Exhibit A_All Records Retention Schedules_2026 Schedules.pdf — Moreno Valley City Council, March 17, 2026

Revision Adopted: 2/18/2025 CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Ver. 19.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AN-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).

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

QC & OD
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 10 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

RECORDS RETENTION SCHEDULE: CAPITAL PROJECTS Page CIP-1Ver. 24.0 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).

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

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

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

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

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

After QC
& OD
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 200.33 4; 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 / Park Improvement
Plans (ALL - Drainage, Grading, Sewer,
Subdivision, Survey, Water, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5; H&S §19850;
GC §34090
Capital
Projects PW-044 Preliminary Drawings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Capital
Projects PW-008 Preliminary Studies / Project Assessments (Not Acquired) 8 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: 2/18/2025 RECORDS RETENTION SCHEDULE: CAPITAL PROJECTS Page CIP-2Ver. 24.0 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-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
Department preference; retained for disaster preparedness purposes; 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
Some grant funding agencies require audits; Statute of
Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP §337 et. seq.,
GC §34090
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; GC §§34090, 7928.705
Capital
Projects PW-011 Real Estate Appraisal Reports: Purchased Property 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Not accessible to the public until purchase has been
completed; meets municipal government auditing
standards; GC §§34090, 7928.705
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1Ver. 14.0 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 / 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; CCP §340.5, GC §34090
City
Attorney CA-007 Accident / Incident / Injury Reports: PUBLIC JUVENILES (medical / 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; 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
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
Drafts; GC §34090 et seq.

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

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

After QC
& OD
Covers various Statute of Limitations; Public official
misconduct is discovery of offense + 4 years, retirement benefits is 6 years from last action; GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2Ver. 14.0 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-012
Insurance Policies / Certificates (City-
owned): Liability (General / Public), Workers
Compensation
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
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 / Parties: Issues, Individuals, / projects will vary over time (e.g. Trails, etc.)
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
Department Preference; 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
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: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-1Ver. 32.0
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 CLERK / 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 some Municipal Government
actions is 3 - 6 months; CCP §335 337 et seq; GC
§§34090, 65009(c)(1)
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, / 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 Department Preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-2Ver. 32.0
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 Clerk CC-008
Agreements / Contracts: ALL LAND /
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
P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
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
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 Recordings - AUDIO RECORDINGS of Council Meetings / Audio Tapes 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 City Preference; GC §34090
Lead Dept. CC-014 Bids: Unsuccessful (Successful bids are filed with the appropriate agreement / 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, + 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.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-3Ver. 32.0
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).

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; IRS bond auditing regulations state, "…material records should generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds; There are specific
requirements for disposal of unused bonds; CCP
§§336(a)(1) & (2), 337.5(2); CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC
§43900 et seq.

City Clerk CC-018 Budgets (Final) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD City Preference; GC §34090
City Clerk CC-019
Cash Deposits, Certificate of Deposit, Bonds /
Subdivision Securities (Refundable Deposits for
Subdivision Improvements, Building / Planning
Permits, etc.)
Release of
Bond,
Deposit or
Certificate +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD CBC §§104.6 104.7 and 107.5; GC §34090
City Clerk CC-020 Chronological History of Board / 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 / 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
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 / Property: Deeds, Abandonments, Easements, Vacations, etc. P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
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 OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-4Ver. 32.0
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 Clerk CC-026 Council Oaths of Office Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations: Public official misconduct is
discovery of offense + 4 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
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 200.334; 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
Department preference; Only Campaign 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 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
Department Preference; as of January 1, 2025, the FPPC
is the Filing Officer for 87200 filers; City maintains copies only; original statements are filed with FPPC; GC
§81009(f)&(g)
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 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 OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-5Ver. 32.0
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 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)
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-6Ver. 32.0
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 CLERK / ELECTIONS - CONSOLIDATED
City Clerk /
Elections CC-030
Campaign Filings (FPPC 400 Series Forms:

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mfr, OD,
Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years; GC
§81009©&(g)
City Clerk /
Elections 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
Paper must be retained for at least 2 years; GC
§81009(f)&(g)
City Clerk /
Elections 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
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 /
Elections CC-032.1
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): UNSUCCESSFUL

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

SUCCESSFUL CANDIDATES (Elected
Officials / Form 501))
All, whether filed electronically / not
P Mfr, OD,
Ppr S / I Yes: After
QC
Department Preference; as of January 1, 2025, the FPPC
is the Filing Officer for 87200 filers; City maintains copies only; original statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk /
Elections 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; GC § 34090
City Clerk /
Elections CC-035 Elections - Certificates of Election
Duration of
Office + 4
years
Mag, Mfr,
OD, Ppr S No Department Preference; No specific legal requirement; GC § 34090
City Clerk /
Elections CC-036
Elections - GENERAL, WORKING /
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 OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-7Ver. 32.0
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 Clerk /
Elections 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 /
Elections CC-038 Elections - Nomination Papers: SUCCESSFUL

CANDIDATES
Duration of
Office + 4
years
Mag, Mfr,
OD, Ppr
Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100
City Clerk /
Elections CC-039 Elections - Nomination Papers:

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr
Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100
City Clerk /
Elections CC-040.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
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 Clerk /
Elections CC-040.2
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month retention applies after the City Clerk makes the determination of
insufficiency / examines the petitions. unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-040.32 Elections - Petitions (Initiative, Recall / 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
(End of Elections Section)
CITY CLERK (Continued)
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
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 / Financial and
Fiscal Training Certificates for City Council,
Boards / Commissions
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§53235.2(b); 53237.2(b) GC §53238.3(b)
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-8Ver. 32.0
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 Clerk CC-055
Infrastructure Permits, Plans, / 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 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 City Preference; GC §34090
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, / 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 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 / History File (always retain 1 supplement) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-062 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY CLERK
(City Council Office, Elections)
Page CC-9Ver. 32.0
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 Clerk CC-063
Petitions (submitted to Council on any subject).

See Elections for Initiative, Recall / 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-065 Proof of Publication (City Clerk) 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for some Municipal Government
actions is 3 - 6 months; CCP §335 337 et seq; GC
§§34090, 65009(c)(1)
City Clerk CC-066 Records Retention Schedules; Amendments to Records Retention Schedules P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 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, / Oversight Board of
the City as Successor Agency for the
Community Redevelopment Agency of the City
of Moreno Valley
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-1Ver. 31.0
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-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 GC §34090 et seq.

City Clerk CW-004
Agreements / Contracts NOT Approved by
Council: ALL LAND /
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
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
Department preference; 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: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-2Ver. 31.0
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.
(Managing the
Agreement /
Contract)
CW-006
Agreements / Contracts:

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

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

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

ADMINISTRATIVE FILES - WITH grant
funding (Correspondence, Project
Administration, Project Schedules, 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
Some grant funding agencies require audits; Statute of
Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP §§336(a), 337
et. seq., 2 CFR 200.334; 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.
(Managing the
Agreement /
Contract)
CW-008
Agreements / Contracts:

UNSUCCESSFUL BIDS / PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for
Qualifications) that don't result in a contract
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-009
Boards, Commissions, / Committees:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes (except Council -
see City Clerk's schedule):
30 days or
after Minutes
Approved,
whichever is
longer
(Mag) GC §54953.5(b)
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-3Ver. 31.0
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-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
Statute of Limitations for some Municipal Government
actions is 3 - 6 months; CCP §335 337 et seq; GC
§§34090, 65009(c)(1)
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
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 / 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
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-4Ver. 31.0
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
(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
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
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's
business)
(e.g. Administrative Files, Chronological
Files, e-mail / email with SUBSTANTIVE
content, General Files, Letters,
Memorandums, Miscellaneous Reports,
Press Releases, Public Records Requests,
etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
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: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-5Ver. 31.0
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 /
Intraagency Memoranda not retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email, /
social media posting, invitations, instant
messaging, logs, language translations,
meeting transcripts, mailing lists, meeting
room registrations, staff Teams
videoconference chats, notes / 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,; 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, 7927.500
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-6Ver. 31.0
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.
(Managing the
Grant)
CW-023
Grants / CDBG / Reimbursable Claims /
FEMA Claims / OES Claims
(SUCCESSFUL Reports, / Financial
Information)
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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; 2 CFR 200.334; 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.
(Managing the
Grant)
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, / National Registers) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-027
Insurance Certificates (for Agreements,
Contracts, Facility Rentals, Special Events,
etc.)
11 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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); 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: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-7Ver. 31.0
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, Handbooks, Manuals,
Plans (if not provided in the schedule.)
Standard Operating Procedures (SOPs),
Studies / Reports (if not provided in the
schedule.) Newsletters, etc.: Produced by
OTHER Departments
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Copies; GC §34090.7
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-8Ver. 31.0
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).

CW-034
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Plans (if not provided in the
schedule.) Standard Operating Procedures
(SOPs), Studies / Reports (if not provided
in the schedule.) 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, Handbooks, Manuals,
Newsletters, Plans (if not provided in the
schedule.) Standard Operating Procedures
(SOPs), Studies / Reports (if not provided
in the schedule.) etc.: Produced by YOUR
Department
Minimum of
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CW-036 Reference / Working Files: See
Correspondence
Lead Dept. CW-037 Reports, Studies (Historically significant) P Mag, Mfr, OD, Ppr S/I Yes: After

QC & OD
Administratively and Historically significant, therefore retained permanently; GC §34090
Lead Dept. CW-038 Reports, 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; 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
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-9Ver. 31.0
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-040
Surveys / Questionnaires (that the City
issues)
If a summary of the data is compiled, the
survey forms are considered a draft /
transitory record, / 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
§62527920.530
Lead Dept. CW-042.5
Training EMPLOYEE RECORDS (If
Records are Created - filed by Employee
Name)

Required Information by Employee for all
Employee Training for Separation + 5
years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification Documents
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR §3203 et seq.,
29 CFR 1627.3(b)(ii), GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b); 53238.3(b)
Lead Dept.
(Presenting the
Training)
CW-043
Training Presented by Staff - COURSE

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

QC & OD
Department preference; Meets OSHA requirements;
Ethics, Fiscal & Financial, Harassment & Workplace
Violence Training is 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b); 53238.3(b), LC §6401.9(f)
CITY OF MORENO VALLEY, CA ©2003-2 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-10Ver. 31.0
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-044 Recordings - Video Recordings: Security / Facility Monitoring 100 days (Mag) Routine video monitoring recordings are only required for 100 days; GC §§34090.6, 34090.7
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: 2/18/2025 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1Ver. 10.0 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 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 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 / 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 / Reports Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-010 Projects / Issues (Issues / projects will vary over time - e.g. Hotels, etc.)
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: 2/18/2025 RECORDS RETENTION SCHEDULE - COMMUNITY ENHANCEMENT AND NEIGHBORHOOD SERVICESPage CE&NS-1Ver. 25.0 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 AND NEIGHBORHOOD SERVICES
Community
Enhance. &
Neighbor.

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

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

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

After QC
& OD
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 200.334; 24 CFR 570.502(b), 29 CFR 97.42, GC
§34090; GC §8546.7
Community
Enhance. &
Neighbor.

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

After QC
& OD
Department Preference; Debts remain on credit reports for 7 years; GC §34090
Community
Enhance. &
Neighbor.

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

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

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

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

Services
CE&NS-008 Mobilehome Park Rent Stabilization - Change
in Space Rent / Status 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: 2/18/2025 RECORDS RETENTION SCHEDULE - COMMUNITY ENHANCEMENT AND NEIGHBORHOOD SERVICESPage CE&NS-2Ver. 25.0 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
CE&NS-009 Mobilehome Park Rent Stabilization - General
Correspondence 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

Services
CE&NS-010
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
CE&NS-011 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: 2/18/2025 RECORDS RETENTION SCHEDULE - ECONOMIC DEVELOPMENT Page ED-1Ver. 23.0 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 / projects will vary over time - e.g. Hotels, etc.)
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: 2/18/2025 RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-1Ver. 7.0 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
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:

After QC
& OD
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 / 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 / Other Forecasts (Internal Admin. /
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
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-2Ver. 7.0 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-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 Electric
Utility EU-008 Easements P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
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
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 / reproduction
of diagrams, profiles, photos, field survey
notes, plot plans, detail drawings, / similar
records showing the location of proposed / as-
constructed facilities)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-3Ver. 7.0 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-014 Rate Schedule (general files of published rate sheets / schedules, suspended / superseded)
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 18 CFR 125 et seq.; GC §34090
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
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
Department Preference (logs only required for 3 years); 18 CFR 125 et seq.; GC §34090
Electric
Utility EU-019 Voucher Registers (Accounts Payable / 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: 2/18/2025 RECORDS RETENTION SCHEDULE: FACILITIES Page FAC-1Ver. 18.0 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
Claims can be made for 30 years for toxic subst. exposure; 29 CFR 1627.3(b)(1)(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
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 / 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 Facilities FAC-010 Projects / Facilities: NON-INFRASTRUCTURE Final Specifications / Plans
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Transferred from Public Works upon project completion;
Consistent with Agreement / Contract Administration; CCP §§337. 337.1(a), 337.15, GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: FACILITIES Page FAC-2Ver. 18.0 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-010.5 Vehicle / Equipment Leases (when the vehicle / equipment is not subsequently purchased)
Expiration of
Lease + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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: 2/18/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Payroll, Treasury)
Page FIN-1Ver. 33.0
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
Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; 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 /
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
Department Preference; meets municipal government auditing standards; GC §34090
Finance /
Accounting FN-003 Audit Management Letters (not ACFR) 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Accounting FN-004 Audit Work Papers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 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 For auditing purposes; GC §34090, 26 CFR 31.6001-1 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; IRS bond auditing regulations state, "…material records should generally be kept for as long as the bonds are
outstanding, plus 3 years after the final redemption date of the bonds; There are specific requirements for disposal of unused bonds; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC §43900 et seq.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Payroll, Treasury)
Page FIN-2Ver. 33.0
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-010 Budget Hearing / 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
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
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
Department Preference; City Clerk retains original permanently; GC §34090.7
Finance /
Accounting FN-015 Depreciation Schedules 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD For auditing purposes; 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 Finance /
Accounting FN-063 FEMA Claims / State Disaster Recovery Close Out
Letter + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Consistent with Accounts Receivable; Statute of limitations is 3 years; GC §34090, CCP §337
Finance /
Accounting FN-018 Fixed Assets - Inventory, Schedule of Infrastructure / Buildings P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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
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
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Payroll, Treasury)
Page FIN-3Ver. 33.0
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-021 Indirect Cost Plans 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of Limitations is 4 years; GC §34090, CCP §337
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 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 /

PERIODIC)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; 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 / PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 Department Preference; GC §34090
Finance /
Accounting FN-030
State / 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 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 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 Consistent with periodic report / journal retention; GC §34090 Finance /
Accounting FN-033 Tax Returns (Sales / Use, Fuel / User Use Fuel, etc.) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001- 1(e)(2), 26 CFR §1.6001-1, R&T §19530, GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Payroll, Treasury)
Page FIN-4Ver. 33.0
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-033.1 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
Department preference; Statute of Limitations is 4 years; GC §34090, CCP § 337
Finance /
Accounting FN-035 Warrants - Canceled (Cashed) / Voided 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Statute of Limitations is 4 years; GC §34090, CCP § 337

FINANCE / PAYROLL
Finance /
Lead Div. FN-036 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 /
Payroll FN-037
DE-9 CA Quarterly Payroll Tax Return, DE-9C,
/ Adjustments, 941 Fed Quarterly Payroll Tax
Returns, 941-X Quarterly Tax Adjustments,
PERS / Medicare Adjustments, Federal Tax
Deposits, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 /
Payroll FN-038 Garnishments (all records - retained in Payroll File)
Separation +
5 years Mag, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Payroll FN-039
Payroll File - by Employee (Includes, 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)
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Finance /
Payroll FN-040 Payroll Registers (all biweekly Pay Day
Registers, except Detail Year-End) 5 years Mag, OD,
Mfr, Ppr S / I Yes: After

QC & OD
Consistent with periodic journals & reports; 29 CFR 516.5 - 516.6, GC §34090
Finance /
Payroll FN-041 Payroll Registers (Detail Year-end Registers) P Mag, OD, Mfr, Ppr S / I Yes: After

QC & OD
For use in reconstructing hours for PERS service for employees; 29 CFR 516.5 - 516.6, GC §34090
Finance /
Payroll FN-042 PERS Reports 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: 2/18/2025 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting, Payroll, Treasury)
Page FIN-5Ver. 33.0
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 /
Payroll FN-043 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
Finance /
Payroll FN-044 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

FINANCE / TREASURY
Finance /
Treasury FN-058
Accounts Receivable / Revenue (All Records /
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
Department Preference; meets municipal government auditing standards; GC §34090
Finance /
Treasury FN-008 Bond statements Maturity + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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; GC §34090
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
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: 2/18/2025 RECORDS RETENTION SCHEDULE - FIRE Page F-1Ver 16.0
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 / State Disaster Recovery
Close Out
Letter + 3
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with other grants; 2 CFR 200.334; 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
Department Preference; GC §34090
Fire FR-005 Disaster Recovery Plan Superseded
+ 7 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Fire FR-006
Disaster Recovery Training / Events (includes
SEMS Training - Standardized Emergency
Management Systems Training) - COURSE
RECORDS (Attendance Rosters / Sign-in
Sheets, Outlines / Materials) - Excludes
Training Certificates
7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
Department Preferences; GC §34090
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
Department Preference; 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: 2/18/2025 - Hazard Reduction for vacant parcels
RECORDS RETENTION SCHEDULE - FIRE Page F-2Ver 16.0
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-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 / Materials, etc.)
P Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
CFC §§ 1.8.4.3.1, 104.6 104.7 and; CBC § 107.5; H&S
§19850; GC §34090
Fire FR-010 ISO Insurance Ratings Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 §§ 104.7 - 104.7.6 104.6 –
104.6.4;104.6.4, 1.8.4.3.1, 104.7 – 104.7.4 and 107.5
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
CFC §104.6 104.7; GC §34090
Building FR-014 Plans / Plan Checks: Master Plans, Specific Plans, etc.

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

After QC
& OD
Department Preference; Fire Plans may contain
additional / different information than Building or Public Works; CFC §§ 104.7 - 104.7.6 104.6 – 104.6.4;104.6.4,

1.8.4.3.1, 104.7 – 104.7.4 and 107.5 GC §34090
Fire FR-015 Standard Operating Procedures / Policy /
Procedure Manual
Superseded
+ 3 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Statute of Limitations for Health Providers is 3 years; CCP §340.5, 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: 2/18/2025 RECORDS RETENTION SCHEDULE - FIRE Page F-3Ver 16.0
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-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 / 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: 2/18/2025 RECORDS RETENTION SCHEDULE - HOUSING Page HOU-1Ver. 22.0 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-000
Housing Plans: Consolidated Annual
Performance / Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS) / Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans, etc.

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

After QC
& OD
Required for 5 years; 24 CFR 91.105(h); 24 CFR

92.508(a); GC §3409
Housing HOU-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
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 / 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
Department preference; Federal regulations require 3 6
years for all ineligible applications whether approved or denied; 24 CFR § 982.158(f)(2); GC §34090 et seq.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE - HOUSING Page HOU-2Ver. 22.0 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 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: 2/18/2025 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-1Ver. 26.0
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
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 / 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 / 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 / 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 / EEOC) Claims / Harassment Claims
that are resolved administratively
Final
Disposition +
4 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 HR-028
Changes to Payroll: Address changes, Direct
Deposit Forms, Vacation / Comp Time Sales,
etc.)
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; consistent with Payroll Registers; GC §34090 Human
Resources HR-003
Classification / Compensation / Reorganization
Studies (for employee classifications /
department structures)
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 Human
Resources HR-004.6 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
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-2Ver. 26.0
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 HR-004.7 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 / 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
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
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
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-3Ver. 26.0
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 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 HR-012.5 IRS 5500 Forms (Employee Benefit Plans) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
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
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 HR-032 Labor Distribution Reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD 1
year
The database is the original and can re-create reports; 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
Copies maintained for staff convenience; GC §34090.7
Human
Resources HR-016 Negotiations: Employee Associations Superseded + 5 years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
For use in interpreting intent of MOU provisions; EEOC / FLSA requires 3 years for MOUs; State requires 2 years; 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
Retained to cover auditing standards; GC §34090
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-4Ver. 26.0
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 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
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 / Part-time
Employees
Separation +
7 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years; 29 CFR 1602.14, 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
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
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
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-5Ver. 26.0
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 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 11013 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 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 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 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
EEOC / FLSA / ADEA (Age) requires 1-3 years; State Law requires 4 years; 29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR 11013 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
Human
Resources HR-026.2 Verifications of Employment, Child Support, etc. (From lenders / 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, Training, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk
Manage
HR-026.5
SDS Masters (Safety Data Sheets) / MSDS
Masters (Material Safety Data Sheets) /
Chemical Use Report Form (/ records of the
chemical / substance / agent, where / when it
was used)
30 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
CITY OF MORENO VALLEY, CA ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE - LAND DEVELOPMENT Page LD-1Ver. 23.0 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
Department preference; Infrastructure; GC §34090
Land
Develop. LD-002
Encroachment Permits: Permanent
(Sidewalk, Driveway Approach, Curb /
Gutter, Monitoring Well,
Waterway/Creeks, Reclaimed Water,
Access, Fence / Wall, Attachments,
Utility, Sanitary Sewer, Storm Drain,
Water, Swimming, Pool/Spa, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; 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); 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
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: 2/18/2025 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1Ver. 10.0
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
Exception to City-wide standards because of high
volume and errors & omissions statute of limitations are not applicable; 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
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
Library LB-008 Patron Registrations / Library Cards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2Ver. 10.0
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-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: 2/18/2025 RECORDS RETENTION SCHEDULE: MAINTENANCE AND OPERATIONS Page M&O-1Ver. 24.0 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 AND 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 / 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
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: MAINTENANCE AND OPERATIONS Page M&O-2Ver. 24.0 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-009 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; EPA FAQs recommend Life of the
Tank; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: MAINTENANCE AND OPERATIONS Page M&O-3Ver. 24.0 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
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: 2/18/2025 RECORDS RETENTION SCHEDULE: MEDIA AND COMMUNICATIONS Page M&C-1Ver. 12.0 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 AND 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 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
Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations:

Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §§336(a), 337 et. seq., GC §34090
Media &
Commun. M&C-003 Cable TV Requests / Complaints 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
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 Department Preference; GC §34090
Media &
Commun. M&C-006 Historically Significant Photographs P Mag, Mfr, OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
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
City Council, Redevelopment,, Planning
Commission, Boards / Commissions (All):

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 4
years Mag
City preference to match Council Members terms; Video tapes recordings 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-009.5
City Council, Redevelopment,, Planning
Commission, Boards / Commissions (All):

Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 4
years Mag
City preference to match Council Members terms; Video tapes recordings 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
Recordings - Video Tapes / Video Recordings:

News, etc. (whether / not they are produced by
MVTV-3)
100 days Mag 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: 2/18/2025 RECORDS RETENTION SCHEDULE: PARKS AND COMMUNITY SERVICES (Admin., Grants, Parks, Parks Maintenance, Recreation, Sr. Community Center) Page P&CS-1Ver. 21.0
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 AND 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
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 / 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
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
Department Preference for Historical Purposes ; GC § 34090

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

After QC
& OD
Department Preference; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from expenditure report; HUD requires 3 years; HUD 2228.2 rev-3, 2 CFR
200.334; 24 CFR 570.502(a)(7), 29 CFR 97.42, GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: PARKS AND COMMUNITY SERVICES (Admin., Grants, Parks, Parks Maintenance, Recreation, Sr. Community Center) Page P&CS-2Ver. 21.0
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. P&CS-047 Child / Adult Care Food Program - CACFP 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from expenditure report; HUD requires 3 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, / Financial
Information)
Grant
Termination
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Office of Criminal Justice Planning Requirement §8710

PARKS AND COMMUNITY SERVICES / PARKS
Parks &
Comm.

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

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

Services /
Parks
P&CS-009
Park Maintenance Logs: Security, Park Ranger
Daily Logs / 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 / Plans (Re-Surfacing, Re-
Turfing, Maintenance, etc.).

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

After QC
& OD
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, /
Open Space (Includes environmental
determinations)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
For Historical Purposes; Projects are transferred from Public Works upon project completion; GC § 34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: PARKS AND COMMUNITY SERVICES (Admin., Grants, Parks, Parks Maintenance, Recreation, Sr. Community Center) Page P&CS-3Ver. 21.0
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
P&CS-014 Statistics 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090

PARKS AND COMMUNITY SERVICES / PARKS MAINTENANCE
Parks &
Comm.

Services /
Parks
Maint.

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

After QC
& OD
Claims can be made for 30 years for toxic subst. exposure; 29 CFR 1627.3(b)(1)(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
13 CCR 1234(c); GC §34090
City
Attorney P&CS-021 Incident File (Citizens / Employees)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies; GC §34090.7
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: PARKS AND COMMUNITY SERVICES (Admin., Grants, Parks, Parks Maintenance, Recreation, Sr. Community Center) Page P&CS-4Ver. 21.0
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-022 Maintenance Reports (by park) 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Parks &
Comm.

Services /
Parks
Maint.

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

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

PARKS AND COMMUNITY SERVICES / 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
Consistent with City-wide standards; 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.

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: PARKS AND COMMUNITY SERVICES (Admin., Grants, Parks, Parks Maintenance, Recreation, Sr. Community Center) Page P&CS-5Ver. 21.0
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-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 / Use Permits, Rental Contracts
(Banners, Schools, Room Reservations, Club
House Rentals, Park Use / Rentals, 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
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
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 / 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
Department Preference; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: PARKS AND COMMUNITY SERVICES (Admin., Grants, Parks, Parks Maintenance, Recreation, Sr. Community Center) Page P&CS-6Ver. 21.0
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 AND COMMUNITY SERVICES / 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:

After QC
& OD
Consistent with City-wide standards; §34090
Parks &
Comm.

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 / Use Permits, Rental Contracts
(Banners, Schools, Room Reservations, Club
House Rentals, Park Use / Rentals, 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
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: 2/18/2025 RECORDS RETENTION SCHEDULE: PARKS AND COMMUNITY SERVICES (Admin., Grants, Parks, Parks Maintenance, Recreation, Sr. Community Center) Page P&CS-7Ver. 21.0
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; 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: 2/18/2025 RECORDS RETENTION SCHEDULE - PLANNING Page CD/PL-1Ver. 30.0 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).

PLANNING
Planning PL-001 Alcoholic Beverage License Application Copies / 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
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
GC §34090(e)
Planning PL-001.4 Environmental / Historical Preservation Board - AGENDA PACKETS P Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

After QC
& OD
GC §34090
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
Kept in project files; Final EIRs are required to be kept a "reasonable period of time"; 14 Cal Code Regs
§15095(c); GC §34090
Planning PL-004.1
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Categorical Exceptions, etc.) / CEQA / NEPA
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door
Properties, LLC v. Superior Court of San Diego County
(County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE - PLANNING Page CD/PL-2Ver. 30.0 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).

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
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
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
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, / National Registers) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Planning PL-007.5 Planning Commission - AGENDA PACKETS P Mag, Mfr, OD, Ppr S / I
Yes:

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

After QC
& OD
City Clerk is OFR; GC §34090.7
Planning PL-009 Planning Commission - RESOLUTIONS P 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: 2/18/2025 RECORDS RETENTION SCHEDULE - PLANNING Page CD/PL-3Ver. 30.0 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).

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 / Staff Reports, Notice, Studies
Plans
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
GC §34090
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
Preliminary drafts / content Not Substantive; GC §34090 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
Planning PL-012 Planning Project Files (Entitlements):

WITHDRAWN / 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
Planning PL-013 Sign Applications P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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
CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE - PLANNING Page CD/PL-4Ver. 30.0 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).

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
Planning PL-015 Zone Maps (History)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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: 2/18/2025 RECORDS RETENTION SCHEDULE: POLICE Page PD-1Ver. 11.0
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
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 / Field Trips (Grant funded Middle school program) 7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Some grant funding agencies require audits; Statute of
Limitations for Errors & Omissions is 10 years;
Published Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp. + 10 years;
CCP §§336(a), 337 et. seq., 2 CFR 200.334; 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: 2/18/2025 RECORDS RETENTION SCHEDULE: POLICE Page PD-2Ver. 11.0
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
Department preference; GC §34090
Police PL-009
Regulatory Data Files - Technicians /
Individual Operators - Background Checks /
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)
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: 2/18/2025 RECORDS RETENTION SCHEDULE: PURCHASING Page PUR-1Ver. 23.0 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 / 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 / RFQs) Completion + 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with City-wide guidelines; 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-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-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 CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: SPECIAL DISTRICTS Page SD-1Ver. 17.0 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
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
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
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; IRS bond auditing regulations state, "…material records should
generally be kept for as long as the bonds are outstanding, plus 3 years after the final redemption date of the bonds; There are specific requirements for disposal of unused
bonds; CCP §§336(a)(1) & (2), 337.5(2); CCP §§336 et
seq. 337.5(a); 26 CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.

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

After QC
& OD
Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a),
337.15, 343; GC §34090.7
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: 2/18/2025 RECORDS RETENTION SCHEDULE: TECHNOLOGY SERVICES Page TS-1Ver. 22.0 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 S / I Yes: After
QC & OD Meets Auditing Requirements; GC §34090
Technology
Services TS-002 Backups -Computer Backups (ALL Disaster Recovery Computer Backups)
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-007 Employee Policy / 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-007.5
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line) - SB
272, 2015, GC §§6250-6276.48
When
Superseded Mag. GC §34090 et seq.

Technology
Services TS-008 Software License User Agreements
When No
Longer
Required
Mag, Ppr
Embedded in Software; GC §34090
Technology
Services TS-009

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

CITY OF MORENO VALLEY, CA. ©2003-20 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Revision Adopted: 2/18/2025 RECORDS RETENTION SCHEDULE: TRANSPORTATION Page TR-1Ver. 25.0 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 / 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 CouncilMarch 17, 2026

Moreno Valley City Council
March 17, 2026