 years after audit for CCP 337; Statute of limitations.GC 34090; 2 years minimum. 01-05-04 Bids - Unsuccessful City-wide CY+2
unsuccessful bids.State of California Guidelines; Current year plus 2 for GC 34090; 2 years minimum. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
02-01-00 City Clerk Administration
02-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-01-02 Public Records Requests Log Ongoing log of public records requests and status of function for department reference.records requests are located under Legal & Property request. Requested by media on occasion. Public City Clerk AC+2
State of California Guidelines; 2 years after completion.GC 34090; 2 year minimum requirement. 02-01-03 Records Retention Schedules City Clerk P
schedules for records destruction tracking purposes.Administrative Decision: Permanent for retention State of California Guidelines; 4 years after superseded.CCP 343; 4 year statute of limitations.GC 34090; 2 year minimum requirement. 02-01-04 Records Destruction Certificates, Destruction
Documentation and Department Destruction Logs
retention policy guidelines and have been destroyed. documents which have met or exceeded approved Signed certificates indicating final disposition of City Clerk P State of California Guidelines; Permanent.GC 34090; 2 year minimum requirement. 02-01-05 City-wide Filing System Includes the uniform functional filing index, policies and management activity records.procedures, guide books and other records City Clerk S+5
recommends retaining for 5 years after superseded.Administrative Record, State of California Guidelines CCP 343; 4 years to commence action.GC 34090; 2 year minimum requirement. 02-01-06 Department-maintained Filing Systems &
Inventories departments in onsite and offsite storage.

Index to all active and inactive records maintained by City-wide S+2 State of California Guidelines; 2 years after superseded.GC 34090; 2 year minimum requirement. 02-02-00 City Council
02-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-02-02 Council Meeting Notices Affidavits of Posting, Mailing and/or Publication guidelines.completed in compliance with state law and department Declarations indicating agendas and other notices are City Clerk CY+4
CCP 343; Statutes of limitations, 4 years.GC 34090; 2 year minimum requirement. 02-02-03 Council Agenda Packets Agendas, staff reports, supplemental communications regular, adjourned, and special meetings.and all other supporting documentation for City Council City Clerk P
purposes.permanently for significant historical and reference Administrative Decision: Maintain agenda packets Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 02-02-04 Council Minutes Includes City Council and other bodies it concurrently or Community Foundation Boards.Authority, Montclair Housing Corporation, and Montclair Successor Agency, Montclair Public Financing formerly served as, including Redevelopment Agency, City Clerk V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent 02-02-05 Memos to Council Occasional memos from departments providing information to Council.

City Clerk CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement.

CITY CLERK
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02-02-06 Items Submitted at Meetings
during a meeting. distributed to the Council by a member of the public packet (SB 343 items). Also includes such items items that were not included in the published agenda Council within 72 hours of a meeting related to agenda Includes materials distributed to a majority of the City Clerk CY+2 Year plus 2 years.State of California Guidelines; Maintain for the Current for public inspection.GC §54957.5 - Late received agenda items availability respond to petition.CCP 1094.6; 90 days to file petition, 190 days to GC 34090; 2 year minimum requirement. 02-02-07 Oaths of Office
City Employee oaths maintained with Personnel Files.Commissioners.Commissioners, and Community Activities Signed oaths of Council Members, Planning City Clerk AT+6 for elected officials.State of California Guidelines; 6 years after termination 2 CCR 26; 5 years for oaths of office.GC 34090; 2 year minimum requirement. 02-03-00 Legislation
02-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-03-02 Ordinances City Council ordinances. City Clerk V, H P State of California Guidelines; Permanent.GC 40806; City Clerk maintains book of ordinances.GC 34090(e); Permanent for decisions of the City 02-03-03 Resolutions Resolutions of the City Council and other bodies it concurrently or formerly served/serves as.

City Clerk V, H P
State of California Guidelines; Permanent.GC 34090(e); Permanent for decisions of the City 02-03-04 Municipal Code Municode online code and PDF printable code. Pre1999 versions in paper only. City Clerk V, H P State of California Guidelines; Permanent. GC 34090(e); Permanent for decisions of the City02-04-00 Board, Commission & Committee Membership 02-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-04-02 Commission Administrative Files Includes communications, recruitment materials, meetings.CAC & PC Panels agendas for recruitment interview memos and other administrative records. May include City Clerk CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 02-04-03 Council/Commission Applications - Successful Applications submitted as part of the Council process.recruitment/interview or Commission appointment City Clerk AT+5
office.State of California Guidelines; 5 years after term of GC 40801; Maintain record of proceedings.GC 34090; 2 years minimum. 02-04-04 Council/Commission Applications - Unsuccessful Applications submitted as part of the Council process.recruitment/interview or Commission appointment City Clerk AC+2
applications for 2 years after completion.State of California Guidelines; maintain not selected GC 34090; 2 year minimum requirement. 02-04-05 Roster Listing Ongoing list of members and positions over time. City Clerk P for historical tracking of appointments.Administrative Decision: Maintain rosters permanently Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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CITY CLERK
02-04-06 Certificates of Appointment Maintained in files for each individual appointee. City Clerk AT+5 office.State of California Guidelines; 5 years after term of GC 40801; Maintain record of proceedings.GC 34090; 2 years minimum. 02-04-07 Maddy Act Postings
unscheduled changes.annually. May be updated to accommodate commissions, including current appointees. Posted Schedules of vacancies for appointed boards and City Clerk CY+2 Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 02-05-00 Elections Materials
02-05-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-05-02 Municipal Elections (General & Special) Includes ballot material copies, correspondence with handbook.and working files retained for future reference. Election registration records. City Clerk administrative, research publications. Registrar of Voter maintains voter Registrar of Voters and candidates, and notices/legal City Clerk AC+5
maintains the original documents.requirement is permanent, but for which the County For all election documents where the State's may be destroyed at any time.destruction of duplicates per GC 34090.7. Non-records time if the City Council has prescribed a procedure for GC 34090.7; Duplicate copies may be destroyed at any campaign statements.GC 81009; Campaign reports, not including candidate's election records.EC 17302(b); 6 months after election, if no contest, for EC 17300; 5 years after election for election rosters.EC 17000-1; Affidavits and indexes are 5 years. 02-05-03 Candidate Filing Forms and Nomination
Documents - Elected Officials
submitted form.that is not considered transitory in relation to a receipt. May include correspondence with candidates Election / Appointment, and candidate statement Practices declaration, filing checklists, Certificates of designation worksheet, optional Code of Fair Campaign and residency verification, consent forms, ballot Statements of Economic Interest (Form 700), signature 501), optional candidate statement, candidates nomination petition, declaration of candidacy (Form Submitted in order to qualify for candidacy; includes City Clerk AT+4 EC 17100; 4 years after term ends.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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02-05-04 Candidate Filing Forms and Nomination
Documents - Unsuccessful Candidates
submitted form.that is not considered transitory in relation to a receipt. May include correspondence with candidates Election / Appointment, and candidate statement Practices declaration, filing checklists, Certificates of designation worksheet, optional Code of Fair Campaign and residency verification, consent forms, ballot Statements of Economic Interest (Form 700), signature 501), optional candidate statement, candidates nomination petition, declaration of candidacy (Form Submitted in order to qualify for candidacy; includes City Clerk AC+2 GC 34090; 2 year minimum requirement. 02-05-05 Council Sponsored Measures Arguments and rebuttals for and against measures and materials.Development maintains educational and outreach documents related to Measures. Economic paperwork, forms and communications; and other accompanying documentation, if filed; County City Clerk P
measures permanently for historical tracking.Administrative Decision: Maintain council sponsored campaign statements.GC 81009; Campaign reports, not including candidate's election records.EC 17302-6; 6 months after election, if no contest, for EC 17300; 5 years after election for election rosters.EC 17000-1; Affidavits and indexes are 5 years.documents in archives.GC 34460; Indefinite. Maintain copy of charter related 02-05-06 Initiative Measures, Referendums & Recalls Includes petitions with original signatures. City Clerk AC+8M election recall petitions.EC 17400; 8 months after election/final examination for and referendum petitions.EC 17200; 8 months after election closes for initiative 02-05-07 Candidate Handbook
Revised and replaced each election.Council and filing requirements and obligations.

Information relating to running for and qualifying for City City Clerk S+2 superseded for relevance to subsequent elections.Administrative Decision: Maintain for 2 years after GC 34090; 2 year minimum requirement. 02-06-00 Fair Political Practices Commission
02-06-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 02-06-02 Administrative Files Annual statement and campaign disclosure noticing and resolution files.numbered year. Resolution is retained permanently in filers) is adopted by City Council resolution every even Retention Note: Conflict of Interest Code (for Form 700 master FPPC forms and manuals and reference files.processing correspondence, conflict code updates, City Clerk CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 02-06-03 Campaign Statements – Elected (Form 400s) FPPC Campaign Financial Disclosure Statements for obligation exists until committee is terminated.committees primarily formed to support them. Filing Elected officials and candidate controlled and/or City Clerk P GC 81009(b); maintain elected indefinitely. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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02-06-04 Campaign Statements – Unsuccessful (Form
400s)
obligation exists until committee is terminated.primarily formed to directly support them. Filing unsuccessful candidates for office including committees FPPC Campaign Financial Disclosure Statements for City Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates. 02-06-05 Campaign Statements – Committees (Form 400s) FPPC Campaign Financial Disclosure Statements for obligation exists until committee is terminated.general purpose and ballot measure committees. Filing City Clerk AC+7 GC 81009(e); 7 year requirement for originals. 02-06-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Attorney.Commissioners, City Manager/Treasurer, and City Mayor, City Council Members, Planning City Clerk AC+7 GC 81009(f); 4 year requirement for copies.GC 81009(e); 7 year requirement for originals. 02-06-07 Statement of Economic Interests (Form 700) –
applicableEmployees & Commissioners, Consultants as Code file with the City Clerk.

Positions designated in the City’s Conflict of Interest City Clerk AC+7 GC 81009(f); 4 year requirement for copies.GC 81009(e); 7 year requirement for originals. 02-06-08 Form 800s
Appointments (Form 806) as applicable and necessary.

Gift to Agency Reports (Form 801) and Public Official City Clerk AC+7 GC 81009(f); 4 year requirement for copies.GC 81009(e); 7 year requirement for originals. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
03-01-00 City Management
03-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an subemails, drafts, transitory documents and other project or Includes communications, correspondence, memos, ject related documents.

City
Manager
AC+2
Historical Records: City
Manager
H P
03-01-03 City Manager's Monthly Report Provided to staff and Councilmembers, and posted on the City website.

City
Manager
CY+2
reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 03-01-04 Reports of Federal Legislative Advocate Reports received from the City’s advocate. May be related to grants, funding and economic issues.

City
Manager
CY+2 GC 34090; 2 year minimum requirement.
03-02-00 General Information Technologies
03-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 03-02-02 Help Desk System Support database that tracks requests for service and Currently using Lansweeper.maintenance agreements, and other IT task tracking. support, hardware and software inventory, licensing and IT ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 03-02-03 Help Desk Correspondence Correspondence between staff and IT regarding hardware and software issues.

IT CY+2
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 03-02-04 Technical Network Diagrams Documents related to network configuration. PDF maintained on the Z drive.

IT C CY+4
for network configuration and diagrams.State of California Guidelines; Current year plus 4 years CCP 343; Statute of limitations of 4 years. 03-02-05 Surveillance Recordings - Administrative Facilities IT 14D rotating
is automatically deleted.limitations. No approvals required for disposition since it recordings for a rotating 14 days due to system Administrative Decision: Maintain routine surveillance exceptions of recordings pertaining to GC 34090.6telephone and radio communication tapes, with State of California Guidelines; 180 days for audio, litigation, retain with the case file.GC 34090.6; 100 days. * If a claim is filed or pending 03-02-06 Meeting Recordings
commissions, and committees.City Council, Planning Commission and other boards, Includes audio and/or video recordings of meetings of IT AP+30D / P*
November 21, 2022."action" minutes. Creation of action minutes approved *Maintain meeting recordings permanently to support minutes of recorded meeting are approved by the body. Administrative Decision: 30 days after "summary" GC 54953.5; 30 days after recording. 03-03-00 IT Projects & Licensing Records
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM -

CITY MANAGEMENT
potential historical information and keep permanently.years after completion of the project. Review for Administrative Decision: Maintain project files for 2 Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. City Manager Project Files 03-01-02 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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CITY MANAGEMENT
03-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 03-03-02 Licenses & Support Includes software EULA licenses, and maintenance and support agreements.

IT AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 343; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 03-03-03 IT Initiated Projects Projects directly associated with IT and infrastructure and upgrades.management. Computer, software and network updates IT CY+2
for maintenance and operations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 03-03-04 Department Initiated Projects Building related projects involving IT in part. IT CY+2 for maintenance and operations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 03-04-00 Backup and Recovery Plans
03-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 03-04-02 Cloud Backup System Automatic incremental backup occurring hourly. IT 1W rotating duplicated on the file servers.of daily backups to allow for recovery. Information is Administrative Decision: Maintain a 1 week rotating set months for daily backups.State of California Guidelines; Current month plus 2 the 2 year minimum period.GC 34090.7; Duplicate records may be destroyed within 03-04-03 Onsite Backup System
supervisor, manager and director local drives.after 7 days. Also includes backups of certain Stored on an internal server. Daily backup overwrites IT 1W rotating duplicated on the file servers.of daily backups to allow for recovery. Information is Administrative Decision: Maintain a 1 week rotating set months for daily backups.State of California Guidelines; Current month plus 2 the 2 year minimum period.GC 34090.7; Duplicate records may be destroyed within 03-04-04 Archive Social Backup of changes to social media sites. IT CY+2 GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
04-01-00 General Legal
04-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-01-02 Public Records Requests City-wide AC+2
State of California Guidelines; 2 years after completion.GC 34090; 2 year minimum requirement. 04-02-00 City Attorney
04-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-02-02 Closed Session Closed Session materials and notes. Attorney P GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent. 04-02-03 Legal Opinions Official opinions issued by City Attorney at the request of the City Manager or City Council.

Attorney C AC+2
inconsistent with the type of documents.years after the matter is closed. The State's guideline is Administrative Decision: Maintain legal opinions for 2 State of California Guidelines; 2 years after superseded.GC 34090; 2 year minimum requirement. 04-02-04 Department Advice & Assistance Advice and informal opinions issued to departments upon request.

Attorney AC+2
type of documents.closed. The State's guideline is inconsistent with the assistance projects for 2 years after the matter is Administrative Decision: Maintain department State of California Guidelines; 2 years after superseded.GC 34090; 2 year minimum requirement.

Duplicate of originals on file with the County. AttorneyGeneral cases: Attorney AC+7 High profile cases: Attorney P
04-02-06 City Attorney Correspondence Attorney / Client privileged communications Attorney C AC+2 years after the matter is closed.Administrative Decision: Maintain correspondence for 2 GC 34090; 2 year minimum requirement.

LEGAL & PROPERTY
case records; maintain high profile cases permanently.State of California Guidelines; 7 years after closure for GC 34090; 2 year minimum requirement. Litigation 04-02-05 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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LEGAL & PROPERTY
04-03-00 Agreements / Contracts / MOUs 04-03-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-03-02 Service, Equipment & Supply Agreements Vendors, product acquisitions, professional service Clerk.limit and/or approved by Council maintained by the City Agreements and contracts over the $15,000 approval leases, licenses and all other general City agreements.professional services and consultants, purchase, agreements, services, individual employment, City-wide V AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 04-03-03 Infrastructure, Mutual Aid & Labor Agreements Capital improvement, development, subdivision, other infrastructure related agreements.franchise, joint powers, mutual aid, labor unit MOU and City-wide V P
State of California Guidelines; Permanent.29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite.H&S 19850; Life of Building, with exceptions.accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years.years maximum.CCP337, 337.1(a), 337.15; Statutes of limitations of 10 GC 34090(a), Real property records, maintain. 04-03-04 Grant Agreements Contract documents related to the receipt of a grant City-wide V AFP+5* application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 04-03-05 Settlement Agreements Attorney V AC+5
coincide with other general city agreements.agreements for 5 years after closure/completion to Administrative Decision: Maintain general settlement for non-capital improvement agreements and contracts.State of California Guidelines; 5 years after termination CCP 343; Statutes of limitations, general 4 years. 04-03-06 Irrevocable Annexation Agreements Contracts with property owners to annex into the City at binding to all future owners and assigns.and are then recorded against the property and become the City's sewer system. Must be approved by LAFCO the earliest opportunity in exchange to be connected to CD V P
State of California Guidelines; Permanent.29 USC 211c; Maintain, indefinite.H&S 19850; Life of Building, with exceptions.GC 34090(a), Real property records, maintain. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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LEGAL & PROPERTY
04-04-00 Property Related Records04-04-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 04-04-02 Assessment Districts Communications related to the creation and types of assessment districts.management of Community Facilities Districts and other ED P
State of California Guidelines; Permanent.CCP 338; 3 year statute of limitations.GC 34090(a); Permanent for land and property records. 04-04-03 Assessment District Ballots & Protest Letters Prop. 218 proceedings and election materials. ED AC+2 GC 53755; 2 years after completion for protests.GC 53753; 2 years after completion for ballots. 04-04-04 Easements, Deeds, Quitclaim Deeds & Grant
Deeds

CD / ED /
PW
V P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 04-04-05 Right of Way PW V P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 04-04-06 Vacations/Abandonments PW V P
State of California Guidelines; Permanent.GC 34090(a); Permanent for land and property records. 04-04-07 Annexations CD / ED V P
State of California Guidelines; Permanent.GC 34090(a); Permanent for land and property records. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
05-01-00 General Accounting Group
05-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-01-02 Springbrook Financial Database Started in 2008. Finance ACT transferred to a new tracking system.Transitory Record: Maintain while active or until data is 05-01-03 Journal Entries Includes year end journal entries, such as accruals. Finance AA+2 State of California Guidelines; 2 years after auditGC 34090; 2 years minimum. 05-02-00 Accounts Payable
05-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-02-02 Warrants Includes invoices, check stubs and backup information. Finance AA+4 State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. 05-02-03 Credit Card Statements Currently in paper format. Finance AA+4 State of California Guidelines; 4 years after audit.CCP 337; 4 year statute of limitations.GC 34090; 2 year minimum requirement. 05-02-04 Trip Forms Reimbursements for staff travel. AA+4 State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. 05-02-05 Purchase Orders Maintained electronically as a process in Springbrook.

Approvals are completed in the software.

Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations.GC 34090; 2 year minimum requirement. 05-02-06 Annual Tax Payments Includes payments on sales and other taxes due. Finance AA+5 State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-02-07 W-9 / 1099 Reporting Finance AA+4
State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.GC 34090; 2 year minimum requirement. 05-03-00 Accounts Receivable
05-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-03-02 Miscellaneous Receivables Includes receivables from false alarms, administrative receivables.disturbance of the peace and other miscellaneous citations, property damage, special police assignments, Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement.

FINANCE
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FINANCE
05-03-03 Cash Receipts
receipts.measures and propositions, AQMD and other cash revenue. For utility users, TOT, special revenues from Includes cash, credit card and other miscellaneous Finance AA+4 State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-03-04 Bank Deposits Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-03-05 Collections / NSF
other collection activities.

Includes returned checks, administrative citations and Finance AA+4 State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-03-06 Deposits / Trust Accounts
Retention starts after closure of account.and other trust accounts maintained by the City.

Includes developer deposits for permits, legal services Finance AC+4 the account is closed.years after the account is closed. Retention starts after Administrative Decision: Maintain trust accounts for 4 State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-04-00 Auditing
05-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-04-02 Annual Audited Financial Statement Includes sales, utility users, TOT and all other revenues.

Finance P
statements permanently.Administrative Decision: Maintain annual financial State of California Guidelines; 7 years after audit.GC 34090; 2 years minimum. 05-04-03 Single Audit For federal grants totaling over $750,000 for the year. Finance P State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-04-04 Annual Individual Audits Includes Measure I, gas tax (street report), and other individual audits.

Finance P
State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-04-05 Year-End Work Papers Electronically maintained on the Z drive. Finance AA+2 State of California Guidelines; 2 years after audit.GC 34090; 2 years minimum. 05-05-00 Banking & Investing
05-05-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-05-02 Bank Statements & Reconciliations Also includes account analysis statements and cancelled or voided checks.

Finance AA+5
State of California Guidelines; 5 years after audit.26 CFR 31.6001-1(e)(2); 4 years.GC 34090; 2 years minimum. 05-05-03 Investments Broker notices, transaction confirmations. Finance P State of California Guidelines; Permanent.CCP 337; Statutes of limitations, 4 years for action.GC34090; 2 year minimum requirement. 05-05-04 Monthly Treasurer's Report to Council Management report included in the agenda packet. Finance CY+2 reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FINANCE
05-06-00 Budgeting05-06-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-06-02 Annual Budget Includes general City budget and MHC. Workpapers budget approval.budget are transitory and may be destroyed after and preliminary budgets leading up to the approved Finance H, V P
permanently for reference and historic value.Administrative Decision: Maintain annual budgets State of California Guidelines; 7 years after audit.GC 34090; 2 years minimum. 05-06-03 Budget Adjustments & Journal Entries Also includes mid-year budget adjustments. Finance AA+2 State of California Guidelines; 2 years after audit.GC 34090; 2 years minimum. 05-07-00 Business Licensing
05-07-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-07-02 City Business Licenses Includes applications and initial setup documents are receipts. Springbrook. Renewal forms are attached to cash scanned and attached to business license accounts in Finance AT+4
State of California Guidelines; 4 years after termination.CCP 337; Statute of limitations.GC 34090; 2 year minimum requirement. 05-07-03 Permits
permits.

Includes film, dance, alarm and other temporary Finance AC+2 for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 05-08-00 Debt Financing
05-08-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-08-02 City Bonds Final bond documentation and agreement. Finance P issues and agreements.State of California Guidelines; Permanent for bond FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-08-03 Bond Statements & Reports Includes official trustee statements, assessments, arbitrage, annual statements, bond disclosure, bond payoffs, bond convenance and cash/surety bonds.

Finance AFP+10
closure/expiration.State of California Guidelines; 10 years after FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-09-00 Financial Reporting
05-09-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FINANCE
05-09-02 State Controllers Reports State Controller maintains reports for 5 years. Finance CY+5 period for submitted reports.the current year plus 5 to follow the State's retention Administrative Decision: Maintain submitted reports for State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-09-03 Sales & Unpaid Tax Reports
unpaid taxes on purchases outside of state.sales, use and property tax analysis reporting and (CDTFA) electronically in PDF for reference. Includes Reported to the California Dept of Tax & Financial … Finance AA+5 State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-09-04 Street Reports
the report.

Representative from the State helps the City prepare Finance AA+5 State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-09-05 Quarterly Diesel & SMIP Reports
collected through the Building Department.Instrumentation and Seismic Hazard Mapping Fees pay fuel taxes. SMIP Reports are the Strong Motion report diesel fuel purchased and used by the City and Reports sent to the State. Quarterly Diesel Report are to Finance AA+5 State of California Guidelines; 4 years after audit.29 CFR 516.5; Maintain at least 3 years.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-10-00 Fixed Assets
05-10-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-10-02 Fixed Asset List Includes the depreciation schedule spreadsheet. For (construction in progress, CIP) and buildings.general fixed assets, land, property, infrastructure Finance AA+4
depreciation schedules.fixed asset inventories, no specific retention for State of California Guidelines; 4 years after audit for GC 34090; 2 year minimum requirement. 05-10-03 Equipment Replacement List For equipment replaced or sold. Finance CY+2 GC 34090; 2 years minimum. 05-11-00 Grants
05-11-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FINANCE
05-11-02 Grant Applications & Agreements
maintained with the grant administrator files.county and school district grants. Other documents Payments and spending reports for federal, state, Finance AC+5* application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment29 CFR 97.36(i)(11); 3 years after final payment 05-11-03 CDBG Grant Applications & Agreements Payments and spending reports. Other documents maintained with the grant administrator files.

Finance AC+4*
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FINANCE
05-12-00 Payroll 05-12-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-12-02 Time Sheet Proof Lists Time sheets maintained by some departments in paper PDF and stored on the Z drive.by departments into Springbrook and proof list printed to format and signed by the employee. Information entered Finance AA+6
State of California Guidelines; 6 years after audit.minimum wages.29 USC 255(a); 2 to 3 years statute of limitations for 26 CFR 31.6001-1; 4 years after tax return due.LC 1174; 2 years after pay period.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return due.29 CFR 516.6; 2 years.29 CFR 516.2; Maintain.GC 34090; 2 year minimum requirement. 05-12-03 Employee Payroll Files AS+6
State of California Guidelines; 4 years after termination.plans for employees.29 USC 1027, 1113, 1451 (ERISA) (6 years); Benefit minimum and unpaid wages.29 USC 255(a); 2 to 3 years statute of limitations for LC 1174; 2 years after pay period.29 CFR 516.6; 2 years.29 CFR 516.2(a)(10); Maintain.contributions.22 CCR 1085.2(c); 4 years for unemployment LC 1197.5(d); 2 years for payroll records.LC 1174; 3 years for payroll records.GC 34090; 2 year minimum requirement. 05-12-04 Payroll Registers Includes payroll adjustments and the registers.

Currently printed to PDF.

Finance C P
State of California Guidelines; Permanent.29 CFR 1627; 3 years.29 CFR 516.2-6; 4 years after tax return filing.GC 12946; 4 years after termination.GC 34090; 2 years minimum. 05-12-05 PERS Retirement Reports Includes member and employer contribution reports. Finance P employee deduction reports.working documents, 4 years after termination for State of California Guidelines; Permanent for PERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 05-12-06 Quarterly Payroll Returns Includes Form 941, DE9 and other quarterly returns. Finance AA+6 State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FINANCE
05-12-07 W-4 / DE-4 Forms Finance AA+6
State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-12-08 W-2s / W-2 Reporting Finance C AA+6
State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-12-09 Deferred Compensation Records of distributions paid by employee and the City. P are listed in the report.compensation reports permanently since all employees Administrative Decision: Maintain deferred State of California Guidelines; Termination plus 5 years.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.payments.29 CFR 1650.202; 10 years from date of action for tax 29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 05-12-10 Garnishments / Withholding Orders Includes active garnishments, child support, IRS liens, payroll file.the garnishment or withholding are kept in the employee FTB liens, vehicle registration liens, etc. Letter closing Finance C AA+6
State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement. 05-12-11 Actuarial Reports
PERS and OPEB actuarial reports. Maintained in PDF.

Supplied by PERS for rate changes. Includes pension Finance CY+5 State of California Guideline: 5 years after completed.GC 34090; 2 year minimum requirement. 05-13-00 Successor Agency
05-13-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-13-02 ROPS Includes reports to the State Controller along with the ROPS.

Finance P
budget. Permanent refers to one final copy of the approved State of California Guidelines; Permanent.GC 53901; Budgets copy must be filed with the County.GC 34090; 2 years minimum. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FINANCE
05-13-03 Long Range Property Management Plan Fiscal Year budget-to-actual report sent to the county, Required reporting.who then sends it to the State Controller's Office.

Finance P
State of California Guidelines; Permanent.GC 34090; 2 years minimum. 05-13-04 RPTTF Payment Records of all properties owned by the RDA being sold off from the City.

Finance AA+4
State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 05-13-05 Successor Agency / RDA Bonds Payments received from ROPS to pay off obligations. Finance P issues.State of California Guidelines; Permanent for bond FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-13-06 Bond Statements & Reports Final bond documentation. Includes official statements, arbitrage, annual statements, bond disclosure, bond payoffs, bond convenance and cash/surety bonds.

Finance AC+10
closure/expiration.State of California Guidelines; 10 years after FC 30210; Maintain.CCP 337.5; Statutes of limitations.GC 43900-43903; Destruction guidelines for bonds.GC 34090; 2 years minimum. 05-14-00 Utilities
05-14-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and Citywide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 05-14-02 Sewer & Trash Rate Planning Includes Prop 218 rate assessment planning and associated protest letters.

Finance AC+2
for general studies and surveys.State of California Guidelines; 2 years after completion GC 53755; 2 years after completion for protests.GC 53753; 2 years after completion for ballots.GC 34090; 2 year minimum requirement. 05-14-03 Utility Billing For sewer and trash. Includes payments and stubs. Finance AA+4 State of California Guidelines; 4 years after audit.GC 34090; 2 years minimum. 05-14-04 Meter Readings Received from Monte Vista Water District. AC+2 for utility connections.State of California Guidelines; 2 years after completion GC 34090; 2 years minimum. 05-14-05 Liens / Assessments Also includes proof of mailing or service informing document is not created.due date the lien is not placed on the property and a lien If the customer pays the proposed lien before the stated year. Assessments processed annually.assess property taxes. Liens are processed 6 times per customer of potential lien. If lien is not paid, the City Finance AC+2
years.State of California Guidelines; Closure of the lien plus 2 GC 34090; 2 year minimum requirement. 05-14-06 Customer Accounts Includes connects and disconnects for sewer and trash. drive.Scanned to Springbrook and also kept in PDF on the Z Finance AT+4
satisfy retention for invoices paid by the customer.files for 4 years after customer account is closed to Administrative Decision: Keep customer maintenance State of California Guidelines; 4 years after audit.CCP 337; 4 year statute of limitations.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
06-01-00 CalPERS
06-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-01-02 Plan Contracts & Plan Amendments Supplied by CalPERS for rate changes. Accessible electronically on the myCalPERS website.

Personnel P
documents.State of California Guidelines; Permanent for CalPERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-01-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

Personnel P
documents.State of California Guidelines; Permanent for CalPERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-01-04 Communications Communications regarding individuals and potential issues with retirement.

Personnel CY+2
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 06-01-05 CalPERS Enrollment Forms Employees being enrolled into CalPERS. Personnel P documents.State of California Guidelines; Permanent for CalPERS benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-01-06 Industrial Disability Retirements
Manager.documentation, and Letter of Determination from City CalPERS IDR form from applicant including supporting Personnel P Permanent for CalPERS documents.incidents). Originals filed with third party administrator. compensation working files (claim files, reports, State of California Guidelines; Permanent for workers LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports.GC 12946; 4 years after submission or creation. 06-02-00 Employee Files
06-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-02-02 Personnel Files FT, PT, temporary, council and commissioners. miscellaneous communications.contracts/agreements), FMLA/CFRA/PDL letters and including union negotiations and resulting actions, employment contracts / agreements (not reimbursement, performance evaluations, disciplinary certificates, educational incentive programs & tuition Includes Personnel Action Forms, applications, training Personnel C, V AS+6
State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.2 CCR 26; 5 years for various employment records.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination.

PERSONNEL
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM -

PERSONNEL
06-02-03 Employee Medical Files
employment physicals and other medical information.

FMLA, exposure, doctor's notes, fingerprints, pre- Personnel C, V AS+30 completion/closure.State of California Guidelines; 30 after termination.29 CFR 1910.1020; 30 years after employee 29 CFR 1627.3(b)(1); 1 year from action.LC 6410; OSHA, maintain.LC 90 - 139.6; 5 years for auditing.8 CCR 15400; Maintain reports. 06-02-04 I-9 Forms Personnel T+4
longer.or 1 year after employment is terminated, whichever is USCIS Form I-9; Maintain for 3 years after completion 29 USC 211c; Maintain, no retention period stated.29 CFR 1627.3(b)(1); 1 year from action.29 CFR 1607; Maintain.29 CFR 1602.14; 1 year after position filled.confidential information.GC 7920.000; Public Records Act, release of GC 12946; 4 years after completion/position filled. checks for hired candidates.Includes DOJ fingerprinting and other background PersonnelHired non-safety employees: Personnel AS+5 Hired safety employees: Personnel P
06-02-06 Personnel Cards Employee history (position titles, hire dates, promotions, Springbrook. position data/history (prior to 2008) not entered into employees prior to 2008, cards kept in vault. Older terminations, etc.) maintained on index cards for Personnel 100Y
completed.Series will expire after destruction of the cards is the employee. Physical cards not used since 2008. Administrative Decision: Maintain cards for the life of State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 06-03-00 Employee Management
06-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-03-02 Administrative Policies Policies applicable citywide for internal employee conduct and city operations.

Personnel S+5
recommends retaining for 5 years after superseded.Administrative Record, State of California Guidelines 2 CCR 26; 5 years for oaths of office.CCP 343; 4 years to commence action.GC 34090; 2 year minimum requirement.position closes for Safety Personnel not hired.Permanent for hired Safety Personnel; 2 years after termination/separation for hired general employees, State of California Guidelines; 3 years after 2 CCR 26; 5 years for oaths of office.PC 832.5; 5 years for officer complaints.GC 34090; 2 year minimum requirement. Background Check Files - Hired Employees 06-02-05 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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06-03-03 Class Specifications
with Personnel Committee approval.

Job descriptions for each position, updated periodically Personnel C P claims.permanently to support potential workers compensation Administrative Decision: Maintain job description 2 CCR 26; 5 years for various employment records.GC 34090; 2 year minimum requirement. 06-03-04 Salary Surveys Those not performed in conjunction with negotiations. Personnel CY+5 current year they are drafted, plus two additional years.State of California Guidelines; Retain records for the 29 CFR 1602.14; 1 year after action/change.2 CCR 26; 5 years for various employment records.compensation records.2 CCR 570.5; 5 years for pay schedules and special 29 CFR 516.6(2); 2 years for wage rate tables, etc.GC 12946; 4 years after completion/position filled.GC 34090; 2 year minimum requirement. 06-03-05 Salary Schedules
in the footer of each schedule. Periodically updated. Effective dates for changes noted List of all current active positions and salary ranges. Personnel CY+5 current year they are drafted, plus two additional years.State of California Guidelines; Retain records for the 29 CFR 1602.14; 1 year after action/change.2 CCR 26; 5 years for various employment records.compensation records.2 CCR 570.5; 5 years for pay schedules and special 29 CFR 516.6(2); 2 years for wage rate tables, etc.GC 12946; 4 years after completion/position filled.GC 34090; 2 year minimum requirement.

Including harassment complaints. Personnel
Non-sworn employees: Personnel AS+4
Sworn employees: Personnel AS+5
06-03-07 COBRA Notices
to notices.for COBRA. Includes elected and declined/no response Notices sent to former employees that they are eligible Personnel CY+4 permanent for benefit plan claims. completion/closure for denied benefit plan enrollment, State of California Guidelines; 4 years after 29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination.GC 34090: 2 year minimum requirement. 06-03-08 Employee Benefits Information
and other benefit plans.deferred compensation, employee assistance program benefits, short & long term disability, life insurance, to employees for medical, dental, vision, flexible Includes the benefits guide and plan documents given Personnel S+4 State of California Guidelines; 2 years after action.benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement.safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite.29 CFR 1602.14; 1 year after action/change.GC 12946; 4 years after completion.GC 34090; 2 year minimum requirement. Employee Complaints 06-03-06 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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06-03-09 Employee Benefit Reports
providers are billing the City the correct amounts.report, and monthly recaps. Reports used to verify Monthly insurance change lists, monthly insurance Personnel AA+4 support Accounts Payable retention in Finance.Administrative Decision: Maintain benefit reports to State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 06-03-10 Benefit Plan Negotiations
insurance broker regarding upcoming benefit renewals.

Communications and information from the City's Personnel CY+4 State of California Guidelines; 2 years after action.benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-03-11 Retiree Insurance
maintains a record of the payments.

Ledgers/payment log and reimbursements. Finance Personnel AT+6 years after termination of benefits.Administrative Decision: Maintain retiree files for 6 State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 06-03-12 Monthly Disability Payment Reports
Received from insurance provider.

Monthly report on disability payments to employees. Personnel CY+6 State of California Guidelines; 4 years after audit.29 CFR 516.2-6; Maintain at least 3 years.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return is filed.26 CFR 31.6001; 4 years after tax return is filed.29 USC 436; 5 years.GC 34090; 2 year minimum requirement.

Approved enrollments:Benefit election / enrollment forms (except CalPERS). Personnel T+6
Denied enrollments: AC+4
06-03-14 Beneficiary Forms Life insurance and deferred compensation. Personnel S+4 State of California Guidelines; 2 years after action.benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. 06-03-15 Benefit Plan Claims
insurance claim forms and documentation.

Long term disability, limited term disability and life Personnel P plan claims.State of California Guidelines; Permanent for benefit benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement.after termination of enrollment in benefit plan.Administrative Decision: Retention period is 6 years enrollments.plan claims, 4 years after completion for denied benefit State of California Guidelines; Permanent for benefit benefit plan termination.29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after GC 12946; 4 years after submission or creation.GC 34090; 2 year minimum requirement. Completed Employee Benefit Forms 06-03-13 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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06-03-16 Direct Deposit Enrollment Forms File by employee name. Personnel AT+4 separates from the City.for 4 years after the employee cancels the service or Administrative Decision: Maintain direct deposit forms GC 12946; 4 years after action taken. 06-03-17 Affordable Care Act Forms
forms in December for benefits received.
1095 forms and quarterly reports used for completing Personnel CY+4 GC 12946; 4 years after submission or creation. 06-03-18 Employment Development Department Forms
and Notices
the EDD. Originals kept in Personnel.Benefit Audits for specified employees, and returned to Forms are completed upon EDD request, such as Personnel CY+2 plus 2 years.statistics and benefit activity reports for the current year State of California Guidelines; Maintain employee GC 34090; 2 year minimum requirement. 06-03-19 Notices of Determination
communications with EDD.eligibility of former employees and related EDD notices of determination on unemployment Personnel AS+4 for unemployment claims.State of California Guidelines; 3 years after termination 29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination.GC 12946; 4 years after completion. 06-03-20 California Civil Rights Department (formerly
Department of Fair Employment & Housing) become lawsuits.

Claims that are resolved administratively and do not Personnel AC+4 plus 2 years.statistics and benefit activity reports for the current year State of California Guidelines; Maintain employee GC 34090; 2 year minimum requirement.GC 12946; 4 years after completion. 06-04-00 Labor Relations
06-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-04-02 Union Representatives / Organizations Includes correspondence and reviews with labor organizations. Does not include negotiation information.

Personnel CY+2, AR
Review annually for relevant content.communications for the current year plus 2 years. Administrative Decision: Maintain correspondence and GC 34090; 2 year minimum requirement. 06-04-03 Labor Negotiations Notes, correspondence, contracts, memoranda, agreements.

Personnel P
State of California Guidelines; Permanent.29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite. 06-04-04 Memorandums of Understanding
Management Resolutions.Includes MOUs for all bargaining units and Unclassified Personnel P retention without relevant statutes or regulations cited.State of California Guidelines; Recommend Permanent 29 CFR 516.5(b); 3 years.29 USC 211c; Maintain, indefinite. communications.All grievances and related investigations and PersonnelMiscellaneous Employees: Personnel AS+4 Public Safety Employees: Personnel AS+5
safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite.29 CFR 1602.14; 1 year after action/change.GC 12946; 4 years after completion. Grievances 06-04-05 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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06-04-06 Interest Arbitrations Award
settled complaints.

Awards and compensation given to persons based on Personnel P State of California Guidelines; Permanent.29 USC 207g; Definitions.29 USC 203m; Definitions.29 USC 211c; Maintain, indefinite. 06-04-07 Appeals
other labor relations issues.

Appeals based on grievances, disciplinary actions or Personnel AS+5 safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 CFR 1602.14; 1 year after action/change.GC 12946; Until resolved. termination information.Documents tracking the classifications and employee PersonnelMiscellaneous Employees: AS+4Public Safety Employees: AS+5 06-05-00 Personnel Committee
06-05-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-05-02 Agendas Personnel CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 06-05-03 Minutes Personnel V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 06-06-00 Recruitments
06-06-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-06-02 Recruitment Files Includes job descriptions and flyers, applications, managed in NEOGOV.rejection letters and eligibility lists. Most documents practical test and assessment centers, oral board, Personnel AC+4
completion/position filled.State of California Guidelines; 3 years after 29 CFR 1627.3; 1 year after position filled.29 CFR 1602.14; 1 year after position filled.GC 12946; 4 years after completion/position filled. 06-06-03 Background Check Files - Disqualified
Candidates
maintenance. outside service and retained electronically for checks for non-hired candidates. Provided by an Includes DOJ fingerprinting and other background Personnel C AC+2 position closes for Safety Personnel not hired.Permanent for hired Safety Personnel; 2 years after termination/separation for hired general employees, State of California Guidelines; 3 years after PC 832.5; 5 years for officer complaints.GC 34090; 2 year minimum requirement.

Layoffs 06-04-08
retention for grievances to support potential actions.Administrative Decision: Maintain layoffs to match safety employees for grievances.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 CFR 1602.14; 1 year after action/change.GC 12946; 4 years after completion. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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PERSONNEL
06-07-00 Risk Management06-07-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-07-02 Correspondence & Reports General information and correspondence with the liability loss reports.City's Third Party Administrator. Does not include California Insurance Pool Authority (CIPA) and the Personnel CY+2, AR
State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 06-07-03 Claims Against the City Filed by members of the public. Clerk / Personnel
AC+6
closure.State of California Guideline; 5 years after settlement or violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 34090; 2 year minimum requirement. 06-07-04 Recovery Claims Claims made by the City for damage to City property by insurance carriers.another person or entity. May include subrogation by Personnel AC+6
closure.State of California Guideline; 5 years after settlement or violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 34090; 2 year minimum requirement. 06-07-05 Incident Reports Supervisor's Report of Accident or Injury. Reports submitted by the associated department.

Personnel AC+7
closure.State of California Guideline; 7 years after settlement or GC 910 - 913; 6 months to 1 year after event occurs.violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 25105.5; 5 years after closure/completion.29 CFR 1904.2-7; OSHA recordkeeping.42 USC 1983; Definitions.GC 34090; 2 year minimum requirement. 06-07-06 Liability Loss Reports Personnel CY+5
State of California Guideline: 5 years after completed.compensation due; when audit findings are final.compensation was last provided; upon payment of all years from date of injury; 1 year from date. 8 CCR 10102; whichever is longer of the following: 5 from the end of the calendar year they relate to.29 CFR 1904.33; maintain OSHA reports for 5 years GC 34090; 2 year minimum requirement. 06-07-07 General City Insurance Policies Includes facilities, auto and other general insurance policies.

Personnel P
and property insurance.State of California Guidelines; Permanent for liability GC 34090; 2 year minimum requirement. 06-07-08 Use of City Facilities by Other Parties Forms, waivers, and certificates of insurance related to non-profit organizations. No fees charged for use.City facility or property use by other agencies. Used for Personnel AC+4
CCP 343; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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CodeSeries
Legend:

PERSONNEL
06-07-09 Certificates of Liability Insurance Not related to a project, grant or agreement. Personnel P and property insurance.State of California Guidelines; Permanent for liability GC 34090; 2 year minimum requirement. 06-07-10 Employee Fidelity Bonds
City Treasurer by GC36518 and ORD 56-2.

Records related to bonds required for City Clerk and Personnel AS+2 for personnel fidelity bonds.State of California Guidelines; 2 years after separation GC 34090; 2 year minimum requirement. 06-08-00 Safety Committee
06-08-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and Citywide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-08-02 Agenda Packets Personnel CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 06-08-03 Minutes Personnel V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 06-08-04 Appointments
appointment memos.

Listing for Terms of Office, posted member list, and Personnel P for historical tracking of appointments.Administrative Decision: Maintain rosters permanently Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 06-08-05 Communications
regarding Committee business.

Communications to and among Committee Members Personnel CY+2 State of California Guidelines; Administrative Record.GC 34090; 2 year minimum requirement. 06-09-00 Safety & Training
06-09-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-09-02 Injury & Illness Prevention Plan Workers compensation procedures and general safety Plan information for employees.information. Includes Workplace Violence Prevention Personnel S+5
or expired.State of California Guideline: 5 years after superseded 8 CCR 3204; 1 year for IIPP training records.GC 34090; 2 year minimum requirement. 06-09-03 Employee Training Programs Sign-in sheets, handouts and other program information for employee safety trainings.

Personnel CY+7
years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Legend:

PERSONNEL
All filed physically by year completed. Personnel CEvidential Breath Testing devices.Records of inspection, maintenance, and calibration of Personnel C CY+50.02.alcohol test results with a concentration of less than Records of negative and cancelled drug test results and Personnel C CY+1up tests.reports; and all follow-up tests and schedules for followsubstituted or adulterated drug test results); SAP take required alcohol and/or drug tests (including positive drug test results; documentation of refusals to concentration of 0.02 or greater; records of verified Records of alcohol test results indicating an alcohol Personnel C CY+5documents.Alcohol and controlled substance collection process Personnel C CY+2 06-09-05 DMV Pull Notice Program Records for staff enrolled in program (those who are vehicles for work).licensed to operate City equipment and can drive City Personnel C S VC 1808.1; must pull record at least every 12 months. 06-09-06 Occupational Safety and Health Administration OSHA notices, communications, inspections, and Includes WVPP related records.citations, incident logs, and incident investigations.

Personnel CY+5
reports.Current Year plus 5 years to match retention for OSHA communications, inspections and citations for the Administrative Decision: Maintain OSHA State of California Guideline: 5 years after completed.8 CCR 10102;5 years from date of injury.8 CCR 14300.33; 5 years for OSHA 300 reports.29 CFR 1904.33; 5 years for OSHA reports.GC 34090; 2 year minimum requirement. 06-10-00 Worker's Compensation
06-10-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 06-10-02 Workers Compensation Claims Includes doctors notes, copies of information and correspondence from the TPA on the employee claim.

Personnel C P
incidents). Originals filed with third party administrator.compensation working files (claim files, reports, State of California Guidelines; Permanent for workers LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports. 06-10-03 Subrogation Subrogation records related to WC claims, administered by AdminSure.

Personnel P
incidents). Originals filed with third party administrator.compensation working files (claim files, reports, State of California Guidelines; Permanent for workers LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports. 06-09-04 Random Drug Pulls - DOT
area.type. All documents must be maintained in a secured 49 CFR 40.333; 1 to 5 years depending upon document ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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CodeSeries
Legend:

PERSONNEL
06-10-04 Workers Compensation Loss Run Reports Monthly reports from the TPA. Personnel CY+5 are 5 years after completion/closure.Management Reports (including Loss Analysis Reports) Permanent retention, but no relevant statues; Risk State of California Guidelines; State recommends LC 129(a); 5 years for auditing.8 CCR 10102; 5 years.8 CCR 15400.2; 5 years.8 CCR 15400; Maintain reports. 06-10-05 OSHA logs OSHA Logs 200, 300, 301, and 301(a). Personnel CY+5 State of California Guideline: 5 years after completed.8 CCR 10102;5 years from date of injury.8 CCR 14300.33; 5 years for OSHA 300 reports.29 CFR 1904.33; 5 years for OSHA reports.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
07-01-00 Community Development Administration
07-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-01-02 GoGov Building permit GIS identification system. IT ACT transferred to a new tracking system.Transitory Record: Maintain while active or until data is 07-02-00 Current Planning
07-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-02-02 Permits & Applications - Land Use & Real
Property Related
other real property related permits and applications.permits, zone changes, affidavits of acceptance and use permits, precise plans of design, variances, use and agreements, zoning map amendments, conditional Includes parcel and tract maps, development reviews Planning P State of California Guidelines; Permanent.exceptions.H&S 19850; Building plans - Life of Building, with GC 4003, 4004; Maintain costs, records and planspermanently.GC 34090(a); Real property records, maintain 07-02-03 Permits & Applications - Temporary Use Includes banners and temporary signs, alcohol, pumpkin / tree lots and other temporary use permits.

Planning AC+2
for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 07-02-04 Zoning Verification Letters Planning CY+2 GC 34090; 2 year minimum requirement.07-03-00 Advanced Planning 07-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-03-02 General Plan & Amendments Includes elements. Planning P State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 07-03-03 Housing Element Annual Planning Report State required report to be in compliance with the City's housing element.

Planning P
State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 07-03-04 Specific Plans Includes specific plans, reclamation plans, active amendments.transportation plans and other plans and associated Planning P
State of California Guidelines; Permanent.exceptions.H&S 19850; Building plans - Life of Building, with GC 4003, 4004; Maintain costs, records and planspermanently.GC 34090(a); Real property records, maintain 07-03-05 Zoning Code Amendments Not covered by a specific plan or project related. Planning P State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM -

COMMUNITY DEVELOPMENT
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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COMMUNITY DEVELOPMENT
07-04-00 Building & Safety07-04-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-04-02 Building Plan Reviews - Expired / Withdrawn Includes plan checks for potential projects. 365 days from the submittal date.

Building CY+2 GC 34090; 2 year minimum requirement.
07-04-03 Building Permits - Approved
for building projects.Restrictions, notice of violations and other documents Accessibility Requirements, Inspection Reports, Deed Check Comments / Responses, Request for Waiver for surveys, pad elevations, special inspection reports, Plan Includes structural calculations, soils reports, land Building P commercial plans.State of California Guidelines; Permanent including CC 1351; definitions, community property.exceptions.H&S 19850; Building plans - Life of Building, with 07-04-04 Building Permits - Expired
for expired building permits.Restrictions, notice of violations and other documents Accessibility Requirements, Inspection Reports, Deed Check Comments / Responses, Request for Waiver for surveys, pad elevations, special inspection reports, Plan Includes structural calculations, soils reports, land Building AE+2 GC 34090; 2 year minimum requirement. 07-04-05 Certificates of Occupancy Building LOB
State of California Guidelines; Life of business.permanently.GC 34090(a); Real property records, maintain 07-05-00 Code Enforcement Records
07-05-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-05-02 Code Violations Includes notices to abate, public nuisance letters, appeals and other code enforcement information.citations, notices of correction, liens, administrative Code Enf. AC+2
correction/completion.State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement. 07-05-03 Administrative Citations Fine related violations that can go to liens if not corrected.

Code Enf. AC+2
correction/completion.State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement 07-06-00 Fire Services
07-06-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-06-02 Weed Abatement Includes notices to abate, citations, notices of case information.correction, administrative appeals and weed abatement Code Enf. AC+2
correction/completion.State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement. 07-06-03 Fire Permits Includes Christmas tree lots, firework shows, temporary materials.May include plans for seating, tents and other event tents and other temporary use permits related for Fire.

CD AC+2
permits.for maintenance projects, and for temporary use State of California Guidelines; Current Year plus 2 years GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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COMMUNITY DEVELOPMENT
07-06-04 Plan Reviews
Files.License Inspections. Located in the individual Street Continuing business is then handled under Business Renewed only if construction is not completed. Permit issued on approval, which is good for 1 year. Fire Prevention maintains the plans after approval. sprinklers, fire alarms, underground sprinkler work, etc. improvements to fire-related systems, such as Includes plan checks for new construction or CD /
Planning
AE+5
of inspection.State of California Guidelines; 3 years after completion fire permit.IFC 104.6; Retain for 5 years after renewal/expiration of 07-06-05 Property Inspections
Code Enf.

Building / AC+5
of inspection.State of California Guidelines; 3 years after completion fire permit.IFC 104.6; Retain for 5 years after renewal/expiration of 07-06-06 Annual Inspections
law and/or fire code. inspections and other types of business as required by motels, multi-family, apartments, vegetation / brush Includes inspection documents for schools, hotels &
Code Enf.

Building / AC+5
of inspection.State of California Guidelines; 3 years after completion fire permit.IFC 104.6; Retain for 5 years after renewal/expiration of 07-07-00 CDBG & Homeless Services
07-07-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-07-02 Construction Projects Grant program. Construction projects funded by CDBG grants.

CD AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per closure.State of California Guidelines; 4 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 07-07-03 Public Benefit Projects Graffiti and senior transportation funded by CDBG grants.

CD AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per closure.State of California Guidelines; 4 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 07-07-04 Homeless Outreach & Contact Sheets Information entered into the County's database.

Includes personal information and signatures.

Code Enf. C CY+2 GC 34090; 2 year minimum requirement.
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Legend:

COMMUNITY DEVELOPMENT
07-07-05 CDBG Annual Fund Reports County required report. CD AFP+5 the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per closure.State of California Guidelines; 4 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 07-08-00 Planning Commission 07-08-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 07-08-02 Agendas & Agenda Packets CD CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 07-08-03 Minutes CD V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 07-08-04 Resolutions CD V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 34090(e); Permanent for decisions of the City. 07-08-05 Meeting Audio/Video Recordings CD 30 Days
recorded meeting are approved.Administrative Decision: 30 days after minutes of GC 54953.5; 30 days after recording. 07-08-06 Administrative Appeals CD P
State of California Guidelines; Permanent.exceptions.H&S 19850; Building plans - Life of Building, with GC 4003, 4004; Maintain costs, records and planspermanently.GC 34090(a); Real property records, maintain ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
08-01-00 Engineering Administration
08-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-01-02 Master Plans Storm drains, parks and recreation, sewers, active transpiration plans and other master plans.

PW Eng. S+2
is superseded.State of California Guidelines; 2 years after master plan GC 34090; 2 year minimum requirement. 08-01-03 Geotechnical & Soils Reports PW Eng. P
reports.State of California Guidelines; Permanent for soils GC 34090(a); Permanent for land related documents 08-01-04 Infrastructure Maps Maps for storm drains, lighting, sewers, utilities and built maps.other infrastructure maps. Includes digital copies of asPW Eng. P State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-01-05 Encroachment Permits Includes CIP encroachments, street improvements, other construction related projects.street cuts for wet/dry utilities, street lane closures and PW Eng. P
construction based encroachment permits.State of California Guidelines; Permanent for H&S 19850; Life of Building, with exceptions.GC 4003, 4004; Maintain.permanently.GC 34090(a) Real property records, maintain 08-01-06 Transportation Permits Temporary use permit for access of oversized vehicles. PW Eng. AC+2 for temporary use permits.State of California Guidelines; Current Year plus 2 years GC 34090; 2 year minimum requirement. 08-02-00 Engineering Projects
08-02-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-02-02 Administrative Includes Council approval, legal issues, project budget, documentation.project schedule, special issues and supporting PW Eng. AC+2
support the project tasks.records for 2 years after the project is completed to Administrative Decision: Maintain for administrative Administrative Record, State of California GuidelinesGC 34090; 2 year minimum requirement. 08-02-03 Correspondence Includes agencies, construction, design and internal correspondence.

PW Eng. AC+2
support the project tasks.records for 2 years after the project is completed to Administrative Decision: Maintain for administrative Administrative Record, State of California GuidelinesGC 34090; 2 year minimum requirement.

Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 08-02-04 Contracts
documentation.reimbursements, design construction and supporting Includes change orders, contracts, utility PW Eng. P
improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-05 Preliminary Design
maps and supporting documentation.of-way, land acquisition, topography and boundary Includes environmental and geotechnical reports, right- PW Eng. AC+10 for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years 08-02-06 Design
submittals and supporting documentation.permits, requests for proposals, specifications, design Includes architectural prints, consultant selection, PW Eng. P improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-07 Bidding & Award
bid meetings and supporting documentation.

Includes bid award, bid addenda, contractor bids, pre- PW Eng. P improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-08 Construction Testing & Inspection
documentation.special inspection testing and supporting Includes field observation notes, materials testing, PW Eng. AC+10 for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-09 Construction Labor Compliance
of working days and supporting documentation.employee interviews, progress payments, weekly record employment opportunity records, labor compliance, Includes certified payroll, daily diaries, equal PW Eng. AC+10 for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-10 Construction Progress Documentation
notices, submittals and supporting documentation.work notices, requests for information, stop work Includes extra work reports, photos, preliminary stop PW Eng. AC+10 for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-11 Construction Close-out
supporting documentation.record drawings, punch lists, warranty, final reports and Includes acceptances, notices of completion, as-built / PW Eng. AC+10 for capital improvement projects.State of California Guidelines; 10 years after completion CCP 337.15; 10 years. 08-02-12 Environmental
documentation.stormwater pollution prevention plans and supporting Includes operations and maintenance manuals, PW Eng. P
improvements.State of California Guidelines; Permanent for capital CCP 337.15; 10 years.GC 4003, 4004, Maintain.documents.GC 34090(a); Permanent for real property related 08-02-13 Right of Way P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 08-03-00 Development Engineering08-03-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-03-02 Subdivisions PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-03 Tract Maps Includes map changes. PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-04 Parcel Maps Includes map changes. PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-05 Lot Line Adjustments / Mergers PW Eng. P
State of California Guidelines; Permanent.CCP 337.15; 10 years.exceptions.H&S 19850; Building Plans - Life of Building, with GC 4003, 4004; Maintain.permanently.GC 34090(a); Real property records, maintain 08-03-06 Grading Permits PW Eng. P
State of California Guidelines; Permanent.GC 4003, 4004; Maintain.CCP337, 337.1(a), 337.15; Statutes of limitations.permanently.GC 34090(a), Real property records, maintain 08-03-07 Easements & Dedications PW Eng. P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 08-03-08 Vacations & Abandonments PW Eng. P
24 CFR 1710; Permanent.documents.GC 34090(a); Permanent for land and property related 08-03-09 Record of Surveys Maps PW Eng. P
recording data and maps.State of California Guidelines; Permanent for survey documents.GC 34090(a); Permanent for land and property related ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 08-03-10 Plan Checks Duplicates for Engineering review. PW Eng. CY+2 GC 34090; 2 year minimum requirement.08-04-00 Streets Engineering08-04-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-04-02 Street Naming PW Eng. P
and numbering policies and procedures.State of California Guidelines; Permanent for naming documents.GC 34090(a); Permanent for land and property related 08-04-03 Pavement Management System Includes repairs, overlay projects and pavement management reports from the County.

PW Eng. S+2
for maintenance projects.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 08-04-04 Street Lights & Equipment Limited lights owned by the City. Most street lights owned and managed by Southern California Edison.

PW Eng. LOS+2
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations.GC 34090; 2 year minimum requirement. 08-04-05 Signage & Striping PW Eng. P
striping.State of California Guidelines; Permanent for signs and documents.GC 34090(a); Permanent for land and property related 08-04-06 Sidewalks, Curbs & Gutters PW Eng. P
and street maps.State of California Guidelines; Permanent for sidewalks documents.GC 34090(a); Permanent for land and property related 08-04-07 Alleyways PW Eng. P
striping.State of California Guidelines; Permanent for signs and documents.GC 34090(a); Permanent for land and property related 08-04-08 Monumentation Includes street ties, centerline ties and benchmarking. PW Eng. P boundary maps, including monuments.State of California Guidelines; Permanent for City documents.GC 34090(a); Permanent for land and property related 08-05-00 Traffic Engineering
08-05-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-05-02 Traffic Calming Speed humps, bump outs and other calming system design.

PW Eng. LOS+3
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations. 08-05-03 Traffic Requests & Management Includes requests for traffic calming, red/blue curb systems. marking, speed humps and other neighborhood
PW Eng. AC+2
or denied.requests for 2 years after the request is accommodated Administrative Decision: Maintain traffic change GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 08-05-04 Traffic Studies & Surveys PW Eng. AC+2
plus 2 years.State of California Guidelines; Completion of survey GC 34090; 2 year minimum requirement. 08-05-05 Traffic Signals Includes files on equipment, timing sheets, systems and maintenance.

PW Eng. LOS+3
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations. 08-05-06 Parking Systems Includes restricted parking, residential permit parking, are maintained in a binder and are valid for 5 years.parking districts, garages and other systems. Permits PW Eng. AE+2
for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 08-06-00 Bridges08-06-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-06-02 Bridge Maintenance Program PW Eng. LOS+2
and inspections for the live of the structure.State of California Guidelines; Maintain bridge reports GC 34090; 2 year minimum requirement. 08-06-03 Inspections & Reports PW Eng. LOS+2
and inspections for the live of the structure.State of California Guidelines; Maintain bridge reports GC 34090; 2 year minimum requirement. 08-07-00 Storm Drainage & NPDES
08-07-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-07-02 NPDES Permit Annual Report Includes finalized, submitted yearly reports to the State Water Resources Board.

PW Eng. CY+3
Provisions, Records; 3 years from date of sample.NPDES Permit No. CA0038776 IV. Standard other discharge records, including calibration recordssludge use & disposal, 3 years after completion for 40 CFR 122.41; 5 years after completion for sewage 08-07-03 Stormwater Pollution Prevention Plan PW Eng. P environmentally sensitive documents.years, with caveat recommendation of permanent for State of California Guidelines: Current year plus 2 GC 34090; 2 year minimum requirement. 08-07-04 WQMP Management Includes maintenance agreements for maintenance of Water Quality Control Board.best management practices. Required for the Regional PW Eng. P
State of California Guidelines; Permanent.29 USC 211c; Maintain, indefinite.accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years.permanently.GC 34090(a), Real property records, maintain ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 41
Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 08-07-05 Stormwater Outfall Testing
comparisons.

Samples submitted to contract lab for baseline PW Eng. CY+3 Provisions, Records; 3 years from date of sample.NPDES Permit No. CA0038776 IV. Standard 40 CFR 503; 3 years for significant leaks or spillsother discharge records, including calibration records.sludge use & disposal, 3 years after completion for 40 CFR 122.41; 5 years after completion for sewage 08-07-06 Inspections
and industrial.

Includes post-construction inspections for commercial PW Eng. AC+2 for maintenance projects.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 08-07-07 Hazardous Spills
spills.

Includes contained fluid and other hazardous material PW Eng. CY+10 years.waste disposal records for the current year plus 10 State of California Guidelines; Maintain hazardous 40 CFR 503; 3 years for significant leaks or spills. 08-07-08 Illicit Discharge Incidents PW Eng. AC+5
after correction or resolve.Administrative Decision: Maintain incidents for 5 years for discharge monitoring reports.State of California Guidelines; Current year plus 5 years 40 CFR 122.41; 3 years after report.40 CFR 122.21; 3 years after approval. 08-07-09 Trash Reduction Plan
inspection of devices in storm drain inlets.

Compliance report. Maintenance monitoring and PW Eng. AC+3 22 CCR 66262.40; 3 years for generator reports. 08-07-10 Reduction Program Reports
electronically.cleanup and other reduction programs. Submitted sweeping, trash hotspot cleanups, on land trash Includes NPDES reports to the County for street PW Eng. AC+3 22 CCR 66262.40; 3 years for generator reports. 08-07-11 Outreach
contractors.

Includes brochures and materials handed out to PW Eng. S+2 materials are superseded.State of California Guidelines; 2 years after program GC 34090; 2 year minimum requirement 08-08-00 Sewer & Wastewater
08-08-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-08-02 Recycled Water System Includes service agreements, pipelines and supply data. PW Eng. P State of California Guidelines; Permanent.29 USC 211c; Maintain, indefinite.H&S 19850; Life of Building, with exceptions.accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years.permanently.GC 34090(a), Real property records, maintain 08-08-03 IEUA Inland Empire Utilities Agency. Includes
agency.communications and general information with the
PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Legend:
08-00-00 PUBLIC WORKS ENGINEERING
Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 08-09-00 Utilities08-09-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 08-09-02 Telecommunications Includes communications and general information with telecommunication and internet providers.

PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 08-09-03 Electrical Service Includes communications and general information with Edison and other generators.

PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 08-09-04 Gas Service Includes communications and general information with SoCal Gas and other providers.

PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 08-09-05 Water Service Includes communications and general information with water agencies and companies.MVWD, MWD, Golden State Water Company and other PW Eng. CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
09-01-00 Administration
09-01-01 General Information & Administration
already in the group.group, but not associated with a specific record series map, and reference documents relating to the record Includes general subject information, reports, Montclair City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-01-02 Work Orders Orders received via email, verbal, phone and other means.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-01-03 Key Distribution Database PW M&O ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 09-01-04 Safety Training Program Includes sign-in sheets, attendance rosters, and training materials for safety training classes and events.

PW M&O CY+7
years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 7920.000; PRA, confidential record status.GC 12946; 2 years after termination.29 CFR 1627.3(b); 1 year for training recordsGC 34090; 2 year minimum requirement. 09-01-05 Air Quality Management District (AQMD) Includes Annual Operating Permit Fee, Test of Vapor Coast Air Quality Management District.Recovery Equipment, Emission Fee Notice, South PW M&O AC+7
for AQMD records.State of California Guidelines; Current year plus 7 years records.CCP338(k); 6 year statute of limitations for air quality 09-01-06 Mathesin Oil Company Correspondence and communications with the company.

PW M&O CY+2, AR
Administrative Record, State of California Guidelines.GC 34090; 2 year minimum requirement. 09-01-07 San Bernardino County Forms Includes CUPA permits, Air Resources Board, Business Designation.Resources recycling and recovery, and Proof of Emergency/Contingency Plan Receipt, Dept. of PW M&O CY+5
enforcement documents.27 CCR 15185(c); 5 years for hazardous waste generators.H&S 25160; 3 years for receipts from transporters to remediation waste staging.H&S 25123.3; Generator must maintain records for years onsite.H&S 25200.3; Generator must maintain records for 5 09-01-08 Maintenance & Service Agreements Includes Tree Service, Clean Energy, Ideal Uniform Rental and other maintenance and service agreements.Rental Service, Burrtec Services, Ayres Self Storage PW M&O AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337(2) & (3); Statutes of limitations of 4 years. 09-01-09 Emergency Plans Includes Emergency Management Plan I - III, Emergency Plan 2017.Emergency Preparedness, Corporate Yard Business PW M&O S+2
plans.for emergency management and mutual aid strategic State of California Guidelines; 2 years after superseded GC 34090; 2 year minimum requirement. 09-01-10 Hazardous Waste Manifests Includes waste tire, oil, batteries, light bulbs and other hazardous waste disposal manifests.

PW M&O CY+10
years for hazardous waste disposal documents.State of California Guidelines; Current year plus 10 40 CFR 122.21; 3 to 5 years.GC 34090; 2 year minimum requirement. 09-01-11 Dept. of Toxic Substances EVQ Report
pickup.

Annual reporting with a manifest for hazardous waste PW M&O CY+10 years for hazardous waste disposal documents.State of California Guidelines; Current year plus 10 40 CFR 122.21; 3 to 5 years.GC 34090; 2 year minimum requirement.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-02-03 Facility Permits Includes elevators, health and other facility permits. PW M&O AE+2 for municipal facility rental / use permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-02-04 Inspections AQMD, health department and other external inspections.

PW M&O AC+2
year for maintenance projects.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-00 Street Maintenance
09-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-03-02 Pavement Management System Includes repairs, concrete maintenance, crack ceiling, pavement marker program, and overlay projects.

PW M&O S+2
for maintenance projects.State of California Guidelines; 2 years after completion GC 34090; 2 year minimum requirement. 09-03-03 Signage Includes log books, index register cards, inventory lists, control.records of traffic signs, parking restrictions and traffic PW M&O LOS+3
years.State of California Guidelines; Life of system plus 2 CCP 337; 3 year statute of limitations. 09-03-04 Pavement Markings Includes striping, stenciling, curb painting, cross walk and repair projects.locations, and other pavement marking maintenance PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-05 Landscape Maintenance Maintenance projects completed for medians and debris and weed abatement
PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-06 Street Sweeping Notice Distribution PW M&O CY+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-03-07 Concrete Tickets Tickets received by the concrete provider for internal signature.concrete mix used, batch information and weighmaster tracking. Includes arrival site, order quantities and PW M&O CY+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 45
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-04-03 Playground & Park Equipment Inspections PW M&O AC+3 for equipment inventories.for inspection records in Parks, and 2 years after audit State of California Guidelines; Completion plus 2 years CCP 338; 3 years for action. 09-05-00 Fleet Management
09-05-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-05-02 Vehicle & Equipment Specifications &
Maintenance Records
related information.maintenance and other specific vehicle and equipment Paper history of equipment and vehicles. Includes PW M&O LOV+4 vehicles. State does not reference any citations.plus 2 years for fuel, maintenance and repair records of State of California Guidelines state life of the vehicle CCP 343; 4 years for action.GC 34090; 2 year minimum requirement. 09-05-03 Daily Vehicle Inspection Forms PW M&O CY+2
year.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-05-04 CNG Inspections PW M&O CY+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-05-05 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the DOT. PW M&O CY+2 years. 25 month inspection period.VC 3450.12; maintain inspection reports for at least 2 GC 34090; 2 year minimum requirement. 09-05-06 Smog Certifications / Inspections Combined with California Air Resources Board. PW M&O CY+2 year for permits; may depend upon the agency.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-05-07 Fuel Reports
and other fuel usage reports.

Includes quarterly diesel fuel, weekly fuel consumption PW M&O AA+4 State of California Guidelines; 3 years after audit.CCP 337; Statutes of limitations of 4 years.GC 34090; 2 year minimum requirement. 09-05-08 Fuel Pump Maintenance & Inspections
system.piping and the fuel island, and maintenance on the Includes monthly fuel storage inspections of generators, AA+4 State of California Guidelines; 3 years after audit.CCP 337; Statutes of limitations of 4 years.GC 34090; 2 year minimum requirement. 09-05-10 Aerial Inspections Includes inspection for cranes, buckets, etc. PW M&O CY+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 46
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Obsolete system no longer in use. All tanks are above PW M&O CY+2 removal and remediation.year for underground storage tank locations, installation, State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
MONTCLAIR CITY COUNCIL MEETING – 06/03/2024 Page 178 of 223 Records Retention Schedule and UFIRST™ Index
City of Montclair Page 47
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

PW M&O AC+2
year for maintenance projects.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-00 Sewer & Storm Drain Maintenance
09-07-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-07-02 Permits Includes sewer confined space entry permits. PW M&O AE+2 for municipal facility rental / use permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-07-03 Inspections Includes push camera, catch basin, sewer grease interceptors and other system inspections.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-04 Hot Spot Includes sewer hotspot maintenance program. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-05 Traffic Counters PW M&O AC+2
plus 2 years.State of California Guidelines; Completion of survey GC 34090; 2 year minimum requirement. 09-07-06 Storm Water Maintenance Includes catch basin cleaning storm drain line inspections and other maintenance activities.

PW M&O AC+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-07-07 Gas/Oxygen Testing Sensors
to detect oxygen levels and harmful gases.Inspection and testing of sensors under manhole covers PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-08-00 Tree Maintenance
09-08-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-08-02 Street Tree Inventory Reports printed from the Street Tree Inventory Database.

PW M&O CY+2
year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-08-03 Tree Maintenance Projects In-house provided maintenance for smaller project. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 48
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 09-09-00 Graffiti Maintenance09-09-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-09-02 Graffiti Abatement Includes block grant target area reports. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-09-03 Quarterly & Monthly Graffiti Reports PW M&O CY+2 reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 09-10-00 Signs/Paint Maintenance
09-10-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-10-02 Street Lights Includes repairs and inspections PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-11-00 Sweeping Maintenance
09-11-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-11-02 Misc. Duties Includes shopping carts. PW M&O AC+2 year for maintenance and operations.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 09-12-00 Pesticide Maintenance
09-12-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-12-02 Pesticide Application Includes chemical application and pesticide application. PW M&O P to 3 years.F&AC 14007, Restricted Materials Permits issued for 1 Reports.F&AC 14011.5 - 12, maintain and submit Pesticide Use GC 34090; 2 year minimum requirement. 09-12-03 Safety Information Includes data sheets and forms. PW M&O CY+30 chemical was used is maintained.unless another record of what, where and when a 29 CFR 1910.1020; Retain MSDS records for 30 years 09-12-04 Pesticide reports PW M&O CY+2
application documents.for hazardous materials storage permits and pesticide State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 49
09-00-00 PUBLIC WORKS MAINTENANCE & OPERATIONS
Legend:

Used for annual inspection by the County Ag. PW M&O CY+2 for pesticide application documents.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-12-06 Pesticide Regulation Inspection PW M&O CY+2
application documents.for hazardous materials storage permits and pesticide State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-12-07 SB County Restricted Materials Permit PW M&O CY+2 application documents.for hazardous materials storage permits and pesticide State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 09-12-08 Vector Control Reports PW M&O CY+2
reports.State of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 09-13-00 Transcenter Maintenance
09-13-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-14-00 Adopt A Highway
09-14-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 09-14-02 Locations Includes all locations and information. PW M&O S+2 retention.for 2 years after superseded to meet the State minimum Administrative Decision: Maintain location information GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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10-00-00 HUMAN SERVICES
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
10-01-00 Human Services Administration
10-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-01-02 ReCtr.ac Internal system for processing payments. Information entered in at Human Services front desk.

HS Admin ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 10-01-03 Human Services Programs & Classes Includes registration information, rules, guides and ReCtr.ac.programs and classes. Physical records outside of individuals for Senior Center, youth sports and all other contacts and other registration related information for schedule change forms, names, address, emergency for paid programs and classes. Registration includes forms, transportation intake forms, and liability waivers weight room/vehicle/key sign-in sheets, evaluation information, attendance records, class sign-in sheets, brochures, code of conduct, curriculum, contact HS Admin C CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-01-04 Special Events Includes contact information, waivers, outreach, information.inspections and permits, and other event organization contracts, vendor applications, health department planning, supply acquisition, staffing, copies of HS Admin CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-01-05 Program Incident Reports Incidents occurring during or with the public. Not for Resources.employee incidents, which are sent to Human
HS Admin AC+7
accident/incident reports.State of California; 7 years after closure for GC 910 - 913; 6 months to 1 year after event occurs.violation, whichever comes first.years after plaintiff had knowledge of breach or 29 USC 1113; 6 years after date of last action, or 3 GC 25105.5; 5 years after closure/completion.42 USC 1983; Definitions.GC 34090; 2 year minimum requirement. 10-01-06 Trips Includes program guides and brochures, permission breaks, teen trips and other trips sponsored by the City.other materials for family trips, day camps, season slips, attendance records, rosters, sign-in sheets and HS Admin CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-01-07 Instructors Includes contracts, W-9, Livescan and other instructor information.

HS Admin CY+4
CCP 343; Statutes of limitations of 4 years.CCP 337.2; Statutes of limitations of 4 years. applicants are Livescan fingerprinted.information about the volunteer. Adult volunteer verification, correspondence and any general Includes the application, contact information, fingerprint HS AdminAccepted applications: AS+4 Denied applications: AC+4
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - position is filled to follow GC 12946.Denied applications maintained for 4 years after the completion/position filled.State of California Guidelines; 2 years after GC 12946; 4 years after completion/position filled. Volunteers 10-01-08 ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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10-00-00 HUMAN SERVICES
Legend:

Vacation time entered into Springbrook. Maintained by HS Admin CY+2 GC 34090; 2 year minimum requirement. 10-01-11 Staff Time Cards
maintained by the department. Signed by the employee.

Information entered into Springbrook. Timesheet HS Admin CY+6 State of California Guidelines; 6 years after audit.minimum wages.29 USC 255(a); 2 to 3 years statute of limitations for 26 CFR 31.6001-1; 4 years after tax return due.LC 1174; 2 years after pay period.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return due.29 CFR 516.6; 2 years.29 CFR 516.2; Maintain.GC 34090; 2 year minimum requirement. 10-01-12 City Facility Rental Agreements
rentals.alcohol permits and other rental documents for facility Includes applications, agreements, proof of insurance, HS Admin AC+4 accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 343; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 10-02-00 Youth Center10-02-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-02-02 Snack Bar Tallies Requested by Finance for auditing. Youth Ctr. AA+4 Finance.year plus 4 years to match retention of receivables in Administrative Decision: Maintain tallies for the current State of California Guidelines; 4 years after audit.CCP 337; Statute of limitations, 4 years for action.GC 34090; 2 year minimum requirement. 10-03-00 Senior Center
10-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-03-02 Senior Registration Forms Files on seniors who participate in the program. Annual information on seniors.information, nutritional assessments, and other address, phone number, birth date, emergency contact forms and nutrition intake forms include the name, Senior Ctr. C CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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10-00-00 HUMAN SERVICES
Legend:

Includes sign-in sheets, rosters, lunch menus and other Senior Ctr. C CY+2 year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-03-04 Food Handler Training & Certification Senior Ctr. AS+2 designations.termination/separation for certifications and State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement . 10-03-05 Temperature Check Logs Performed daily. Senior Ctr. CY+2 years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-06 Cleaning Logs Senior Ctr. CY+2
years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-07 Health Inspections
Community Center.

County inspections for the Senior Center and the Senior Ctr. CY+2 years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-08 Environmental Health Permits Permits provided to the City annually. Senior Ctr. CY+2 years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-09 Daily Vehicle Inspection Logs
Transportation busses daily.

Logs are completed for the Golden Express Senior Ctr. CY+2 years.State of California Guidelines; Current year plus 2 GC 34090; 2 year minimum requirement. 10-03-10 Transportation Waivers HS Admin CY+2
year.State of California Guidelines; 2 years plus the current neglect.CCP 335.1; 2 years for action on injuries caused by GC 34090; 2 year minimum requirement. 10-04-00 After School Program 100% grant funded. All classes at school sites 10-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 10-04-02 Applications Program registrations, hard copy and eleCtr.onic versions collected annually throughout the year.

ASP C AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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10-00-00 HUMAN SERVICES
Legend:

Grant spreadsheet report kept eleCtr.onically required ASP AFP+5 the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-06 Early Release Forms
program.

Signed documentation for early release of student from ASP AFP+5 the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-07 Bathroom Log ASP AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. 10-04-08 Field Trip Permission Slips ASP C AFP+5
the Delegate Agency Agreement.San Bernardino County; 5 years after final reporting per audits.GC 8546.7; 3 years after final payment to support plans.EDC 8482.3(g)(1)(F); 5 years for after school program GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 54
10-00-00 HUMAN SERVICES
Legend:

HS Admin P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090(e); Minutes of governing bodies, Permanent. 10-06-04 Military Banner Applications HS Admin CY+2 GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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11-00-00
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
11-01-00 Economic Development
11-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-01-02 State of the City ED CY+2
reportsState of California Guidelines; 2 years for management GC 34090; 2 year minimum requirement. 11-01-03 Business Outreach Includes Chamber of Commerce, small business outreach and Small Business Administration.

ED CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 11-01-04 Marketing Includes newsletters, brochures and other general outreach to the public.

ED CY+7
State of California Guidelines; Current year plus 7.GC 34090; 2 year minimum requirement. 11-01-05 Property Acquisitions - Affordable Housing Includes appraisals, property valuations, deeds, title acquisition documents.reports, real estate agent communications and other ED AC+10
years for acquisitions.State of California Guidelines; Completion expiration 10 or improvement.CCP 337.15; 10 years after completion of construction 11-01-06 Property Acquisitions - Economic Development Land banking for future use. Includes appraisals, documents.agent communications and other acquisition property valuations, deeds, title reports, real estate ED AC+10
years for acquisitions.State of California Guidelines; Completion expiration 10 or improvement.CCP 337.15; 10 years after completion of construction 11-01-07 Legislative Affairs Includes contacts with lobbyists for supporting or opposing bills, measures, etc.

ED CY+2 GC 34090; 2 year minimum requirement.
11-01-08 Grant Processing For Planning and Community Development grants. grant processing documents for departments.preliminary drafts, logs, communications and other Documents include applications, invoices, submittals, ED AFP+5
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 08-07-06 Climate Action Plan Includes energy efficiency programs, electric vehicle promote the program.improvements. The City partners with agencies to infrastructure, and other climate impacting ED S+2
is superseded.State of California Guidelines; 2 years after master plan GC 34090; 2 year minimum requirement.

ECONOMIC DEVELOPMENT
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 56
11-00-00
Legend:

ECONOMIC DEVELOPMENT
11-02-00 Development11-02-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-02-02 Projects Includes reimbursement, operations and management reports. Planning maintains permits and maps / plans.environmental / CEQA, architectural reviews and other reimbursement logs, consultant reports for agreements, consultant communications, invoices and ED AC+5
studies.State of California Guidelines; 5 years for feasibility accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years.CCP 337(2) & (3); Statutes of limitations of 4 years. 11-02-03 Land Leases For cell towers and City-owned property leased out to other entities.

ED AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years. 11-03-00 Revenue
11-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-03-02 Community Facilities Districts Includes annual tax reports. ED P State of California Guidelines; Permanent.CCP 338; 3 year statute of limitations.GC 34090(a); Permanent for land and property records. 11-03-03 Tax Measures
documents. ballot title, initiative and other measure related coordination, public communications, surveys, measure Administrative materials including marketing, consultant ED AC+7 support the results.documents for 7 years after closure of the election to Administrative Decision: Maintain tax measure for external promotional marketing materials.State of California Guidelines; Current year plus 7 years and referendum petitions.EC 17200; 8 months after election closes for initiative GC 34060; 2 year minimum requirement. 11-03-04 Fee Studies & Updates Includes cost allocation plans, fee study and updates. ED CY+3 federal awarded funds.2 CFR 200.334; Maintain cost plans for 3 years for 11-03-05 Master Fee Schedules ED CY+2 GC 34090; 2 years minimum.11-04-00 Montclair Housing Authority 11-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-04-02 Annual Reports Reports to HCD. Housing AC+3 24 CFR 570.490; 3 years for reports. 11-04-03 Resolutions Includes draft agreements attached to the resolution prior to final signatures.

Housing V, H P
State of California Guidelines; Permanent.GC 40806; Maintain.GC 34090(e); Permanent for decisions of the City. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 57
11-00-00
Legend:

ECONOMIC DEVELOPMENT
11-05-00 Montclair Housing Corporation11-05-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 11-05-02 Agendas & Agenda Packets Housing CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 11-05-03 Minutes Housing V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent. 11-05-04 Resolutions Housing V, H P
State of California Guidelines; Permanent.GC 40806; Maintain.GC 34090(e); Permanent for decisions of the City. 11-05-05 Contractual Agreements Includes RFPs, signed agreement (property projects over $5,000.management, vendors, service providers), invoices for Housing AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years. 11-05-06 Rehabilitation Projects Rehabilitation of City affordable housing properties for development.grant related; funded by lease revenues and economic related documents. Older files are in paper format. Not progress photos, communications with contractors, and awarding of bids, progress payments / invoicing, multi-family and single family. Includes bid proposals, Housing AC+4
accounting, payroll, purchasing records, et. al.48 CFR 4.705-1; 4 years after completion for 48 CFR 4.703; 3 years after final payment.CCP 337.2; Statutes of limitations of 4 years. 11-05-07 Property Management Ties into the contractual agreements. Communications management related records.weekly meeting agendas and other property between City staff and property management, invoicing, Housing CY+4
A
State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. dministrative Decision: Maintain property management
retention of accounts payable records.documents for the current year plus 4 years to match 11-05-08 Home Owner Associations City liaison sits on the HOA board. Includes CCRs, (approved by the liaison) and communications.board packets / agendas for voting HOAs, invoices Housing CY+4
accounts payable records.the current year plus 4 years to match retention of Administrative Decision: Maintain HOA documents for State of California Guidelines; 4 years after audit.GC 34090; 2 year minimum requirement. 11-05-09 Annual Income Certifications Certification for affordable housing eligibility not related annually.to grants. Maintained in paper format. City audited Housing C CY+2 GC 34090; 2 year minimum requirement.
11-06-00 Successor Agency / Former RDA Records
11-06-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and All Depts AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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11-00-00
Legend:

ECONOMIC DEVELOPMENT
11-06-02 Redevelopment Plan Housing P
State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 11-06-03 Projects & Project Areas Housing P
State of California Guidelines; Permanent.permanently.GC 34090(a); Real property records, maintain 11-06-04 Property Acquisition Housing AC+10
years for acquisitions.State of California Guidelines; Completion expiration 10 or improvement.CCP 337.15; 10 years after completion of construction 11-06-05 Agendas / Agenda Packets Housing CY+2
Year plus 2 years.State of California Guidelines; Maintain for the Current GC 34090; 2 year minimum requirement. 11-06-06 Minutes Housing V, H P
State of California Guidelines; Permanent.GC 40801; Maintain record of proceedings.GC 36814; Maintain record of proceedings.GC 34090e; Minutes of governing bodies, Permanent. 11-06-07 Resolutions Housing V, H P
State of California Guidelines; Permanent.GC 40806; Maintain.GC 34090(e); Permanent for decisions of the City ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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12-00-00 POLICE DEPARTMENT
Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
12-01-20 Administration / Chief of Police
12-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-01-02 Mark 43 As of July 1, 2020 has case documents attached. PD Admin ACT transferred to a new tracking system.Transitory Record: Maintain while active or until data is 12-01-03 Policies & Procedures Maintained in Lexipol electronically. Includes prior editions.

PD Admin C P
given.State of California Guidelines; Permanent, no citation GC 34090; 2 year minimum requirement. 12-01-04 Department Directives May include general department procedures and legal directives.

PD Admin P
given.State of California Guidelines; Permanent, no citation GC 34090; 2 year minimum requirement. 12-01-05 Personnel Files Includes supervisor's personnel files. Maintained by the Resources personnel files.Police Department for the same retention as Human PD Admin AS+6
State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 12-01-06 Personnel Orders Includes vacation sign ups, work and duty schedules, paid overtime and special details.

PD Admin CY+2
timekeeping records.for watch assignments, daily schedules and State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-07 Civilian Complaints Form completed by a civilian. Complaints may become formal investigations.

PD Admin AC+7
years.42 USC 1983; Settlement of civil rights complaint plus 7 GC 34090; 2 year minimum requirement. 12-01-08 Administrative Investigations PD Admin C AC+15 GC 12946; 4 years after completion/position filled.VC 2547; SOL of 3 years for officer fraud.PC 803(c); public officer, crime descriptions.PC 801.5; SOL of 4 years after event.EVC 1045; 5 years for conduct.misconduct. sustained misconduct and 15 years for sustained PC 832.5(b) Statutory minimum is 5 years for no 12-01-09 Use of Force Review PD Admin CY+2
for use of force files.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-10 Pitchess Motions Copy maintained with the officer's file. PD Admin CY+2 GC 34090; 2 year minimum requirement. maintained.to qualify for carrying. Disqualified applications also Records of retirees for carrying firearms. Retirees need PD AdminApproved applications: AE+2 Denied applications: CY+2
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 12-01-11 Retiree CCW Qualifications
expires.State Recommendation, 2 years after the license PC 12078, Maintain records.PC 12071, Maintain records.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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City of Montclair Page 60
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Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - 12-01-12 Audio Recordings - Routine
of recordings on a monthly basis.PD about pending litigation, and will approve destruction 100 days of the date. The City Attorney will inform the related, the District Attorney must request audio within Includes telephone and radio communications. If crime PD Admin 180 Days* exceptions of recordings pertaining to GC 34090.6.telephone and radio communication tapes, with State of California Guidelines; 180 days for audio, *destroy with consent of the City Attorney.litigation, retain until pending litigation is resolved and GC 34090.6; 100 days. If a claim is filed or pending systems.Includes tape recordings and video from body-worn IT C 2Y years for evidentiary data.PC 832.18(5)(A)&(B); 60 days for nonevidentiary data, 2 no Police Report.detention/arrest, traffic/pedestrian contact with *Non-evidence, Police Report with no arrest, IT C 2Y* identifiable property or missing persons.years for misdemeanors/infractions with no arrests, *State of California Guidelines; Current year plus 2 Complaint Against Employee or Agency.**Violent Crime Report, Use of Force, Administrative, PD Records
PD Admin / C 5Y or 15Y**
exposure. misconduct; confidential document not for public sustained misconduct, 15 years with sustained **PC 832.5; 5 years after case closure with no offense or after realization of offense.**CCP 338 et al.; up to 3 years after commission of Affairs cases. 5 year access limit.**EVC 1045; Discovery of officer information on Internal ***Critical Incident, Homicide. PD Records C P***
***State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA ***CCP 335.1; Must commence action within 2 years.***PC 799; No statutes of limitations on actions. 12-01-14 Jail Inspection Records Performed by various outside agencies. PD Admin AC+6 years for inspections by various agencies.State of California Guidelines; After completion plus 6 GC 34090; 2 year minimum requirement. 12-01-15 Asset Seizure/Forfeiture Form
the DA, a copy is maintained by the City.a case are stored in Admin. Originals are maintained by Records with the case file. Seizure forms not related to from a major crimes task force, and ultimately in For monies seized over a certain amount. Requested PD Admin CY+1 the 2 year minimum retention periodGC 34090.7; Duplicate records may be destroyed within 12-01-16 Asset Forfeiture Use Funds Disbursement of monies related to a closed case. PD Admin AC+5 records and statements, and audit reports.bookkeeping documents, logs and records, bank DAG-71 and TD F, ESACs, accounting and expenditures of shared funds, bank statements, Forms receipts and procurement documentation for all US DOJ Guide to Equitable Sharing; 5 years for 12-01-17 ESAC Annual Reports
Sharing Agreement Certification Form.by the City from asset Forfeiture. Federal Equitable Report showing what monies were spent and received PD Admin CY+5 records and statements, and audit reports.bookkeeping documents, logs and records, bank DAG-71 and TD F, ESACs, accounting and expenditures of shared funds, bank statements, Forms receipts and procurement documentation for all US DOJ Guide to Equitable Sharing; 5 years for 12-01-13 Audio / Video Recordings - Body-worn Cameras
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Legend:

Reports to the State for human trafficking and victims of PD Admin AA+2 activity/statistical reports.for weekly, monthly, quarterly, and annual State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-20 Grant Applications and Programs, Approved Incoming grants for the PD. Application and related documents.

PD Admin AFP+5*
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 12-01-21 Grant Applications and Programs, Not Approved Incoming grants for the PD. Application and related documents.

PD Admin AC+2 GC 34090; 2 year minimum requirement.
12-01-22 Police Explorer / Chaplain Program
documents. Explorers are not paid employees.information, waivers, timekeeping, application and other employment processing, emergency contact Includes information from initial background checks, PD Admin C AC+4
AT+4
recruitment retention.position filled for denied applications to follow years after termination for those hired, and 4 years after Administrative Decision: Maintain volunteer files for 4 State of California Guidelines; 2 years after termination.GC 12946; 4 years after completion/position filled. 12-01-23 Police Reserves
files.cards. Denied applications maintained with recruitment background letters to neighboring agencies, and ID fingerprinting, training, community service records, form, criminal history and records checks, live scan authorization, supplemental background information Includes application, ride-along waiver, background PD Admin C AC+4
AT+4
recruitment retention.position filled for denied applications to follow years after termination for those hired, and 4 years after Administrative Decision: Maintain volunteer files for 4 State of California Guidelines; 2 years after termination.GC 12946; 4 years after completion/position filled. 12-01-24 Background Investigations, Non-Hired
Candidates
PD Admin C AC+4
recruitment retention requirements.for 4 years after the position is filled to meet HR Administrative Decision: Maintain background checks closes for Safety Personnel not hired.State of California Guidelines; 2 years after position PC 832.5; 5 years for officer complaints. 12-01-25 Audit Inspection Logs California Board of State & Community Corrections. PD Admin AA+2 activity/statistical reports.for weekly, monthly, quarterly, and annual State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-26 Firearms Records of department owned firearms. PD Admin S+2 for equipment inventory records.State of California Guidelines; 2 years after superseded GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Includes workpapers and licenses for massage PD Admin AE+2 for various business permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-01-34 Press Releases
the website.

Released by the Police Department and published on PD Admin CY+2 for press releases.State of California Guidelines; Current year plus 2 years GC 34090; 2 years minimum. 12-02-00 Records
California Public Records Act to be consulted.***Maintain all case files confidential while active. 12-02-01 General Information & Administration Includes general subject information, reports and the group.not associated with a specific record series already in reference documents relating to the record group, but City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an Case Reports - All Other Crime reports, DUI's, incidents, mandatory registrants, All files scanned and stored in the RMS system.documents and any other elements for the case. property, photos, field interview cards, additional criminal protective orders, NCIC entries. May include bookings/arrests, missing persons, restraining orders, PD Records V, C*** AR ***Maintain all case files confidential while active.

California Public Records Act to be consulted.
187 - Murders PD Records V, C*** P
Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA PC 799; No statutes of limitations on actions .PC 187; Definitions. 12-02-02
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Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Accident Reports, Felony & Fatality Collisions
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - PD Records V, C*** AC+25
agency practices.accident reports for 25 year after closure to follow other Administrative Decision: Maintain felony and fatality State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA PC 799; No statutes of limitations on actions.

InfractionsAccident Reports, General & Misdemeanor PD Records V, C*** AC+2 closure of the case.Administrative Decision: Maintain for 2 years after identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement.

Child Abuse PD Records V, C*** AC+10
PC 288, 647; Definitions.Recommendation.PC 11170; 10 years from date of reporting , DOJ PC 11169; Maintain.

Crimes with Death PD Records V, H, C*** P
State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA CCP 335.1; Must commence action within 2 years.actions. PC 799, 801.1, 803; No statutes of limitations on Sex offenders - Adult. PD Records V, C*** L+2Sex offenders - Juvenile. PD Records V, C*** *Varies Marijuana Related Crimes PD Records V, C*** AC+2*
file sooner than the retention period listed.vacate the conviction and the City may destroy the case applicable retention period. The District Attorney may *Combined cases may be retained for the longest H&S 11362.1, Legal adult use of cannabis products.cases after age 18.associated with the case. Destroy Juvenile marijuana 18 years provided there are no active warrants after case closure, *or until offender reaches the age of HS 11361.5, 11361.7, 11357 B, C, D, or E; 2 years Misdemeanors / Infractions, Filed PD Records V, C*** AC+2 identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement.

Drug / Sex Crime Registration
jurisdiction for arson, sex and narcotics.State of California Guidelines; Life of registrant within reaches 38 years. Permanent if tried as an adult.W&IC 781; 5 years after record sealed or when juvenile *PC 290; definitions and references.GC 34090; 2 years minimum. 12-02-02
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Legend:

Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
Misdemeanors / Infractions, Not Filed
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - not filed.

Misdemeanors with no leads, no convictions or arrests PD Records V, C*** AC+3 identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years after realization of offense.CCP 338; up to 3 years after commission of offense or GC 34090; 2 year minimum requirement.

Missing Persons PD Records V, C*** AC+2
persons.DOJ recommends permanent for unsolved missing where person has been returned/found.for non-criminal occurrences, including missing persons State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement.

Officer Involved Shootings Includes shootings. PD Records V, C*** AC+25 incident has been placed with the case file. be destroyed after 3 years, provided that accounting of DOJ regulates, if not involving felonies, the report can State Recommendation; Closure of case plus 25 years.years after act or omission.VC 2542 & 2547; Officer fraud or misrepresentation. 3 confidential document not for public exposure. misconduct, 15 years with sustained misconduct; PC 832.5; 5 years after case closure with no sustained Affairs cases. 5 year access limit.EVC 1045; Discovery of officer information on Internal Robberies / Burglary PD Records V, C*** AC+3
State Recommendation; Closure of case plus 3 years.offense or after realization of offense.CCP 338 et al.; up to 3 years after commission of Sex Crimes Includes child molestation, rape and other sex crimes. PD Records V, C*** L+2 years after proof of offender's death.Administrative Decision: Maintain sex crime cases for 2 Department of Justice recommends 25 years.38, or 5 years after records are sealed.W&I 781; Juvenile records, when offender reaches age PC 289; Definitions & punishments.PC 288; Definitions & punishments.PC 286; Definitions & punishments.PC 220; Definitions & punishments.PC 261; Definitions.

Stolen Vehicles PD Records V, C*** AC+3
State Recommendation; Closure of case plus 3 years.offense or after realization of offense.CCP 338 et al.; up to 3 years after commission of Suspicious Circumstances PD Records V, H, C*** P
No suspicious circumstances PD Records V, C*** AC+2
Unattended Death / Suicide
State of California Guidelines; Permanent.Law Enforcement Officers Assoc. Indefinite retention is recommended by DOJ and CA PC 799; No statutes of limitations on actions.GC 34090; 2 year minimum requirement. 12-02-02
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
5585 Hold Cases - Minors
Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years (Y), Months (M), Weeks (W) or Days (D) (default = years unless noted otherwise)Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - PD Records V, C*** P
permanently to track history of the event.Administrative Decision: Maintain 5585 hold cases for non-criminal occurrences.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 5150 Hold Cases - Adults PD Records V, C*** P
permanently to track history of the event.Administrative Decision: Maintain 5150 hold cases for non-criminal occurrences.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-03 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a CHP.summary of the actions, and proof of delivery from the PD Records IND
retention.VC 17004.7; Maintain vehicle pursuit records, no 12-02-04 Record Sealings Adults PD Records V, C*** AC+3* arrest, *with district attorney approval.PC 851.8(a); Factually innocent records, 3 years after 12-02-05 Record Sealings Juveniles PD Records V, C*** AC+5** or after the child reaches age 14, DO NOT DESTROY.**W&IC 781; For murder and/or sex crimes occurring on 14 years of age.murder and/or sex crimes occurring before the child is **W&IC 781; When juvenile reaches the age of 38 for youth; W&IC 781; 5 years after sealed by court order for at-risk Date of court ordered destruction. 12-02-06 Jail Logs PD Records CY+6
for jail logs.State of California Guidelines; Current year plus 6 years GC 34090; 2 year minimum requirement. 12-02-07 Citation Book Log Form printed out for issuing citation books to officers. PD Records CY+2 for parking and traffic citations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-08 Case Assignment Logs PD Records CY+2
for case assignment logs.State of California Guidelines; Current year plus 1 year GC 34090; 2 year minimum requirement. 12-02-09 CORI Release Logs PD Records CY+2
for various police logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-10 Subpoena Logs PD Records CY+2
for subpoena logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-11 Teletypes Used for contacting other agencies, locating vehicles requests / responses.and missing persons, BOLOs and 10 minute hit PD Records CY+2 GC 34090; 2 year minimum requirement.
12-02-12 Citations - Parking / Traffic PD Records CY+2
for parking and traffic citations.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-02
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Requests for local criminal checks for law enforcement PD Records CY+3 11 CCR 707(c); 3 years after release of record .CCP 340; 1 year statute of limitations.GC 34090; 2 year minimum requirement. 12-02-16 Local Records Check
check.results in a letter stating the results of the records information on file in our RMS system. This request system to ascertain if the person has any negative asking for a cursory records check through our RMS Includes requests from persons residing in the City PD Records CY+2 GC 34090; 2 year minimum requirement. 12-02-17 Live Scan Fingerprinting
and certain companies/entities.

Includes fingerprinting applications for City employees PD Records C CY+2 termination. information for city employment for 2 years after State of California Guidelines; Maintain fingerprint GC 34090; 2 year minimum requirement. 12-02-18 Statistical Report Requests
the public.to requesting divisions/units, departments, agencies or Reports and data produced on request and distributed PD Records CY+2 reports.for weekly, monthly, quarterly and annual statistical State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-19 Monthly DOJ/IBR (MACR) Report
reporting.750. Now automatically pulled from Mark 43 for Monthly Arrest & Citations Register - DOJ form JUS Electronic statistical report for future analysis. MACR - PD Records CY+2 reports.for weekly, monthly, quarterly and annual statistical State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-20 Ride Along / Sit Along Waiver PD Records CY+3
inspection records, maintain at least 1 year.8 CCR 3203(b)(1); Injury & Illness Prevention Program whichever is later. after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5 Healthcare providers is 3 years after 12-02-21 False Alarm Claims Cards maintained by PD. Finance invoices the offender. PD Records CY+2 for false alarm records.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-02-22 Tow Logs - Private Property/Repos PD Records CY+2 GC 34090; 2 year minimum requirement 12-03-00 Support Svcs - Investigations
12-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Legend:

Includes pawn slips and secondhand dealer Detective
Bureau
CY+2
for Secondhand Dealers and Pawn Brokers.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-04-00 Support Svcs - Patrol
12-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-04-02 Field Training Filed by officer containing handouts, daily evaluations, electronically in LEFTA.qualification criteria and training scenarios. Maintained PD Admin AS+7
certificates and designations training.no specific citation given. 2 years after termination for State of California Guidelines; 7 years after termination, GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-04-03 Division Files Includes written counseling, performance improvement employees.Dispatch and Records maintain division files on all performance appraisal maintained in the personnel file. Transitory working file that leads to the officer's slips. Documents signed by the individual officer. plans, commendations, trimester evaluations, sick leave PD Admin AS+6
State of California Guidelines; 3 years after termination.GC 12946; 4 years after termination or action.29 USC 1113; 6 years after date of last action.29 CFR 516.5 - 6; 3 years after action.29 CFR 1602.30 - 32; 2 - 3 years after termination.29 CFR 1627.3 - 4; 3 years after termination. 12-04-04 Patrol Sergeant Shift Reports Maintained electronically on the Z drive. PD Admin CY+2 timekeeping records.for watch assignments, daily schedules and State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-04-05 Exposure Logs
Also forwarded to HR for medical file.

Log book of exposures not separated by employee. PD Admin CY+30 completion/closure.State of California Guidelines; 30 after 29 CFR 1910.1020; 30 years after employee termination29 CFR 1627.3(b)(1); 1 year from action.LC 6410; OSHA, maintain.LC 90 - 139.6; 5 years for auditing.8 CCR 15400; Maintain reports. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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PD Admin AS+7
certificates and designations training.no specific citation given. 2 years after termination for State of California Guidelines; 7 years after termination, GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-05-04 Internal Instructor Training Programs Includes class outline, tests, percentages, roster, weapons. Copy of the program posted to the website.master and safety officer for firearms and less-lethal firearm training manuals, simulation training, range plans, firearms safety plan, weapon maintenance, qualification criteria and training scenarios, range lesson handouts, instructor's qualifications and resumes, PD Admin AC+15
for range lesson plans. No citation given.State of California Guidelines; 15 years after completion 29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-05-05 CLETS Training Includes agency terminal coordinator records, and training and recertification records.

PD Admin AS+7
certificates and designations training.no specific citation given. 2 years after termination for State of California Guidelines; 7 years after termination, GC 7920.000; PRA, confidential record status.GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 12-06-00 Support Svcs - Technical Services
12-06-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-06-02 Equipment Calibrations Preliminary Alcohol Screening Device and radar calibration.

Tech Svcs AT+2
of use of equipment for radar calibration recordsState of California Guidelines; 2 years after termination GC 34090; 2 year minimum requirement ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Equipment issued to officers and other department Tech Svcs S+2 for equipment inventory recordsState of California Guidelines; 2 years after superseded GC 34090; 2 year minimum requirement 12-06-04 Vehicle Assignments Vehicles assigned to PD. Maintained in TMS. Tech Svcs CY+2 year for daily activity logs.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 12-06-05 Auction Reports Tech Svcs CY+2
property.audit for surplus property auctions including listings of State of California Guidelines; 2 years after financial GC 34090; 2 year minimum requirement. 12-06-06 Surveillance Recordings - Police Facilities Includes in-building and parking lot surveillance. Tech Svcs 180 Days exceptions of recordings pertaining to GC 34090.6telephone and radio communication tapes, with State of California Guidelines; 180 days for audio, litigation, retain with the case file.GC 34090.6; 100 days. *If a claim is filed or pending 12-06-07 Vehicle / Equipment Service Schedules LOV+2
vehicles. State does not reference any citations.plus 2 years for fuel, maintenance and repair records of State of California Guidelines state life of the vehicle GC 34090; 2 year minimum requirement. 12-07-00 Support Svcs - Property & Evidence
12-07-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 12-07-02 Civil Subpoenas Property CY+2
years. Courts/County maintain the original record.State of California Guidelines; Current year plus 2 any point before the total retention period.GC 34090.7; Duplicate records may be destroyed at 12-07-03 Disturbance of the Peace Forms left at the location of disturbance. Property AC+3 A
identifiable property or missing persons.for misdemeanors/infractions with no arrests, State of California Guidelines; Current year plus 2 years after realization of offense.CCP 338; up to 3 years after commission of offense or GC 34090; 2 year minimum requirement. dministrative Decision: Maintain forms for 3 years after retention.completion to coincide with unfiled misdemeanor 12-07-04 Evidence Room Entry Logs Property CY+2
for various police logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 12-08-00 Field Svcs - Dispatch
12-08-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Dispatch AC+3
after completion to coincide with dispatch logs.Administrative Decision: Maintain call cards for 3 years 3 years after completion.State of California Guidelines; Maintain dispatch logs for CCP 340.5; 3 year statute of limitations.CCP 338; 3 year statute of limitations.GC 34090; 2 year minimum requirement. 12-08-05 Dispatch Logs Dispatch AC+3
3 years after completion.State of California Guidelines; Maintain dispatch logs for CCP 340.5; 3 year statute of limitations.CCP 338; 3 year statute of limitations.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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Code
Series Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
Citations & Legal Basis ©
13-01-30 Fire Administration
13-01-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-01-02 ImageTrend Used for incidents, inspection tracking and resident contact information. Formerly FireRMS
Fire ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 13-01-03 FirstDue Used for inspections, EOC team coordination and other activities.

Fire ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 13-01-04 Vector Scheduling Creates rosters for personnel and used to create timesheets for Finance.

Fire ACT
transferred to a new tracking system.Transitory Record: Maintain while active or until data is 13-01-05 Policies & Procedures Includes interoffice procedures and directives from the Fire Chief. Maintained in Lexipol.

Fire P
given.State of California Guidelines; Permanent, no citation GC 34090; 2 year minimum requirement. 13-01-06 Internal Investigations Includes complaints about fire personnel and associated investigations.

Fire AT+6
retention period.years after termination to follow the personnel file Administrative Decision: Maintain investigations for 6 safety employees.for general employees, 5 years after termination for State of California Guidelines; 2 years after termination 29 CFR 1602.14; 1 year after action/change.GC 12946; Until resolved. 13-01-07 Strike Team Activities Used to submit forms for reimbursement from the State. Fire CY+4 CCP 337; Statute of limitations of 4 years.GC 34090; 2 year minimum requirement. 13-01-08 Ride Alongs Includes a waiver form for ride alongs. Fire CY+3 inspection records, maintain at least 1 year.8 CCR 3203(b)(1); Injury & Illness Prevention Program whichever is later. after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5 Healthcare providers is 3 years after 13-01-09 Daily Activity Logs Maintained in both paper and electronic. Includes activities tracked for the day by the Captain.

Fire CY+2
for various daily logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 13-01-10 Daily Time Sheets Completed by staff to show what projects or staff they work with daily.

Fire CY+6
State of California Guidelines; 6 years after audit.minimum wages.29 USC 255(a); 2 to 3 years statute of limitations for 26 CFR 31.6001-1; 4 years after tax return due.LC 1174; 2 years after pay period.R&T 19704; 6 year statute of limitations.R&T 19530; 3 years after tax return due.29 CFR 516.6; 2 years.29 CFR 516.2; Maintain.GC 34090; 2 year minimum requirement.

FIRE SERVICES
™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FIRE SERVICES
13-01-11 BBQ Permits Normally a one day permit for inground BBQ. Fire AE+2 for Temporary Use Permits.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 13-01-12 Grant Applications & Agreements Fire AFP+5
application close-out procedures, if any.closure. *State recommends referring to grant State of California Guidelines; 5 years after grant years after closure of loan.24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4 federal grants.2 CFR 200.334; 3 years after final expenditure report for 29 CFR 97.42(b); 3 years after final payment.29 CFR 97.36(i)(11); 3 years after final payment. 13-02-00 Fire Suppression & Equipment13-02-01 General Information & Administration the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-02-02 Fire Investigations Non-arson investigations. Presumed arson incidents investigated by Police or the County.

Fire AC+3 CCP 338; 3 year statute of limitations for action. 13-02-03 Incident Report Request Includes requests for incident reports. Fire AC+2 State of California Guidelines; 2 years after completion.GC 34090; 2 year minimum requirement. 13-02-04 Personal Protective Clothing & Equipment
Inspections equipment.

Annual tests for all personal protective clothing and Fire CY+10 the life of the equipment.equitable indemnity claim up to 5 years and 10 years for Administrative Decision: Possibility of defending an inspection records, maintain at least 1 year.8 CCP 3203(b)(1); Injury & Illness Prevention Program whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-02-05 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P of the citations.potential medical issues and varying retention periods Administrative Decision: Permanent for long term State of California Guidelines.is retained for termination/separation plus 2 years, per Individual training information maintained by employee for training materials.State of California Guidelines; 2 years after superseded 8 CCR 3203; IIPP training, at least 1 year. 13-02-06 Hose Testing Records Fire CY+2
for equipment and gear logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FIRE SERVICES
13-02-07 Ladder Testing Fire CY+2
for equipment and gear logs.State of California Guidelines; Current year plus 2 years GC 34090; 2 year minimum requirement. 13-02-08 Fresh Air Compressor / SCBA Fill Station
Inspections certificate of compliance.

Inspection by an outside company with resulting Fire P
of the citations.potential medical issues and varying retention periods Administrative Decision: Permanent for long term for equipment and gear logs.State of California Guidelines; Current year plus 2 years whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-02-09 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving. other aspects. Through Vector Solutions.levels, tire condition, appearance, operations, lights and Required by the DOT. Includes safety equipment, liquid Fire CY+2
year.State of California Guidelines; 2 years plus the current GC 34090; 2 year minimum requirement. 13-03-00 Emergency Medical Services
13-03-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-03-02 Patient Care Reports Includes refusal of care and the patient care report. software system since 2016.Produced and maintained digitally in ImageTrend Fire C AC+7 *
years after 18th birthday for unemancipated minors.22 CCR 70751; 7 years for patient records for adults, *2 whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-03-03 Narcotic Administration Log Log of administration of narcotics and distribution of remaining narcotics. Monthly log.

Fire AC+5
equitable indemnity claim up to 5 years.Administrative Decision: Possibility of defending an injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
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FIRE SERVICES
13-03-04 Paramedic Check Sheets
forms. Stored in Vector CheckIT since 2022.Three reports: Daily, monthly, medical supply order checks, medication inventories, ordering supplies.

Forms used by paramedics to document equipment Fire AC+5 equitable indemnity claim up to 5 years.Administrative Decision: Possibility of defending an whichever is later.after exposure, or 2 years after patient discovers injury, CCP 340.8; Exposure to hazardous substances; 2 years injury, whichever comes first.occurrence or 1 year after the patient discovers the CCP 340.5; Healthcare providers; 3 years after GC 34090; 2 year minimum requirement. 13-03-05 EMT-I/EMT-Basic Certification & Paramedic
License Cards
provider. since 2022. Department is a continuing education validate requirements. Maintained in Vector Solutions Certification records and continued education records to Fire C AS+2 designations.termination/separation for certifications and State of California Guidelines; 2 years after GC 34090; 2 year minimum requirement. 13-04-00 Training
13-04-01 General Information & Administration
the group.not associated with a specific record series already in reference documents relating to the record group, but Includes general subject information, reports and City-wide AR Administrative Record; Review annually for relevance to series. associated record series, or creation of a new record current subject matter or projects, inclusion in an 13-04-02 Training Materials & Schedules Includes initial academy classes, hazmat training and other training classes.

Fire AS+7
years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. 13-04-03 Continuing Education Course Rosters Fire CY+7
years for certificates and designations training.for non-safety training records. Current year plus 2 State of California Guidelines; Current year plus 7 years GC 12946; 4 years after termination.29 CFR 1627.3(b); 1 year for training records.GC 34090; 2 year minimum requirement. ™ UFIRST trademarked in 1999 and © Citations and Legal Basis copyrighted in 2023 by Records Control Services, Inc. All rights reserved. REV: 5/30/2024 RES 24-3437 - EXHIBIT B
MONTCLAIR CITY COUNCIL MEETING – 06/03/2024 Page 206 of 223

CITY COUNCIL

AGENDA REPORT
DATE: JUNE 3, 2024
SECTION: CONSENT - RESOLUTIONS
ITEM NO.: 2
FILE I.D.: STB300–17
DEPT.: CITY MGR.

PREPARER: C. GRAVES
SUBJECT: CONSIDER ADOPTION OF RESOLUTION NO. 24–3438 AUTHORIZING PLACEMENT OF

LIENS ON CERTAIN PROPERTIES FOR DELINQUENT SEWER AND TRASH CHARGES REASON FOR CONSIDERATION: Staff has identified 171 sewer and trash accounts in the even–numbered–month billing cycle that are more than three billing periods delinquent. Pursuant to Montclair Municipal Code Chapter 1.12, these properties are subject to lien.

BACKGROUND: Ordinance No. 02–815 authorizes the placement of liens on properties on which delinquent civil debts have accrued and makes property owners responsible for delinquent sewer and trash charges accrued after the effective date of the Ordinance (March 1, 2002) for accounts in tenants' names. Prior to the City Council's adoption of Ordinance No. 02–815, property owners were responsible for only those accounts in their own names.

FISCAL IMPACT: Recoverable amount is $58,597.42, plus $3,420.00 for release of lien fees, plus $8,550.00.00 in lien fees, for a total of $70,567.42.

RECOMMENDATION: Staff recommends the City Council adopt Resolution No. 24–3438 authorizing placement of liens on certain properties for delinquent sewer and trash charges.

MONTCLAIR CITY COUNCIL MEETING – 06/03/2024 Page 207 of 223 Resolution No. 24–3438 Page 1 of 1
RESOLUTION NO. 24–3438

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF MONTCLAIR AUTHORIZING PLACEMENT OF LIENS

ON CERTAIN PROPERTIES FOR DELINQUENT SEWER

AND TRASH ACCOUNTS
WHEREAS, Chapter 1.12 of the Montclair Municipal Code authorizes the City to place liens on properties on which delinquent civil debts have accrued; and WHEREAS, all owners of property in the City of Montclair were notified about the adoption of Ordinance No. 02–815 authorizing placement of liens on properties on which delinquent civil debts have accrued; and
WHEREAS, it has been determined that there are 171 sewer and/or trash accounts on which there are delinquencies in excess of 90 days; and WHEREAS, the owners of these properties have received regular billing statements and late notices since the onset of such delinquencies; and WHEREAS, the owners of these properties were notified on May 2, 2024, that their delinquent accounts are subject to causing a lien to be placed on their properties for settlement of such delinquencies; and that such liens would be considered for approval by the Montclair City Council on Monday, June 3, 2024.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Montclair approves the placement of liens on the properties and in the amounts specified in Exhibit A, entitled Report of Delinquent Civil Debts – June 2024, attached hereto.

BE IT FURTHER RESOLVED that the City Clerk is authorized to provide the San Bernardino County Auditor/Controller–Recorder with the documents required to cause such liens to be placed.

APPROVED AND ADOPTED this XX day of XX, 2024.

Mayor
ATTEST:

City Clerk
I, Andrea M. Myrick, City Clerk of the City of Montclair, DO HEREBY CERTIFY that Resolution No. 24–3438 was duly adopted by the City Council of said city and was approved by the Mayor of said city at a regular meeting of said City Council held on the XX day of XX, 2024, and that it was adopted by the following vote, to–wit:

AYES: XX
NOES: XX
ABSTAIN: XX
ABSENT: XX
Andrea M. Myrick
City Clerk
MONTCLAIR CITY COUNCIL MEETING – 06/03/2024 Page 208 of 223 Exhibit A to Resolution No. 24–3438
Report of Delinquent Civil Debts – June 2024

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Montclair City CouncilJune 3, 2024

Montclair City Council
June 3, 2024