Exhibit A_ALL Records Retention Schedules_2025-02-12_1036.pdf — Moreno Valley City Council, February 18, 2025

HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

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

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

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

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

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

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

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

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

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk or other Unalterable Media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-001 Abatements, Code Violations Resolution + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002 Advertising 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; GC §§34090, 54960.1(c)(1)
Lead Dept. CW-003 Agenda Staff Reports
When No
Longer
Required -
minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When No
Longer
Required
GC §34090 et seq.

City Clerk CW-004
Agreements & Contracts NOT Approved
by Council: ALL LAND AND
INFRASTRUCTURE:

Architects, Buildings, bridges, covenants /
CC&Rs, development, park improvements,
property restrictions, reservoirs, sewers,
sidewalks, street & alley improvements,
utilities, water. Exceptions: Demolitions,
landscaping, street paving
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
All infrastructure, JPAs, & Mutual Aid contracts are
permanent for emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337.
337.1(a), 337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703
City Clerk CW-005
Agreements & Contracts NOT Approved
by Council: NON-INFRASTRUCTURE:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel, Professional
Services, (Not Infrastructure projects)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
Department preference; Statewide guidelines propose
completion + 5 years for non-capital improvement
contracts & completion + 4 years for transportation and concessionaire agreements. Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337.
337.1(a), 337.15, 343; GC §34090
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES - NOT funded
by a grant (Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Insurance Certificates,
RFP, etc.) Also see grant retention, if
applicable.

Completion
+ 10 years
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completion
Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. +
10 years; Statewide guidelines propose termination + 5
years; CCP §§336(a), 337 et. seq., GC §34090
Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES - WITH grant
funding (Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Invoice Copies,
Insurance Certificates, RFP, etc.) Also see
grant retention, if applicable.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Mfr,
OD, Ppr S/I
Yes: After

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

Contracts & Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., 2 CFR 200.334; 2 CFR 200.333; 24 CFR

91.105(h), 92.505, 570.490, & 570.502(a), OMB Circular
A-110 & A-133; GC §34090 GC §34090; GC §8546.7
Lead Dept. CW-008 Agreements & Contracts:

UNSUCCESSFUL BIDS / PROPOSALS 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-009
Boards, Commissions, & Committees:

AUDIO RECORDINGS TAPES of Meetings
(except Council - see City Clerk's
schedule)
30 days or
after Minutes
Approved,
whichever is
longer
Tape
(Mag) GC §54953.5(b)
Staffing Dept. CW-010
Boards, Commissions, & Committees:

Citizens Advisory Formed by CITY

COUNCIL
(Agendas, Notices, Affidavits of
Postings, Proof of Publications, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Staffing Dept. CW-011
Boards, Commissions, & Committees:

Citizens Advisory Formed by CITY

COUNCIL
(MINUTES & BYLAWS) (except Council &
Planning Commission - see City Clerk's
schedule)
P Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 2
years
Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090
Staffing Dept. CW-012
Boards, Commissions, & Committees:

Citizens Task Force formed by
Management (All records)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Not formed by City Council; advisory capacity only GC
§34090 et seq.

Staffing Dept. CW-013
Boards, Commissions, & Committees:

City Council Subcommittees formed
solely of Council Members (All records)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Subcommittees can not take action -- all
recommendations go to the full Council; Brown Act
challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)
CW-014
Boards, Commissions, & Committees:

External Organizations (e.g. County Board
of Supervisors)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records
CW-015 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090.7
Lead Dept. CW-016
Committees: Internal attended by
employees (e.g. Records Management
Committee, Project Review Committee, In-
House Task Forces, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead
(Responding)
Dept.

CW-017 Complaints (against Personnel - e.g.
misconduct, abuse, excessive force, etc.)
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for public official misconduct is discovery of offense + 4 years ; State and Fed laws is
until final disposition of formal complaint; State requires 2 years after action; EVC § 1045, GC §§12946, 12960,
34090; PC §§801.5, 803(c), VC §2547
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Lead Dept. CW-018 Complaints / Service Orders (operational) 3 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §340 et
seq., 342, GC §34090
CW-019 Contracts: See Agreements
Dept. that
Authors
Document
or
Receives the
City's Original
Document
(from an outside
source)
CW-020
Correspondence - ROUTINE
(Content relates in a substantive way to
the conduct of the public's business)
(e.g. Administrative, Chronological Files, e-
mail, General Files, Letters,
Memorandums, Miscellaneous Reports,
Press Releases, Public Records Requests,
Reading Files, Working Files , etc.)
IF the Content relates in a SUBSTANTIVE
way to the conduct of the public's business
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Superior Court (2017) 2 Cal.5th 608; GC §34090
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
(from an outside
source)
CW-021
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or NOT made
or retained for the purpose of
preserving the informational content for
future reference
(e.g. calendars, checklists, e-mail or social
media posting invitations, instant
messaging, logs, language translations,
meeting transcripts, mailing lists, meeting
room registrations, staff videoconference
chats, notes and recordings, supply
inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, undeliverable
envelopes / returned mail, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required
Mag, Ppr
Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record.

Records where either the Content relates in a
substantive way to the conduct of the public's
business, or ARE made or retained for the purpose of
preserving the informational content for future
reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500, 6252, 6254(a); 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v.

Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-022 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC
§§34090, 6252, 6254(a) 7927.500
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Lead Dept. CW-023
Grants / CDBG / Reimbursable Claims /
FEMA Claims / OES Claims
(SUCCESSFUL Reports, and Financial
Information)
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When
Inactive
Uniform Admin. Requirements for Grants to Local
Governments is 3 years from expenditure report or final payment of grantee or subgrantee; Grants covered by a
Consolidated Action Plan are required for 5 years;
Uniform Admin. Requirements for Grants to Local
Governments is 3 years from expenditure report; CDBG is 4 years; HUD requires 5 years for programs covered by a consolidated plan; statewide guidelines propose 4 years; 2 CFR 200.334; 2 CFR 200.333, 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090; GC §8546.7
Lead Dept. CW-024 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-025 Grievances Resolved at Department Level Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City's Preference; All State and Federal laws require
retention until final disposition of formal complaint; State requires 2 years after action is taken; GC §§12946,
12960, 34090
Lead Dept. CW-026 Historical Landmarks (Properties on Local, State, or National Registers) P Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
GC §34090
Lead Dept. CW-027
Insurance Certificates (for Agreements,
Contracts, Facility Rentals, Special Events,
etc.)
11 years Mag, Mfr,
OD, Ppr
Mfr
S / I
Yes: After

QC & OD
inactive
If you cannot determine what is the lead department,
send to Risk Management. Longest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); statewide guidelines propose
permanent; CCP §337 et seq.; GC §34090
Lead Dept. CW-028 Newspaper Clippings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Non-records - may be obtained from the newspaper
company; GC §34090
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Staffing Dept. CW-029 Notices: Public Hearing Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; Statute of Limitations for mailings for annexations, special districts, bonds is 60 days;
CCP§337 et seq, 349.4; GC §§34090, 54960.1(c)(1)
Lead Dept. CW-029,5 Photographs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary Drafts (retention is placed on the record the photograph is used in - Brochure, Report, etc.); destroy unnecessary photographs. GC §34090
Lead Dept. CW-030 Personnel Work Schedules 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-031
Personnel Files (Supervisors File of notes -
incorporated into Annual Performance
Appraisals)
1 year Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts; Notes maintained in a separate folder to be incorporated into performance evaluation; GC
§34090 et seq.

Lead Dept. CW-032 Records Destruction Lists P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
etc.: Produced by OTHER Departments
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Copies; GC §34090.7
CW-034
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California
Cities, Chamber of Commerce, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-035
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
etc.: Produced by YOUR Department
Minimum of
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Statewide guidelines propose
superseded + 2 or 5 years; GC §34090
CW-036 Reference or Working Files: See
Correspondence
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Lead Dept. CW-037 Reports and Studies (Historically
significant) P Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
10 years
Administratively and Historically significant, therefore retained permanently; GC §34090
Lead Dept. CW-038
Reports and Studies (other than
Historically significant reports - e.g. Annual
Reports)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090
Lead Dept. CW-039 Special Event Permits 4 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Lead Dept. CW-047 Subpoenas / Summons 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-040
Surveys / Questionnaires (that the City
issues)
If a summary of the data is compiled, the
survey forms are considered a draft or
transitory record, and can be destroyed as
drafts (When No Longer Required)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-042 Telephone Messages
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
As long as they are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §34090, GC §6252
Lead Dept. CW-043
Training - COURSE RECORDS
(Attendance Rosters, Outlines and
Materials)
Includes safety training, tailgate safety
trainings, and ethics training, Harassment
Prevention Training
5 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When
Inactive
Department preference; Ethics Training is 5 years;
Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b)m, LC §6401.9(f),
Lead Dept. CW-044 Video Recordings Tapes: Security /
Facility Monitoring 100 days Tape
(Mag)
Routine video monitoring recordings tapes are only
required for 100 days; GC §§34090.6, 34090.7
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 30.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record (OFR) Retention No. Records Description Total
Retention
Media
Options
Image:

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

Lead Dept. CW-045 Warranties Expiration of
Warranty
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Dept. Providing
Service / Work CW-046
Work Orders / Service Requests
(Department providing service retains
originals; department requesting service is
considered a copy)
3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with operational complaints; CCP §§338 et
seq., 340 et seq., 342, GC §34090
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 4/12/2021 Ver. 19.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

ANIMAL SERVICES
Animal
Services AN-001 Adoption Applications 3 years Mag, Mfr, OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
3 years is required; FA §32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq., GC §34090
Animal
Services AN-002 Animal Services Database 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Used for locating animals; 3 years is required; FA §32003(e), PC §597.1(d); GC §34090 et seq.

Animal
Services AN-002.1 Animals - Record of All Efforts to Contact Owner and/or Microchip’s Primary Registrant 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD FA §§31108.3 and 31752.1; GC §34090
Animal
Services AN-003 Bite Reports / Rabies Control Records 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Animal
Services AN-004 Citations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Animal
Services AN-005 Controlled Substance Inventory Records 3 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; FA §32003(e), B&P 4081; 21 CFR
§1304.04, 1310.04
Animal
Services AN-006 Field Activity Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Animal
Services AN-007 Field Notes (1-time warnings) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Animal
Services AN-008 Investigations (barking, loose dogs, cruelty, etc.)
Resolution +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Animal
Services AN-009 Microchip Records 20 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Used for locating animals; GC §34090 et seq.

Animal
Services AN-010 Owner Turn-in Forms ("OTI" forms, stray forms) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Covers various statute of limitations; 3 years is required; FA §32003(e), PC §597.1(d); CCP §§336(a), 337 et. seq., GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE - BUILDING & SAFETY Page B&S-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

BUILDING & SAFETY
Building &
Safety B&S-000 Permit Database (Acella) Indefinite -
Permanent
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference - Data is interrelated; Final
Permits and Plans are stored in Laserfiche; GC §34090,
H&S §19850
Building &
Safety B&S-001 Americans with Disabilities Act (ADA) Files and Requests
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090 et seq.

Building &
Safety B&S-002 Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Records used to facilitate permit issuance; Projects may expire after 2 years; GC §34090
Building &
Safety B&S-014 Building Code Violation Cases / Notice of Code Violation Non-Compliance
Resolution /
Payment + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference to cover those cases that are
CDBG-related; Case is open until satisfactorily resolved (some liens are not resolved); City Clerk maintains
original staff reports and resolutions that are presented to Council; 2 CFR 200.333; ; 24 CFR 570.502(b), 29
CFR 97.42, GC §34090; GC §8546.7
Building &
Safety B&S-009
Building Permit Project Files / Building Plans -

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
(includes soils reports, energy calculations,
commercial structural plans, commercial
structural calculations, truss calculations )
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Law does not require plans to
be filed for dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story with bearing
walls less than 25'; CBC requires 180 days from
completion date; CBC §104.7 & 107.5,; H&S§19850,
H&S§19850, GC §34090
Building &
Safety B&S-010 Building Permit Project Files / Building Plans - EXPIRED PERMITS AND PLAN CHECKS 1 year Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary draft; CBC §104.7 & 107.5,; H&S§19850,
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE - BUILDING & SAFETY Page B&S-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Building &
Safety B&S-010.1
Building Permit Project Files / Building Plans -

WITHDRAWN, OR CANCELLED PERMITS

AND PLAN CHECKS
Upon
Withdrawal
or
Cancellation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Draft; Applicant must re-apply and comply
with current regulations; CBC §104.7 & 107.5,;
H&S§19850, GC §34090
Building &
Safety B&S-011
Building Permit Project Files / Building Plans -

RESIDENTIAL FLOOR PLAN / SITE PLAN
ONLY (includes soils reports, energy
calculations, structural plans, structural
calculations)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; Law does not require plans to
be filed for dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story with bearing
walls less than 25'; CBC requires 180 days from
completion date; CBC §104.7 & 107.5,; H&S§19850,
H&S§19850, GC §34090
Building &
Safety B&S-011.1
Building Permit Project Files / Building Plans -

RESIDENTIAL OTHER THAN FLOOR PLAN /

SITE PLAN
(includes residential structural calculations,
truss calculations)
180 days Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Law does not require plans to
be filed for dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story with bearing
walls less than 25'; CBC requires 180 days from
completion date; CBC §104.7 & 107.5,; H&S§19850,
H&S§19850, GC §34090
Building &
Safety B&S-011.2 Building Permit Project Files: Correspondence 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Building &
Safety B&S-011.3
Building Permit Project Files: Owner-Builder
Verification (Owner's Acknowledgement and
Verification of Information)
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Building &
Safety B&S-011.4 Building Permit Project Files: School District Fee Receipts, Utility Fee Receipts
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-Records
Building &
Safety B&S-011.5 Building Permit Project Files: Solar Installation Instructions
After Permit
is Finalled /
Completed &
Approved
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Drafts / Content Not Substantive; GC
§34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE - BUILDING & SAFETY Page B&S-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Building &
Safety B&S-011.6 Building Permit Project Files: Stop Work Notices / Correction Notices
After Permit
is Finalled /
Completed &
Approved
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Drafts / Content Not Substantive; GC
§34090
Building &
Safety B&S-011.7 Building Permit Project Files: Title 24 Energy Calculations (Commercial and Residential)
After Permit
is Finalled /
Completed &
Approved
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Drafts / Content Not Substantive; GC
§34090
Building &
Safety B&S-011.8 Building Permit Project Files: Worker's Compensation / Contractor Declaration 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Building &
Safety B&S-003 Building Permits (ALL Finalled Completed & Approved) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 90
days
Statewide guidelines propose permanent; CBC
§106.4.2, GC §34090, H&S §19850
Building &
Safety B&S-004 Certificates of Occupancy P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Statewide guidelines propose permanent; CBC
§106.4.2, GC §34090, H&S §19850
Building &
Safety B&S-005 Housing Abatement Cases Resolution +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Case is open until satisfactorily resolved; GC §34090
Building &
Safety B&S-006 Inspection Records: Correspondence, Fees, Appeal Requests, Inspection Reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Records used to facilitate permit issuance; Projects may expire after 2 years; GC §34090
Building &
Safety B&S-007 Lien Files P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference to cover all statute of limitations; GC §34090 et seq., CCP §337 et seq.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 29.0 RECORDS RETENTION SCHEDULE - BUILDING & SAFETY Page B&S-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Building &
Safety B&S-008 Lists: Correction, Building, Plan Review, Plan Check Form, Building Correction List, etc.

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

After QC
& OD 1
year
Transitory Records used to facilitate permit issuance;
Projects may expire after 2 years; GC §34090
Building &
Safety B&S-012 Requests & Permissions to Receive Copies of Plans (Correspondence to and from Architects) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090 et seq.

Building &
Safety B&S-013 Uniform Building Codes / California Building Code / UBC, UPC, etc.

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

After QC
& OD
GC §50022.6
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: CAPITAL PROJECTS Page CIP-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

CAPITAL PROJECTS
City Clerk PW-002 Abandonments and Vacations P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090.7
City Clerk PW-003 Annexations P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090.7
City Clerk PW-004 Easements - Roads P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Infrastructure; statewide guidelines propose 10 years; GC §34090
County PW-005 Flood Control Files (e.g. area drainage
facilities)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
County maintains originals (non-records); GC §34090 et
seq.

Capital
Projects PW-006 Disaster Recovery Files (e.g. cost recovery and damage information
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
For FEMA funding; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from expenditure report; CDBG is 4 years; HUD requires 5 years for
programs covered by a consolidated plan; 2 CFR 200.333; 24 CFR 570.502(a), 29 CFR 97.42, GC §34090; GC
§8546.7
Capital
Projects PW-007
Maps, Plans & Drawings - Final Original
Infrastructure, Building and Park Improvement
Plans (ALL - Drainage, Grading, Sewer,
Subdivision, Survey, Water, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
With the exception of the original copy, all drafts and duplicates should be destroyed; Some maps are also
retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7
Capital
Projects PW-044 Preliminary Drawings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE: CAPITAL PROJECTS Page CIP-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Capital
Projects PW-008 Preliminary Studies / Project Assessments (Not Acquired) 8 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department Preference; GC §34090
Capital
Projects PW-009A
Projects: INFRASTRUCTURE, Permanent
File
Plans, Specifications & Addenda, Agreement /
Contract, Successful Proposal, Change Orders,
EIRs, Negative Declarations, Categorical
Exemptions, Materials Testing Reports,
Grading Permits, Insurance Certificates,
Hazardous Materials Plans, Notice of
Completion, Photos, Soils Reports, Studies,
Submittals, Surveys, etc.

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

After QC
& OD
inactive
Department preference; retained for disaster preparedness purposes; Statewide guidelines propose 7 years; 2 years for blueprints & specifications; Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337.
337.1(a), 337.15, GC §34090
Capital
Projects PW-009B
Projects: INFRASTRUCTURE Administration
File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Daily
Inspections, Project Schedules, Progress
meetings, Real Estate Appraisals, RFIs &
Responses, etc.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Contracts & Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC
§34090
Capital
Projects PW-009C Projects: INFRASTRUCTURE :

Unsuccessful Proposals 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Capital
Projects PW-010 Real Estate Appraisal Reports: Property NOT purchased 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) 7928.705
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE: CAPITAL PROJECTS Page CIP-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Capital
Projects PW-011 Real Estate Appraisal Reports: Purchased Property 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Not accessible to the public until purchase has been
completed; meets municipal government auditing
standards; Statewide Guidelines show 2 years;
GC
§§34090, 6254(h) 7928.705
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

CITY ATTORNEY
City
Attorney CA-006 Accident / Incident / Injury Reports: PUBLIC ADULTS (medical and non-medical.) 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Recommended by State Fire Marshall; Statute of Limitations for Health Providers is 3 years; Juveniles are required until patient becomes 18 years old; statewide guidelines propose 3 years; CCP §340.5, GC §34090
City
Attorney CA-007 Accident / Incident / Injury Reports: PUBLIC JUVENILES (medical and non-medical.)
Age 18 or
3 years,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Recommended by State Fire Marshall; Statute of Limitations for Health Providers is 3 years; Juveniles are required until patient becomes 18 years old; statewide guidelines propose 3 years; CCP §340.5, GC §34090
City
Attorney CA-008 Accident / Incident Reports: CITY VEHICLES with no injuries 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department Preference; Claim must be filed within 1 year, lawsuit within 2 years; Statute of Limitations for contracts is 4 years; CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090,
34090.6
Lead
Depart. CA-001 Agreements: Backup material,
correspondence, drafts
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Drafts; GC §34090 et seq.

City
Attorney CA-009 Claims - Adults Settle + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Settled
If litigation is filed, the claim is sent to the City Attorney's office after settlement; Claim must be filed within 1 year, lawsuit within 2 years; complaints against peace officers within 5 years; Statute of Limitations for contracts is 4 years; wrongful death for construction is completion + 5 years; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5
City
Attorney CA-010 Claims - Juveniles
Age of
Majority
(minimum
Settle + 5
years)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Settled
If litigation is filed, the claim is sent to the City Attorney's office after settlement; Juveniles may have additional legal recourses; CCP §§ 337 et seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 Revision Adopted: 3/30/2021 Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

City
Attorney CA-011 Employee Fidelity Bonds Expiration +
10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Covers various Statute of Limitations; Public official
misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; statewide guidelines propose Termination + 6 years; GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City
Attorney CA-012
Insurance Policies & Certificates (City-
owned): Liability (General & Public), Workers
Compensation
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Expiration
For protection from litigation; GC §34090
City
Attorney CA-013
Insurance Policies & Certificates: City-
owned - Property insurance (NOT liability
insurance - boiler maintenance, etc.)
Expiration +
10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Expiration
Consistent with Agreement retention; GC §34090
City
Attorney CA-014
Insurance Policies Issued to Organizations
conducting activities on City Property (e.g.
special events)
12 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Lead
Depart. CA-003 Issue or Parties: Issues, Individuals, and/or projects will vary over time (e.g. Trails, etc.)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
City
Attorney CA-004 Legal Opinions ("Chron File") - by Author P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department Preference; Statewide guidelines propose
superseded + 2 years; GC §34090
City
Attorney CA-005 Litigation Files / Legal Case Files / Lawsuits / Graffiti Restitution
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Statute of Limitations runs 6 months - 5 years; for contracts is 4 years; wrongful death for construction is completion + 5 years; Civil Courts retain their records for 10 years; CCP §§ 337 et seq.; GC §§34090, 34090.6, 68150; PC §832.5
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 Revision Adopted: 3/30/2021 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

CITY COUNCIL OFFICE
City Clerk
/ City
Council
CC-001 Council Administration (Correspondence filed
by Council Member)
Duration of
Office
(minimum 2
years)
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Administrative value to cover terms of office; GC §34090 City Clerk
/ City
Council
CC-002 Presentations / Commendations / Memoriums 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC § 34090
City Clerk
/ City
Council
CC-003
Regional Organizational Studies & Programs
where other Agencies are the Lead (e.g. Rail
Studies, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records used for administrative value

CITY CLERK
City Clerk CC-004 Advertising (City Clerk) 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Brown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §§34090,
54960.1(c)(1)
City Clerk CC-005 Affidavits of Postings 2 years Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
Statute of Limitations for mailings for annexations, special districts, bonds is 60 days; Municipal Government actions is 3 - 6 months; GC §34090
City Clerk CC-006
Agenda Packets
City Council, Community
Services District (CSD), Community
Redevelopment Agency (RDA), Public
Facilities Financing Corporation (MVPFFC),
Industrial Development Authority (IDA), Public
Financing Authority (MVPFA), Civic Activities
Assistance Corporation (MVVAAC). Moreno
Valley Housing Authority, City As Successor
Agency for the Community Redevelopment
Agency of the City of Moreno Valley, and
Oversight Board of the City as Successor
Agency for the Community Redevelopment
Agency of the City of Moreno Valley
P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Department Preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-007 Agenda Packets (copies) 6 months Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
When No
Longer
Required
Department Preference; Originals are filed in subject files; GC §34090.7
City Clerk CC-008
Agreements & Contracts: ALL LAND AND
INFRASTRUCTURE:

Architects, Buildings, bridges, covenants /
CC&Rs, development, park improvements,
property restrictions, reservoirs, sewers,
sidewalks, street & alley improvements,
utilities, water. Exceptions: Demolitions,
landsca
ping, street paving
P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
All infrastructure, JPAs, & Mutual Aid contracts are
permanent for emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703
City Clerk CC-009 Agreements & Contracts: Mutual Aid, Joint Powers Agreements (JPAs) P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Administrative & legal value (Emergency Preparedness),
GC §34090
City Clerk CC-010
Agreements & Contracts: NON-
INFRASTRUCTURE:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree Trimming,
Leases, Personnel, Professional Services,
(Not Infrastructure projects)
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
Statewide guidelines propose completion + 5 years for
non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements.

Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC
§34090
City Clerk CC-011 Annexations / LAFCO P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Land Records; GC §34090
City Clerk CC-012 Audio Tapes or Recordings of Council Meetings 30 days Mag (only required for 30 days); GC §54953.5(b) City Clerk CC-013 Audits, CAFR (Comprehensive Annual
Financial Report) P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
City Preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Lead Dept. CC-014 Bids: Unsuccessful (Successful bids are filed with the appropriate agreement or contract) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-015 Boards, Commissions & Committees -
APPLICATIONS: APPOINTED
Duration of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations: Public official misconduct is
discovery of offense + 4 years, Statewide guidelines
propose Appointment + 5 years; GC §34090; PC §§801.5,
803c
City Clerk CC-016 Boards, Commissions & Committees -
APPLICATIONS: UNSUCCESSFUL 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Finance
/ City Clerk CC-017 Bonds (issuing documents retained by City Clerk)
Cancellat.,
Redemption
or Maturity
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local
governments are 10 years; There are specific
requirements for disposal of unused bonds; CCP
§§336(a)(1) & (2), 337.5(2); GC §43900 et seq.

City Clerk CC-018 Budgets (Final) P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
City Preference; GC §34090
City Clerk CC-019
Cash Deposits, Certificate of Deposit, Bonds &
Subdivision Securities (Refundable Deposits
for Subdivision Improvements, Building or
Planning Permits, etc.)
Release of
Bond,
Deposit or
Certificate +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Records retained for auditing purposes; GC §34090
City Clerk CC-020 Chronological History of Board and Committee Members P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Historical Value; GC §34090
City Clerk CC-021 Chronological History of Mayors and City Council P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Historical Value; GC §34090
City Clerk CC-022 City History, Historical Records (e.g.

Incorporation, City Seal, Redistricting, etc.) P Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
City Clerk determines historical significance; records can address a variety of subjects and media. Some media
(e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090
City Clerk CC-023 City Land and Property: Deeds,
Abandonments, Easements, Vacations, etc. P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-024 Claims Log 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

City Clerk CC-025 Committee Rosters
Superseded
(minimum 2
years)
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-026 Council Oaths of Office Separation
+ 6 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
Statute of Limitations: Public official misconduct is
discovery of offense + 4 years, Statewide guidelines
propose Appointment + 5 years; GC §34090; PC §§801.5,
803(c)
City Clerk CC-027 Economic Development Plans & Programs (that are approved by Council)
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Superseded
Meets uniform grant requirements; Uniform Admin.

Requirements for Grants to Local Governments is 3 years from expenditure report; CDBG is 4 years; HUD requires 5 years for programs covered by a consolidated plan; 2
CFR 200.333;
24 CFR 570.502(b), 29 CFR 97.42, GC
§34090; GC §8546.7
City Clerk CC-077
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615
City Clerk CC-028
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code
)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years City maintains original statements; GC §81009(e)&(g) City Clerk CC-029
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

PUBLIC OFFICIALS (elected & not elected.

Includes City Council Members, Planning
Commission Members, City Manager, City
Treasurer & City Attorney)
4 years Mfr, OD,
Ppr S / I
Yes: After
QC 2 years
City maintains copies only; original statements are filed with FPPC; GC §81009(f)&(g)
City Clerk CC-070 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC Must post on website; GC §81009(e)
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-071 FPPC Form 802 (Tickets Provided by Agency Report) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC Must post on website for 4 years; GC §81009(e)
City Clerk CC-072 FPPC Form 803 (Behested Payment Report) P Mag, Mfr, OD, Ppr S / I Yes: After
QC FPPC Regulation 18734(c); GC §81009e
City Clerk CC-073 FPPC Form 804 (Agency Report of New
Positions) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC FPPC Regulation 18734(c); GC §81009e
City Clerk CC-074 FPPC Form 805 (Agency Report of
Consultants) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC GC §34090; GC §81009(e)
City Clerk CC-075 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Must post on website; 2 CCR 18702.5(b)(3); GC §34090;
GC §81009(e)

ELECTIONS - CONSOLIDATED
City Clerk CC-030
Campaign Filings (FPPC 400 Series Forms:

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mfr, OD,
Ppr S / I Yes: After
QC 2 years
Paper must be retained for at least 2 years; GC
§81009©&(g)
City Clerk CC-031
Campaign Filings (FPPC 400 Series Forms:

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mfr, OD,
Ppr S / I Yes: After
QC
2 years
Paper must be retained for at least 2 years; GC
§81009(f)&(g)
City Clerk CC-032
Campaign Filings (FPPC 400 Series Forms &
Form 501)): UNSUCCESSFUL CANDIDATES
Includes Unsuccessful Candidates Without
Committees that Don't File Electronically
5 years Ppr S / I Yes: After
QC
2 years
Candidates without committees are not required to file
their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC
§81009(b)&(g); GC §84615
City Clerk CC-032.1
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH or WITHOUT Committees
10 years Ppr S / I Yes: After
QC
2 years
Department preference; Campaign Statements filed
electronically are required for 10 years; GC
§81009(b)&(g); GC §84615
City Clerk CC-033
Campaign Filings (FPPC 400 Series Forms):

SUCCESSFUL CANDIDATES (Elected
Officials & Form 501))
All, whether filed electronically or not
P Mfr, OD,
Ppr S / I Yes: After
QC
2 years
For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC
§81009(b)&(g); GC §84615(i)
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-034 Elections - Candidate Statements (to be printed in the sample ballot)
Duration of
Office + 4
years
Mag, Mfr,
OD, Ppr S / M / I No
Department Preference; No specific legal requirement;
Statewide guidelines propose 4 years; recommend term +
4 years for administrative value; GC § 34090
City Clerk CC-035 Elections - Certificates of Election
Duration of
Office + 4
years
Mag, Mfr,
OD, Ppr SN o
Department Preference; No specific legal requirement;
Statewide guidelines propose 4 years; recommend term +
4 years for administrative value; GC § 34090
City Clerk CC-036
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications for vacancies on the Council,
Precinct Workers, County Election Services,
etc.
)
2 years Mag, Ppr Used for a model for the next election, GC §34090 City Clerk CC-037
Elections - HISTORICAL File (Sample ballot,
all Resolutions - calling the election, canvass,
etc., election summary)
P Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
City Clerk CC-038 Elections - Nomination Papers:

SUCCESSFUL CANDIDATES
Duration of
Office + 4
years
Mag, Mfr,
OD, Ppr
Department Preference; Statewide guidelines proposes 4
years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term for Nomination Papers
and does not delineate between
the two; EC §17100
City Clerk CC-039 Elections - Nomination Papers:

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr
Department Preference; Statewide guidelines proposes 4
years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term for Nomination Papers
and does not delineate between
the two; EC §17100
City Clerk CC-040.1 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public; The 8 month retention
applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-040.2 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month retention
applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400
City Clerk CC-040 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months or
Final
Examination
if No
Election +
1 year after
petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month retention
applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400
City Clerk CC-041 Elections - Precinct Maps 2 years Mag, Ppr No specific legal requirement; Statewide guidelines
propose 2 years; County Clerk sends to Secretary of
State; EC §17501, GC §34090
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-042 Vote-by-Mail Applications, Roster of Vote-by- Mail Applications 6 mo. Ppr EC §17505
City Clerk CC-043 Vote-by-Mail Identification Envelopes 6 mo. Ppr EC §17302 City Clerk CC-044 Elections - Ballots - After Election 6 mo. Ppr EC §17302 City Clerk CC-045 Elections - Ballots - After Recount 6 mo. Ppr EC §17306 City Clerk CC-046
Elections - Assessment District Ballots - Prop.
218 proceedings (e.g. Community Services
Districts, A-E Zones, Lighting Districts, etc.)
2 years Ppr
2 years required by new California law; 1 year Retention required by Moreno Valley Legislative Policy #1.12, §VI, D; GC §53753(e)(2);, 53755(d)
City Clerk CC-047 Elections - Challenged & Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-048 Elections - Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk CC-049 Elections - Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk CC-050 Elections - Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-051 Elections - Tally Sheets 6 mo. Ppr EC §17304 City Clerk CC-052 Elections - Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304
City Clerk CC-053 Elections - Voter Index Original 5 years Ppr EC §17001 (End of Elections Section)
CITY CLERK (Continued)
City Clerk CC-076 Enterprise System Catalogue (posted on line) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-054
Environmental Issues, Determinations (e.g.

EIRs, Negative Declarations, etc. - if presented
to City Council)
P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
Final EIRs are required to be kept a "reasonable period of time"; 14 Cal Code Regs §15095(c); GC §34090.7
City Clerk CC-069
Ethics Training Certificates / Harassment
Prevention Training Certificates for City
Council, Boards and Commissions
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§53235.2(b); 53237.2(b)
City Clerk CC-055
Infrastructure Permits, Plans, and Projects
Approved by Council (Final Tracts, Conditional
Use Permits, Parcel Maps, Specific Plans, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090 et. seq.

Finance CC-056 Investment Reports approved by Council 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
City Clerk CC-057 Legislation (State & Federal positions approved by Council) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-058 March Air Force Base / March Joint Powers Authority - Records of Historical Interest P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
City Preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-059
Minutes: City Council, Planning Commission,
Community Services District (CSD),
Community Redevelopment Agency (RDA),
Public Facilities Financing Corporation
(MVPFFC), Industrial Development Authority
(IDA), Public Financing Authority (MVPFA),
Civic Activities Assistance Corporation
(MVVAAC), Moreno Valley Housing Authority,
City As Successor Agency for the Community
Redevelopment Agency of the City of Moreno
Valley, and Oversight Board of the City as
Successor Agency for the Community
Redevelopment Agency of the City of Moreno
Valley
P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
City Clerk CC-060 Municipal Code Administration, Distribution, etc.

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

QC & OD
Preliminary Drafts not retained in the ordinary course of business; GC § 34090
City Clerk CC-061 Municipal Code and History File (always retain 1 supplement) P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
City Clerk CC-062 Ordinances P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090 et. seq.

City Clerk CM-063 Passport Transmittals 24 months Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-063
Petitions (submitted to Council on any subject).

See Elections for Initiative, Recall or
Referendum Petitions)
1 year Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Law requires 1 year for petitions; GC §50115
City Clerk CC-064 Posted Agenda Log 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 31.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

City Clerk CC-065 Proof of Publication (City Clerk) 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for mailings for annexations, special districts, bonds is 60 days; Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §34090
City Clerk CC-066 Records Retention Schedules; Amendments to Records Retention Schedules P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
GC §34090 et. seq.

City Clerk CC-079
Redistricting Web Page / District Boundary
Web Page (Map, Redistricting Process,
Agendas, Calendars, Notice, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD EC §21608(g); GC §34090
City Clerk CC-067 Resolutions - City Council P Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090 et. seq.

City Clerk CC-078
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-068
Staff Reports: City Council, Community
Services District (CSD), Community
Redevelopment Agency (RDA), Public
Facilities Financing Corporation (MVPFFC),
Industrial Development Authority (IDA), Public
Financing Authority (MVPFA), Civic Activities
Assistance Corporation (MVVAAC). Moreno
Valley Housing Authority, City As Successor
Agency for the Community Redevelopment
Agency of the City of Moreno Valley, and
Oversight Board of the City as Successor
Agency for the Community Redevelopment
Agency of the City of Moreno Valley
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When
Subject file
is destroyed
GC §34090 et seq.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

CITY MANAGER
City
Manager CM-001 Administrative Regulations
Until
Superseded -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When
Supersede
d
GC §34090
City
Manager CM-002 Administrative Files (Includes Travel) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-003 Association Records
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records; GC §34090.7
City
Manager CM-004 Awards, Recognition of Employees
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-005 Citizen's Inquiries, Communications, Logs & Resolutions 2 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Claims must be filed in 6 months or 1 year; CCP §§338 et seq., 340 et seq., 342, GC §34090
City
Manager CM-006 City Manager's Reports / Updates 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-007 Council Member and Mayor's Correspondence, Memos Term of
Office -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Administrative value to cover terms of office; GC §34090 City
Manager CM-008 Department Head Memorandum File 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-009 Internal Studies and Reports
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

City
Manager CM-010 Projects & Issues (Issues and/or projects will vary over time - e.g. Hotels, etc.)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 24.0 RECORDS RETENTION SCHEDULE - COMMUNITY ENHANCEMENT & NEIGHBORHOOD SERVICES

CODE & NEIGHBORHOOD COMPLIANCE
Page CE&NSC-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

COMMUNITY ENHANCEMENT & NEIGHBORHOOD SERVICES CODE & NEIGHBORHOOD COMPLIANCE Community
Enhance. &
Neighbor.

Services
Code &
Neighbor.

Compliance
CE&NS-001
C&NC-001 Abandoned Vehicle Abatement (AVA) Report 4 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Maintained for Riverside County Area Requirement; GC
§34090
Community
Enhance. &
Neighbor.

Services
Finance /
Finance
Resources
CE&NS-002
FN-059
Business License File: Application, Annual
Renewal Form, Enforcement Letters 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
&OD
Consistent with auditing standards; GC §34090 et seq.

Community
Enhance. &
Neighbor.

Services
Code &
Neighbor.

Compliance
CE&NS-003
C&NC-002 Code Compliance Case Files and Abatement
Resolution /
Payment + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference to cover those cases that are
CDBG-related; Case is open until satisfactorily resolved (some liens are not resolved); City Clerk maintains original staff reports and resolutions that are presented to Council; 2 CFR 200.333; 24 CFR 570.502(b), 29 CFR 97.42, GC
§34090; GC §8546.7
Community
Enhance. &
Neighbor.

Services
Code &
Neighbor.

Compliance
CE&NS-004
C&NC-003 Debts Assigned to Collection Agency 7 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; Debts remain on credit reports for 7 years; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 24.0 RECORDS RETENTION SCHEDULE - COMMUNITY ENHANCEMENT & NEIGHBORHOOD SERVICES

CODE & NEIGHBORHOOD COMPLIANCE
Page CE&NSC-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Community
Enhance. &
Neighbor.

Services
Finance /
Finance
Resources
CE&NS-006
FN-065
Mobilehome Park - Annual CPI Change
Notices 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Community
Enhance. &
Neighbor.

Services
Finance /
Finance
Resources
CE&NS-007
FN-066 Mobilehome Park - Annual Registration 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Community
Enhance. &
Neighbor.

Services
Finance /
Finance
Resources
CE&NS-008
FN-067
Mobilehome Park Rent Stabilization - Change
in Space Rent / Status 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Community
Enhance. &
Neighbor.

Services
Finance /
Finance
Resources
CE&NS-009
FN-068
Mobilehome Park Rent Stabilization - General
Correspondence 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 24.0 RECORDS RETENTION SCHEDULE - COMMUNITY ENHANCEMENT & NEIGHBORHOOD SERVICES

CODE & NEIGHBORHOOD COMPLIANCE
Page CE&NSC-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Community
Enhance. &
Neighbor.

Services
Code &
Neighbor.

Compliance
CE&NS-010
C&NC-004
Parking Citations (All records, including
appeals, reports from claims processing center,
etc.)
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Community
Enhance. &
Neighbor.

Services
Code &
Neighbor.

Compliance
CE&NS-011
C&NC-005 Tipping Reports (Waste Management) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

ECONOMIC DEVELOPMENT
Economic
Develop. ED-001 Business Development Files (Issues and/or projects will vary over time - e.g. Hotels, etc.)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 6.0 RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

ELECTRIC UTILITY
City Clerk EU-001
Agreements & Contracts - Electric Utility Only -

INFRASTRUCTURE / PLANT
Architects, Buildings, bridges, covenants /
CC&Rs, development, park improvements,
property restrictions, reservoirs, sewers,
sidewalks, street & alley improvements, utilities,
water. Exceptions: Demolitions, landscaping,
street
paving
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
All infrastructure, JPAs, & Mutual Aid contracts are
permanent for emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703
City Clerk EU-002
Agreements & Contracts - Electric Utility Only
NON-INFRASTRUCTURE:

Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree Trimming,
Leases, Personnel, Professional Services, (Not
Infrastructure pro
jects)
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Statewide guidelines propose completion + 5 years for non- capital improvement contracts & completion + 4 years for transportation and concessionaire agreements. Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090
Electric
Utility EU-003 Appraisals and Valuations 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-004
Billing Data (Maximum demand & demand
meter records; solar, net, economic
development; revenue summaries & reports)
6 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-005 Bond Statements Completion
+ 3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-006
Budgets and Other Forecasts (Internal Admin.
or operating purposes; estimated future
income; receipts & expenditures, etc.)
3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-007 Construction Work (In Progress Ledgers) Completion + 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (requirement is 5 years after
clearance to plant account); 18 CFR 125 et seq.; GC §34090 CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 6.0 RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Electric
Utility EU-008 Easements P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD No
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-009 Fixed Assets, Plant Ledgers, Depreciation & Depletion P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-010 Insurance (Substation) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-011 Journals / General Ledgers - Electric Utility Only 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-011.1 Lockout/Blockout - Lockout/Tagout 3 years Mag, Ppr S / I Yes:

After QC
& OD
Cal/OSHA requests 3 years of documents during audits; GC §34090
Electric
Utility EU-012 Maintenance / Job Work Orders 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-013
Maps, Plans, Drawings (original or reproduction
of diagrams, profiles, photos, field survey
notes, plot plans, detail drawings, and similar
records showing the location of proposed or as-
constructed facilities)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-020
Medical Necessity Customers (Emergencies /
Shut-offs - Customers who must have electricity
for critical medical equipment)
When
Superseded
or
Terminated
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Confidential; Department preference; GC §34090
Electric
Utility EU-014 Rate Schedule (general files of published rate sheets & schedules, suspended or superseded)
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 6.0 RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Electric
Utility EU-015 Reclassification Records (Utility Plant) 6 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-016 Retirement (of Plant Facility; work in progress, ledgers, etc.)
Retired + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-017 Statistics (financial, internal operating reports, etc.) 5 years Mag, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-018 Transmission & Distribution (Substation
licenses, line logs, history records, tests, etc.) P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department Preference (logs only required for 3 years); 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-019 Voucher Registers (Accounts Payable or Cash Books) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 17.0 RECORDS RETENTION SCHEDULE: FACILITIES Page FAC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

FACILITIES
Facilities FAC-001 Asbestos Removal Projects Completion + 30 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
When
Inactive
Claims can be made for 30 years for toxic subst. exposure; 29 CFR 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §34090
Facilities FAC-002 Asset History (in Work Order System) 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to cover all statute of limitations; GC §34090, CCP §337 et seq.

Facilities FAC-003 Backflow Tests 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Facilities FAC-004 Daily Logs (Security, Facility Staff, etc.) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Facilities FAC-005 Daily Vehicle Inspections 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
inactive
13 CCR 1234(c); GC §34090
Facilities FAC-006 Facilities - Historical Files P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney FAC-007 Incident File (Citizens and Employees) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies; GC §34090.7
Facilities FAC-008 Key Card System
Employee
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Facilities FAC-009 Logs: Security, etc. 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Covers statute of limitations; CCP §337 et seq.; GC §34090 CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 17.0 RECORDS RETENTION SCHEDULE: FACILITIES Page FAC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Facilities FAC-010 Projects & Facilities: NON-INFRASTRUCTURE Final Specifications and Plans
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Transferred from Public Works upon project completion;
Consistent with Agreement / Contract Administration; CCP §§337. 337.1(a), 337.15, GC §34090
Facilities
Purchasing
FAC-010.5
PUR-008
Vehicle and Equipment Leases (when the
vehicle or equipment is not subsequently
purchased)
Expiration of
Lease + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with agreements and contracts; Statute of Limitations for contracts is 4 years; CCP §§337., 337.1(a), 337.15; GC §34090 et seq.

Facilities FAC-011 Vehicle Forms - Daily Use
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Transitory Records; GC §34090 et seq.

Facilities FAC-012
Work Orders / Service Requests (Department
providing service retains originals; department
requesting service is considered a copy)
3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with operational complaints; CCP §§338 et seq., 340 et seq., 342, GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

FINANCE / ACCOUNTING
Finance /
Lead Div. FIN-000 Financial Services Database (Tyler Enterprise ERP)
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; meets municipal government auditing standards; Data Fields / Records are interrelated; GC §34090 Finance /
Accounting FN-001 1099's / 1096's / DE542 (California Report of Independent Contractors) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; IRS Reg §31.6001- 1(e)(2), R&T §19530, GC §34090; 29 USC 436
Finance /
Accounting FN-002
Accounts Payable / Vendor Files (All Records
and Reports - Includes Invoices, P.O.s, Travel
Expense Reimbursements, Postage,
Procurement Cards, Credit Card Transmittals,
Redemption Records, etc.)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; GC §34090
Finance /
Accounting FN-003 Audit Management Letters (not ACFR) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Finance /
Accounting FN-004 Audit Work Papers 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Finance /
Accounting FN-005 Audits (Sales Tax, Single, Special, etc.) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Finance /
Accounting FN-006
Bank Reconciliation & Statements,
Transaction Statements, Fiscal Agent
Statements, Trustee Statements, Investment
Account Statements, Bank Reconciliations,
Wire Transfers, Check Listing Audit Trail,
Deposits, Cancelled Checks
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
For auditing purposes; Published articles show 3 - 4 years; Other cities show 7 - 10 years; GC §34090, 26 CFR 31.6001-1 CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

City Clerk FN-009 Bonds (issuing documents retained by City Clerk)
Fully
Defeased +
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001- 1(e): GC §43900 et seq.

Finance /
Accounting FN-010 Budget Hearing and/or Review (Development Documents & Preliminary Budget) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Drafts - Department Preference; GC §34090.7
Finance /
Accounting FN-011 Budget Transfer Requests & Journals 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; City Clerk maintains originals; longer for administrative value; GC §34090.7
City Clerk FN-012 Budgets - Adopted P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; City Clerk is OFR: Must be filed with County Auditor; GC §34090, 40802, 53901
City Clerk FN-014 Annual Consolidated Financial Report (ACFR) P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; City Clerk retains original permanently; statewide guidelines propose 7 years; ; GC §34090.7
Finance /
Accounting FN-015 Depreciation Schedules 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
inactive
For auditing purposes; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001-1
Finance /
Accounting FN-064 Developer Trust Accounts / Deposits Close + 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; (meets municipal government auditing standards); GC §34090
Finance /
Accounting FN-016 Escheat (Unclaimed money / uncashed
checks)
Escheat + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; All tangible property held by
government agencies escheats after 3 years; Statute of
Limitations is 1 year for seized property; CCP §§340(d), 1355. 1519; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Finance /
Accounting FN-063 FEMA Claims and/or State Disaster Recovery Close Out
Letter + 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Consistent with other grants; 2 CFR 200.334, 24 CFR
570.502(b), 29 CFR 97.42, GC §34090; GC §8546.7
Finance /
Admin. FN-065 Financial Services Database Minimum 10
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
FERC requires 10 years for GLs, Subsidiary Ledgers and
Journal Vouchers; 18 CFR 125.2 & 125.3; GC §34090
Finance /
Accounting FN-017 Fixed Assets - Auction / Disposal / Sales / Surplused 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with Accounts Receivable; Statute of limitations is 3 years; statewide guidelines propose 2 - 4 years; published articles show 3 - 6 years; GC §34090, CCP §337
Finance /
Accounting FN-018 Fixed Assets - Inventory, Schedule of Infrastructure and Buildings P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Includes permanent assets; GC §34090
Finance /
Accounting FN-019 Grants - Sheriff / Police Department
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Sheriff does not retain originals; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; CDBG is 4 years; HUD requires 5 years for programs covered by the consolidated plan; HUD 2228 2 rev-3;.2 CFR 200.334; 24 CFR 570.502(a)(7), 29 CFR 97.42, GC §34090; GC §8546.7
Finance /
Accounting FN-021 Indirect Cost Plans 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; Statute of Limitations is 4 years; Published articles show 6-7 years; GC §34090, CCP §337
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Finance /
Accounting FN-026 Maintenance of Effort Calculations (Traffic Congestion Relief, Prop III, Measure A, etc.) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Finance /
Accounting FN-027
Reports, Status Reports, Journals, Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, Budget
Adjustments, General Ledger - OLD Financial
System (could NOT re-create reports)
(MONTHLY OR PERIODIC)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; Published articles show 3 - 6 years; statewide guidelines propose 2 years; GC §34090
Finance /
Accounting FN-027.1
Reports, Status Reports, Journals, Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, Budget
Adjustments, General Ledger - NEW
Financial System (CAN re-create reports)
(MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference;, the Database is the official record, and can re-create reports when required; GC §34090
Finance /
Accounting FN-028 Reports: Monthly Revenue & Expenditure Status, Cash Flow (Crystal Reports) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Finance /
Accounting FN-030
State or Federal Reports: State Controller's
Reports, Gas Tax Reports, Housing
Successor Agency Housing Assets Fund
Report
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with periodic report / journal retention; GC §34090 Finance /
Accounting FN-031 Street Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with periodic report / journal retention; GC §34090 Finance /
Accounting FN-032 Strong Motion Instrumentation (SMI) Report 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with periodic report / journal retention; GC §34090 CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Finance /
Accounting FN-033 Tax Returns (Sales and Use, Fuel & User Use Fuel, etc.) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; IRS Reg §31.6001-1(e)(2), 26 CFR §1.6001- 1, R&T §19530, GC §34090
Finance /
Accounting FN-033.1 W-9's
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
&OD
Meets IRS auditing standards; GC §34090
Finance /
Accounting FN-034 Warrant Registers 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department preference; Statute of Limitations is 4 years; statewide guidelines propose Audit + 2 years; GC §34090, CCP § 337
Finance /
Accounting FN-035 Warrants - Canceled (Cashed) or Voided 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department preference; Statute of Limitations is 4 years; statewide guidelines propose Audit + 2 years; GC §34090, CCP § 337

PAYROLL
Finance /
Lead Div. FIN-000 Financial Services Database (Tyler Enterprise ERP)
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; meets municipal government auditing standards; Data Fields / Records are interrelated; GC §34090 Human
Resources
Finance /
Payroll
HR-027
DE-6, DE-7, DE-9 CA Quarterly Payroll Tax
Return, DE-9C, & Adjustments DE-43, W-3, &
DE-166, 941 Fed Quarterly Payroll Tax
Returns, 941-X Quarterly Tax Adjustments,
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; IRS Reg §31.6001-1(e)(2), 26 CFR §1.6001- 1, R&T §19530, GC §34090
Human
Resources
Finance /
Payroll
HR-031 Garnishments (all records - retained in Payroll
File)
Separation
+ 5 years Mag, Ppr S / I
Yes:

After QC
& OD
Department preference; Retained to match other auditing periods; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Human
Resources
Finance /
Payroll
HR-034 Payroll Cancelled Checks 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; other cities show 7 -10 years; GC §34090
Human
Resources
Finance /
Payroll
HR-035
Payroll File - by Employee (Includes
Personnel Data Sheet, W-4, DE-4, Direct
Deposit forms, Leave Time Sellbacks, Annual
Leave Buys, Leave Donations, copies of
former Payroll Action Forms,
Benefit/Deduction/Accrual Adjustments,
satisfied Garnishments address changes,
various election forms)
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Separatio
n
Department Preference to match auditing standards;
EEOC/FLSA/ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State Law requires 2 -3 years; IRS: 4 years after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), 29CFR 516.5 - 516.6, R&T §19530, GC §34090; 29 CFR 1602.31 & 1627.3(a), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113 Human
Resources
Finance /
Payroll
HR-036 Payroll Registers (all biweekly Pay Day
Registers, except Detail Year-End) 5 years Mag, OD,
Mfr, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with periodic journals & reports; Published articles show 3 -10 years; Other Cities have adopted 8 - 20 years; statewide guidelines propose Permanent; 29 CFR 516.5 -
516.6, GC §34090
Human
Resources
Finance /
Payroll
HR-037 Payroll Registers (Detail Year-end Registers) P Mag, OD, Mfr, Ppr S / I
Yes:

After QC
& OD 1
year
For use in reconstructing hours for PERS service for
employees; statewide guidelines propose Permanent; 29 CFR 516.5 - 516.6, GC §34090
Human
Resources
Finance /
Payroll
HR-038
PERS Reports, (Wages, Hours, Rate of Pay
Transmittal), Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
PERS is OFR; retained to meet auditing standards; GC §34090 et seq.

Human
Resources
Finance /
Payroll
HR-039 Time Sheets 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 -10 years; Other cities show 2 - 20 years; IRS Reg §31.6001- 1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090
Human
Resources
Finance /
Payroll
HR-040 W-2's, W-3 Transmittal of Wage & Tax
Statements 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

FINANCE RESOURCES
Finance /
Finance
Resources
FN-059 Business License File: Application, Annual
Renewal Form, Enforcement Letters 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
&OD
Consistent with auditing standards; GC §34090 et seq.

Finance /
Finance
Resources
FN-065 Mobilehome Park - Annual CPI Change
Notices 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Finance /
Finance
Resources
FN-066 Mobilehome Park - Annual Registration 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Finance /
Finance
Resources
FN-067 Mobilehome Park Rent Stabilization - Change
in Space Rent / Status 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Finance /
Finance
Resources
FN-068 Mobilehome Park Rent Stabilization - General
Correspondence 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090

TREASURY
Finance /
Treasury FN-058
Accounts Receivable / Revenue (All Records
and Reports, including Auction Receipts &
Records, Taxes, TOT, Sales & Use Tax,
Returned Checks, Utility Users Tax Records &
Exemptions, Franchise Fees, False Alarm
Billings, except Parks & Recreation A/R
Records)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090
Finance /
Treasury FN-008 Bond statements Maturity + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
For auditing purposes; GC §34090, 26 CFR 1.6001-1
Finance /
Treasury FN-060 Cash Receipts 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; meets municipal government auditing standards; Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver. 32.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Finance /
Treasury FN-061
Investment Files for Investment Transactions
Initiated by City Staff: Individual Transactions
(Broker confirmations, Certificates of Deposit,
Wire Transfers, Arbitrage, Bid data, bank
rates, etc.)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Supporting documentation for Investments of Operating Funds; meets auditing standards; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/16/2022 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

FIRE
Code &
Neighbor.

Services
FR-001 Abatements
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
Fire FR-002
Chemical Use Report Form / Safety Data
Sheets (SDS) / Material Safety Sheet Data
Masters (MSDS) for substances used by
outside companies
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records (responsibility of the business owner); GC
§34090 et seq.

Fire FR-003 FEMA Claims and/or State Disaster Recovery
Close Out
Letter + 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Consistent with other grants; 2 CFR 200.333; 24 CFR
570.502(b), 29 CFR 97.42, GC §34090; GC §8546.7
Fire FR-004 Disaster History P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Fire FR-005 Disaster Recovery Plan Superseded
+ 7 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department Preference; GC §34090
Fire FR-006
Disaster Recovery Training and Events
(includes SEMS Training - Standardized
Emergency Management Systems Training)
7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Consistent with City-wide Training retention; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
Fire FR-007 Emergency Operations Plans (Standard
Operations Procedures)
Superseded
+ 7 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD No
Department Preferences; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/30/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Fire FR-018 Fire Citations / Notice of Violations
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Supersed
ed
Department Preference; GC §34090
Fire FR-008 Fire Station Masters: Plans, Fire Pre-Plans (Hospitals, etc.)
Superseded
(minimum 2
years)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Fire FR-009
Inspections: (Fire Protection System Plans,
Inspections, Sprinklers, Evacuation Plans,
Approvals, Inspections, Fires, Modification /
Alternative Methods or Materials, etc.)
P Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD No
Department Preference; Inspections required for Life of the Structure or Activity, or Minimum 5 years, for
Approvals, Inspections, Fires, Modification / Alternative Methods or Materials; CFC §§ 104.6 – 104.6.4,
Fire FR-010 ISO Insurance Ratings Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC
& OD
When
Supersed
ed
Department Preference; GC §34090
Fire FR-011 Licensed Care Facility Files (Boarding, Day Care, Group Homes) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Inspections required for Life of the Structure or Activity, or Minimum 5 years, Whichever is Longer; CFC §§ 104.6 – 104.6.4,
City Clerk FR-012 Mutual Aid Agreements, Joint Power Authorities Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Originals Maintained by City Clerk Permanently; GC
§34090
Fire FR-013 One-time Permits (e.g. fireworks, etc.) Expiration + 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Building FR-014 Plans and Plan Checks: Master Plans, Specific Plans, etc.

Life of the
Building
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD No
Department Preference; Fire Plans may contain
additional / different information than Building or Public Works; CFC §§ 104.6 – 104.6.4, GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/30/2021 Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Fire FR-015 Standard Operating Procedures / Policy and
Procedure Manual
Superseded
+ 3 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD No
Statute of Limitations for Health Providers is 3 years; CCP §340.5, GC §34090
Fire FR-016 Volunteer / Unpaid Intern Applications &
Agreements - Successful
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC
§§12960, 34090
Fire FR-017
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years Mag
, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection, or
discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC
§§12960, 34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/30/2021 Ver. 21.0 RECORDS RETENTION SCHEDULE - HOUSING Page HOU-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

HOUSING
Housing HOU-001
Housing Programs: Affordable Housing
Projects, Rehabilitation, etc.

WITH a Recapture / Resale Restriction
Deeds are sent to City Clerk
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
HUD requires 5 years after the project completion;
documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments
is 3 years from expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)&(c) & 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC §34090
Housing HOU-002
Housing Programs: Affordable Housing
Projects, Rehabilitation, etc.

WITHOUT a Recapture / Resale Restriction
Deeds and Insurance are sent to City Clerk
Loan Pay-off
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
HUD requires 5 years after the project completion;
documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments
is 3 years from expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)&(c) & 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC §34090
Housing HOU-003 Loan Applications Rejected (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.) 6 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Federal regulations require 6 years for all applications whether approved or denied; GC §34090
Housing HOU-004
Preliminary Application Form (required for a
housing development project that includes
residential units; form is provided by California
Department of Housing & Community
Development
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-000 Human Resources Database (Tyler
Enterprise ERP)
Indefinite -
Minimum
Separation
+ 30 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; meets retention mandates for employee medical records; GC §34090
Human
Resources HR-030
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage & Transmittal
Form)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns" ; GC §34090
Human
Resources HR-001 Accident, Injury or Incident reports for

EMPLOYEES
(Filed in
Workers
Comp. File)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Human
Resources HR-002
Applications for Employment or Resumes:

Unsolicited (no open position), candidates
not hired. (Note: Applications for open
positions are kept in the Recruitment file,
applications for selected employees are kept
in their Personnel file - see other appropriate
records descriptions)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Sent back to applicant; No positions open; therefore not deemed part of City recruitment practices; considered a transitory record not materially impacting the conduct of the public's business; GC §34090 Human
Resources HR-004
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment Claims
that are resolved administratively
Final
Disposition
+ 4 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
All State and Federal laws require retention until final disposition of formal complaint; State requires 4 2 years after action is taken; GC §§12946, 12960, 34090
Human
Resources
/ Payroll
HR-028
Changes to Payroll: Address changes, Direct
Deposit Forms, Vacation and Comp Time
Sales, etc.)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; consistent with Payroll Registers; GC §34090
Human
Resources HR-003
Classification / Compensation /
Reorganization Studies (for employee
classifications and department structures)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Bureau of National Affairs recommends 2 years for all
supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Human
Resources HR-003.5 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
COVID-19 Notifications to Employees
Human
Resources
/ Payroll
HR-004.6 -
029
Deferred Compensation Statements -
Employee's Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department preference; Published articles for bank statements show 4 -7 years; GC §34090
Human
Resources
/ Payroll
HR-004.7-030 Deferred Compensation Statements -
Employer's Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department preference; GC §34090
Lead
Depart. HR-005 DMV Pull Notices
When
Superseded
or
Separation
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Information is Cumulative; Transitory or source records not retained in the ordinary course of business;; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090
Human
Resources HR-006 Drug and Alcohol Testing / D.O.T files 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
D.O.T. Requires 5 years for positive tests, refusals, annual summaries, etc., 1 year for negative tests; EEOC / FLSA / ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(1)(v), GC §§12946, 12960, 34090; 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq. 49 CFR 653.71
Human
Resources HR-007 EEO-4 Reports 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090
Human
Resources HR-009 Employee Recognition / Performance Awards (e.g. Employee of the Quarter) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Human
Resources HR-008 Employee Service Awards 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Human
Resources HR-010 Grievances (escalated from Departments when not resolved by the department)
Final
Disposition
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
City's Preference; Lead Department is OFR for grievances resolved in their department; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 2 years after action is taken;29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; 29 USC 1113, LC 1174
Human
Resources HR-011 I-9's
Employee
Termination
+ 3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Non-citizens must re-certify periodically; I Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1), GC §§12946, 12960, 34090
Finance /
Accounting HR-012 Insurance Statement Reconciliation 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Retained through annual audit period; GC §34090 et seq.

Human
Resources
/ Payroll
HR-012.5 027 IRS 5500 Forms (Employee Benefit Plans) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; IRS Reg §31.6001-1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §34090
Human
Resources HR-013 Job Specifications
When
Superseded
Minimum 4
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
State law requires 4 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §§12946, 12960, 34090
Human
Resources
/ Payroll
HR-032 Labor Distribution Reports
When No
Longer
Required
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
The database is the original and can re-create reports; Department Preference; consistent with Payroll Registers; GC §34090 Human
Resources HR-014 LiveScan Fingerprint Clearances 70 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to protect City in the event of past employee misconduct; DOJ allows retention for legitimate business needs; must be maintained in a secure and confidential file; DOJ Information Bulletin No. 02-17-BCII; GC § 34090 et seq.

City Clerk HR-015 Memorandas of Understanding Indefinite Mag, Mfr, OD, Ppr S/I
Yes:

After QC
& OD No
Copies maintained for staff convenience; GC §34090.7
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Human
Resources HR-016 Negotiations: Employee Associations Superseded + 5 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
When
Inactive
For use in interpreting intent of MOU provisions; EEOC / FLSA requires 3 years for MOUs; State requires 2 years; statewide guidelines propose permanent; 29 CFR 516.5, GC §§12946, 12960, 34090
Human
Resources HR-018 Personnel Benefit File (includes COBRA) Termination
of Service +
5 years
Mag, OD,
Mfr, Ppr S / I
Yes:

After QC
& OD 1
year
Retained to cover auditing standards; GC §34090
Human
Resources HR-019 Personnel Files - Medical File (all employees) Whichever
is Longer:

Separation
+ 30 years,
or
Termination
of Benefits
+ 5 years,
or Death of
Employee +
5 years,
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§12946, 12960, 34090; LC §1198.5
Human
Resources HR-020
Personnel Files - Regular, Active,
Permanent, Non-Regular, Temporary and
Part-time Employees
Separation
+ 7 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Separatio
n
Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 2 -3 years; 29 CFR 1602.14, 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; 29 USC 1113, LC §1198.5, 6 CFR 31.6001-1(e)(2); GC §3105
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Human
Resources HR-021 Personnel Files - Workers Compensation File (all employees)
Whichever
is Longer:

Separation
+ 30 years,
or
Termination
of Benefits
+ 5 years,
or Death of
Employee +
5 years,
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§12946, 12960, 34090
Human
Resources HR-022 Personnel Rules & Regulations Superseded + 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies; GC §34090.7
Human
Resources HR-041 Recruitment Database (NeoGov) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-023
Recruitment File - Applications for persons not
selected, Equal Employment Opportunity
Data, Interview Notes, etc.,
4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 7287.0(c)(2), 29 CFR 1627.3(b)(1), GC §§12946, 12960, 34090
Human
Resources HR-024 Recruitment File - Master Test "Close Out" File 4 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Lists are good for one year, and can be extended 1 year; EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), GC §§12946, 12960, 34090
Human
Resources HR-025 Recruitment File - Test Answer Sheets
submitted by applicants 4 1 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 2 - 3 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2); 29 CFR 1627.3(b)(1), GC §§12946, 12960, 34090 Human
Resources HR-026 Salary Surveys
When No
Longer
Required -
minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with Classification / Compensation / Reorganization Studies; GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Human
Resources HR-026.2
Verifications of Employment, Child Support,
etc. (From lenders or other outside
companies)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Not an Agency record / Content does NOT relate in a substantive way to the conduct of the public's business; GC §34090 et seq Human
Resources HR-026.4
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
LC §6401.9(f), GC §34090

RISK MANAGEMENT
Human
Resources
/ Risk
Manage.

Purchasing
HR-026.5
PUR-006
SDS Masters (Safety Data Sheets) / MSDS
Masters (Material Safety Data Sheets) /
Chemical Use Report Form (or records of the
chemical / substance / agent, where & when it
was used)
30 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic subst. exposure; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B), GC §34090

PAYROLL
Human
Resources
/ Payroll
HR-027
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; Published articles show permanent; IRS Reg §31.6001-1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §34090
Human
Resources
/ Payroll
HR-028
Changes to Payroll: Address changes, Direct
Deposit Forms, Vacation and Comp Time
Sales, etc.)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; consistent with Payroll Registers; GC §34090
Human
Resources
/ Payroll
HR-029 Deferred Compensation Statements -
Employee's Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department preference; Published articles for bank statements show 4 -7 years; GC §34090
Human
Resources
/ Payroll
HR-030 Deferred Compensation Statements -
Employer's Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department preference; GC §34090
Human
Resources
/ Payroll
HR-031 Garnishments (all records) 5 years Mag, Ppr S / I Yes:

After QC
& OD
Retained to match other auditing periods; GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Human
Resources
/ Payroll
HR-032 Labor Distribution Reports 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; consistent with Payroll Registers; GC §34090
Human
Resources
/ Payroll
HR-033 Payroll Action Forms (Pink Copy) 5 years Mag, OD, Mfr, Ppr S / I
Yes:

After QC
& OD 1
year
Copies (originals retained in employee's Personnel File); retained to match other auditing periods; GC §34090.7
Human
Resources
/ Payroll
HR-034 Payroll Cancelled Checks 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Separatio
n
Department Preference to match auditing standards;
EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; IRS:
4 years after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), 29CFR 516.5 - 516.6, R&T §19530, GC §34090; 29 CFR 1602.31 & 1627.3(a), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090; 29 USC 1113
Human
Resources
/ Payroll
HR-036 Payroll Registers (all, except Detail Year-End) 5 years Mag, OD, Mfr, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with periodic journals & reports; Published articles show 3 -10 years; Other Cities have adopted 8 - 20 years; statewide guidelines propose Permanent; 29 CFR 516.5 - 516.6, GC §34090 Human
Resources
/ Payroll
HR-037 Payroll Registers (Detail Year-end) P Mag, OD,
Mfr, Ppr S / I
Yes:

After QC
& OD 1
year
For use in reconstructing hours for PERS service for employees; statewide guidelines propose Permanent; 29 CFR 516.5 - 516.6, GC §34090
Human
Resources
/ Payroll
HR-038
PERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
PERS is OFR; retained to meet auditing standards; GC §34090 et seq.

CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Human
Resources
/ Payroll
HR-039 Time Sheets 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 -10 years; Other cities show 2 - 20 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5 & 516.6(c); GC §34090 Human
Resources
/ Payroll
HR-040 W-2's 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 22.0 RECORDS RETENTION SCHEDULE - LAND DEVELOPMENT Page LD-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

LAND DEVELOPMENT
City Clerk LD-001 Easements - Real Property P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department preference; Infrastructure; statewide guidelines propose 10 years; GC §34090
Land
Develop. LD-002
Encroachment Permits: Permanent
(Sidewalk, Driveway Approach, Curb and
Gutter, Monitoring Well,
Waterway/Creeks, Reclaimed Water,
Access, Fence or Wall, Attachments,
Utility, Sanitary Sewer, Storm Drain,
Water, Swimming, Pool/Spa, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department preference; Statewide guidelines propose
Permanent; CCP § 337 et. Seq.; GC § 34090
Land
Develop. LD-003
Encroachment Permits: Temporary
(Block Parties, Parades, Oversized Load,
Debris Box, Awning, Banner,
Construction Trailer, Street Cut, Paving,
etc.)
Expiration +
4 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Covers statute of limitations for contracts (4 years); Statewide guidelines propose Permanent; CCP § 337 et. Seq.; GC § 34090
Land
Develop. LD-004 Fees: Plan Check, Inspection, Permit & Impact Fees 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Land
Develop. LD-005
Maps, Plans, Plats & Drawings (ALL -
Drainage, Grading, Sewer, Subdivision,
Survey, Water, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 9.5 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

LIBRARY
Library LB-001
Agreements & Contracts: Miscellaneous
Library Purchases, . (e.g. book purchases,
copier service, Performers, Presenters, security
guards, collection agency, etc. - Not
Infrastructure projects)
Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Completio
n + 2
years
Exception to City-wide standards because of high
volume and errors & omissions statute of limitations are not applicable; Statewide guidelines propose completion + 5 years for non-capital improvement contracts &
completion + 4 years for transportation and
concessionaire agreements. Statute of Limitations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090
Library LB-002 Facility Rental Applications (Room
Reservations, etc.) 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Library LB-003 Friends of the Library (all records)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records; GC §34090
Lead
Dept. LB-004 CLLS (California Library Literacy Services) Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Per California State Library Records Management
Program Requirements (April 27, 1998); GC §34090
Library LB-005 Inter-Library Loan Records (not accessible to the public) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LB-006 Library Statistical Circulation Report (Annual) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LB-007 Library Statistical Circulation Report (Monthly) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 9.5 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Library LB-008 Patron Registrations / Library Cards
When No
Longer
Required
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Preliminary Drafts / Content Not Substantive (entered
into Library database); GC §34090
Library LB-009 Programs (e.g. Summer Reading) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LB-010 Release Forms (Artists / Exhibitor's) 4 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 23.0 RECORDS RETENTION SCHEDULE: MAINTENANCE & OPERATIONS Page M&O-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

MAINTENANCE & OPERATIONS
Maint. &
Operations M&O-001 AQMD Permits (Fuel Station, Compressors, Generators) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Maint. &
Operations M&O-002 CAL-OSHA , Inspections & Citations, Log 200, Log 300 and Administration 7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; 8 CCR §§14300.33, 14300.44; 8 CCR §3203(b)(1); GC §34090 et
seq.; LC §6429c
Maint. &
Operations M&O-003 Daily Journals 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Maint. &
Operations M&O-004 Fuel Usage, Storage, Records 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Consistent with Cash receipts (maintained for auditing
purposes); GC §34090
Maint. &
Operations M&O-005 Generator Operation Logs 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
AQMD Rule 1470; Form 400–E–13a instructions, GC §34090
Maint. &
Operations M&O-006 Non Hazardous Waste Manifests 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Maint. &
Operations M&O-007
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR 396.11; GC
§34090
Maint. &
Operations M&O-008 Scheduled Maintenance (Equipment, Storm Drains, etc.) 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Maint. &
Operations M&O-009 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE: MAINTENANCE & OPERATIONS Page M&O-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Maint. &
Operations M&O-010 Uniform Hazardous Waste Manifests P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; (City has "cradle to grave" liability); only 3 years is mandated; 40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR 66262.40
Maint. &
Operations M&O-011 Vehicle & Equipment Maintenance History Life of
Vehicle or
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §34090
Dept.

Providing
Service /
Work
M&O-012
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090
Dept.

Providing
Service /
Work
M&O-013
Work Orders / Service Requests (Department
providing service retains originals; department
requesting service is considered a copy)
3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with operational complaints; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/25/2022 Ver. 11.0 RECORDS RETENTION SCHEDULE: MEDIA & COMMUNICATIONS Page M&C-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

MEDIA & COMMUNICATIONS
Media &
Commun. M&C-001 Cable TV Bulletin Board (Announcement)
Records
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Transitory Records; GC §34090 et seq.

Media &
Commun. M&C-002 Cable TV Franchise Agreement Administration Term of
Franchise +
10 years
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §§336(a), 337 et. seq., GC §34090
Media &
Commun. M&C-003 Cable TV Requests and Complaints 5 years Mag, Mfr, OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n
Department Preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090
Media &
Commun. M&C-004 General Photographs 100 days Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Transitory or draft records; GC §34090
Media &
Commun. M&C-005 Graphics Projects 3 years Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n of
Project
Department Preference; GC §34090
Media &
Commun. M&C-006 Historically Significant Photographs
P
3 years
(provide to
Historical
Society)
Mag, Mfr,
OD, Ppr S/I
Yes: After

QC & OD
Upon
Completio
n of
Project
Department Preference; GC §34090
Media &
Commun. M&C-007 Media Coverage Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 11.0 RECORDS RETENTION SCHEDULE: MEDIA & COMMUNICATIONS Page M&C-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Media &
Commun. M&C-008 Press Releases 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Media &
Commun. M&C-009
Video Recordings Tapes / Audio Recordings
of City Council, Redevelopment,, Planning
Commission, Boards and Commissions (All)
Minimum 4
years
90 days
Mag, OD
City preference to match Council Members terms; Video tapes of meetings are only required for 90 days; GC §34090.7; Administrative Policy #2.31, Moreno Valley Municipal Code §2.60.050
Media &
Commun. M&C-010 Video Tapes / Video Recordings: News, etc. (whether or not they are produced by MVTV-3) 100 days Mag, OD Routine video monitoring tapes are only required for 100 days (Meetings are required for 90 days); GC §§34090.6, 34090.7 CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

PARKS & COMMUNITY SERVICES / ADMINISTRATION
Parks &
Comm.

Services. /
Admin.

P&CS-001 Golf Course Daily Logs (Tee times, operations, etc.) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Retained for auditing purposes; GC §34090
Parks &
Comm.

Services. /
Admin.

P&CS-002 Strategic Plan / Master Plan for Department
Services P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
For Historical Purposes -- Transferred from Public Works upon project completion; GC § 34090
City
Attorney P&CS-003 Accident, incident, injury reports: PUBLIC,

CITY VEHICLES, EQUIPMENT
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies retained for reference; GC §34090.7
Parks &
Comm.

Services. /
Admin.

P&CS-048 CAL-OSHA , Inspections & Citations, Log 200,
Log 300 and Administration 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

Services. /
Admin.

P&CS-004 Photographs of historical significance P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference for Historical Purposes ; GC § 34090 Parks &
Comm.

Services. /
Admin.

P&CS-005 Brochures P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference for Historical Purposes ; GC § 34090 CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

GRANTS
Lead Dept. P&CS-006 Grants - Childcare (SUCCESSFUL Reports, and Financial Information) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department Preference; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from expenditure report; HUD requires 3 years; statewide guidelines propose 4 years; HUD 2228.2 rev-3, 2 CFR 200.334; 24 CFR
570.502(a)(7), 29 CFR 97.42, GC §34090
Lead Dept. P&CS-047 Child and Adult Care Food Program - CACFP 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department Preference; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from expenditure report; HUD requires 3 years; statewide guidelines propose 4 years; HUD 2228.2 rev-3, 2 CFR 200.334; 24 CFR
570.502(a)(7), 29 CFR 97.42, GC §34090
Lead Dept. P&CS-007
Grants - Office of Criminal Justice Planning
(SUCCESSFUL Reports, and Financial
Information)
Grant
Termination
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Office of Criminal Justice Planning Requirement §8710
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

PARKS
Parks &
Comm.

Services /
Parks
P&CS-008 Landscape Architect / Plans (Blue Line
Copies): City or City-maintained Projects P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD No
Department Preference; GC §34090
Parks &
Comm.

Services /
Parks
P&CS-009
Park Maintenance Logs: Security, Park Ranger
Daily Logs and Statistics, Maintenance Daily
Logs :
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks &
Comm.

Services /
Parks
P&CS-010 Park Ranger Program (Incident Reports,
Citations regarding parking, drinking, etc.) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks &
Comm.

Services /
Parks
P&CS-011 Parks - Historical Files (Grand Opening,
Buildings, Major Renovations, etc.) P Mag, Mfr,
OD, Ppr S / I
Yes:

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

Services /
Parks
P&CS-012
Projects - Parks: NON-INFRASTRUCTURE
Final Specifications and Plans (Re-Surfacing,
Re-Turfing, Maintenance, etc.).

Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Transferred from Public Works upon project completion;
Consistent with Agreement / Contract Administration; CCP §§337. 337.1(a), 337.15, GC §34090
Parks &
Comm.

Services /
Parks
P&CS-013
Projects: Master Plans, Aqueducts, Parks,
and
Open Space (Includes environmental
determinations)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
For Historical Purposes; Projects are transferred from Public Works upon project completion; GC § 34090
Parks &
Comm.

Services /
Parks
P&CS-014 Statistics 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090

PARKS MAINTENANCE
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Parks &
Comm.

Services /
Parks
Maint.

P&CS-016 Asbestos Removal Projects Completion
+ 30 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
When
Inactive
Claims can be made for 30 years for toxic subst. exposure; 29 CFR 1627.3(b)(2), 8 CCR §3204(d)(1) et seq., GC §34090 Parks &
Comm.

Services /
Parks
Maint.

P&CS-017 Asset History (in Work Order System - includes playground equipment) 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to cover all statute of limitations; GC §34090, CCP §337 et seq.

Parks &
Comm.

Services /
Parks
Maint.

P&CS-018 Backflow Tests (for building fire flow tests) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks &
Comm.

Services /
Parks
Maint.

P&CS-020 Daily Vehicle Inspections 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
13 CCR 1234(c); GC §34090
City
Attorney P&CS-021 Incident File (Citizens and Employees) Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies; GC §34090.7
Parks &
Comm.

Services /
Parks
Maint.

P&CS-022 Maintenance Reports (by park) 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Parks &
Comm.

Services /
Parks
Maint.

P&CS-023 Pesticide and Herbicide Permits 5 years Mag, Mfr, OD, Ppr S/I
Yes:

After QC
& OD
When
Inactive
Department Preference (agricultural pesticide records are required for 2 years); GC §34090; 3 CCR 6623, 40 CFR
110.3(d) 40 CFR 171.11 et seq.

Parks &
Comm.

Services /
Parks
Maint.

P&CS-024 Vehicle Forms - Daily Use
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Transitory Records; GC §34090 et seq.

Dept.

Providing
Service /
Work
P&CS-025
Work Orders / Service Requests (Department
providing service retains originals; department
requesting service is considered a copy)
3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with operational complaints; CCP §§338 et seq., 340 et seq., 342; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

RECREATION
Parks &
Comm.

Services. /
Recreation
P&CS-026 Agreements for Contractors: Class Instructors etc.

Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Consistent with City-wide standards; Statewide guidelines propose completion + 5 years for non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements. GC §34090
Parks &
Comm.

Services. /
Recreation
P&CS-027 Alcohol Use Permits 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Recreation
P&CS-028 Birth Certificates
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records retained for reference; GC §34090 et seq.

Parks &
Comm.

Services. /
Recreation
P&CS-029 Class Registration Forms - City Sponsored
Activities (includes sports programs) 4 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Recreation
P&CS-030
Field Permit Contracts, Facility Renewal
Requests and Use Permits, Rental Contracts
(Banners, Schools, Room Reservations, Club
House Rentals, Park Use and Rentals, etc.)
4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Recreation
P&CS-031 Liability Waiver for Recreation Activities &
Classes 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Recreation
P&CS-032 Programs (Childcare, Dancing, etc.) 4 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to be consistent with registration, permits, etc..; GC §34090, CCP §§337, 343
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Parks &
Comm.

Services. /
Recreation
P&CS-033 Recreation Class Database 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to be consistent with registration, permits, etc..; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Recreation
P&CS-035 Special Events - City Sponsored or Co-
Sponsored 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Fire P&CS-036 Volunteer Emergency Contact Forms Inactive / Separation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks &
Comm.

Services. /
Recreation
P&CS-037 Youth Services Committee P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
inactive
Department Preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

SENIOR COMMUNITY CENTER
Parks &
Comm.

Services. /
Senior
Commun.

Center
P&CS-038 Agreements for Contractors: Class Instructors etc.

Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

Services. /
Senior
Commun.

Center
P&CS-039 Alcohol Use Permits 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Senior
Commun.

Center
P&CS-040 Class Registration Forms - City Sponsored
Activities (includes sports programs) 4 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Senior
Commun.

Center
P&CS-041
Field Permit Contracts, Facility Renewal
Requests and Use Permits, Rental Contracts
(Banners, Schools, Room Reservations, Club
House Rentals, Park Use and Rentals, etc.)
4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Parks &
Comm.

Services. /
Senior
Commun.

Center
P&CS-042 Liability Waivers for Field Trips, etc. 4 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Statute of Limitations any "...liability founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PARKS & COMMUNITY SERVICES Page P&CS-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Parks &
Comm.

Services. /
Senior
Commun.

Center
P&CS-045 Senior Food Sharing Project Registrations
(Confidential) 4 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
City administers program for the County; meets Uniform
Grant Requirements; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from expenditure report; statewide guidelines propose 4 years
; 2 CFR
200.334; 24 CFR 570.502(b), 29 CFR 97.42, GC §34090
Parks &
Comm.

Services. /
Senior
Commun.

Center
P&CS-044 Seniors' Emergency Contact Forms Inactive /
Separation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 29.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT / PLANNING Page CD/PL-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

COMMUNITY DEVELOPMENT / PLANNING
Community
Develop. /
Planning
PL-001 Alcoholic Beverage License Application Copies
or Notices
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records
Planning PL-001.2 Cultural Preservation Advisory Board - AGENDA PACKETS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
Department preference; GC §34090
Planning PL-001.3 Cultural Preservation Advisory Board - MINUTES, RESOLUTIONS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
GC §34090(e)
Planning PL-001.4 Environmental and Historical Preservation Board - AGENDA PACKETS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
Department preference; GC §34090
Community
Develop. /
Planning
PL-002 Environmental and Historical Preservation
Board - MINUTES P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
GC §34090(e)
Community
Develop. /
Planning
PL-003 Environmental and Historical Preservation
Board - RESOLUTIONS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
GC §34090
Community
Develop. /
Planning
PL-004
Environmental Determinations (Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) Inside City boundaries
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Kept in project files; Final EIRs are required to be kept a "reasonable period of time"; 14 Cal Code Regs
§15095(c); GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 29.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT / PLANNING Page CD/PL-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Community
Develop. /
Planning
PL-004.1
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Categorical Exceptions, etc.) / CEQA / NEPA
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
submitted to, or transferred from the
agency, and all internal agency
communications, including staff notes
related to a non-exempt CEQA action
Project
Approval or
Denial + 2
years 180
days
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section
21167.6, subdivision (e) and need not be retained."
Golden Door Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Develop. /
Planning
PL-005
Environmental Determinations (Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) Outside City boundaries
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records
Planning PL-005.1 General Plan Committee - AGENDA PACKETS Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
All recommendations are made to the City Council for
adoption; GC §34090
Planning PL-005.2 General Plan Committee -MINUTES,
RESOLUTIONS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
GC §34090(e)
City Clerk PL-006 General Plan, General Plan Elements,
Amendments Approved by the City Council P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Amended
Department Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090 Lead Dept. PL-007 Historical Landmarks (Properties on Local, State, or National Registers) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 29.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT / PLANNING Page CD/PL-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Planning PL-007.5 Planning Commission - AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 2
years
Department preference; GC §34090
City Clerk PL-008 Planning Commission - MINUTES P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 2
years
City Clerk is OFR in Municipal Code; GC §34090.7
Community
Develop. /
Planning
PL-009 Planning Commission - RESOLUTIONS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 2
years
GC §34090
Community
Develop. /
Planning
PL-010
Planning Project Files (Permanent
Entitlements)
Permanent Records May Include:

Application, Environmental Determinations
(EIRs, Categorical Exemptions, Negative
Declarations), Staff Reports, Copies of
Resolutions and Staff Reports, Notice, Studies
Plans, & (Includes Associated Maps): Plot
Plan, Variance, Change of Zone, Conditional
Use Permit (CUP), Development Agreement,
Specific Plan, Parcel Map, Tract Maps, etc.

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

After QC
& OD
When
Inactive
Projects have a 3 year approval timeframe (applicant
must pull permit within 3 years) -- those applications in which the applicant does not follow through with permit may be destroyed after the approval period has expired.

Some permits must obtain Council approval, and
therefore the City Clerk becomes office of record for
material presented to Council; Department maintains
complete files for administrative purposes; GC§§34090,
34090.7
Planning PL-010.1
Planning Project Files (Entitlements)
2 year Records May Include:

Correspondence (internal & external), certified
mail receipts, Noticing address List, from
assessor files, Stormwater Pollution Prevention
Plans
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 29.0 RECORDS RETENTION SCHEDULE - COMMUNITY DEVELOPMENT / PLANNING Page CD/PL-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

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

Planning PL-010.2
Planning Project Files (Entitlements)
Preliminary Drafts / Reference May Include::

Business Cards, Photographs, Transmittals
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Preliminary drafts / content Not Substantive; GC §34090 Community
Develop. /
Planning
PL-011 Planning Project Files (Entitlements):

DENIED / NOT APPROVED 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC§§34090, 34090.7
Community
Develop. /
Planning
PL-012 Planning Project Files (Entitlements):

Inactive, WITHDRAWN OR EXPIRED 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Projects have a 3 year approval
timeframe (applicant must pull permit within 3 years) -- those applications in which the applicant does not follow through with permit may be destroyed after the approval period has expired; GC§§34090, 34090.7
Community
Develop. /
Planning
PL-013 Sign Applications P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department Preference because permits are stored in
Permits Plus; Statute of Limitations any "...liability
founded upon an instrument in writing" or not specifically provided for is 4 years; GC §34090, CCP §§337, 343
Community
Develop. /
Planning
PL-014
Temporary Use Permits (Temporary Signs,
Carnivals, Tent Sales, Pumpkin, Tree lots,
etc.), Banner Permits, Home Occupation
Permits
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Community
Develop. /
Planning
PL-015 Zone Maps (History)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Supersed
ed
Department Preference; City Clerk Maintains documents
that are presented to Council; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

POLICE
Police PL-001 Anti-Graffiti Program (AGP) Files 7 years Mag, Mfr, OD, Ppr M / S / I
Yes:

After QC
& OD No
Department Preference for civil litigation; CCP §337 et seq., GC §34090
Police PL-002 Bingo Licensing Files 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Police PL-003 False Alarms, Notice of Appeals 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Police PL-004 PAL Records and Field Trips (Grant funded Middle school program) 7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Some grant funding agencies require audits; Statute of
Limitations for Errors & Omissions is 10 years;
Published Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination + 5 years;
CCP §§336(a), 337 et. seq., 2 CFR 200.333; 24 CFR

91.105(h), 92.505, 570.490, & 570.502(a), OMB Circular
A-110 & A-133; GC §34090 GC §34090; GC §8546.7
Police PL-005 Parking Complaint Log 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Police PL-007 POP Case Files / Binders (Problem Oriented Policing) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Statute of Limitations for
personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/30/2021 Ver. 10.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Police PL-008
Regulatory Data Files - Owners /
Establishments: Adult Entertainment,
Massage Parlors, etc.

Termination
of Business
+ 3 years
Mag, Mfr,
OD, Ppr M / S / I
Yes:

After QC
& OD No
Department preference; GC §34090
Police PL-009
Regulatory Data Files - Technicians /
Individual Operators - Background Checks
and testing: Adult Entertainment, Massage
Technicians, etc.

Expiration of
License -
minimum 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Police PL-010 Rotational Tow List (approved companies to provide towing services)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Police PL-011 Traffic Complaint Program Log 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Consistent with Citywide standards; Statute of
Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq.,
340 et seq., 342, GC §34090
Police PL-012 Youth Court (Diversion) Files 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/30/2021 Ver. 22.0 RECORDS RETENTION SCHEDULE: PURCHASING Page PUR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

PURCHASING
Purchasing PUR-001
Annual Report of Solid Waste Diversions / AB
939 Compliance / SB 1383 Compliance
(Organic Waste Collection and Recycling)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; SB 1383 compliance is required for 5 years 14 CCR § 18995.2; GC §34090
Purchasing PUR-002 Bid Files (May include Purchase Orders and RFQs)
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
inactive
Consistent with City-wide guidelines; Statewide guidelines propose completion + 5 years for non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements. Statute of Limitations is 4 years; 10 years for Errors & Omissions; CCP §§337. 337.1(a), 337.15, 343; GC §34090
Purchasing PUR-003 Bidder / Vendor List (Companies that want to receive RFPs / RFQs) Superseded Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Transitory Record used to mail out requests; GC §34090 et seq.

Purchasing PUR-004 Central Stores Requisitions 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Purchasing PUR-005 Credit Cards, Procurement Cards, Membership Cards
Authorization
Expiration +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Accounts Payable; Statute of Limitations is 4 years; GC §34090, CCP §337
Purchasing PUR-006
MSDS Masters (Material Safety Data Sheets) /
SDS (Safety Data Sheets) / Chemical Use
Report Form (or records of the chemical /
substance / agent, where & when it was used)
30 years Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
When
Inactive
MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic subst. exposure; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(ii)(B), GC §34090
Purchasing PUR-007 Purchase Orders 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Accounts Payable; Published articles show 3 years; Statute of Limitations is 4 years; GC §34090, CCP §337 Purchasing PUR-008
Vehicle and Equipment Leases (when the
vehicle or equipment is not subsequently
purchased)
Expiration of
Lease + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
1 year
Consistent with agreements and contracts; Statute of Limitations for contracts is 4 years; CCP §§337., 337.1(a), 337.15; GC §34090 et seq.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 5/31/2022 Ver. 16.0 RECORDS RETENTION SCHEDULE: SPECIAL DISTRICTS Page SD-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

SPECIAL DISTRICTS
Special
Districts SD-001
Assessment District / Community Facilities
District Projects / Landscape / Street Lighting
Districts (Mylars, As-Builts, Final Maps)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a),
337.15, 343; GC §34090.7
Special
Districts SD-002
Assessment District / Community Facilities
District Projects / Landscape / Street Lighting
Districts (Project Files)
Termination
of District +
10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
Consistent with City-wide standards; CCP §§337. 337.1(a), 337.15, 343; GC §34090.7
Special
Districts SD-003 Assessment District Maps (mylars) P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; GC §34090
Special
Districts SD-004 Bonds Transcripts (issuing documents retained by City Clerk)
Cancellat.,
Redemption
or Maturity +
30 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There
are specific requirements for disposal of unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq.

Special
Districts SD-005 Landscape Plans & Projects P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD 1
year
Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a),
337.15, 343; GC §34090.7
Special
Districts SD-006 Liens / Levies: Assessment Districts (filed with County)
Termination
of District +
10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 21.0 RECORDS RETENTION SCHEDULE: TECHNOLOGY SERVICES Page TS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

TECHNOLOGY SERVICES
Technology
Services TS-001 Asset Management Database
Disposal of
Equipment +
4 years
Mag, Mfr,
OD, Ppr I Meets Auditing Requirements; GC §34090
Technology
Services TS-002
Backups -Computer Backups (ALL Disaster
Recovery Computer Backups) DAILY -
Network, All Files on Shared Drives
When No
Longer
Required
Mag.

Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq.

Technology
Services TS-003 Backups - WEEKLY (FULL) - Network, All
Files on Shared Drives
When No
Longer
Required
Mag.

Used for Disaster Recovery Purposes Only; Store off-site in commercial storage for disaster recovery; Considered a copy and can be destroyed when no longer required; retention based on administrative value; recycle tapes; GC §34090 et seq.

Technology
Services TS-004 Backups - MONTHLY (FULL) - Network, All Files on Shared Drives
When No
Longer
Required
Mag.

Technology
Services TS-005 Backups - YEARLY (FULL) - Financial
Systems Only 6 years Mag.

Technology
Services TS-006 E-mail database
When No
Longer
Required
Mag. Department Preference (transitory records); GC §34090 et seq.

Technology
Services TS-007 Employee Policy and Use Acknowledgements:

Technology Use, Policies, etc.

Separation +
4 years Mag.

Statute of Limitations for public official misconduct is discovery of offense + 4 years ; GC §§12946, 12960, 34090; PC §§801.5, 803(c)
Technology
Services TS-008 Software License User Agreements
When No
Longer
Required
Termination
of Use + 5
years
Mag, Ppr
Embedded in Software; Statewide guidelines propose completion + 5 years for non-capital improvement contracts & completion + 4 years for transportation and concessionaire agreements.

Statute of Limitations is 4 years; Errors and Omissions does not apply; CCP §§337. 337.1(a), 337.15, 343; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 21.0 RECORDS RETENTION SCHEDULE: TECHNOLOGY SERVICES Page TS-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

Technology
Services TS-009

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / WORM / DVD-r / CD-r /
Blue Ray-R or other unalterable media that
does not permit additions, deletions, or
changes
PO D
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, CCR 22620 et seq.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 3/30/2021 Ver. 24.0 RECORDS RETENTION SCHEDULE: TRANSPORTATION Page TR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Media
Options
Image:

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

TRANSPORTATION
Transport. TR-001 Crossing Guards 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with operational complaints; CCP §§338 et
seq., 340 et seq., 342, GC §34090
Transport. TR-002 Development Review Traffic Control Plans 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Transport. TR-003 Development Review Traffic Studies 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Transport. TR-004 School Information (Traffic Safety Issues, etc.) 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Transport. TR-005 Speed Surveys 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (required every 5 years, but can
be extended to 7 or 10 years); GC §34090
Transport. TR-006 Traffic Calming / Control Requests (Stop signs, red curbs, etc.) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Transport. TR-007 Traffic Counts, Summaries, Reports 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Transport. TR-008 Traffic Signals and Signs (locations, placement) P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090, CCP §337 et seq.

Transport. TR-009 Traffic Signals: Maintenance & Timing 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Covers all Statute of Limitations; Department
Preference; GC §34090, CCP §337 et seq.

Transport. TR-010 TSAC Investigations / Reports 5 years Mag, Mfr, OD, Ppr S / I
Yes:

Moreno Valley City CouncilFebruary 18, 2025

Moreno Valley City Council
February 18, 2025