ATT 1 - Resolution — Mountain View City Council, May 23, 2023

Attachment 1
-1-

CITY OF MOUNTAIN VIEW
RESOLUTION NO.

SERIES 2023

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOUNTAIN VIEW AMENDING THE CITY’S RECORDS RETENTION SCHEDULES AND
RESCINDING RESOLUTION NO. 18179, RESOLUTION NO. 17500, AND RESOLUTION NO. 17804

WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Mountain View; and

WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby City records which has served their purpose and are no longer required may be destroyed; and

WHEREAS, the City previously adopted Resolution No. 17500 approving a record retention schedule for the Police Department; and

WHEREAS, the City previously adopted Resolution No. 17804 approving a record retention schedule for the Fire Department; and

WHEREAS, the City previously adopted Resolution No. 18179 approving Citywide Records Retention Schedules; now, therefore, be it

RESOLVED: by the City Council of the City of Mountain View that Resolution No. 17500 is hereby rescinded and replaced with this resolution; and be it

FURTHER RESOLVED: that Resolution No. 17804 is hereby rescinded and replaced with this resolution; and be it

FURTHER RESOLVED: that Resolution No. 18179 is hereby rescinded and replaced with this resolution; and be it

FURTHER RESOLVED: that the records of the City of Mountain View, as set forth in the Records Retention Schedule , Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 , et seq., of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the department head and with the consent in writing of the department head, City Clerk , and City Attorney, without further acti on by the City Council of the City of Mountain View; and be it

-2-
FURTHER RESOLVED: that, except where prohibited by California Government Code Section 34090, et seq. , modifications to the Records Retention Schedule in order to maintain compliance with Federal and/or State laws are hereby authorized without any further action by the City Council and with the written consent of the department head, City Clerk, City Attorney, and City Manager; and be it

FURTHER RESOLVED: that this resolution shall become effective immediately upon its passage and adoption.

– – – – – – – – – – –

MM/6/RESO
430-05-23-23r

Exhibit: A. Records Retention Schedule

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra-agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Exhibit A
Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

Lead Dpt. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years Mag,
Ppr
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-002
Agreements & Contracts - Official / Original
(NON-INFRASTRUCTURE, Professional
Services Agreements)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

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

QC & OD
Department Preference; 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, Completion = end of the
agreement/contract term
CITY-WIDE (Used by All Departments)
MOUNTAIN VIEW, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-003
Agreements & Contracts - Official / Original
(INFRASTRUCTURE, JPAs, MOUs, REAL

PROPERTY / REAL ESTATE)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; land records are permanent by
law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in 48
CFR 4.703
Lead Dept. CW-004
Agreements & Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal,
etc.)
Send all Final Agreements or Contracts to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination +
5 years; CCP §337 et. seq., GC §34090
Completion = end of the
agreement/contract term
MOUNTAIN VIEW, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-005
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal.)
Send all Final Agreements or Contracts to the
City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
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; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR 91.105(h),

92.505, & 570.502(b), 29 CFR 97.42; OMB
Circular A-133; GC §34090; Completion =
End of the Agreement / Contract Term
Lead Dept. CW-006
Bid Opening Packets: Planet Bids / Bids or
Proposals in response to RFPs (Request for
Proposals) and/or RFQs (Request for
Qualifications), Notices, Specifications,
Unsuccessful Proposals
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
CW-007
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Not a record produced by the City.

Staffing Dept. CW-008
Boards, Committees, Commissions, Ad-Hoc
Committees: Advisory Created by the City
Council - AUDIO or VIDEO RECORDINGS
2 years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.6
Staffing Dept. CW-009
Boards, Committees, Commissions, Ad-Hoc
Committees: Advisory Created by the City
Council - MINUTES
P
Mag,
Mfr, OD,
Ppr
S/I No GC §34090(e)
Staffing Dept. CW-010
Boards, Committees, Commissions: Advisory
Created by the City Council - AGENDAS &

STAFF REPORTS
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Staffing Dept. CW-011 City Attorney - Release of Liability Forms / Waivers of Liability Forms 20 years Mag,
Ppr
Department Preference; CCP §337 et seq;
GC §34090 et seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-012
Committees: City Council Subcommittees, Ad-
Hoc Committees
AGENDAS and MINUTES
P Mag,
Ppr
Only Citizen Advisory Boards appointed by
the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. CW-013
Committees: Employee Committees, Employee
Staff Meetings / Department Staff Meetings
AGENDAS and MINUTES
2 years Mag,
Ppr GC §34090 et seq.

Lead Dept. CW-014 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, e-mails remaining in In-Boxes or
Sent Items, etc.)
2 years Mag,
Ppr GC §34090
MOUNTAIN VIEW, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, employee
directories, invitations, instant messaging,
meeting room registrations, staff
videoconference chats, text messages,
transmittal letters, thank yous, requests from
other cities, visitors logs, voice mails, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records where either the content relates in
substantive way to the conduct of the
public's business, or are made or retained
for the purpose of preserving the
information 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 drafts. GC §34090,
GC §7927.500; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose v. Superior
Court (Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-017 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500
Lead Dept. CW-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag,
Ppr GC §34090
MOUNTAIN VIEW, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-019
Grants / CDBG / Reimbursable Claims / FEMA
Claims / OES Claims (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement, program
rules, regulations & procedures, reports to grant
funding agencies, correspondence, audit records,
completion records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
Meets auditing standards; Grants covered
by a Consolidated Action Plan are required
for 5 years; Uniform Admin. Requirements
for Grants to Local Governments is 3 years
from expenditure report or final payment of
grantee or subgrantee; 2 C FR 200.333; 24
CFR , 91.105(h), 92.505, & 570.502(a), 29
CFR 97.42; OMB Circular A-110 & A-
133.320(g); GC §34090; GC §8546.7
Human
Resources CW-020 Personnel Files (Department-level Files) Send All
Originals to
Human
Resources
Before
Separation
Mag,
Ppr
Ensure records kept in Department files
comply with City policy (all originals are
sent to Human Resources); GC §34090.7
Lead Dept. CW-021 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate folder to be
incorporated into performance evaluation,
or to document progressive discipline; GC
§34090 et seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-022 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy unnecessary
photographs. Records where either the
content relates in substantive way to the
conduct of the public's business, or are
made or retained for the purpose of
preserving the information content for future
reference are saved by placing them in an
electronic or paper (project) file folder and
retained for the applicable retention period;
see other potentially relevant schedules for
photographs; GC §§34090, 7927.500
Lead Dept. CW-023 Public Relations / Press Releases 2 years Mag, Ppr GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-024 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years Mag,
Ppr
Not accessible to the public; Statewide
Guidelines show 2 years; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-025 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42, GC
§34090
City Clerk CW-026 Records Destruction Authorization Forms & Certifications (All Departments)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD City Clerk retains originals; GC §34090.7
Lead Dept. CW-027
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Not a record produced by the City.

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Minimum 2
years Mag,
Ppr
Statewide guidelines propose superseded +
2 or 5 years; GC §34090
Lead Dept. CW-029 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-030 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Ppr
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently;
GC §34090
Lead Dept. CW-031 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Ppr Department Preference; GC §34090 et seq.

Lead Dept. CW-032
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years Mag,
Ppr GC §34090
Lead Dept. CW-033
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters, Outlines and Materials;
includes Ethics, Harassment, & Safety Training
& Tailgates)
7 years
Mag,
Mfr, OD,
Ppr
S Yes: When
Inactive
Department preference; Ethics Training is 5
years; Statewide guidelines propose 7
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection,
or discharge; State Law requires 2 -3 years
for personnel actions; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(ii), LC §6429(c);
GC §§12946, 34090, 53235.2(b)
MOUNTAIN VIEW, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-034
Volunteer Applications, Waivers / Unpaid Intern
Applications - SUCCESSFUL
Includes Volunteer Agreement and e-mail
confirmation of Livescan clearance from Human
Resources; ALL WAIVERS SHOULD BE SENT

TO CITY ATTORNEY
Inactive /
Separation +
3 years
Mag,
Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(i),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
Lead Dept. CW-035
Volunteer Applications, Waivers / Unpaid Intern
Applications - UNSUCCESSFUL

ALL WAIVERS SHOULD BE SENT TO CITY

ATTORNEY
3 years Mag,
Ppr
Department preference; EEOC / FLSA /
ADEA (Age) requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR 1627.3(b)(i),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 34090
Division
Providing
Service / Work
CW-036
Work Orders / Service Requests - CRM /
CMMS DATABASE / AskMV, Footprints
(Computerized Maintenance Management
System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
CW-037
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database/ AskMV, Footprints
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
CW-038
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database / AskMV,
Footprints (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Mag Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090
MOUNTAIN VIEW, CA. ©1995-2021 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY ATTORNEY
City
Attorney CA-001 Advice Files / Attorney Work Product
(Notes, etc.)
Minimum 2
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-002
Bankruptcies (Other than for City Vendors) -
NOT pursued
Purchasing is Office of Record for Vendor
Bankruptcies
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in the ordinary
course of business (Content does not relate in a
substantive way to the conduct of the public's
business); GC §34090
City
Attorney CA-003
Bankruptcies (Other than for City Vendors) -
Where a claim is filed
Purchasing is Office of Record for Vendor
Bankruptcies
10 years Mag, Ppr
Department Preference; Water Liens are good
for 10 years from recording date, and may be
extended by re-recording lien; negative
information remains on credit ratings for 7 years;
WC §§36729; 37212(b), GC §34090
City
Attorney CA-004 City Attorney Opinions P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-005
Claims Against the City
(City Clerk receives the claim form, and
forwards it to the City Attorney)
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City
Attorney CA-006
Lawsuits / Litigation - EXCLUDES Final
Settlement Agreements, Historically
Significant Records
Resolution
+ 7 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
MOUNTAIN VIEW, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

City
Attorney CA-007
Lawsuits / Litigation - Final Settlement
Agreements, Historically Significant
Records
P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; complaints
against peace officers within 5 years; CCP §337
et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City
Attorney CA-008 Legislative Advocacies, Amicus Briefs, etc. Minimum 2 years Mag, Ppr Department preference; GC §34090
City
Attorney CA-009 Requests for Legal Assistance 2 years Mag, Ppr GC §34090 City
Attorney CA-010 Subpoenas 2 years Mag, Ppr GC §34090
MOUNTAIN VIEW, CA. ©1995 - 2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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-001
Agenda Packets: City Council, Shoreline
Regional Park Community, Capital
Improvements Financing Authority
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002 Board & Commission / Committee Maddy
Act Lists / Vacancy Notices 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-003 Board, Commission and Committee
Applications, Oaths, Resignations
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC
§§36507, 34090; PC §§801.5, 803(c); 29
City Clerk CC-004
Ceremonial Proclamations /
Commendations / Memoriums /
Recognitions, etc.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City Clerk CC-005 City Articles of Incorporation / City Charter P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-006 City Hall Facility Use Permits, Insurance Certificates and ABC Permits (if required) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-007
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-008 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
City Clerk CC-009 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years
Should post on website for 4 years; GC
§81009(e)
City Clerk CC-010 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Ppr S / I Yes: After
2 years GC §81009(e)

CITY CLERK
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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 Clerk CC-011 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk CC-012
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-013
Campaign Filings (FPPC 400 Series Forms
& Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P Mag, Mfr,
OD, Ppr S Yes: After
2 years
Department Preference; Paper must be
retained for at least 2 years; GC
§81009(b)&(g)
City Clerk CC-014
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
4 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-015
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mag, Ppr Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk CC-016
Candidate File: Nomination Papers,
Candidate Statement Forms, Oath of Office,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Ppr Yes: After

QC & OD
Department Preference; Statewide
guidelines proposes 4 years for successful
candidates, 2 years for unsuccessful; CA law
states term of office and 4 years after the
expiration of term and does not delineate
between the two; Statute of Limitations for
Oath of Office - Public official misconduct is
discovery of offense + 4 years, GC
§§36507, 34090; PC §§801.5, 803(c); 29
USC 1113 EC §17100

CITY CLERK ELECTIONS (CONSOLIDATED)
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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 Clerk CC-017
Candidate File: Nomination Papers,
Candidate Statement Forms, Local Election
Candidate Filing Cost Program, etc. -

UNSUCCESSFUL CANDIDATES
Election + 4
years Mag, Ppr Yes: After

QC & OD
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office
and 4 years after the expiration of term and
does not delineate between the two; EC
§17100
City Clerk CC-018
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, County Election Services,
Candidate Statements to be printed in the
Sample Ballot, Notices, Postings, etc.)
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-019 Elections - Petitions (Initiative, Recall or Referendum)
Results + 8
months, or
Final
Examination
+ 1 year
after petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
City Clerk CC-020 Ethics Training Certificates - City Council, Board and Commission Members 5 years Mag, Mfr,
OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53235.2(b)
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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 Clerk CC-021
Historical Records, Land, Planning, Capital
Improvement Infrastructure Projects,
Photographs, & Historical Projects (e.g. City
Anniversaries, Incorporation, City Seal,
Awards of significant historical interest,
Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S Yes: After
QC'd & 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-022
Minutes: City Council, Shoreline Regional
Park Community, Capital Improvements
Financing Authority
P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-023 Ordinances P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
City Clerk CC-024 Public Records Requests / NextRequest Closed + 2 years Mag, Ppr Yes: After
QC'd & OD GC §34090
City Clerk CC-025
Recordings: Audio or Video of City Council,
Shoreline Regional Park Community,
Capital Improvements Financing Authority
P Mag
Department preference; Webcast meetings
are retained by hosting vendor in perpetuity
or returned to the City upon termination of
agreement; Audio Required for 30 days; GC
§54953.5(b); video recordings of meetings
are required for 90 days; GC §34090.6
City Clerk CC-026 Records Destruction Authorization Forms & Certifications (All Departments) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-027
Resolutions: City Council, Shoreline
Regional Park Community, Capital
Improvements Financing Authority
P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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 MANAGER
City Manager CM-001
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years Mag, Ppr Department preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? 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).

BUILDING & SAFETY
Community
Develop. /
Building &
Safety
CD-001 Address Files / Building Permits Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Develop. /
Building &
Safety
CD-002 Building Permit Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Develop. /
Building &
Safety
CD-003 Building Plans - Cancelled or Withdrawn 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building &
Safety
CD-004 Building Plans - Expired 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Develop. /
Building &
Safety
CD-005
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION,

TENANT IMPROVEMENTS
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Develop. /
Building &
Safety
CD-006
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Energy Calculations, Structural Calculations
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Building &
Safety
CD-007 California Building Codes / Uniform Building
Codes P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference for historical
library (only required when the Ordinance
is in force); GC §§34090, 50022.6
Community
Develop. /
Building &
Safety
CD-008 Fire Permits - All Finalled Fire Protection/Sprinkler Plan
Life of the
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building &
Safety
CD-009 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building &
Safety
CD-010
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Community
Develop. /
Building &
Safety
CD-011 Correction Notices When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building &
Safety
CD-012 Geotechnical and Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Develop. /
Building &
Safety
CD-013 Plan Check Comments (Site Plan File) When Permit is Finalled
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Building &
Safety
CD-014 Stop Work Notices, Correction Notices After Permit is Finalled
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

ECONOMIC DEVELOPMENT
Community
Develop. /
Economic
Development
CD-015 Business Improvement Districts 10 years Mag, Ppr Department Preference; GC §34090 et seq.

Community
Develop. /
Economic
Development
CD-016 Downtown-related Files: e.g. Parking, Task Force, Central Business Association , etc.

Minimum 2
years Mag, Ppr Department Preference; GC §34090 et
seq.

NEIGHBORHOODS & HOUSING
Lead Dept. CD-017
CDBG Public Services Agreement, invoice copies,
and monitoring (Community Development Block
Grant) - SUCCESSFUL Reports, other records
required to pass the funding agency's audit, if
required)
5 years after
last reported
CAPER
(Consolidate
d Annual
Performance
and
Evaluation)
Mag, Ppr
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 C FR 200.333; 24 CFR ,

91.105(h), 92.505, & 570.502(a), 29 CFR

97.42; OMB Circular A-110 & A-
133.320(g); GC §34090; GC §8546.7
Community
Develop. /
Neighborhoods
& Housing
CD-018
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Neighborhoods
& Housing
CD-019 Code Enforcement Database Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Develop. /
Neighborhoods
& Housing
CD-020 Code Enforcement Liens, Lien Releases P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Develop. /
Neighborhoods
& Housing
CD-021 Code Enforcement Notice of Violations ./ Code
Enforcement Citations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090
Community
Develop. /
Neighborhoods
& Housing
CD-022 Housing Applications Rejected (First Time Home
Buyers, Life/Safety, Rehabilitation, HOME, etc.) 5 years Mag, Ppr Department preference; GC §34090 Community
Develop. /
Neighborhoods
& Housing
CD-023
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, MOUs, BMR Agreement, Funding
Agreement, etc.

Recapture / Resale Restriction
Send all Deeds to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 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; statewide guidelines propose 4
years; 2 CFR 200.334; 24 CFR

92.508(a)&(c) & 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC §34090
Community
Develop. /
Neighborhoods
& Housing
CD-024 Monitoring documents - BMR monitoring, CDBG,
HOME, and Affordable Housing Programs 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Neighborhoods
& Housing
CD-025 Neighborhood Association Grant Program 2 years Mag GC §34090

PLANNING
Community
Develop. /
Planning
CD-026
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

Conditional Use Permits (CUPs)
Development Review Permit, Precise Plan
General Plan / General Plan Amendments
Lot Line Adjustment
Master Plan
Rezones
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Community
Develop. /
Planning
CD-027 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Community
Develop. /
Planning
CD-028 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Planning
CD-029
CEQA: Environmental Determinations:

Environmental Impact Reports (EIRs), Negative
Declarations, etc.)
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S Yes: After

Environmental Impact Reports (EIRs), Negative
Declarations, etc.)
Correspondence and staff notes
Project
Approval or
Denial
+ 2 years
Mag, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Develop. /
Planning
CD-031 General Plan, Elements and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-032 Long Range Planning / Planning Studies P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Develop. /
Planning
CD-033 Master Plans, Precise Plans, Land Use Plans and
Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Develop. /
Planning
CD-034 Materials Boards
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Engineering, Planning)
Page CD-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Develop. /
Planning
CD-035 Temporary Use Permits (TUP) (Approved &
Unapproved).

Expiration +
2 years
Yes:

During
Event
Mag, Ppr Department preference; GC§§34090
Community
Develop. /
Planning
CD-036 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S No Department Preference; GC §34090
Community
Develop. /
Planning
CD-037 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks Recreation, Performance Arts, Recreation, Trees) Page P&R-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? 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).

FORESTRY & ROADWAY LANDSCAPE (TREES)
Community
Services /
Forestry &
Roadway
Landscape
CS-001 Tree Database Indefinite Mag, Ppr Department preference (data is inter- related); GC §34090
Community
Services /
Forestry &
Roadway
Landscape
CS-002 Trees in City Right-of-Way: Inspections, Arborist Reports (City-owned Street Trees) 10 years Mag, Ppr Department preference; GC §34090

PARKS & OPEN SPACE
Community
Services / Parks
& Open Space
CS-003 Adopt-a-Park 2 years Mag, Ppr GC §34090 et. seq.

Community
Services / Parks
& Open Space
CS-004 Herbicide or Pesticide Applications / Use
(Parkway Areas) 2 years Mag, Ppr
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Community
Services / Parks
& Open Space
CS-005 Memorial and Park Dedications P
Yes: During
Class or
Program
Mag, Ppr Department Preference; GC §34090
Community
Services / Parks
& Open Space
CS-006
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (includes
ABC Permits, where required)
2 years Mag, Ppr GC §34090 et. seq.

Public Works /
Maint. Serv. OR
Community
Service / Parks
& Open Space
CS-007 Playground Inspections 10 years Mag, Ppr Department preference; GC §34090

PERFORMANCE ARTS
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks Recreation, Performance Arts, Recreation, Trees) Page P&R-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Performance
Arts
CS-008
Center for Performing Arts Facility Use and
Equipment Applications, Books, Alcoholic
Beverage Permits
2 years Mag, Ppr GC §34090
Community
Services /
Performance
Arts
CS-009 Customer Relations / Member Database /
Reservations Database Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq.

Community
Services /
Performance
Arts
CS-010
House Reports
Includes Contract Billing & Ticket Sales, Member,
Patron, Program and Event Files, Safety
Inspections
Minimum 2
years Mag, Ppr GC §34090
Community
Services /
Performance
Arts
CS-011 Schedules / Hours
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Services /
Performance
Arts
CS-012 Ticket Stubs / Receipts
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090

RECREATION
Community
Services /
Recreation
CS-013 ACTIVEnet Recreation Database / Class
Registration Database
Minimum 2
years Mag, Ppr
All waivers must be filed with City
Attorney's Office; Data is interrelated; GC
§34090
Community
Services /
Recreation
CS-014 Activity Guide / Class Guide / Program Guide
(Final) P
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks Recreation, Performance Arts, Recreation, Trees) Page P&R-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Recreation
CS-015
Applications / Participants' Registration / Liability
Forms / Photo Releases / Permissions: Camps,
Field Trips, Authorization to give Medicine, etc.
2 years
Yes: During
Class or
Program
Mag, Ppr GC §34090
Community
Services /
Recreation
CS-016 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.

Community
Services /
Recreation
CS-017 Contracts for Instructors and Performers Completion + 2 years
Yes: During
Class or
Program
Mag, Ppr Department preference; CCP §337; GC
§34090
Community
Services /
Recreation
CS-018 Evaluations / Surveys (Programmatic Evaluations
of Recreation programs)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Community
Services /
Recreation
CS-019 Lifeguard Certifications Separation +
2 years
Yes: During
Class or
Program
Mag, Ppr
Department Preference; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090
Community
Services /
Recreation
CS-020 Rosters / Sign-in / Sign-Out Sheets for classes
and programs 2 years Mag, Ppr GC §34090
Community
Services /
Recreation
CS-021 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Community
Services /
Recreation
CS-022
Scholarships / Reduced Fees / Income
Assistance Subventions for Recreation Programs
(from General Fund)
5 years
Yes: During
Class or
Program
Mag, Ppr
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks Recreation, Performance Arts, Recreation, Trees) Page P&R-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services /
Recreation
CS-023 Swimming Pool Chemical Addition Logs 2 years
Yes: During
Class or
Program
Mag, Ppr GC §34090

SHORELINE
Community
Services /
Shoreline
CS-024 House Reports
Includes Contract Billing & Ticket Sales
Minimum 2
years Mag, Ppr GC §34090
Community
Services /
Shoreline
CS-025 Ticket Stubs / Receipts
When No
Longer
Required
Mag, Ppr Preliminary drafts not retained in the
ordinary course of business; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 / ACCOUNTS PAYABLE & PURCHASING
Finance /
Accounts
Payable &
Purchasing
FIN-001 1099's / 1096's 5 years Mag, Ppr
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; 26 CFR §31.6001-1(e)(2),
R&T §19530, GC §34090; 29 USC 436
Finance /
Accounts
Payable &
Purchasing
FIN-002
Accounts Payable / Purchase Orders /
Invoices and Backup / Warrants / Refunds
/ Credit Card Statements / P-Card
Statements
(Includes Invoices, Travel Expense
Reimbursements, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; Purchasing preference for P-
Card Invoices (48 CFR 4.805 requires
Federal Agencies to retain their
contracts, unsuccessful & successful
proposals 6 years after final payment);
CCP §337 et. seq.; GC §34090
Finance /
Accounts
Payable &
Purchasing
FIN-003 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS Auditing Standards (3 years
after the last payment to the vendor);
GC §34090

FINANCE / ACCOUNTS RECEIVABLE / REVENUE
Finance /
Accounts
Receivable /
Revenue /
Utility Billing
FIN-004 Bankruptcies - NO CLAIM FILED When No Longer
Required
Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Not City records (account is closed and
bankruptcy noted in database)
Finance /
Accounts
Receivable /
Revenue /
Utility Billing
FIN-005 Bankruptcies - WHERE A CLAIM IS
FILED 10 years Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings for
7 years); GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 /
Accounts
Receivable /
Revenue
FIN-006
Cash Receipts / Daily Cash Summaries /
Cashiers Reports / Cash Reports / Petty
Cash, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Accounts
Receivable /
Revenue /
Utility Billing
FIN-007
Collections / Master Collection List / Write
Offs / Collection Agency Assignments (and
associated disputes)
7 years Mag, Ppr,
Mfr, OD S Yes: After

QC & OD
Department preference (negative
information remains on a customer's
credit rating for 7 years; GC §34090
Finance /
Accounts
Receivable /
Revenue
FIN-008 Grant Drawdowns with attached proof of
expenses 15 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to ensure audits
by Grant Funders are met; Meets
auditing standards; GC §34090 et seq.

Finance /
Accounts
Receivable /
Revenue /
Utility Billing
FIN-009 Prop. 218 Mailing List, Master File,
Protest Letters / Ballots, Tabulation 2 years Mag, Ppr GC §53753(e)(2) Finance /
Accounts
Receivable /
Revenue
FIN-010
Revenue / Utility Receivable / Business
License Tax / Transient Occupancy Tax
(TOT) / Other Revenue
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

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

FINANCE / DEBT SERVICES
Finance /
Debt Services FIN-011
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26
CFR 1.6001-1(e): GC §43900 et seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 / GENERAL LEDGER
Finance /
General
Ledger
FIN-012 _Financial Services Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
General
Ledger
FIN-013 Audit Work Papers When No Longer
Required Mag, Ppr Preliminary drafts / content not
substantive; GC §34090
Finance /
General
Ledger
FIN-014 Audits - Annual Financial Reports / Annual
Comprehensive Financial Report (ACFR) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
General
Ledger
FIN-015
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-016
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Investment
Account Statements, Bank Reconciliations
5 years Mag, Ppr
Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-017 Budget Work Sheets When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
Finance /
General
Ledger
FIN-018 Budgets - Finals and Amendments P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
General
Ledger
FIN-019 Checks / Warrants (Cashed) 5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Meets municipal government auditing
standards; GC § 34090
Finance /
General
Ledger
FIN-020 Checks / Warrants (VOIDED) When No Longer
Required Mag, Ppr Preliminary drafts; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 /
General
Ledger
FIN-021 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Ppr
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), 1519; GC §34090
Finance /
General
Ledger
FIN-022 Investment Reports & Backup 5 years Mag, Ppr Department Preference; GC §34090 Finance /
General
Ledger
FIN-023
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets / LAIF (Local Agency Investment
Fund))
5 years Mag, Ppr
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
Finance /
General
Ledger
FIN-024 Journal Entries / Journal Vouchers 5 years Mag, Ppr Department Preference; meets auditing
standards; GC §34090, 26 CFR 31.6001-
1 Finance /
General
Ledger
FIN-025 OES / FEMA Claims 10 years Mag, Ppr
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
General
Ledger
FIN-026
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No Longer
Required Mag, Ppr
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); GC
§34090
Finance /
General
Ledger
FIN-027
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 /
General
Ledger
FIN-028
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Ledger
FIN-029 Tax - Sales Tax Reports When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; GC §34090

FINANCE / PAYROLL
Finance /
Payroll FIN-030 CalPERS Reports - Annual Valuation
Reports, Actuarial Valuation Reports 5 years Mag, Ppr Department Preference; GC §34090 Finance /
Payroll FIN-031
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; 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 /
Payroll FIN-032 Employee Payroll Files Separation + 5
years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-033 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Ppr GC §34090; 26 CFR 31.6001.1
Finance /
Payroll FIN-034 Payroll Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
Payroll FIN-035 Payroll Reports - Periodic Bi-weekly
Payroll Report 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 FIN-036 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-037 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-038 W-4s
Superseded or
Separated + 5
years
Mag, Ppr
W-4s are required four years after the
due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC §34090
Finance /
Payroll FIN-039 CalPERS Audit / PERS Audits 5 years Mag, Ppr Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-040
CalPERS Reports - PERS Reports Annual
Valuation Reports, Actuarial Valuation
Reports
5 years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
Finance /
Payroll FIN-041
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Ppr
Department Preference; 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 /
Payroll FIN-042 Employee Payroll Files - Includes Benefit Enrollments
Separation + 5
years Mag, Ppr
Department preference; Meets
municipal government auditing
standards; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 FIN-043 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Ppr GC §34090; 26 CFR 31.6001.1
Finance /
Payroll FIN-044 Local Government Compensation Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Payroll FIN-045 Payroll Reports - Periodic Bi-weekly
Payroll Report 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
municipal government auditing
standards; PERS Circular letter 200-051-
17; GC §34090
Finance /
Payroll FIN-046 Time Cards / Time Sheets (Includes
Overtime and Meal Reimbursements) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards (5 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps
3 years; IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29 CFR
516.5; 29 CFR 516.5 & 516.6(c); GC
§34090
Finance /
Payroll FIN-047 W-2's 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Finance /
Payroll FIN-048 W-4's
Superseded or
Separated + 4
years
Mag, Ppr
W-4s are required four years after the
due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC §34090

RISK MANAGEMENT
Finance / Risk
Management FIN-049
Accident Reports / Incident Reports
(Members of the Public - Whether or Not a
Claim is Filed)
Final Settlement
+ 7 years Mag, Ppr
Department Preference; Meets
municipal government auditing
standards; Statute of Limitations is 4
years; CCP §§337 et seq., 343; GC
§34090,
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? 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 / Risk
Management FIN-050 Claim for Damages / Claims Against the City (made by the Public)
Final Settlement
+ 5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; Meets
municipal government auditing
standards; Statute of Limitations is 4
years; CCP §§337 et seq., 343; GC
§34090,
Finance / Risk
Management FIN-051
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC
§§12946, 34090
Finance / Risk
Management FIN-052 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law
requires 2 years; 8 CCR 14300.33(a), 8
CCR §3203(b)(1), GC §34090.7; LC
§6429c
Finance / Risk
Management FIN-053
OSHA Citations and Inspections
(ALWAYS SEND A COPY TO HUMAN

RESOURCES)
5 years Mag, Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC
§6429c
Finance / Risk
Management FIN-054 Safety Inspections Conducted by the City 5 years Mag, Ppr Department Preference; GC §34090 Finance / Risk
Management FIN-055 Workers Compensation Claim Runs 5 years Mag Ppr Department preference (meets
municipal government auditing
standards); GC §34090
Finance / Risk
Management FIN-056
Workers Compensation Claims / Long
Term Disability Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation + 30
years or
Termination of
Benefits + 5
years (whichever
is longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Files
maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 18.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
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.

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

ADMINISTRATION
Fire /
Admin. FR-001 Background File - UNSUCCESSFUL, NON-SELECTS, DISQUALIFIED 4 years S / I
Yes:

After QC
& OD
29 CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), GC §§12946, 12960, 34090
Fire /
Admin. FR-002 Fire Annual Report P S / I
Yes:

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

Fire /
Admin. FR-003 Fire Incident RMS Database (Firehouse) P S / I Yes:

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

Fire /
Admin. FR-004
Hazardous Materials / Haz Mat Manifests
(resulting from responses where the Department had to dispose of hazardous materials)

P S / I
Yes:

After QC
& OD
Department preference; 40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR 66262.40; GC §34090 et seq.

Fire /
Admin. FR-005 Household Hazardous Waste 5 years S / I
Yes:

After QC
& OD
Department preference; 14 CCR 18812.4; GC §34090
et seq.

Fire /
Admin. FR-006 ISO Insurance Ratings 15 years S / I
Yes:

After QC
& OD
Department Preference (rated every 10 years); GC
§34090
Fire /
Admin. FR-007 Monthly Statistical Report / Run Statistics When No
Longer
Required
S / I
Yes:

After QC
& OD
Considered a preliminary draft / copy (the Fire
database is the original); GC §34090 et seq.

Fire /
Admin. FR-008 Programs and Projects (e.g. Cadet, CPR Program, Fire Service Day, etc.)
Minimum 2
years S / I
Yes:

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

Fire /
Admin. FR-009 Requests for Fire Incident Reports and Fire Investigation Reports 5 years S / I
Yes:

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

CUPA (Certified Unified Program Agencies)
Fire / CUPA FR-010 Documentation of Unauthorized Release of Hazardous Materials 5 years S / I Yes:

After 1
year
OSHA and other requirements are 5 years; 8 CCR
5189; 29 CFR 1910, GC §34090
MOUNTAIN VIEW, CA. ©1995-2012 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 18.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
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.

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

Fire / CUPA FR-011
Hazardous Materials/Tiered Permitting (UPCF / permits / inspection reports / enforcement records / correspondence / financial assurance / construction documents)
5 years S / I
Yes:

After 1
year
CUPA Inspections are required for 5 years; 27 CCR
15185 & 15280; §GC §34090
Fire / CUPA FR-012 Hazardous Materials Facility Closure Plans P S / I Yes:

After 1
year
Department preference; CUPA Inspections are
required for 5 years; 27 CCR 15185 & 15280; §GC
§34090
Fire / CUPA FR-013
Underground Storage Tanks (UPCF / permits /inspection reports / enforcement records / correspondence / construction
documents / closure plans / testing & monitoring certs / financial responsibility / designated operator records)

P S / I
Yes:

After 1
year
Department Preference (required for the life of the
tank); 23 CCR 2712(b), H&S §25284.4(i); GC §34090
et. seq.

EMERGENCY MEDICAL SERVICES
Fire / EMS FR-014 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years
Department Preference - Controlled substances are
required for 2 years after inventory or transaction; 21 CFR §1304.04, 1310.04
Fire / EMS FR-015 Billing - Paramedic Services - Collection 5 years S / I Yes:

After QC
& OD
Meets municipal government auditing standards; GC
§34090
Fire / EMS FR-016 Billing - Paramedic Services - Payments / Bank Deposits / Check Images 5 years S / I
Yes:

After QC
& OD
Meets municipal government auditing standards; GC
§34090
Fire / EMS FR-017 Billing - Paramedic Services Billing Database Permanent S / I Yes:

After QC
& OD
Department preference; GC §34090, CCP §340.5
Fire / EMS FR-018 EMS Complaints / CQI (Continuous Quality Improvement) / Quality Assurance
Final
Disposition +
3 years
S / I
Yes:

After QC
& OD
13 CCR 1100.7, GC §34090; CCP 340.5
Fire / EMS FR-019 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years S / I
Yes:

After QC
& OD
45 CFR 164.530(j)
MOUNTAIN VIEW, CA. ©1995-2012 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 18.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
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.

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

Fire / EMS FR-020 Paramedic Continuing Education Rosters and Certificates 4 years S Yes:

When
Inactive
Department preference; Paramedic Continuing
Education is required for 4 years by DPH; 8 CCR
§3204(d)(1) et seq., 8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090
Fire / EMS FR-021
Patient Care Reports (PCRs) / Medical Paramedic Release Forms: ALL (medical and non-medical.)
Includes e-PCR Database / Electronic Patient Care Report Database
Patient Signature Forms / Hospital Face Sheets / ALS to BLS Transfer of Care Forms / ECG / EKG / All other associated documentation
20 years S / I
Yes:

After QC
& OD
Department Preference; 10 years is recommended by
AHIMA for "healthcare providers"; Juvenile records are required until patient becomes 18 years old; law
requires 7 years for clinics, health facilities, hospitals, adult day health care centers, and in-home skilled
nursing services, and is actually based upon "if the
licensee ceases operations"; Federal law requires 3
years, statewide guidelines propose 3 years; HIPAA
provides privacy regulations for patient's health
records; 13 CCR 1100.7, CCP §340.5, GC §34090

EMERGENCY PREPARATION AND PUBLIC SAFETY
Fire /
Emergency
Preparation
& Public
Safety
FR-022 Amateur Radio Program and CERT Records (including Applications, Training, Sign-in Sheets, Certification Cards, etc.) Minimum 2
years Department preference; GC §34090
Fire /
Emergency
Preparation
& Public
Safety
FR-023 City Emergency Operations Plans P S / I
Yes:

After QC
& OD
Department preference; GC §34090
Fire /
Emergency
Preparation
& Public
Safety
FR-024 Incidents – Historical Records (Emergency Operations Center activations, emergency declarations/terminations, etc.) P S / I Yes:

After QC
& OD
Department preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2012 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 18.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
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.

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

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Marshal &
Fire
Prevention
FR-025 Fire Code Permits: Annual / Provisional (State regulated occupancies / special events, special uses) 5 years S/I Yes:

After QC
& OD
CFC §§ 104.6 – 104.6.4, GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-026 Fire Investigations - Arson & Capital Crimes Only P S / I Yes:

After QC
& OD
Department preference (Capital Crimes have no
statute of limitations); GC §34090 et seq.

Fire / Fire
Marshal &
Fire
Prevention
FR-027 Fire Investigations - OTHER Than Arson & Capital Crimes Only 5 years S / I Yes:

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

Fire / Fire
Marshal &
Fire
Prevention
FR-028 Fire Prevention Inspections (Routine) / Business Inspection Files / Citations / Notice of Violations / Enforcement Actions Life of
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
S/I
Yes:

After QC
& OD
Approvals, Inspections, Fires, Modification / Alternative Methods or Materials are required for the Life of the
Structure or Activity, or Minimum 5 years or Life of the Structure or Activity, whichever is longer for Approvals, Inspections, Fires, Modification / Alternative Methods
or Materials, CFC §§ 104.6 – 104.6.4, GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-029
Liquid Waste and Waste Water (Permits / monitoring records / sampling records/inspection reports / enforcement records / correspondence / construction documents / periodic report of continued compliance)
5 years S / I Yes: 5
years
Department preference; Monitoring records required for
3 years; 40 CFR §§122.21, 122.41
Fire / Fire
Marshal &
Fire
Prevention
FR-030 Multi-Family Housing Inspections, Correspondence, Enforcement Actions, etc.

Minimum 10
years S/I
Yes:

After QC
& OD
Department preference; California Fire Code requires 5
years; CFC §§ 104.6 – 104.6.4, GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-031 Public Information / Education (when produced internally) 2 years S / I Yes:

After QC
& OD
Department Preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2012 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 18.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention
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.

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

Fire / Fire
Marshal &
Fire
Prevention
FR-032
Stormwater (Permits / monitoring records / sampling records / inspection reports / enforcement records / correspondence / construction documents
5 years S / I Yes: 5
years
Department preference; NPDES records are required
for 3 years; 40 CFR 122.41(j)(2); 40 CFR 141.33(b); 22
CCR 64453(b)(2) et seq.

OPERATIONS / SUPPRESSION
Fire /
Operations FR-033 Apparatus & Equipment Records & Testing Disposal + 2 years
Department Preference; Statute of Limitations for
Health Providers is 3 years; OSHA requires 1 year;
State requires 2 years; Statewide guidelines propose 2 years; 8 Cal Code Reg. §3203(b)(1), CCP §340.5, GC
§34090
Fire /
Operations FR-034 Daily Roster 5 years Department preference (per Lexipol Policy); GC §34090
Fire /
Operations FR-035 Hazardous Materials Responses 5 years OSHA and other requirements are 5 years; 8 CCR 5189; 29 CFR 1910, GC §34090
Fire /
Operations FR-036 Pre-plan Sheets When
Superseded S / I
Yes:

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

Fire /
Operations FR-037 Station Log Books / Station Journals (Incidents - kept at Fire Stations) P S/I No Department preference; GC §34090
Lead Dept. FR-038 Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 13 CCR 1234(c); GC §34090
MOUNTAIN VIEW, CA. ©1995-2012 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage & Transmittal
Form)
5 years Mag, Ppr
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-002 Benefit Plan Documents (Optical, Dental, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Human
Resources HR-003
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years Mag, Ppr
Department preference; 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, 34090
Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Human
Resources HR-005 COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Human
Resources HR-006 DMV Pull Notices (ALL)
When
Superseded or
Upon
Separation
Mag, Ppr Department Preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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-007 Drug & Alcohol Test Results (All - Positives and Negatives) 5 years Mag Ppr
Department preference; D.O.T. Requires 5
years for positive tests, 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, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49 CFR
653.71
Human
Resources HR-008 Employee Investigations
Minimum
Separation + 3
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 34090;
Human
Resources HR-009 Employment Verifications
When No
Longer
Required
Mag, Ppr Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-010 Grievances Separation + 3
years
Mag, Mfr,
OD, Ppr S 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 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Human
Resources HR-011 Harassment Prevention Training Certificates (Target Solutions / Vector Solutions) 5 years Mag, Mfr, OD, Ppr S Yes: After
QC'd & OD GC §§34090, 53237.2(b)
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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-012 I-9s Separation + 6
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 34090
Human
Resources HR-013 Job Descriptions / Classification
Specifications
Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years; retirement benefits is 6 years
from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 34090
Human
Resources HR-014 Labor Relations / Negotiations 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources HR-015 Lifetime Tuition Reimbursement (paid
through payroll)
Separation + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources HR-016
Personnel Files - Employee File / Benefit
File (Main File)
Includes Application, Benefit Enrollments,
COBRA, BeneTrac, Evaluations, Policy
Acknowledgements, Personnel Action
Forms, etc.

Does not apply to Peace Officers - See PD-
009 & PD-009.1
Separation + 6
years
Mag, Mfr,
OD, Ppr S 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 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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-017
Personnel Files - Medical File (all
employees)
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, FMLA,
Respirator Fit Tests, etc.

Separation +
30 years or
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Human
Resources HR-018
Recruitment and Testing File / CalOpps
Database
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Ppr
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 1.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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).

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

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

Information
Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line)
When
Superseded Yes Mag. GC §34090 et seq.

Information
Technology IT-003

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup, WORM /
DVD-r / CD-r / Blue Ray-R) or other
unalterable media that does not permit
additions, deletions, or changes
P 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.

INFORMATION TECHNOLOGY
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

LIBRARY
Lead Dept.
& Finance LIB-001 Cash Receipts Report / Detail / Backup / Accounts Receivable Detail / Refund Detail 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090
Library LIB-002 Complaints and Compliments 2 years Mag, Ppr GC §34090 Library LIB-003
Grants: LSCA (Library Services and
Construction), LSTA (Library Services and
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act) and PLF (Public Library Foundation), WIOA
(Workforce Innovation and Opportunity Act Title
II: Adult Education and Literacy)ONLY. For all
others, follow City-wide Schedule.
(SUCCESSFUL Reports, and Financial
Information) Send copy of application and
award to Finance
Final
Expenditure
+ 5 years
Mag, Ppr
Per California State Library Records
Management Program Requirements (April 27,
1998); GC §34090
Library LIB-004 Library Board of Trustees
AGENDA PACKETS & AGENDAS P Yes Mag, Mfr,
OD, Ppr S No Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)
Library LIB-005 Library Board of Trustees
MINUTES P Yes Mag, Mfr,
OD, Ppr S No GC §34090
Library LIB-006 Library Card Applications (Sierra)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Department preference (the database is the
original record); GC §34090
Library LIB-007 Library Systems: ILS Database Indefinite Mag, Ppr Data is interrelated; GC §34090 Library LIB-008 Library Volunteer / Unpaid Intern Logs (Hours) 2 years Ppr Preliminary Drafts not retained in the ordinary course of business; GC §34090
Library LIB-009 Performer Agreements Completion
+ 2 years Mag GC §34090
Library LIB-010 Photo Releases 2 years Mag GC §34090
Library LIB-011 Problem Patron File / Incident Reports / PITS Minimum 2 years Mag, Ppr Department preference; GC §§34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? 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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Library LIB-012 Program Registrations (Springshare) 2 years Mag GC §34090 Library LIB-013 Safety Plan / Safety Study Minimum 2
years Mag, Ppr Department preference; GC §§34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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.

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

OFFICE OF THE CHIEF OF POLICE / PROFESSIONAL STANDARDS UNIT Lead Dept. PD-001
Administration Files - Copies or Preliminary Drafts -
Purchase Orders, Travel, Time Cards, Expense Reports,
Work Orders
Copies - When
No Longer
Required
Preliminary Drafts or Duplicate Copies (other departments maintain the originals); GC §34090.7
Police PD-002 Administration Files - General Correspondence 2 years GC §34090 (ABC) PD-003 Alcoholic Beverage Applications
Non-records -
When No
Longer
Required
Not a record produced by the City.

Police PD-004 Annual Report for Police Department P S / I No Department preference for historical value; GC §34090 Police PD-005 Crime Statistics / Uniform Crime Reporting: ANNUAL OR PERIODIC (Monthly, Bi-monthly, etc.) 2 years GC §34090 Police PD-006 Grievances (Human Resources is OFR for some employees)
Final
Disposition + 5
years
Department 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
Police PD-007 Guns: Dealers Record of Sale
Close of
Business + 2
years
Some dealers have an automated link to DOJ; GC §34090
Police PD-008 Internal Investigations: Officer Involved Shootings P Department Preference; State & Federal laws require
retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years after the discovery of the offense for misconduct in office; IA and Statewide guidelines recommend 25 years for officer-involved shootings; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c), 832.5, VC
§2547
MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

Police PD-009
Internal Investigations - Individual Officers / Complaints Against Officers - WITHOUT Sustained Finding of
Misconduct (other than Officer Involved Shootings)
Final
Disposition + 5
years
Consistent with Lexipol Policy; Department Preference;
State & Federal laws require retention until final disposition of formal complaint; State requires 2 years after action is taken; Statute of Limitations is 4 years for misconduct; IA and Statewide guidelines recommend 25 years for officer- involved shootings; EVC §1045, GC §§12946,12960, 34090, PC §§801.5, 803(c), 832.5, VC §2547
Police PD-009.1
Internal Affairs Investigations - Individual Officers / Complaints Against Officers - WITH Sustained Finding
of Misconduct
(May include criminal acts, moral turpitude, complaints generated from a civilian)
Final
Disposition +
15 years
PC §§832.5, 832.7; GC §§12946, 12960, 34090;
Police PD-010 K-9 / Canine (Police Dogs): Accident File 5 years Department Preference; GC §34090 et seq.

Police PD-011 K-9 / Canine (Police Dogs): Career File
(licensee / vaccination, training certificates, POST, etc) Separation + 2
years Department Preference; GC §34090 et seq.

Police PD-012
K-9 / Canine (Police Dogs): Performance Training File
(monthly training longs, reports, evaluation, inspection and activity. etc.)
2 years GC §34090 et seq.

Police PD-013 Performance Tracker / Supervisory Notes
Drafts - When
No Longer
Required
Preliminary drafts not retained in the ordinary course of business; GC § 34090, GC §6252
Police PD-014
Permits - Business Owners: Massage Therapists, Hot tub / Sauna, Live Entertainment, Adult Entertainment Card
Rooms, Pool Rooms, Taxi, Tow Permits, Parking, Dance,
etc.

Change of
Ownership + 2
years
M / S / I No Department Preference; GC §34090
Police PD-015 Permits - Special Events / Parades, Festivals, Block Parties, etc. 2 years M / S / I No Department Preference; GC §34090 MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

Police PD-016 Permits - Technicians / Drivers (Massage Technicians / Taxi /Tow Drivers)
Expiration + 2
years M / S / I No Department Preference; GC §34090
Police PD-017 Personnel Background Files - Sworn Employees, Non- sworn Employees, Volunteers & Reservists
Separation + 5
years S / I Yes:

After QC Department Preference; GC §34090
Police PD-018 Personnel Background Files - Unsuccessful Applicants (Not Hired) 5 years
Department preference; EEOC / FLSA / ADEA (Age)
requires 3 years; State Law requires 2 - 3 years; 29 CFR 1627.3(a)(5) and (6), 8 CCR §11040.7( c), GC §§12946,
12960, 34090
Police PD-018.1 Report of data regarding the number, type, or disposition of complaints made against its officers (optional) 5 years Department preference; GC §34090 et seq.

Police PD-019 Shift Assignments (Scheduling Software) 2 years Department Preference; Bureau of National Affairs
recommends 2 years for work schedules; 29 CFR 516.6(1), 29 CFR 1602.14, GC § 34090
Police PD-020 Shift Tracker / Log Printout of Notable Events Drafts - When
No Longer
Required
Preliminary drafts not retained in the ordinary course of business; GC § 34090, GC §6252
MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

SPECIAL OPERATIONS DIVISION (SOD)
Police PD-021 Dispersal of Undercover "Buy" Funds 5 years Meets municipal government auditing standards; GC §34090
Police PD-022 Investigative Case Tracking Database Indefinite Department Preference; Data Fields / Records are interrelated; GC §34090
Police PD-023 Pawn Slips 3 years
Department Preference; (Dealers are required to keep for 3 years); Non-records used for investigations; Originals
entered into the State Automated Property System; most
agencies retain for 2 years; B&P §21633; GC §34090
Police PD-024
Personnel Training Files / POST Data, Files and Printouts (Training Courses)
Includes Motor Officers
Separation + 5
years S / I Yes:

After QC
Claims can be made for 30 years for toxic substance
exposure; 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)(ii), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960, 34090
Lead Dept. PD-025
Training - ALL COURSE RECORDS
(Attendance Rosters, Outlines and Materials; includes
Ethics & Safety training)
7 years S
Yes:

When
Inactive
Department Preference; California Labor Department
maintains their records for 7 years; OSHA requires 5 years for safety records; State law requires 2 years;
EEOC/FLSA/ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State Law
requires 2 -3 years; 8 CCR §3203 et seq., 8 CCR
14300.33(a); 29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29
CFR 1904.44; GC §60201 et seq.; LC §6429(c), GC
§§12946,12960, 34090, 53235.2(b)
MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

SPECIAL OPERATIONS DIVISION (SOD) / PROPERTY & EVIDENCE Police PD-026 Evidence, Photos & Film: Crime Scenes
Follows
Retention of
Crime Report
S / I Yes:

After QC See appropriate Crime Report
Police PD-027 Fingerprint Cards (prior to LiveScan) 50 years S / I Yes:

After QC
Department preference (based upon the lifespan of a
potential suspect); GC §34090
Police PD-028 Intoxilizer Maintenance Logs / Equipment Calibration (PAS, etc.) 2 years GC §34090
Police PD-029 Laboratory Records / Analysis Reports
Follows
Retention of
Crime Report
S / I Yes:

After QC See appropriate Crime Report
Police PD-030 Photos: Booking Photos / Mug Shots - ANALOG / NEGATIVES 50 years S / I Yes:

After QC
Department preference (based upon the lifespan of a
potential suspect); GC §34090
Police PD-031 Photos: Booking Photos / Mug Shots - DIGITAL P S / I Yes:

After QC Retained for administrative value; GC §34090
Police PD-032 Property Monthly Logs P Department Preference; GC §34090 Police PD-033 Property Sheets
Follows
Retention of
Crime Report
S / I Yes:

After QC
Statute of Limitations is 1 year for property seized by officers; CCP §340(4); GC §34090
Police PD-034 Property, Gun and Narcotics Logs P S / I Yes:

After QC
If artifact over $10,000, artifact is permanent - Statute of Limitations is up to 3 years (recovery from seized property by police is 1 year); CCP §338(c), 340(4), 341(a); GC
§34090
Police PD-035 Video Interviews (re: Crime Reports) Follows case retention) Department Preference; GC §34090
MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

SUPPORT SERVICES / CAD / DISPATCH
Police PD-036 CAD Incident History Detail Records 2 years GC §34090 Police PD-037 CAD Transaction Logs (including CLETS) 3 years Direct customers; GC §34090 Police PD-038 CAD Unit History Detail Records 2 years GC §34090 Police PD-039 Daily Incident Log 2 years GC §34090
Police PD-040 Incident Summary Data (MIS Reports) 7 years Department preference; GC §34090 Police PD-041 License Plate Recognition Data 2 years GC §34090 Police PD-042 Recordings of Telephone & Radio Communications / Dispatch Recordings 2 years Department Preference; Statewide guidelines propose 180 days (legally mandated for 100 days); GC §§34090, 34090.6 Police PD-043 Unit Activity Summary Data (MIS Reports) 7 years Department preference; GC §34090 Police PD-044 Videos (Jail, etc.) 1 year Records "regular and ongoing operations"; GC §§ 34090.6 and 34090.7
MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

SUPPORT SERVICES / RECORDS
Police PD-045 Auction Receipts & Records 4 years Consistent with auditing standards; GC §34090 Police PD-046 Bail Receipts 4 years S / I Yes:

After QC Consistent with auditing standards; GC §34090
Police PD-047 Bicycle Licenses 2 years GC §34090
Police PD-048 Booking Slips 2 years GC §34090
Police PD-049 Citations: Marijuana / Cannabis Citations or Reports (less than 28.5 grams) 2 years S / I Yes:

After QC GC §34090, H&S §11361.5
Police PD-050 Citations: Misdemeanor Traffic, Moving, Parking, or Criminal 2 years S / I Yes:

After QC
Department Preference; Statute of Limitations is up to two years; Also See Crime Reports; GC §34090, PC §802
Police PD-051
Crime Reports: Capital Crimes, Homicide, Falsification of Public Records, Kidnapping, Unsolved Child or Elder
Abuse, Sexual Assault & Neglect, Rape, Misuse of Public Funds, Train-wrecking, Treason, Suicide, Non-Vehicular
Fatalities (Crimes Subject to Death Penalty or without
statute of Limitations)
P S / I Yes:

After QC
Department Preference; Most have no limitations on
commencement of action; PC §§ 261, 286, 288, 288a,
288.5, 289, 289.5, and 799
Police PD-052
Crime Reports: Felonies and Misdemeanors - ALL except
those otherwise specifically mentioned in this retention schedule
10 years S / I Yes:

After QC
Department Preference; Provided there are no outstanding warrants, unrecovered weapons, criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and H&S §11850; Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090, PC §802, PC §§187, 800 et seq.

Police PD-053 Crime Reports: Marijuana / Cannabis less than 28.5 grams
2 years or
subject 18
years old
S / I Yes:

After QC GC §34090, H&S §11361.5
Police PD-054
Crime Reports: Misdemeanor Marijuana / Cannabis
§11357(e) - Juvenile on School Grounds during School
Hours (with procedure in H&S §11361.5)
Offender is 18
Years Old S / I Yes:

After QC
(Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq., 11357(e)
Police PD-055
Crime Reports: Misdemeanor Marijuana / Cannabis H&S
§11357(b)(d) or H&S §11360(b) (with procedure in H&S
§11361.5)
Conviction or
Arrest (If No
Conviction) + 2
years
S / I Yes:

After QC
(Courts and other Agencies "Shall" destroy); H&S§ 11361.5 et seq.

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

Police PD-056 Crime Reports: Missing Person Reports (unreturned) P S / I Yes:

After QC Dept. Preference; Also see Crime Reports; GC §34090 Police PD-057 Crime Reports: Sealed Cases ("Factual Innocence") Arrest Date + 3 years S / I Yes:

After QC
Individual petitions District Attorney; PD concurs that person is factually innocent, then seals record; GC §34090; PC §851.8(a)
Police PD-058 Crime Reports: Sealed Cases (e.g. Juveniles) Sealing date +
5 years (or
Court Order)
S / I Yes:

After QC
Statute of Limitations runs up to age of majority + 8 years; Sealing for Juveniles and Wards of the Court retained for 5 years; GC §68152(g)(1&2); W&I §§300, 389(a&c), 781(c&d), 826(a)
Police PD-059 Crime Reports: Traffic Collision / Traffic Accident Reviews 5 years S / I Yes:

After QC Dept. Preference; GC §34090
Police /
Records PD-059.1 Crime Reports: Vacatur Relief Granted by Court - Victim of Human Trafficking (Nonviolent Crimes)
Court Order +
1 year S/M/I
Yes:

After QC
& OD
Individual petitions Court ("Shall" Destroy); GC §34090; PC §§236.14(k); 236.15(k)
Police PD-060 Daily Finance Transmittal 2 years GC §34090 et seq.

Police PD-061 Department of Justice Validation Lists 2 years Information received by DOJ; GC §34090 Police PD-062 DUI Restitution Forms 5 years GC §34090 et seq.

Police PD-063 Field Contact Cards / Field Interview Cards (FI's) 3 years S / I Yes:

After QC
Department Preference; Notes destroyed in the regular
course of business; GC §34090 et seq.

Police PD-064 Incident Reports / Service Cases / Non-Criminal Reports:
72 hour holds, 5150s, etc. 3 years S / I Yes:

After QC GC §34090
Police PD-065 LiveScan Applications / Fingerprint Transmittals for Public 2 years GC §34090 et seq.

Police PD-066 LiveScan Responses for Employees 50 years S / I Yes:

After QC Department preference; GC §34090 et seq.

Police PD-067 Logs: Blackberry, Subpoena Payroll, CLETS QC Logs, etc.

When No
Longer
Required
Preliminary records not retained in the ordinary course of business; GC §34090 et seq.

Police PD-069 Registrant Files: Arson Registrations: Adults P or Death of the Registrant S Yes:

After QC
Department Preference; Pursuant to PC §457.1 et seq.;
required to register for life; If released from CYA, records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7
MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention
Image:

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

Police PD-070 Registrant Files: Arson Registrations: Juveniles released from California Youth Authority
Age 25 or
Sealing Date +
5 years
S Yes:

After QC
Pursuant to PC §457.1 et seq.; If released from CYA,
records are destroyed after age 25 or sealing pursuant to W&I §781; GC §34090.7
Police PD-071 Registrant Files: Gangs / Street Terrorism P or Death of the Registrant S Yes:

After QC
Department Preference; Pursuant to PC §186.30 et seq; GC §34090
Police PD-072 Registrant Files: Narcotic / Drug Registrants 5 years S Yes:

After QC
Department Preference; Registration is required for 5 years; GC §34090, H&S §11590 et seq., H&S §11594(a)
Police PD-073 Registrant Files: Sex Offender Registrations: Adults P or Death of the Registrant S Yes:

After QC
Department Preference; Pursuant to PC §290 et seq; GC
§34090
Police PD-074 Registrant Files: Sex Offender Registrations: Juveniles P or Sealing
Date + 5 years
(or Court
Order) or
Death of
Registrant
S Yes:

After QC Pursuant to PC §290 et seq; GC §34090
Police PD-075 Restraining Orders (TROs & EPOs) Expiration of Order
Department Preference; Non-records (Court is OFR); GC
§34090
Police PD-076 Ride-a-Long Applications 2 years GC §34090 et seq.

Police PD-077 RMS Database Indefinite Department Preference; Data Fields / Records are interrelated; GC §34090
Police /
Records PD-077,1 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years 11 CCR 999.228; 11 CCR 999.229; GC §34090 PD-078 Vehicle Repossession and PPT Notification Forms
Non-records -
When No
Longer
Required
Preliminary drafts used to notify Police of a Private Property Tow or Repossession
Police PD-079 Warrant Updates (No Case Associated with Warrant) 2 years S Yes:

After QC GC §34090
MOUNTAIN VIEW, CA.
©1995-2008 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-1
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-001 Bonds: CIP Labor & Materials, Performance Bonds, Letters of Credit
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Security; GC §34090
Public Works /
Engineering PW-002
Capital Improvement Projects (CIP) - Where
Engineering is the Lead: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090; Term
"Completion" varies. Please consult with
City Clerk's Office for specific destruction
rules.

Public Works /
Engineering PW-003
Capital Improvement Projects (CIP) Where
Engineering is the Lead: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Engineering PW-004
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built", Private
Development Improvement Plans
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
No
(disaster
response)
Drafts should be destroyed; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-2
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Engineering PW-005
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of Way,
Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
Public Works /
Engineering PW-006
Encroachment Permits / Excavation Permits:

Temporary (Debris Boxes, Scaffolding Permits,
Street Permits, Temporary Construction, Sidewalk
Repairs, Traffic Control, Transportation Permits,
Utility Cuts, etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr GC § 34090
Public Works /
Engineering PW-007
Engineering Studies / Surveys (Public Right-of-
Way) - Geotechnical and Soil Reports / Hydrology
Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
City Clerk PW-008
Recorded Documents: Deeds, Easements, Right
of Ways, Abandonments / Vacation, Liens / Lien
Releases
Send all finals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (City Clerk is the
Office of Record); GC §34090(a)
Public Works /
Engineering PW-009 Stormwater: NPDES Monitoring Reports (City Co- Permittee with County)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
Public Works /
Engineering PW-010 Stormwater: NPDES Permits (City Co-Permittee with County)
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

Public Works /
Engineering PW-011 Traffic Calming Requests / Stop Sign Surveys (Speed Humps, etc.) 10 years Mag Ppr Department preference; GC §34090 MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-3
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Police PW-012 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering PW-013 Traffic Counts 10 years Mag Ppr Department preference; GC §34090 Public Works /
Engineering PW-014 Traffic Speed Surveys / Stop Sign Warrants 10 years Mag Ppr Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090
Public Works /
Engineering PW-015 Wells 10 years Mag Ppr
Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090

PUBLIC WORKS / LAND DEVELOPMENT (ENGINEERING)
Public Works /
Land Develop. PW-016 Design & Construction Standards - Authored by the City for Private Development P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Land Develop. PW-017
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Improvement Plan "As-Built"
- Where Land Development is the Lead
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Land Develop. PW-018
Encroachment Permits / Excavation Permits:

PW-019
Encroachment Permits / Excavation Permits:

Temporary (Debris Boxes, Scaffolding Permits,
Street Permits, Temporary Construction, Sidewalk
Repairs, Traffic Control, Transportation Permits,
Utility Cuts, etc.)
Includes Insurance Certificates
Completion +
10 years
Yes: Until
Completion Mag, Ppr Department Preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-4
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Land Develop. PW-020
Flood Plain Management / FEMA; Development
Applications (Elevation Certificates, Flood
Development Applications and C/LOMR), FEMA
Reports (Annual Certification and 5-year Audit)
Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Land Develop. PW-021 Grading Permits and Grading Plans P Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Land Develop. PW-022
Land Development / Private Development:

Permanent Files
Certificate of Acceptance / Approval (copy),
Dedications, Abandonments, Drainage, Driveway,
Private Lab Verifications, Testing Lab Final
Reports, Studies, Reports, Geotechnical and Soil
Reports / Hydrology Reports, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
Public Works /
Land Develop. PW-023
Land Development / Private Development: :

Administration File / Construction Inspection
Construction Inspections, Correspondence, Daily
Logs, Inspector's Records, Photos, etc.

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

QC & OD
Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
City Clerk PW-024
Recorded Documents: Agreements, Easements,
Vacations, Final/Parcel Maps, Lot Line
Adjustments
Send all finals to the City Clerk
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (City Clerk is the
Office of Record); GC §34090(a)
Public Works /
Land Develop. PW-025 Securities: Faithful Performance and Labor Material Bonds, Letter of Credits
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Security; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-5
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Engineering PW-026 Stormwater: NPDES Monitoring Reports (Land Development Project)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
Public Works /
Engineering PW-027 Stormwater: NPDES Permits (Land
Development Project)
Minimum
Permit
Superseded
+ 5 years
Yes: Until
Expiration Mag, Ppr
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; GC §34090
CCP §337 et seq.

Public Works /
Land Develop. PW-028 Water and Sewer Applications P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090

PUBLIC WORKS /FACILITIES MANAGEMENT
Public Works /
Facilities Manag. PW-029 Fire Sprinkler Testing & Backflow (City Buildings) 5 years Mag, OD, Ppr S Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / FLEET SERVICES / MAINTENANCE
Public Works /
Fleet Services PW-030
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Public Works /
Fleet Services PW-031 Tire Disposal / Waste Manifests 3 years Mag, Ppr 14 CCR 18459.3; GC §34090 Public Works /
Fleet Services PW-032 Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Fleet Services PW-033
Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
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; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-6
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Fleet Services PW-034 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Ppr Title is transferred to new owner or
auction house

PUBLIC WORKS / GENERAL
Public Works /
General PW-036
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures (SPCC),
Inspections, Integrity Testing, Maintenance, Repairs
20 years
Mag
(comput
er), Ppr
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); GC §34090
Public Works /
General PW-037 AQMD Permits - for Generators, etc. Issue Date + 5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works /
General PW-038 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
General PW-039 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S Yes: After
1 year
Department preference; GC §34090 et.
seq.

PUBLIC WORKS / LANDFILL
Public Works /
Landfill PW-040 Landfill Tonnage Reports P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Landfill PW-041 Landfill Monitoring Reports / Post closure Reports P Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090

PUBLIC WORKS / MAINTENANCE SERVICES
Public Works /
Maint. Serv. PW-042 CCTV Videos of Storm Drain Lines 10 years Mag, Ppr Department preference; GC §34090 Public Works /
Maint. Serv. PW-043 Operations & Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC §34090 et.
seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-7
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Maint. Serv. OR
Community
Service / Parks &
Open Space
PW-044 Playground Inspections 10 years Mag, Ppr Department preference; GC §34090 Lead Dept. PW-045 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090

PUBLIC WORKS / SOLID WASTE
Public Works /
Solid Waste PW-046 AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years Mag, Ppr Department preference; SB 1383
compliance is required for 5 years; Low-
Carbon Fuel Standard regulations credits
can be received for 10 years, and are
eligible for an extension; 14 CCR §
18995;.2 H&S §39730.7; GC §34090
Public Works /
Solid Waste PW-047 Reports to Regulatory Agencies (California Integrated Waste Management Board, etc.) 10 years Mag, Ppr Department Preference; GC §34090 Public Works /
Solid Waste PW-048 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Ppr Department Preference; GC §34090 Public Works /
Solid Waste PW-049 Tonnage Reports 10 years Mag, Ppr Department Preference; GC §34090

PUBLIC WORKS / WASTEWATER COLLECTIONS
Public Works /
Wastewater
Collections
PW-050 CCTV Videos of Sewer Lines 10 years Mag, Ppr Department preference; GC §34090 Lead Dept. PW-051 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-8
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Wastewater
Collections
PW-052 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years Mag, Ppr Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Wastewater
Collections
PW-053 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Wastewater
Collections
PW-054 Sewer Odor Complaints / Gas Detection Results /
Investigations 5 years Mag,
OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Public Works /
Wastewater
Collections
PW-055
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer Overflow Response
Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; GC §34090
Lead Dept. PW-056 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090

PUBLIC WORKS / WATER QUALITY - WASTEWATER
Public Works /
Water Quality PW-057 Laboratory Information Management System Database / LIMS Database - Wastewater
Indefinite -
Minimum 5
years
Yes Mag Data is interrelated; system qualifies as a
"trusted system"; GC §§60201, 12168.7
Public Works /
Wastewater PW-058 Lab Reports & Chains of Custody: Wastewater Minimum 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Public Works /
Water Quality PW-059 Laboratory Equipment Calibration Records - Wastewater 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Consistent with Chemical Reports; 40
CFR 141.33(a)

PUBLIC WORKS / WASTEWATER TREATMENT PLANT (WWTP)
Lead Dept. PW-060 AQMD Permits (Air Quality Management Districts) - for Generators, etc
Issue Date +
5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works /
WWTP PW-061 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets (Blockages) 5 years Mag,
OD, Ppr S Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-9
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Lead Dept. PW-062 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
Public Works /
WWTP PW-063 Correspondence - Regulatory Agencies
(Wastewater)
Minimum 5
years
Yes: While
Active
Issues
Mag, Ppr
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Lead Dept. PW-064 Backflow Test Results / Backflow Assembly Test Reports 5 years Mag,
OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-065 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
WWTP PW-066 Logs: Vac Con Trucks, etc. 5 years Mag,
OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-067 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag, Ppr
Department preference (some equipment
is from the 1950's, and the O&M Manual
isn't helpful); GC §34090
Public Works /
WWTP PW-068
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA, CERS,
CUPA, NPDES, SWRCB, etc.)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Lead Dept. PW-069 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S Yes: After
1 year
Department preference; GC §34090 et.
seq.

Public Works /
WWTP PW-070
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 5
years Mag, Ppr
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-10
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Lead Dept. PW-071
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
WWTP PW-072 Sanitary Survey of Sewer System 5 years Mag, OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-073 SCADA Database (Wastewater) Indefinite Mag Data is interrelated; GC §34090 Public Works /
WWTP PW-074 Wastewater Treatment Plant Operators
Certificates (posting required)
When
Superseded
Mag,
OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Public Works /
WWTP PW-075 Wastewater Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
OD, Ppr S Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090

PUBLIC WORKS / WATER DISTRIBUTION
Public Works /
Water
Distribution
PW-076
Fire Hydrant Pressure / Water Pressure
Measurements . Fire Flow Pressure Test
Fire / Ops maintains Flush and Valve
Maintenance Records
Minimum 5
years Mag, Ppr Department preference; GC §34090
Lead Dept. PW-077 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-11
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Lead Dept. PW-078
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

PUBLIC WORKS / WATER QUALITY - POTABLE WATER
Public Works /
Water PW-080 Laboratory Information Management System
Database / LIMS Database - Potable Water
Indefinite -
Minimum 12
years
Yes Mag
Data is interrelated; Lead & Copper is
required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91 ; GC §§60201, 12168.7
Public Works /
Water PW-081 Quality Assurance Manual
Indefinite -
Minimum 12
years
Yes Mag
Data is interrelated; Lead & Copper is
required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91 ; GC §§60201, 12168.7
Public Works /
Water PW-082 Lab Reports & Chains of Custody: Potable Water Bacteriological and Organics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Works /
Water PW-083 Lab Reports & Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-12
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Water PW-084 Lab Reports & Chains of Custody: Potable Water Lead & Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91

PUBLIC WORKS / WATER TREATMENT PLANT (POTABLE WATER)
Lead Dept. PW-085 Confined Space Entries / Hot Work Permits 2 years Mag, Ppr 8 CCR 5157(d)(14) & (e)(6); 29 CFR 1910.146(e)(6) GC §34090
Public Works /
Water Treatment
Plant
PW-086
Customer Concerns / Customer Complaints /
Complaint Forms: Odor / Taste / Visual
Complaints (Correspondence regarding Potable
Water)
5 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
Public Works /
Water Treatment
Plant
PW-087
Environmental Agencies / Regulatory Agencies for
Potable Water - Correspondence with
Substantive Content:

DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
Minimum 10
years Mag, Ppr Department Preference; GC §34090
Lead Dept. PW-088 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
Water Treatment
Plant
PW-089 Leak Report / Annual Leak Report / Water Loss
Reports
Minimum 2
years Mag, Ppr Department Preference; GC §34090
Lead Dept. PW-090 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment Mag, Ppr Department preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-13
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Water Treatment
Plant
PW-091
Permits - Water Regulatory / Operating Permits:

CalARP, CERS, Cal OSHA, DDW (Division of
Drinking Water), DWR (Department of Water
Resources), EPA, MS-4, NPDES, RMP, SWRCB
(State Water Resources Control Board) ,etc.

P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Works /
Water Treatment
Plant
PW-092
Regulatory Reports / Water Reports to
Regulatory Agencies: CalARP, CERS, Cal
OSHA, DDW (Division of Drinking Water), DWR
(Department of Water Resources), EPA, MS-4,
NPDES, RMP, SWRCB (State Water Resources
Control Board) ,etc.

Minimum 10
years Mag, Ppr
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Lead Dept. PW-093
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Public Works /
Water Treatment
Plant
PW-094 Sanitary Surveys of Water Sources 10 years Mag, Ppr 22 CCR §64470; GC §34090 Public Works /
Water Treatment
Plant
PW-095 SCADA Database (Water) Indefinite Mag Data is interrelated; GC §34090 MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(ALL DIVISIONS)
Page PW-14
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? 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).

Public Works /
Water Treatment
Plant
PW-096
Vulnerability Assessment / Emergency Response
Plan / Risk & Resilience Assessment / Hazard
Mitigation Plan
When
Superseded -
Minimum 2
years
Mag, Ppr Confidential; 42 USC 300i-2(d); GC
§34090
Public Works /
Water Treatment
Plant
PW-097 Plant Operator Log Books 5 years Mag, Ppr
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Public Works /
Water Treatment
Plant
PW-098
Water Production Reads / Reports (to State DDW
(Division of Drinking Water) / DWR (Department
of Water Resources) / SWRCB (State Water
Resources Control Board)
5 years Mag, Ppr
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Public Works /
Water Treatment
Plant
PW-099 Water Treatment Plant Operators Certificates
(posting required)
When
Superseded
Mag,
OD, Ppr S Yes: After
QC & OD Department preference; GC §34090
Public Works /
Water Treatment
Plant
PW-100 Water Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
OD, Ppr S Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
Public Works /
Water Treatment
Plant
PW-101 Reservoirs: Maintenance, Videos, Inspections,
etc. P
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department preference; GC §34090
MOUNTAIN VIEW, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Mountain View City CouncilMay 23, 2023

Mountain View City Council
May 23, 2023