SUMMARY
Total Non-CIP PO Carryover Request 2,983,110$
Total Budget Only Carryover Request 8,183,403
Total CIP Carryover Request 6,875,053
Grand Total 18,041,566$
453
FY 2021/22
Audited
FY 2022/23
(Estimated) $ Change % Change
General Fund
Ending Fund Balance 53,491,683$ 64,426,683$ 10,935,000$ 20.44% Non-Spendable 4,251,831 3,974,673 (277,158) ‐ 6.52% Restricted 203,435 225,188 21,753 10.69% Committed 23,139,944 23,582,973 443,029 1.91% Assigned 52,482 52,482 (0) 0.00% Unassigned 25,843,991 36,591,368 10,747,377 41.59% Total Fund Balance 53,491,683 $ 64,426,683 $ 10,935,000 $ Measure T
Ending Fund Balance 43,510,403$ 52,958,024$ 9,447,621$ 21.71% Non-Spendable 228,886 204,392 (24,494) ‐ 10.70% Restricted ‐ ‐ ‐ 0.00% Committed 29,484,505 21,540,828 (7,943,677) ‐ 26.94% Assigned ‐ ‐ ‐ 0.00% Unassigned 13,797,012 31,212,803 17,415,791 126.23% Total Fund Balance 43,510,403 $ 52,958,024 $ 9,447,621 $ Fire District Fund
Ending Fund Balance 3,979,162$ 3,917,869$ (61,293)$ ‐ 1.54% Non-Spendable 28,466$ 40,192$ 11,726 41.19% Restricted 3,950,696 3,885,149 (65,547) ‐ 1.66% Committed ‐ ‐ ‐ 0.00% Assigned ‐ ‐ ‐ 0.00% Unassigned - (7,472) (7,472) 0.00% Total Fund Balance 3,979,162 $ 3,917,869 $ (61,293) $ Community Services District Funds*
Ending Fund Balance 7,035,157$ 6,438,263$ (596,894)$ ‐ 8.48% Non-Spendable 3,824$ 3,824$ ‐ 0.00% Restricted 7,031,333 ‐ (7,031,333) ‐ 100.00% Committed ‐ 5,949,298 5,949,298 0.00% Assigned ‐ ‐ 0.00% Unassigned ‐ 485,141 485,141 0.00% Total Fund Balance 7,035,157 $ 6,438,263 $ (596,894) $ Components of Fund Balance (Estimated)
11/28/2023
1454
FY 2021/22
Audited
FY 2022/23
(Estimated) $ Change % Change
Library District Fund
Ending Fund Balance 1,405,213$ 1,388,137$ (17,076)$ ‐ 1.22% Non-Spendable 3,899$ 4,263$ 364 9.34% Restricted 1,401,314 1,375,053 (26,261) ‐ 1.87% Committed ‐ 8,821 8,821 0.00% Assigned ‐ ‐ ‐ 0.00% Unassigned ‐ ‐ ‐ 0.00% Total Fund Balance 1,405,213 $ 1,388,137 $ (17,076) $ * For GASB 54 representation purposes the Community Services District Funds include the CSD, Local Zones, and Landscape Lighting Districts (LLDs).
11/28/2023
2455
ESTIMATED ENDING FUND BALANCE BY FUND FOR FISCAL YEAR 2022/23 Fund No. Fund Description Beginning Balance Estimated Revenues Transfers In Transfers Out Estimated Expenditures Estimated Ending Balance Amount Unavailable Amount Available 110 General Fund 53,491,681$ 70,969,884$ 41,532$ (1,306,275)$ (59,030,469)$ 64,166,353$ 27,574,985$ 36,591,368$ 111 Gen Fund Measure T 43,510,404 28,538,253$ -$ (6,032,272)$ (13,093,289)$ 52,923,095 21,710,292 31,212,803 151 Fire District Admin 3,979,165 18,865,709$ 2,863,919$ -$ (21,792,987)$ 3,915,806 3,923,278 (7,472) 171 Community Service District Fund 1,118,568 2,891,764$ 1,696,112$ -$ (4,551,908)$ 1,154,536 1,162,197 (7,661) 311 Library Fund 1,405,213 2,750,410$ 61,541$ -$ (2,829,028)$ 1,388,137 1,388,137 - Sum of All Major Funds 103,505,031$ 124,016,019$ 4,663,104$ (7,338,547)$ (101,297,681)$ 123,547,926$ 55,758,888$ 67,789,038$ Fund No. Fund Description Beginning Balance Estimated Revenues Transfers In Transfers Out Estimated Expenditures Estimated Ending Balance* 112 General Fund Capital 6,702,061$ -$ 1,996,200$ (61,644)$ (521,532)$ 8,115,085$ 118 Traffic Safety Fund 116,834 12,899$ -$ -$ (11,039)$ 118,695 119 Crime Prevention Fund 80,043 51,200$ -$ -$ (135,896)$ (4,652) 127 DIF Fire Fund 1,495,148 594,596$ -$ -$ (16,998)$ 2,072,746 128 DIF Freeway overcrossing Bridg 8,454,376 196,159$ -$ -$ (12,338)$ 8,638,197 129 DIF General Facility Fund (91,296) 212,572$ -$ -$ (43)$ 121,233 130 DIF Law Enforcement Fund 1,088,579 541,868$ -$ -$ (436)$ 1,630,010 131 DIF Library Fund 1,135,844 358,771$ -$ -$ (6,180)$ 1,488,434 132 DIF Open Space Fund 1,778,677 41,272$ -$ -$ (856)$ 1,819,093 133 DIF Park Land Fund 2,805,277 3,808,528$ 28,917$ (34,668)$ (527,192)$ 6,080,862 134 DIF Storm Drain Fund 4,681,589 481,384$ -$ -$ (2,157)$ 5,160,817 135 DIF Street Fund 10,701,936 248,714$ -$ -$ (12,155)$ 10,938,495 136 DIF Traffic Signal Fund 2,442,319 1,018,851$ -$ -$ (98,684)$ 3,362,486 137 DIF Community Center Fund 1,134,670 682,012$ -$ -$ (445)$ 1,816,237 138 DIF-FWY,Street,Bridge 4,952,539 5,137,973$ -$ -$ (209,702)$ 9,880,811 140 RSA Fees Fund 200,799 4,659$ -$ -$ (94)$ 205,364 141 SWRBBD Fund 192,659 74,889$ -$ -$ (94)$ 267,453 161 TUMF Fund 12,115 -$ -$ -$ (393,378)$ (381,263) 180 CSD Exempt Maintenance 251,357 1,759,772$ 78,189$ -$ (2,089,318)$ - 181 Local Zone A Fund - 195,582$ 35,987$ (47,958)$ (183,611)$ - 182 Local Zone B Fund 372,636 480,277$ -$ (107,299)$ (442,115)$ 303,500 183 Local Zone C Fund 75,172 43,597$ -$ (9,823)$ (44,939)$ 64,006 184 Local Zone D Fund 22,828 105,147$ 13,187$ (34,784)$ (106,378)$ - 185 Local Zone E Fund (0) 14,960$ 12,657$ (9,765)$ (17,852)$ - 186 Local Zone F Fund 57,060 57,446$ -$ (3,871)$ (51,355)$ 59,280 188 Local Zone H Fund 51,471 140,880$ 2,194$ (16,699)$ (177,846)$ - 189 Local Zone I Fund 17,729 4,847$ -$ -$ (3,550)$ 19,026 200 LLD 1 Copper Canyon Fund 131,998 489,983$ -$ (15,485)$ (488,049)$ 118,447 202 LLD 2 Grizzly Ridge Fund 99,800 136,278$ -$ (5,836)$ (140,666)$ 89,575 203 LLD 3 Cherry Street Fund 11,074 18,307$ -$ (693)$ (12,947)$ 15,741 204 LLD 4 Western Pacific Fund 124,476 61,779$ -$ (5,258)$ (57,107)$ 123,891 205 LLD 5 Murrieta Ranchos Fund 9,999 26,988$ -$ (3,987)$ (23,381)$ 9,618 206 LLD 6 Fallsgrove Fund 64,315 20,718$ -$ (3,640)$ (16,688)$ 64,705 207 LLD 7 Continental Homes Fund 20,077 31,600$ -$ (3,987)$ (24,296)$ 23,394 208 LLD 8 Lincoln Ranch Fund 189,516 147,274$ -$ (8,609)$ (164,706)$ 163,475 209 LLD 9 Tapestry Fund 21,766 53,956$ -$ (1,965)$ (43,845)$ 29,912 210 LLD 10 Hwy 79/Hunter Rd Fund (25,511) 154,117$ 36,388$ (12,250)$ (152,744)$ - 211 LLD 11 Masters/Winchester Fnd (0) 48,279$ 6,512$ (16,410)$ (38,381)$ - 212 LLD 12 Warm Springs Fund 1,117,709 738,663$ -$ (35,304)$ (512,348)$ 1,308,719 213 LLD 13 Mira Mosa Fund 15,700 292,209$ -$ (11,903)$ (271,616)$ 24,390 214 LLD 14 Sycamore Ranch Fund 31,068 55,310$ -$ (4,218)$ (43,432)$ 38,727 215 LLD 15 Greer Ranch Fund 37,773 90,543$ -$ (636)$ (98,429)$ 29,251 216 LLD 16 Mapleton Fund 420,950 642,369$ -$ (16,930)$ (578,982)$ 467,407 217 LLD 17 Country Gate Fund 127,193 67,846$ -$ (4,218)$ (62,741)$ 128,080 218 LLD 18 Vineyards Fund 135,785 91,989$ -$ (3,178)$ (119,338)$ 105,259 219 LLD 19 Murrieta Oaks Fund 355,527 393,934$ -$ (10,458)$ (442,471)$ 296,532 220 LLD 20 Blackmore Ranch Fund 293,509 155,562$ -$ (3,582)$ (218,547)$ 226,943 221 LLD 21 Northstar Ranch Fund 566,670 246,479$ -$ (11,267)$ (264,533)$ 537,349 222 LLD 22 US Homes Fund 5,432 7,446$ -$ (347)$ (5,106)$ 7,424 11/28/2023
1 456
ESTIMATED ENDING FUND BALANCE BY FUND FOR FISCAL YEAR 2022/23 Fund No. Fund Description Beginning Balance Estimated Revenues Transfers In Transfers Out Estimated Expenditures Estimated Ending Balance* 223 LLD 23 Creekside Village Fund 280,150 206,701$ -$ (5,085)$ (186,769)$ 294,997 224 LLD 24 Springbrook Fund 12,935 35,540$ -$ (1,676)$ (34,608)$ 12,191 225 LLD 25 Golden Cities Fund 707,123 235,055$ -$ (3,005)$ (332,517)$ 606,656 226 LLD 26 Murrieta Field Fund 26,607 12,489$ -$ (1,560)$ (9,738)$ 27,798 227 LLD 27 Hunter Ridge Fund 266,250 98,814$ -$ (2,600)$ (87,839)$ 274,625 228 LLD 28 Lantana 10,804 68,119$ -$ (1,560)$ (51,788)$ 25,575 229 LLD 29 Gallery Esstates 9,642 9,296$ -$ -$ (6,872)$ 12,067 302 Measure A Fund 8,882,672 3,964,827$ -$ (730,600)$ (882,331)$ 11,234,568 306 State Gas Tax (HUTA) Fund 10,428,482 3,064,073$ -$ -$ (3,007,931)$ 10,484,623 307 SB1 Road Maintenance and Rehab 5,129,219 2,601,517$ -$ -$ (2,877,984)$ 4,852,752 316 Developer Agreement Fund 1,849,797 124,233$ -$ -$ (93,152)$ 1,880,878 319 Reimbursement Agreement Fund (19,450) -$ -$ -$ -$ (19,450) 322 Low Mod Income Housing Fund 12,581,996 161,399$ -$ -$ (43,270)$ 12,700,125 323 Housing Authority 992,537 23,031$ -$ -$ (471)$ 1,015,097 335 Prop 68 Grant Fund - -$ -$ -$ -$ - 336 Air Quality Management Fund 692,973 165,199$ -$ -$ (66,246)$ 791,926 341 Community Development Block Gr (181,647) 75,714$ 34,668$ -$ (64,199)$ (135,464) 353 Recycling Grant Fund 71,312 142,253$ -$ -$ (136,069)$ 77,496 354 Projects Funded Via Grants Fun 70,446 -$ -$ -$ (71,888)$ (1,443) 355 OTS Grant Fund (20,683) 92,349$ -$ -$ (81,776)$ (10,111) 357 Library Grant Fund 3,470 69,145$ -$ -$ (48,914)$ 23,701 358 Other State Grants Fund 57,056 175,602$ -$ (8,805)$ (414,270)$ (190,417) 361 Federal Grant - DOJ (12,965) 35,466$ -$ -$ (21,418)$ 1,083 371 Federal Funding-Toll Credits (0) -$ 0$ -$ -$ 0 376 Homeland Security - Federal Gr (121,114) 3,932$ -$ -$ (9,417)$ (126,599) 374 ARPA Federal Grant Fund 78,072 5,709,870$ -$ (1,500,000)$ (3,883,684)$ 404,258 377 Federal Grant FEMA-EMPG (1,133,109) 1,688,987$ -$ -$ (1,067,692)$ (511,814) 380 State Transportation Imp Fund (72,986) 1,921$ -$ -$ -$ (71,065) 402 Seized Assets Fund-State 118,939 8,653$ -$ -$ (111)$ 127,481 403 Seized Assets Fund-Federal DOJ 799,888 17,652$ 83,696$ -$ (261,209)$ 640,028 404 Seized Asset Fnd-Fed Treasury 190,508 4,421$ -$ -$ -$ 194,930 405 Undercover Operations 37,611 (2,500)$ -$ -$ (47)$ 35,063 411 Supplemental Law Fund 222,826 291,181$ -$ -$ (374,664)$ 139,343 431 NPDES CSA 152 Fund 1,390,937 421,134$ 300,000$ -$ (872,291)$ 1,239,781 451 City Wide Debt Service (0) -$ 577,811$ -$ (577,811)$ - 502 SuccessrAgncy-2005 TABS Residu 156,306 3,627$ -$ -$ (26)$ 159,908 511 Obligation Payment Fund 344,128 8,054$ -$ -$ (163)$ 352,019 512 Obligation Pmt Fund 2005 TABs (9,712) -$ -$ -$ (789)$ (10,501) 513 Obligation Pmnt Fnd 2007 TABs 1,975,629 45,263$ -$ -$ (100,534)$ 1,920,358 551 Area Drainage Fund 5,622,926 246,758$ -$ -$ (22,529)$ 5,847,155 576 CFD'S Bond Proceeds 1,583,674 47,964$ -$ -$ (10,548)$ 1,621,090 601 SuccessrAgncy-TaxIncr-Residual 21,779 228,100$ -$ -$ (186,272)$ 63,607 602 SuccessrAgency RPTTF Debt Serv (32,803,607) 2,862,693$ -$ -$ (1,120,428)$ (31,061,343) 655 2020A LRB Debt Service Fund 1,946 6,236$ 730,600$ -$ (728,285)$ 10,496 656 MFA (LARB 2016A) 40,046,708 56,369$ 3,612,020$ (9,495)$ (3,612,020)$ 40,093,583 657 MFA (LARB 2016B) 7,210,784 9,872$ 628,588$ (662)$ (628,588)$ 7,219,994 658 MFA (LARB 2022) 30,563,488 42,118$ 2,655,855$ (20,911)$ (2,655,855)$ 30,584,695 659 MFA (STRRB 2012) 218,196 -$ -$ -$ -$ 218,196 701 Risk Management Fund (4,054,006) 8,080,375$ -$ -$ (10,754,271)$ (6,727,902) 715 Vehicle Replacement Fund 1,062,645 24,658$ -$ -$ (488)$ 1,086,815 726 Information Services/GIS Fund 4,670,318 3,855,708$ -$ -$ (4,295,562)$ 4,230,465 810 Mur Valley Town Hall Endowment 502,699 11,614$ -$ -$ (4,583)$ 509,730 811 Community Facilities Districts (3,643,906) 9,731,784$ 31,068$ (6,896,463)$ (1,749,271)$ (2,526,788) 812 Com. Facilities Dist Formation 26,777 -$ -$ -$ -$ 26,777 Sum of All Other Funds 149,334,320$ 65,014,326$ 10,864,537$ (9,689,094)$ (50,286,896)$ 165,237,193$ 11/28/2023
2 457
ESTIMATED ENDING FUND BALANCE BY FUND FOR FISCAL YEAR 2022/23 Fund No. Fund Description Beginning Balance Estimated Revenues Transfers In Transfers Out Estimated Expenditures Estimated Ending Balance* Sum of All Funds 252,839,351$ 189,030,345$ 15,527,641$ (17,027,641)$ (151,584,577)$ 288,785,120$ *The available fund balance may be less than the amount shown on this report due to other commitments and/or funds restricted for other purposes 11/28/2023
3 458
Fiscal Year 2022/23 Year- End
B
udget Update
Presented by Jennifer Terry, Finance Manager
Geovanny Calvopina, Financial Analyst
December 5, 2023, City Council Meeting, Agenda Item No. 14 Received After Agenda Printed
12/5/23 - Regular Meeting
Item 14- Staff Presentation
459
Overview
• Estimated Year-End Budget Results
• Estimated Ending Fund Balances
• Appropriation of Unassigned Fund Balance
• Carryover Requests
• Future Actions
Fiscal Year 2022/23 Year -End
Budget Update
460
Citywide Results
Fiscal Year 2022/23 Year- End Budget Update
FY 2022/23
Adopted
Budget
FY 2022/23
Amended
Budget
FY23 YTD
thru 6/30/23
Variance
Amount (S)
% Received
thru 6/30/23
Total Revenue 140,279,539$ 181,105,280$ 204,557,987$ 23,452,706$ 113% Total Expenditures 134,308,507$ 169,551,005$ 168,612,218$ (938,787)$ -1% Contributution To/(Use of) Fund Balance 5,971,032$ 11,554,276$ 35,945,768$
CITYWIDE
461
Citywide Revenue Results
Fiscal Year 2022/23 Year- End Budget Update
FY 2022/23
Adopted
Budget
FY 2022/23
Amended
Budget
FY23 YTD
thru 6/30/23
Variance
Amount (S)
% Received
thru 6/30/23
Revenues
Taxes-Sales Tax 40,683,000 51,716,500 55,317,537 3,601,037 107% Other Misc Revenue 15,418,762 35,731,877 38,786,727 3,054,850 109% Taxes-Property 27,454,867 27,859,574 31,678,533 3,818,960 114% Charges for Services 14,986,948 16,670,863 17,871,983 1,201,120 107% Transfer In 9,711,807 14,198,321 15,527,641 1,329,321 109% Special Assessments 11,229,745 11,229,745 11,360,911 131,166 101% Taxes-VLF/Property Tax Comp 9,301,070 9,638,000 10,186,630 548,630 106% Taxes-Franchises 3,968,420 4,705,100 4,960,011 254,911 105% Taxes-Other 2,955,663 2,955,663 2,815,689 (139,974) 95% Taxes-Transient Occupancy Tax 1,179,270 2,214,700 1,898,348 (316,352) 86% License/Permit Fees 1,618,857 1,814,688 2,352,370 537,682 130% Taxes-Business Licenses 730,330 920,000 928,285 8,285 101% Taxes-Property Transfer 660,800 900,000 576,080 (323,920) 64% Chrg for Svc-Waste Management 360,000 550,000 700,000 150,000 127% Chrg for Svc-ApplealslAdmin Fee - 250 50 (200) 20% Loan/Bond/Lease Proceeds 20,000 - 21,566 21,566 0% Tax-Special Tax - - 9,575,626 9,575,626 0% Total Revenue 140,279,539$ 181,105,280$ 204,557,987$ 23,452,706$ 113%
CITYWIDE
462
Revenue (Sales Tax)
Fiscal Year 2022/23 Year- End Budget Update
• Two Components of Sales Tax
Bradley Burns
Measure T
• Year-Over-Year Growth
463
Revenue (Other Major Revenues)
Fiscal Year 2022/23 Year- End Budget Update
• Other Misc. Revenues
• Property Taxes
• Special Taxes
FY 2022/23
Adopted
Budget
FY 2022/23
Amended
Budget
FY23 YTD
thru 6/30/23
Variance
Amount (S)
% Received
thru 6/30/23
Revenues
Other Misc Revenue 15,418,762 35,731,877 38,786,727 3,054,850 109% Taxes-Property 27,454,867 27,859,574 31,678,533 3,818,960 114% Tax-Special Tax - - 9,575,626 9,575,626 0%
CITYWIDE
464
Citywide Expenditure Results
Fiscal Year 2022/23 Year- End Budget Update
Personnel Costs
-1% or $790 thousand Under Budget
Operations & Maintenance (O&M)
-6% or $3.3 million Under Budget
-$2.9 million requested to be
Carryover into FY24
Capital Outlay
-11% or $921 thousand Over Budget
FY 2022/23
Adopted
Budget
FY 2022/23
Amended
Budget
FY23 YTD
thru 6/30/23
Variance
Amount (S)
% Used thru
6/30/23
Expenditures
Personnel Costs 76,991,369 78,767,913$ 77,977,434$ (790,479)$ -1% Operations & Maintenance 38,620,622 61,067,364$ 57,706,098$ (3,361,266)$ -6% Capital Outlay 1,941,740 8,144,818$ 9,066,436$ 921,618$ 11% Allocations 7,042,968 7,372,588$ 6,834,607$ (537,981)$ -7% Transfer Out 9,711,807 14,198,321$ 17,027,641$ 2,829,321$ 20% Total Expenditures 134,308,507$ 169,551,005$ 168,612,218$ (938,787)$ -1% 465
Expenditures (Personnel)
Fiscal Year 2022/23 Year- End Budget Update
Personnel Costs
-Salaries & Wages
-Benefits
FY21 to FY22 = 8% Increase
FY22 to FY23 = 11% Increase
FY23 to Budgeted FY24 = 15% Increase
466
Carryover Request
Fiscal Year 2022/23 Year- End Budget Update
Summary by Fund
Revenue Budget-
Only Carryover
Expenditure
Budget-Only
Carryover
CIP PO
Carryover
Operating
PO
Carryover
Total
Carryover
Request
Community Services District (171) 76,872$ 76,872$ General Fund (110) 42,000 2,146,402 2,188,402$ Information Services (726) 250,000 7,984 257,984$ Measure T (111) 89,999 622,140 148,905 861,044$ Sum of All Other Funds 3,934,425 3,866,979 6,252,913 602,948 14,657,265$ Grand Total 3,934,425$ 4,248,978$ 6,875,053$ 2,983,110$ 18,041,566$ 467
Changes in Unassigned Fund Balances
Fiscal Year 2022/23 Year- End Budget Update
Fund
Beg. Unassigned
Fund Bal., 7/1/22
Est. End. Unassigned
Fund Bal., 6/30/23
Contribution / (Use)
of Unassigned Fund
Balance
General Fund 25,843,991 36,610,663 10,766,672 Measure T 13,797,012 22,077,387 8,280,374 Fire District Fund 9,717 (53,642) (63,359) CSD Fund (43,628) (7,661) 35,968 Library Fund 657,380 640,303 (17,077) Total 40,264,472 59,267,050 19,002,578 468
Appropriation of Unassigned Fund Balance
Fiscal Year 2022/23 Year- End Budget Update
General Fund
-Proposal to allocate during
Mid-Year Budget Update (2nd
Quarter)
Measure T
FY 2022/23
Adopted
Budget
FY 2022/23
Amended
Budget
FY23 YTD thru
6/30/23
General Fund
Total Revenue 54,369,787$ 63,984,351$ 71,011,416$ Total Expenditures 56,810,893$ 63,704,349$ 60,336,744$ Contribution to/(Use of) Fund Balance (2,441,105)$ 280,003$ 10,674,672$ Measure T
Total Revenue 20,083,000$ 26,968,500$ 28,538,253$ Total Expenditures 19,557,299$ 22,245,159$ 19,125,561$ Contribution to/(Use of) Fund Balance 525,701$ 4,723,341$ 9,412,691$ 469
Future Actions
• February 2024 Fiscal Year 2023/24 Mid-Year (2nd Quarter) Budget Update • February 2024 (tentative) Fiscal Year 2022/23 Annual Comprehensive Financial Report
• April 2024 Single Audit Report
• May 2024 Fiscal Year 2023/24 3rd Quarter Budget Update • December 2024 Fiscal Year 2024 Year-End (4th Quarter) Budget Update Fiscal Year 2022/23 Year- End Budget Update
470
Recommended Actions
• Accept this Year-End Budget Update Report
• Amend the Fiscal Year 2023/24 Operating Budget to include the Fiscal Year 2022/23 Rollovers
• Appropriate Unassigned Fund Balance
Fiscal Year 2022/23 Year- End Budget Update
471
472
Changes in Fund Balance Details
Fiscal Year 2022/23 Year- End Budget Update
Fund
Beg.
Unassigned
Fund Bal., 7/1/21
Actuals
Revenues
Actuals
Transfers In
Actuals
Expenditures
Actuals
Transfers Out
Actuals Capital
Outlay
Use of
Reserves
Transfer to
Reserves
Est. End.
Unassigned Fund
Bal., 6/30/22
General Fund 18,495,523 59,864,331 664,948 (52,476,087) (1,213,154) (230,212) - (592,000) 25,843,991 Measure T 14,491,599 28,538,175 (8,415,497) (5,729,146) (8,413,265) 2,119,000 (10,357,274) 13,797,012 Fire District Fund 445,554 16,765,684 3,389,144 (20,501,003) - (1,067) - - 9,717 CSD Fund 180,000 2,920,935 1,089,502 (4,126,898) - (107,167) - - (43,628) Library Fund 677,658 2,414,428 - (2,434,707) - - - 657,380 Total 34,290,335 110,503,553 5,143,595 (87,954,192) (6,942,300) (8,751,711) 2,119,000 (10,949,274) 40,264,472 Fund
Est. Beg.
Unassigned
Fund Bal., 7/1/22
Actuals
Revenues
Actuals
Transfers In
Actuals
Expenditures
Actuals
Transfers Out Capital Outlay
Use of
Reserves
Transfer to
Reserves
Est. End.
Unassigned Fund
Bal., 6/30/23
General Fund 25,843,991 70,969,884 41,532 (59,030,469) (1,306,275) - 92,000 - 36,610,663 Measure T 13,797,012 28,538,253 (13,093,289) (6,032,272) (3,853,458) 4,156,600 (1,435,459) 22,077,387 Fire District Fund 9,717 18,865,709 2,863,919 (21,792,987) - - - - (53,642) CSD Fund (43,628) 2,891,764 1,696,112 (4,551,908) - - - - (7,661) Library Fund 657,380 2,750,410 61,541 (2,829,028) - - - - 640,303 Total 40,264,472 124,016,019 4,663,104 (101,297,681) (7,338,547) (3,853,458) 4,248,600 (1,435,459) 59,267,050 Fund
Est. Beg.
Unassigned
Fund Bal., 7/1/23
Proposed
Amended
Revenues
Proposed
Amended
Transfers In
Proposed
Amended
Expenditures
Proposed
Amended
Transfers Out Capital Outlay
Use of
Reserves
Transfer to
Reserves
Est. End.
Unassigned Fund
Bal., 6/30/24
General Fund 36,610,663 69,542,037 - (72,197,282) (1,139,715) 98,000 (4,000,000) (18,620,839) 10,292,864 Measure T 22,077,387 30,524,800 (17,366,299) (10,082,199) (1,960,648) (450,000) (14,367,705) 8,375,336 Fire District Fund (53,642) 17,088,121 7,131,187 (25,558,229) - - - (1,392,563) CSD Fund (7,661) 2,594,972 2,945,577 (5,434,569) - - - - 98,319 Library Fund 640,303 2,534,294 143,773 (3,393,880) - - - (75,510) Total 59,267,050 122,284,224 10,220,537 (123,950,259) (11,221,914) (1,862,648) (4,450,000) (32,988,544) 17,298,446 Fiscal Year 2021/22
Fiscal Year 2022/23
Fiscal Year 2023/24
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CITY OF MURRIETA
City Council Meeting Agenda
Report
12/5/2023
Agenda Item No. 15.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Cristal McDonald, City Clerk
PREPARED BY: Angela Martin Van der Baan, Records Manager SUBJECT: Citywide Records Management Program Update and Adoption of Records Retention Schedule
RECOMMENDATION
Adopt Resolution No. 23-4719 entitled: A Resolution of the City Council of the City of Murrieta, California, Rescinding All Prior Records Retention Resolutions and Policies and Adopting a Records Retention Schedule; and
Direct the City Clerk to develop a Records Management Administrative Policy upon approval of Resolution No. 23-4719.
PRIOR ACTION/VOTE
On October 6, 2009, the City Council adopted Resolution No. 09-2377, amending the City's records retention/disposition schedule (Vote: 4-0-1).
On July 6, 2010, the City Council adopted Resolution No. 10-2544, amending the City's records retention/disposition schedule (Vote: 5-0).
On January 17, 2012, the City Council adopted Resolution No. 12-2862, amending the City's records retention/disposition schedule (Vote: 5-0).
On July 7, 2015, the City Council adopted Resolution No.15-3389, amending the City's record retention/disposition schedule and authorizing updates to the schedule without further action by the City Council (Vote: 5-0).
On August 7, 2018, the City Council adopted Resolution No.18-3957, adopting City Council Policy 100-29, providing guidelines on retaining and destroying records (Vote: 5-0).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
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Agenda Item No. 15.
BACKGROUND
Legal Authority, Standards, and Best Practices
The City Clerk's duties and responsibilities prescribed by Chapter 2, of Part 3, of Division 3, of Title 4 of the California Government Code, and the ordinances and resolutions of the City Council, include serving as the official custodian of all City of Murrieta (City) records. California Government Code Section 34090 et seq. (Gov. Code § 34090) provides a procedure whereby any city record that has served its purpose and is no longer required may be destroyed. To assist local agencies, the California Secretary of State Archives Division (SOS) must establish guidelines for retaining local government records and providing archival support (Government Code Section 12236). However, their most recent update to retention guidelines is from 2006 and has been in the process of updating the resources and information by the end of this year.
Although Gov. Code § 34090 is the primary source of city records, local agencies rely on additional State and Federal statutes, such as the Health & Safety Code, Evidence Code, California Constitution, Revenue & Tax Code, and variations of the Government Code.
Furthermore, the International Organization for Standardization (ISO) develops extensive standards to provide a framework of various guidelines and processes, resulting in trusted consistency. The Association of Records Managers and Administrators (ARMA) International provides generally accepted recordkeeping principles in alignment with several ISO publications on records management as proper standards and best practices.
Records Management (1991-2020)
In 1991, the City implemented a Citywide records management program and a filing system known as the Municipal Uniform Functional Filing System (MUFFS). The records management program and filing system enabled the City to ensure records were adequately maintained and disposed of, and a uniform filing approach was established through numerical and color coding.
On June 7, 1994, the City Council adopted Resolution No. 94-304, establishing the City's Records Retention Schedule (RRS). The RRS was adopted to establish the process for retaining all Citywide records according to departmental requirements and City, County, State, and Federal laws.
On September 21, 1999, the City Council adopted Resolution No. 99-689 to include additional records classifications.
Approximately seven years later, in 2006, the City Council adopted Resolution No. 06-1635, amending the RRS with minimal updates. On August 19, 2008, the City Council adopted Resolution No. MFD 08-101 incorporating Fire District records into the existing RRS.
On May 5, 2009, the City Council adopted Resolution No's. 09-2264 and MFD 09-110, to reduce retention of certain records and include additional record classifications. In October of the same year, the City Council adopted Resolution No. 09-2377, making 19 updates/additions to the RRS.
On July 6, 2010, the City Council adopted Resolution No. 10-2544 to revise the RRS to include adding record CITY OF MURRIETA Printed on 12/1/2023Page 2 of 7
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Agenda Item No. 15.
classifications.
After meeting with departments on the RRS on January 17, 2012, the City Council adopted Resolution No. 12- 2862, updating retention periods.
In 2013, the prior City Manager approved Administrative Policy No. 300-04, City Invoice Processing, which authorized hardcopy retention of not less than three months before destruction.
In 2015, the City retained a records consultant, Gladwell Governmental Services, Inc., who conducted an inventory and made several recommendations to the existing RRS. This resulted in the City Council's adoption of Resolution No. 15-3389. In addition to the amendments, this resolution also gave collective consent to the City Clerk, City Manager, and City Attorney to update the RRS without further action from the City Council.
Since adopting the RRS, the City has completed many changes and amendments through City Council authorization or administrative approval. 2015 was the last major update to the RRS, followed by the 2018 adoption of City Council Policy 100-29, Records Retention & Destruction Policy, which provides general guidelines and procedures for City departments, including the City Clerk and City Attorney, to approve destruction without City Council action.
Records Management (2021-Present)
In mid-2021, the new City Clerk analyzed the City's records management practices, including reviewing the Electronic Content Management System (ECMS), Public Records Act procedure, RRS, applied procedures, and records for all City departments. The City Clerk determined the need for a comprehensive Records Management Program (RMP) redesign, including a new RRS, a Public Records Act policy, and a records management consultant to assist with the program redesign.
In early 2022, the City Clerk internally reorganized the departmental structure to add a Records Manager position. Additionally, consultant Diane Gladwell from Gladwell Governmental Services, Inc. (GGS) was selected to provide assessments and recommendations for upgrading the RMP. Ms. Gladwell is deemed an expert in California local government records with over 30 years of experience assisting over 200 organizations. Over several months and departmental visits, GGS identified areas of improvement for the RMP and validated the need for a new RRS. Furthermore, the City Clerk deemed the City's ECMS system inadequate and complicated, decreasing internal use by employees and external use by the public.
As a result of the assessments, a short-term Action Plan was formed to assist with redesigning the City's overall RMP. This short-term Action Plan is composed of three (3) main phases: Phase One (1) Paper Records management (all City facilities except for the Police Department), Phase Two (2) Digital/Software Management, and Phase Three (3) Email Retention Management.
Due to the voluminous nature of the RMP, the City employed two (2) temporary records clerks to provide support through June 2025. Although City staff has made notable improvements, with decades of undigitized and inaccessible information, the City remains in Phase One (1) of the short-term Action Plan, including adopting a new RRS. The timeline below (Figure 1) depicts a snapshot of the City's efforts during this period.
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Agenda Item No. 15.
Proposed Records Retention Schedule (Proposed RRS)
An RRS is a critical policy document that ensures compliance with various legal records-related regulations and records management efficiencies. Therefore, it is necessary to bring forth any substantive updates for City Council review and adoption as needed. Still, ensuring continuous review of the entire RRS and related policies/procedures is imperative to provide staff with legally defensible guidelines for proper records management. Following the California Secretary of State, Local Government Records Management Guideline, § 2-2040, regardless of any amendments, a new schedule must be prepared and approved after five (5) years.
After that, local agencies should adopt a review cycle that is most practical within their jurisdiction.
The upgrade of the current RRS is driven by many factors, including minimal space in City facilities, filing and maintaining duplicate records, production and management of permanent records, increasing storage expenses, addressing deficiencies of public access, technological advancements, over-retention, non- inventoried files and changes in the law. The Proposed RRS eliminates obsolete record categories, correctly categorizes records, provides legal citations, updates administrative preferences, and gives clear and specific descriptions and retention periods. Additionally, the City will transition from MUFFS to a filing system that is more intuitive and sustainable.
The Proposed RRS was drafted by GGS but written interactively with representatives from all departments.
GGS and the City Clerk Department had several meetings and communications with every department to ensure, when possible, that departmental preferences were incorporated. Department director collaboration CITY OF MURRIETA Printed on 12/1/2023Page 4 of 7
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ensure, when possible, that departmental preferences were incorporated. Department director collaboration was also integral to developing the RRS, as various versions required specific expertise and approvals to move forward. After completing all necessary meetings and drafting several versions, the City Clerk and the City Manager reviewed the draft of the Proposed RRS for administrative decisions. Finally, the City Attorney's Office reviewed the final draft, ensuring compliance with all applicable laws and standard business practices for California cities.
Since the Proposed RRS is a new version, Figure 2 provides an overview of records with notable changes.
Please note, this does not include all new records that have been added, nor unnecessary records that have been removed.
Figure 2 - Notable Changes
Records Description Old Retention New Retention Notes
Agreements / Contracts - Non-
Infrastructure Service Agreements
Permanent or 3 years
after termination
Completion + 10 years The Office or Record
changed from
Department to City Clerk;
.Infrastructure
Agreements remain
permanent.
Board / Committee / Commission
Agendas / Agenda Packets
Permanent Minimum 2 years City Council Agenda
Packets remain
permanent.
Board / Committee / Commission
Applications
Permanent 2 years Compliant with California
Government Code
requirements.
Board / Committee / Commission Audio
Recordings
90 days 30 days, or after minutes are
approved, whichever is
longer
Compliant with
Government Code
requirement.
Board / Committee / Commission Video
Recordings (with the exception of
Planning Commission)
Permanent Minimum 2 years City Council videos are
permanent.
Building Plans (Residential &
Appurtenances)
Permanent 10 years California Residential
Coder requires 12-month
retention.
Engineering - Capital Improvement
Projects & Land Development
Permanent Completion + 10 years or
after funding agency audit, if
required, whichever is longer
Administrative Records
only; final records remain
permanent.
Finance - Accounts Payable / Invoices 4 years after audit 7 years Standard municipal government practice..
Finance - W-2s 20 years 5 years Standard municipal
government practice;
compliant with State and
Federal regulations.
Human Resources - Job Specifications Permanent Discontinued + 4 years Standard municipal government practice;
compliant with State and
Federal regulations.
Mylars Permanent
(paper/electronic)
Permanent (electronic) Administrative decision
to destroy paper records
only after imaged and
quality checked.
Planning Landscaping Plans Permanent 15 years Administrative decision to retain longer than legal
requirement.
Real Estate Appraisals Permanent Minimum 5 years Meets Code of Federal Regulations
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Agenda Item No. 15.
Records Description Old Retention New Retention Notes
Agreements / Contracts - Non-
Infrastructure Service Agreements
Permanent or 3 years
after termination
Completion + 10 years The Office or Record
changed from
Department to City Clerk;
.Infrastructure
Agreements remain
permanent.
Board / Committee / Commission
Agendas / Agenda Packets
Permanent Minimum 2 years City Council Agenda
Packets remain
permanent.
Board / Committee / Commission
Applications
Permanent 2 years Compliant with California
Government Code
requirements.
Board / Committee / Commission Audio
Recordings
90 days 30 days, or after minutes are
approved, whichever is
longer
Compliant with
Government Code
requirement.
Board / Committee / Commission Video
Recordings (with the exception of
Planning Commission)
Permanent Minimum 2 years City Council videos are
permanent.
Building Plans (Residential &
Appurtenances)
Permanent 10 years California Residential
Coder requires 12-month
retention.
Engineering - Capital Improvement
Projects & Land Development
Permanent Completion + 10 years or
after funding agency audit, if
required, whichever is longer
Administrative Records
only; final records remain
permanent.
Finance - Accounts Payable / Invoices 4 years after audit 7 years Standard municipal government practice..
Finance - W-2s 20 years 5 years Standard municipal
government practice;
compliant with State and
Federal regulations.
Human Resources - Job Specifications Permanent Discontinued + 4 years Standard municipal government practice;
compliant with State and
Federal regulations.
Mylars Permanent
(paper/electronic)
Permanent (electronic) Administrative decision
to destroy paper records
only after imaged and
quality checked.
Planning Landscaping Plans Permanent 15 years Administrative decision to retain longer than legal
requirement.
Real Estate Appraisals Permanent Minimum 5 years Meets Code of Federal Regulations
requirements.
Proposed Resolution No. 23-4719
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk, and City Attorney. Additional oversight is included by requiring the City Manager to authorize destruction.
It is also standard business practice for California cities to authorize schedule updates without the City Council's further action, which is provided in Section 6. Updates can include but are not limited to editing descriptors of record series and updating retention to meet any immediate regulatory changes. Additionally, each year, a redlined version of the schedule will be brought before the City Council as a consent item with all updates since the prior year.
Proposed Resolution No. 23-4719 adopts the Proposed RRS but also rescinds and supersedes all prior resolutions, procedures, and any other conflicting records management policies.
Information Governance
In March 2021, the City Clerk provided the City Manager and City Council with long-term projects, including public records management. Since then, gradual yet vast successes have been made, influencing operational objectives towards Information Governance.
Information Governance (IG) is the set of multi-disciplinary structures, policies, procedures, processes, and technology implemented to manage information at an enterprise level, supporting an organization's immediate and future regulatory, legal, risk, environmental, and operational requirements. In short, IG provides a wide range of benefits, such as regulatory compliance, risk reduction, accessibility, technological advancements, preservation, and standardization.
These benefits foster an environment for accessibility to information for all stakeholders. This is critical for any government organization. Several agencies struggle with the organization and management of information assets, leading to issues with accessibility, ease of use, timeliness, storage and security - all of which IG mitigates. Effective IG requires support from the City Council and active participation of employees at all levels and in all areas. Commitment to IG processes is actively promoted throughout the organization.
The implementation of a new RRS and utilization of Information Governance as a guiding principle will assist with the continued practices of responsibly and transparently managing the creation, maintenance, and preservation of accurate and accessible public records following legal requirements and best practices while ensuring the protection of citizens' rights to access and privacy.
If the RRS is adopted as recommended, the City Clerk Department has identified several records that are ready for destruction and adequately indexed and preserved, resulting in the beginning of a cycle of sustainable practices, cost-effectiveness, and transparency. Furthermore, the City Manager will approve a Records Management Administrative Policy followed by Citywide training.
FISCAL IMPACT
Through June 30, 2023, the total approximate cost of the RMP was $96,860. These costs included Diane Gladwell, temporary Records Clerks, shredding, and offsite storage services. Other ancillary costs, such as CITY OF MURRIETA Printed on 12/1/2023Page 6 of 7
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Gladwell, temporary Records Clerks, shredding, and offsite storage services. Other ancillary costs, such as office supplies and motivational items for staff, are not included in this total.
Purpose Cost Thru 6/30/2023
Gladwell Government Services
Citywide Records
$ 20,695
Shredding Services 4,743
Offsite Storage Services 1,527 Apple One -Temporary Employees 65,609 City Temporary Employees 4,285 Total Through 6/30/2023 $ 96,860
For Fiscal Year 2023/24, the current budgeted items to support the RMP total $195,000. A description of each and the budgeted amount are listed below.
Purpose FY24 Budget
Gladwell Government Services
Citywide Records
$ 3,553
Shredding Services 7,000
Offsite Storage Services 2,000 Scanning Services 4,000
Purchase of a Scanner/Printer 9,300 City Temporary Employees 169,147
FY 2023/24 Total $ 195,000
ATTACHMENTS
1. Resolution No. 23-4719
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RESOLUTION NO. 23-4719
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MURRIETA,
CALIFORNIA, RESCINDING ALL PRIOR RECORDS RETENTION
RESOLUTIONS AND POLICIES, AND ADOPTING A RECORDS
RETENTION SCHEDULE
WHEREAS, the State of California Government Code Chapter 2 of Part 3 of Division 3 of Title 4 prescribes duties and responsibilities of the City Clerk, one of which includes serving as the official custodian of all City records; and
WHEREAS, the California Secretary of State Archives Division establish es guidelines for retaining local government records and providing archival support; and
WHEREAS, a Records Retention Schedule is a critical policy document that ensures compliance with various legal records-related regulations and records management efficiencies; and
WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
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 Murrieta; and
WHEREAS, the City has adopted various iterations and updates to its Records Retention Schedule, as memorialized in Resolution Nos. 94-304, 06-1635, MFD 08-101, 09-2264, MFD 09- 110, 09-2377, 10-2544, 12-2862, 15-3389, and 18-3957, Administrative Policy 300-04, and City Council Policy No. 100-29; and
WHEREAS, in mid -2021, the City Clerk analyzed the City's records management practices, including reviewing the Public Records Act policy, R ecords Retention Schedule, applied procedures, and records for all City departments; and
WHEREAS, as a result of the assessments conducted by the City Clerk and City Consultant Diane Gladwell from Gladwell Governmental Services, Inc. , a short -term Action Plan was formed to assist with redesigning the City's overall Records Management program; and
WHEREAS, after several meetings and communications, in an interdepartmental effort with representatives from all departments with Diane Gladwell, a proposed updated Records Retention Schedule was drafted; and
WHEREAS, the Records Retention Schedul e has been reviewed to ensure compliance with department requirements and with all applicable laws and standard business practices for California cities; and
481
Resolution No. 23-4719
01375.0026/941463.1
WHEREAS, the Proposed R ecords Retention Schedule, attached hereto, eliminates obsolete record categories, correctly categorizes records, provides legal citations, updates administrative preferences, and gives clear and specific descriptions and retention periods; and
WHEREAS, this Records Management project was undertaken to allow the City to transition to Information Governance as the set of multi-disciplinary structures, policies, procedures, processes, and technology implemented to manage information at an enterprise level, supporting an organization's immediate and future regulatory, legal, risk, environmental, and operational requirements; and
WHEREAS, the implementation of a new Records Retention Schedule and utilization of Information Governance as a guiding principle will assist with the continued practices of responsibly and transparently managing the creation, maintenance, and preservation of accurate and accessible public records in accordance with legal requirements and best practices while ensuring the protection of citizens' rights to access and privacy.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MURRIETA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. The recitals above are true and correct and incorporated herein by this reference.
Section 2. The term "records" as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers , as defined by the California Public Records Act.
Section 3. This Resolution and the Schedules attached hereto as Exhibit A and incorporated herein by this reference are adopted and shall constitute the City' 's Record Retention Schedule.
Section 4. Resolution Nos. 94-304, 06-1635, MFD 08-101, 09-2264, MFD 09-110, 09-2377, 10-2544, 12 -2862, 15 -3389, and 18 -3957, Administrative Policy 300 -04, and City Council Policy No. 100-29, are hereby rescinded and of no further effect.
Section 5. The records of the City of Murrieta, as set forth in the Records Retention Schedule, Exhibit A, hereby authorize records 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 by the Department Head, and with the written consent of the Department Head, City Clerk, City Attorney, and City Manager without further action by the City Council of the City of Murrieta.
Section 6. Records Retention Schedule updates are hereby authorized to be made without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney, and City Manager. The updates can include but are not limited to, editing descriptors, departments, or any immediate regulatory changes. The City Clerk must ensure the most up - to-date version is in use and prior versions are retained.
482
Resolution No. 23-4719
01375.0026/941463.1
Section 7. A redlined version of the schedule will be brought before the City Council as a consent item each year with any substantive updates, such as adding or deleting a record series or updating the retention period for administration or department decisions.
Section 8. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions.
PASSED AND ADOPTED this 5th day of December 2023, by the City Council of the City of Murrieta, State of California.
Lisa DeForest, Mayor
ATTEST:
Cristal McDonald, City Clerk
APPROVED AS TO FORM:
Tiffany Israel, City Attorney
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Resolution No. 23-4719
01375.0026/941463.1
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE )§
CITY OF MURRIETA )
I, Cristal McDonald, City Clerk of the City of Murrieta, California, do hereby certify that the foregoing Resolution No. 23-4719 was duly passed and adopted by the City Council of the City of Murrieta at the regular meeting thereof, held on the 5th day of December, 2023, and was signed by the Mayor of the said City, and that the same was passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Cristal McDonald, City Clerk
484
01375.0026/941463.1
Exhibit A
Records Retention Schedule
485
HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission
A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.
Copies or duplicates of records should never be retained longer than the prescribed period for the original record.
STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City -wide retention schedule inclu des those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
AUTHORIZATION TO DESTROY RECORDS:
Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an original record.
Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.
On every page of the schedules (near the top, just under the column headin gs) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).”
486
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2023 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.
Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) 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.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes
Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record 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 (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, Blue-ray-R, or WORM – Write Once Read Many Media, or microfilmed) which is stored in a safe & separate location, 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) 487
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
CITY WIDE (Used by All Departments)
Lead Dept. CW-001
Affidavits of Publications /
Affidavits of Posting Notices /
Legal Advertising / Notices /
Proofs of Publications/ Public
Hearing Notices / Notice of
Adjournment
2 years 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:
ADMINISTRATIVE FILES -
NOT funded by a grant
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates,
Invoices, Logs, RFP, etc.)
Send all Agreements,
Amendments or Contracts to
the City Clerk
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Standards=4-7 years;
Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. +
10 years; CCP §§336(a),
337 et. seq., GC §34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
488
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-003
Agreements & Contracts:
ADMINISTRATIVE FILES -
WITH grant funding
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates,
Invoices, Logs, RFP, etc.)
Send all Agreements,
Amendments or Contracts to
the City Clerk
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
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 §§336(a), 337
et. seq., 2 CFR 200.334; 24
CFR 91.105(h), 92.505, &
570.502(b), 29 CFR 97.42;
OMB Circular A-133GC
§34090; GC §8546.7
Lead Dept. CW-004
Agreements & Contracts: Class
Instructors, Field Use
Agreements
Includes Insurance Certificates
and Administration Records
All other agreements are sent
to the City Clerk (see City-
Wide).
Completion 5 years Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; Statute
of Limitations: Contracts &
Spec's=4 years; CCP §337
et. seq., GC §34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
489
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-005
Agreements & Contracts:
UNSUCCESSFUL BIDS,
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 years Mag,
Ppr
The RFP / RFQ and the
successful proposal
becomes part of the
agreement or contract (City
Clerk is OFR); GC §34090
Staffing Dept.
(Department that
creates Agendas
& Minutes)
CW-006
Boards, Commissions,
Committees & Task Forces:
Citizens Advisory Formed by
CITY COUNCIL - AGENDA
PACKETS, AGENDA FACE
SHEETS.
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
City Clerk CW-007
Boards, Commissions,
Committees & Task Forces:
Citizens Advisory Formed by
CITY COUNCIL - MINUTES &
BYLAWS
(includes dissolved)
Send
Originals to
the City Clerk
Send
Originals to
the City Clerk
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing
of the minutes can be
destroyed after minutes
have been adopted; GC
§34090 et seq.
Staffing Dept.
(Department that
creates Agendas
& Minutes)
CW-008
Boards, Commissions,
Committees & Task Forces:
Citizens Advisory Formed by
CITY COUNCIL -
RECORDINGS - AUDIO of
meetings
30 days, or
After Minutes
are Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for
30 days; GC §54953.5(b)
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
490
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Staffing Dept.
(Department that
creates Agendas
& Minutes)
CW-009
Boards, Commissions,
Committees & Task Forces::
Citizens Advisory Formed by
CITY COUNCIL -
RECORDINGS - VIDEO of
meetings (Video became
effective October 2023)
Minimum 2
years
Minimum 2
years Mag,
Ppr
Standard municipal
government practice; video
recordings of meetings are
required for 90 days; GC
§34090.6
n/a CW-010
Boards, Commissions, &
Committees: External
Organizations (e.g. County
Board of Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
Lead Dept. CW-011
Boards, Commissions, &
Committees: Internal /
Employee Committees or
Task Forces - All Records (if
final records are created)
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-012 City Attorney Opinions Minimum of 2
years
Minimum of 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
Lead
(Responding)
Dept.
CW-013
Complaints / Concerns from
Citizens / Service Orders
(operational)
2 years 2 years Mag Ppr
City preference to be
consistent with
correspondence; Statute of
Limitations for personal
property, fraud, etc. is 3
years; Claims must be filed
in 6 months; CCP §340 et
seq., 342, GC §34090, 42
USC §1983
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
491
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
CW-014 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document (from
an outside source)
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, Miscellaneous
Reports, Public Records
Requests, Reading File,
Working Files, etc.)
2 years 2 years Mag,
Ppr GC §34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
492
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Dept. that
Authors
Document
or
Receives the
City's Original
Document (from
an outside source)
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, e-
mail, inventories, logs, mailing
lists, mailing receipts, meeting
room registrations, staff
videoconference chats, notes
and recordings, speech notes,
social media posting,
telephone messages, text
messages, transmittal letters,
thank yous, requests from
other cities, undeliverable
envelopes, voice mails,
webpages. worksheets, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper
records are categorized,
filed and retained based
upon the CONTENT of the
record. Records where
either the Content relates
in a substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the
informational content for
future reference are saved
by placing them in an
electronic or paper (project)
file folder and retained for
the applicable retention
period. If not mentioned
here, consult the City
Attorney to determine if a
record is considered
transitory / preliminary draft.
GC §§34090, 7927.500; 64
Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v.
Superior Court (Smith).
S218066. Supreme Court of
California, 2017
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
493
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-017
Developer Trust Accounts /
Development Deposits / Private
Developer Deposits
(Engineering, Planning, etc.)
As of 2023, all are kept in
EnerGov.
Close + 5
years
Close + 5
years
Mag,
Ppr
Standard municipal
government practice; (meets
auditing requirements); GC
§34090
Lead Dept. CW-018 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr GC §34090
Lead Dept. CW-019
Events: Concerts / Film Permits
/ Special Event Permits /
Special Events (City
sponsored, or privately
organized and permitted by the
City)
May include ABC permits,
Conditions of Approval, and / or
Insurance Certificates, if
required
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-020 GIS Database When
Superseded
When
Superseded Yes Mag.
Standard municipal
government practice
(transitory records not
retained in the ordinary
course of business); GC
§34090 et seq.
Lead Dept. CW-021
Grants / CDBG / Reimbursable
Claims (UNSUCCESSFUL
Applications, Correspondence)
2 years 2 years Mag,
Ppr GC §34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
494
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-022
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims / Subventions
(SUCCESSFUL Reports, other
records required to pass the
funding agency's audit, if
required)
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice (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
CFR 200.334; 24 CFR
91.105(h), 92.505, 570.490,
& 570.502(a), 29 CFR
97.42; OMB Circular A-110
& A-133; GC §34090; GC
§8546.7
Lead Dept. CW-023 Historically Significant Records P P Ppr Non-records - may be
obtained from the
newspaper company; GC
§34090
Lead Dept. CW-024 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be
obtained from the
newspaper company; GC
§34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
495
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Human
Resources CW-025 Personnel Files
Copies -
Shred After
Separation or
Transfer + 1
year
Copies -
Shred After
Separation or
Transfer + 1
year
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources,
only the Supervisor's file is
maintained in departments);
GC §34090.7
Lead Dept. CW-026
Personnel Files (Supervisor's
Notes / Performance Journal
Notes)
After
Incorporation
into
Performance
Appraisal, or
Written
Discipline
After
Incorporation
into
Performance
Appraisal, or
Written
Discipline
Before
Annual
Performance
Evaluation
Mag,
Ppr
Preliminary drafts and notes
maintained in a separate
folder to be incorporated into
performance evaluation, or
to document progressive
discipline, if required; GC
§34090 et seq.
Lead Dept. CW-027 Photographs, Videos of City
Events
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary drafts (retention
is applied to the final Report
or other document that the
photo is used in; GC
§34090
Lead Dept. CW-028
Prop. 218 proceedings: Ballots
/ Protest Letters, Notices,
Mailing List, etc.
2 years 2 years Ppr GC §53753(e)(2)
Lead Dept. (Who
Ordered the
Appraisal)
CW-029
Real Estate Appraisal Reports:
Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
GC §§34090, 7928.705
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
496
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. (Who
Ordered the
Appraisal)
CW-030
Real Estate Appraisal Reports:
Purchased Property, Funded
Loans
2 years Minimum 3
years
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I 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
Lead Dept. CW-031
Reference Materials: Policies,
Procedures, Brochures, Goals
& Objectives, Handbooks,
Manuals, Newsletters, Rules &
Regulations: Produced by
OTHER Departments
When
Superseded
When
Superseded Mag,
Ppr Copies; GC §34090.7
n/a CW-032
Reference Materials: Policies,
Procedures, Brochures, Goals
& Objectives, Handbooks,
Manuals, Newsletters, Rules &
Regulations: Produced by
OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-033
Reference Materials: Policies,
Procedures, Brochures, Goals
& Objectives, Handbooks,
Manuals, Newsletters, Rules &
Regulations: Produced by
YOUR Department
Minimum of 2
years
Minimum of 2
years Mag,
Ppr
Standard municipal
government practice; GC
§34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
497
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-034
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice;
Administratively and
Historically significant,
therefore retained
permanently; GC §34090
Lead Dept. CW-035
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years Mag,
Ppr
Standard municipal
government practice;
Information is outdated after
10 years; If historically
significant, retain
permanently; GC §34090
Lead Dept. CW-036
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 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
MSDS may be destroyed as
long as a record of the
chemical / substance /
agent, where & when it was
used is maintained for 30
years; Applies to qualified
employers; Claims can be
made for 30 years for toxic
substance exposures;8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(ii)(B),
GC §34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
498
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-037 Speaker Cards (submitted at
public meetings)
When No
Longer
Required
When No
Longer
Required
Ppr
Preliminary drafts not
retained in the ordinary
course of business (used to
accurately produce
minutes); GC §§34090 et
seq., 7927.500
Lead Dept. CW-038
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
Copies - When No Longer
Required.
2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-039
Training - COURSE RECORDS
(Attendance Rosters, Outlines
and Materials)
includes Ethics, Harassment
Prevention, & Safety training &
Tailgates)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; Ethics
Training is 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law
requires 4 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1602.31; LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b)
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
499
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-040
Training - Vector Solutions /
Target Solutions Database -
EMPLOYEE COMPLETION
RECORDS
Minimum 5
years
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; Ethics
Training is 5 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
1602.31; LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b)
Lead Dept. CW-041
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Standard municipal
government practice (Courts
treat volunteers as
employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
500
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Lead Dept. CW-042
Volunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice (Courts
treat volunteers as
employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
501
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Admin.
Services /
Human
Resources
AS-001
1095-C, 1094-C (Employer-
Provided Health Insurance
Offer and Coverage &
Transmittal Form)
4 years 4 years Mag, Ppr
Standard municipal government
practice; 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
Admin.
Services /
Human
Resources
AS-002
Benefit Plans (Health,
Deferred Compensation,
Dental, Pension, etc.)
Original Agreements are filed
with City Clerk
Plan
Termination +
6 years
Plan
Termination +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Federal law requires 6 years after
filing date for retirement; State
Law requires 2 years after action;
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; 29 CFR 1627.3(b)(2);
29 USC 1027; 28 CCR
1300.85.1; GC §34090
Admin.
Services /
Human
Resources
AS-003
California Civil Rights
Department (CRD) /
Department of Fair
Employment & Housing
(DFEH or EEOC) Claims /
Harassment Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
Standard municipal government
practice (longest statute of
limitations is 3 years); State
requires 2 years after action is
taken; GC §§12946, 12960,
34090; 2 CCR 11013(c)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
502
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Human
Resources
AS-004
Classification Studies /
Compensation Studies /
Reorganization Studies (for
employee classifications and
department structures)
Minimum 4
years
Minimum 4
years Mag, Ppr
Standard municipal government
practice (longest statute of
limitations is 3 years); State
requires 2 years after action is
taken; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960,
34090; 2 CCR 11013(c)
Admin.
Services /
Human
Resources
AS-005
Complaints / Investigations
(regarding employees -
EXCLUDES PEACE
OFFICERS / POLICE
OFFICERS)
Separation +
4 years
Separation +
4 years Mag, Ppr
Administrative decision to match
the retention for Personnel Files;
State requires for at least 5 years;
other State & Federal laws
require retention until final
disposition of formal complaint;
Statute of Limitations is 4 years
after the discovery of the offense
for misconduct; EVC §
1045(b)(1), GC §§12946, 12960,
34090; VC §2547
Admin.
Services /
Human
Resources
AS-006 Direct Deposit Authorizations /
Sign-Ups 2 years 2 years Mag, Ppr GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
503
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Human
Resources
AS-007 Employee Suggestions /
Surveys 2 years 2 years Mag, Ppr GC §34090
Admin.
Services /
Human
Resources
AS-008 Grievances (including final
resolution or settlement)
Separation +
4 years
Separation +
4 years
Yes: Before
Disposition Mag, Ppr
Administrative decision; All State
and Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after action is taken;29
CFR 1602.31 & 1627.3(b)(1); GC
§§12946, 12960, 34090; 29 USC
1113, LC 1174
Admin.
Services /
Human
Resources
AS-009 I-9s Separation +
4 years
Separation +
4 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Administrative decision to match
retention of Personnel Files;
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; INA 274A(b)(3); INS Rule
274a.1(b)(2) ; 29 CFR
1627.3(b)(1), GC §§12946,
12960, 34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
504
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Human
Resources
AS-010
Insurance Policies &
Certificates (City-owned):
Disability Insurance Policies
Only
Completion +
10 years
Completion +
10 years
Yes: Before
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
For protection from litigation; GC
§34090
Admin.
Services /
Human
Resources
AS-011 Job Specifications Discontinued
+ 4 years
Discontinued
+ 4 years
Yes: Before
Superseded Mag, Ppr
Standard municipal government
practice State requires 4 years
after action is taken; (longest
statute of limitations is 3 years);
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960,
34090; 2 CCR 11013(c)
Admin.
Services /
Human
Resources
AS-012
LiveScan Fingerprint
Clearance Log / LiveScan
Responses (Individual
Reports)
50 years 50 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice (protects City in the
event of past employee
misconduct); DOJ allows
retention for legitimate business
needs; must be maintained in a
secure and confidential file; DOJ
Information Bulletin No. 02-17-
BCII; GC§ 34090 et seq.
Admin.
Services /
Human
Resources
AS-013 Negotiations with Bargaining
Units / Labor Relations 10 years 10 years Mag, Ppr
Standard municipal government
practice (used in interpreting
provisions of MOUs); GC
§34090.7
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
505
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Human
Resources
AS-014
Personnel Database (NeoGov)
(May include Awards,
Accommodations, Background
Checks - except for Police,
which is retained at Police,
Forms, Disaster Service
Workers Oaths / Oath of
Office, Performance
Evaluations, Vaccinations
Forms, including Covid-19)
Separation +
4 years
Separation +
4 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
State Law requires 4 years;
Retirement benefits is 6 years
from last action; EOC / FLSA /
ADEA (Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; ; 29 CFR
1602.14, 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090; 29
USC 1113; GC §3105; LC
§1198.5
Admin.
Services /
Human
Resources
AS-015
Personnel Database (NeoGov)
Reports, New Hires and
Promotions
4 years 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
State Law requires 4 years; EOC
/ FLSA / ADEA (Age) requires 3
years for promotion, demotion,
transfer, selection, or discharge; ;
29 CFR 1602.14, 1602.31 &
1627.3(b)(1), GC §§12946,
12960, 34090; 29 USC 1113; GC
§3105; LC §1198.5
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
506
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Human
Resources
AS-016
Personnel Files - Regular,
Active, Permanent, Non-
Regular, Temporary and Part-
time Employees (Includes
Awards, Accommodations,
Background Checks - except
for Police, which is retained at
Police, Forms, Disaster
Service Workers Oaths / Oath
of Office, Performance
Evaluations, Vaccinations
Forms, including Covid-19)
Separation +
4 years
Separation +
4 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
State Law requires 4 years;
Retirement benefits is 6 years
from last action; OSHA requires
safety training 5 years; EOC /
FLSA / ADEA (Age) requires 3
years for promotion, demotion,
transfer, selection, or discharge; ;
29 CFR 1602.14, 1602.31 &
1627.3(b)(1), GC §§12946,
12960, 34090; 29 USC 1113; GC
§3105; LC §1198.5
Admin.
Services /
Human
Resources
AS-017
Personnel Files - Medical File
(all employees)
Pre-Employment Physicals,
FMLA, Long-Term Disability,
Short-Term Disability, etc.
Police includes Medical &
Psych Results
Separation +
4 years
26 years, or
Termination
of Benefits +
3 years,
whichever is
longer
Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Medical Files for all employees
are required to be maintained at
least the duration of employment
plus thirty (30) years; Files
maintained separately; Claims
can be made for 30 years for
toxic substance exposure; 8 CCR
5144; 8 CCR 15400.2, 8 CCR
§3204(d)(1) et seq., 29 CFR
1602.14, 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090; LC
§1198.5
Admin.
Services /
Human
Resources
AS-018 Recruitment Database
(NeoGov) 4 years 4 years Mag, Ppr
State Law requires 4 years; 29
CFR 1627.3(b)(1), 29 CFR
1602.14; 2 CCR 11013(c), GC
§§12946, 12960, 34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
507
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Human
Resources
AS-019
Recruitment File / Test File -
Advertisements, Applications
(Unsuccessful), Brochures,
Equal Employment
Opportunity Data, Flyers, Job
Announcements, Interview
Notes, Letters, Scantrons,
Tests, Questions
4 years 4 years Mag, Ppr
State Law requires 4 years; 29
CFR 1627.3(b)(1), 29 CFR
1602.14; 2 CCR 11013(c), GC
§§12946, 12960, 34090
Admin.
Services /
Human
Resources
AS-020
Requests for New Positions,
Transfers, Reclassifications,
etc.
2 years 2 years Mag, Ppr GC §34090
Admin.
Services /
Human
Resources
AS-021
Salary Surveys (informal
inquiries conducted by the
City)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts (the final is in
the City Council's Agenda Staff
Report); GC §34090 et seq.
ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY
Admin.
Services / IT AS-022 Backups / Computer Backups
/ Disaster Recovery Backups
When No
Longer
Required
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery
Purposes Only; Considered a
copy and can be destroyed when
no longer required; tapes are in
autochangers and are
overwritten; GC §34090 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
508
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services / IT AS-023
IMMUTABLE CLOUD MEDIA /
UNALTERABLE MEDIA /
WORM / DVD-r / CD-r / Blue
Ray-R or other unalterable
media that does not permit
additions, deletions, or
changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record); GC
60200, 12168.7, EVC 1550, 2
CCR 22620 et seq..
Admin.
Services / IT AS-024
Video Recordings - Regular
ongoing operations of the
City, or Building Security
1 year 1 year
Records regular ongoing
operations of the City; GC
§34090.6 et seq.
Admin.
Services / IT AS-025
Video Recordings - Public
Activity - NOT Regular
ongoing operations of the
City, or Building Security
When No
Longer
Required
When No
Longer
Required
Does not record regular ongoing
operations of the City; GC
§34090.6 et seq.
ADMINISTRATIVE SERVICES / RISK MANAGEMENT
Admin.
Services /
Risk Manage.
AS-026
Accident, Incident, Injury
reports: MEMBERS OF THE
PUBLIC (that do not result in a
claim)
2 years 2 years Yes Mag, Ppr GC §34090
Admin.
Services /
Risk Manage.
AS-027 Claims for Damages / General
Liability - Adults & Juveniles
Resolution +
5 years
Resolution +
5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; Covers various statute
of limitations; CCP §§ 337 et
seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
Admin.
Services /
Risk Manage.
AS-028 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
509
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Risk Manage.
AS-029 DMV Pull Notices
When
Superseded
or
Upon
Separation
When
Superseded
or
Upon
Separation
Mag, Ppr
Transitory or source records not
retained in the ordinary course of
business; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
Admin.
Services /
Human
Resources
AS-030
Drug and Alcohol Testing /
D.O.T files (ALL Files -
Random, Post-Accident &
Reasonable Suspicion Tests,
refusals, annual summaries,
etc.)
5 years 5 years Mag, Ppr
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc., 1 year for
negative tests; EEOC / FLSA /
ADEA (Age) requires 3 years
physical examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49
CFR 653.71
Admin.
Services /
Risk Manage.
AS-031
Insurance Policies &
Certificates (City-owned):
Property Insurance,
Automobile, Cyber, Deadly
Weapons, Employee
Insurance Policies
Completion +
10 years
Completion +
10 years
Yes: Before
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
For protection from litigation; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
510
Ver. 10.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES (Finance, Human Resources, Information Technology, Purchasing, Risk Management) Page AS-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Admin.
Services /
Risk Manage.
AS-032
Insurance Policies &
Certificates (City-owned):
General Liability, Workers
Compensation Insurance
Policies
P P Yes: Before
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
For protection from litigation; GC
§34090
Admin.
Services /
Risk Manage.
AS-033
OSHA Inspections & Citations,
Log 200 and Log 300, 301,
301A
5 years 5 years Ppr
OSHA requires 5 years; State law
requires 2 years; 8 CCR
§3203(b)(1), 29 CFR 1904.33,
OMB 1220-0029, 8 CCR
14300.33; GC §34090; LC
§6429c
Admin.
Services /
Risk Manage.
AS-034 Workers Compensation (All
Employee Injuries)
Close + 1
year
Separation +
30 years, or
Termination
of Benefits +
3 years,
whichever is
longer
Separation +
30 years, or
Termination
of Benefits +
5 years,
whichever is
longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Claims can be made for 30 years
for toxic substance exposure;
Claims are required for five years
after the end of compensation, or
injury, whichever is longer; 8 CCR
§3204(d)(1) et seq., 8 CCR
10102, 15400.2; 8 CCR 5144, 29
CFR 1910.1020(d);GC §§12946,
12960, 34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
511
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
CITY CLERK
City Clerk CC-001 Abstracts of City Council
Actions / Future Agenda Items
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Preliminary draft; GC §34090, GC
§7927.500
City Clerk CC-002
Agenda Packets (City Council,
Housing Authority,
Redevelopment Agency,
Successor Agency, Oversight
Board)
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Prior to 2023,
Resolution/Ordinance
Attachments and Exhibits were
retained in the Agenda Reports,
not with the Resolution /
Ordinance; Standard municipal
government practice; GC §34090
et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
512
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-003
Agreements & Contracts ALL
(Infrastructure, Lien
Agreements, Subdivision
Agreements, and MOUs and
MOAs)
Agreement or Contract includes
all contractual obligations (e.g.
RFP, Specifications, Successful
Proposal / Scope of Work,
Amendments and Notices of
Completion)
Examples of Infrastructure:
Architects, Buildings, bridges,
covenants / CC&Rs, development,
park improvements, property
restrictions, reservoirs, sewers,
sidewalks, street & alley
improvements, utilities, water.
Completion P P
Yes:
Before
Completio
n
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; All infrastructure, JPAs,
& Mutual Aid 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. 337.1(a), 337.15,
343; GC §34090, Contractor has
retention requirements in 48 CFR
4.703
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
513
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-004
Agreements & Contracts ALL
(Non-Infrastructure Service
Agreements, Professional
Services Agreements, and
Franchises, DDAs, OPAs )
Agreement or Contract,
Insurance Certificates &
Notices of Completion.
Agreement or Contract includes
all contractual obligations (e.g.
RFP, Specifications, Successful
Proposal / Scope of Work,
Amendments, and Notices of
Completion)
Examples of Non-Infrastructure:
Consultants, Franchises,
Landscaping, Lease, Painting,
Slurry Seals (Paving), Tree
Trimming, Leases, Personnel,
Professional Services, Specialized
Attorneys, etc.
Completion 10 years Completion +
10 years
Yes:
Before
Completio
n
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
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; CCP §§336(a), 337 et.
seq., GC §34090
City Clerk CC-005 Annexations / Boundaries /
Consolidations / LAFCO P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Land Records; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
514
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-006
Assessment / Maintenance /
Landscape & Lighting / Street
Improvement District Projects -
Formation Documents (e.g.
roads, sewer, etc.)
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; Diagrams and Drawings
are maintained by Engineering;
GC §34090
City Clerk CC-007 Audio Recordings of City
Council Meetings
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
City Clerk CC-008
Boards, Commissions &
Committees: APPLICATIONS
(all)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-009
Boards, Commissions &
Committees: APPOINTMENTS
& RESIGNATIONS
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-010
Boards, Commissions &
Committees: MADDY ACT
LIST
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-012
City History, Historical Records
(e.g. Incorporation, City Seal,
etc.)
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
City Clerk determines historical
significance; GC §34090
City Clerk CC-013 Claim Forms 2 years 2 years Mag, Ppr
The entire claim file is retained by
Administrative Services / Risk
Management; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
515
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Develop.
Services /
Building &
Safety OR
City Clerk
CC-014
Copyright Release Forms /
Requests & Permissions to
Receive Copies of Plans (to
and from Architects)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-014.5
Director Hearings / Appeals /
Administrative Hearings / Code
Enforcement Appeals
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC §34090
City Clerk CC-015
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):
ELECTRONICALLY FILED /
DATABASE (NetFile)
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Statements filed electronically are
required for 10 years; City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f)(g); GC §84615
City Clerk CC-016
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): DESIGNATED
EMPLOYEES &
CONSULTANTS (specified in
the City's Conflict of Interest
code)
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
City maintains original
statements; GC §81009(e)&(g)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
516
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-017
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): PUBLIC OFFICIALS
(elected & not elected.
Includes City Council Members,
Planning Commission
Members, City Manager, City
Treasurer & City Attorney)
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Standard municipal government
practice; City maintains copies
only; original statements are filed
with FPPC; GC §81009(f)&(g)
City Clerk CC-018
Economic Interest Filings
(FPPC Form 635 / 602) -
Lobbyist Authorization /
Reporting
2 years 3 years 5 years Mag, Ppr 2 CCR 18615(d), GC §34090 City Clerk CC-019 FPPC Form 801 (Gift to Agency
Report) 7 years 7 years Mag, Ppr Should post on website for 4 years; GC §81009(e)&(g)
City Clerk CC-020
FPPC Form 802 (Event Ticket /
Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr Should post on website for 4
years; GC §81009(e)&(g)
City Clerk CC-021 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr GC §81009
City Clerk CC-022 FPPC Form 804 (Agency
Report of New Positions)
After Conflict
of Interest
Policy is
Superseded
After Conflict
of Interest
Policy is
Superseded
Mag, Mfr,
OD, Ppr S Yes: After 2
years
Must be retained same period of
time as the Conflict of Interest
Code, which is adopted by
Resolution; 2 CCR 18734(c) GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
517
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-023 FPPC Form 805 (Agency
Report of Consultants)
After Conflict
of Interest
Policy is
Superseded
After Conflict
of Interest
Policy is
Superseded
Mag, Mfr,
OD, Ppr S Yes: After 2
years
Must be retained same period of
time as the Conflict of Interest
Code, which is adopted by
Resolution; 2 CCR 18734(c) GC
§34090
City Clerk CC-024
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Ppr
Must post on website; 2 CCR
18702.5; GC §34090; GC
§81009e
City Clerk CC-025
Functional Filing System /
MUFFS / Municipal Functional
Filing System
Follows
Retention for
Appropriate
Subject
Matter
Follows
Retention for
Appropriate
Subject
Matter
Mag, Mfr,
OD, Ppr S Yes: After 2
years
Standard municipal government
practice; GC §34090 et seq.
ELECTIONS - CONSOLIDATED
City Clerk CC-026
Campaign Filings (FPPC 400
Series Forms - 410, 460, 470,
496, 497, Form 501):
SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
2 years P P Mfr, OD,
Ppr S / I Yes: After 2
years
For Electronic Filings, Data that
has been maintained for at least
10 years may then be archived in
a secure format; Paper must be
retained for at least 2 years; GC
§81009(b)&(g); GC §84615(i)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
518
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-027
Campaign Filings (FPPC 400
Series Forms - 410, 460, 470,
496, 497, Form 501):
UNSUCCESSFUL
CANDIDATES
Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
5 years 5 years Mfr, OD,
Ppr S / I Yes: After 2
years
Candidates without committees
are not required to file their
statements, reports or copies
online or electronically; Paper
must be retained for at least 2
years; GC §81009(b)&(g); GC
§84615
City Clerk CC-028
Campaign Filings (FPPC 400
Series Forms - 410, 460, 470,
496, 497, 501 Form):
UNSUCCESSFUL
CANDIDATES,
ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mfr, OD,
Ppr S / I Yes: After 2
years
Statements filed electronically are
required for 10 years; GC
§81009(b)&(g); GC §84615
City Clerk CC-029
Campaign Filings (FPPC 400
Series Forms - 410, 460, 470,
496, 497): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mfr, OD,
Ppr S / I Yes: After 2
years
Paper must be retained for at
least 2 years; GC §81009(c)&(g)
City Clerk CC-030
Campaign Filings (FPPC 400
Series Form - 410, 460, 470,
496, 497): THOSE NOT
REQUIRED TO FILE
ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mfr, OD,
Ppr S / I Yes: After 2
years
Paper must be retained for at
least 2 years; GC §81009(f)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
519
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-031
Candidate File: Nomination
Papers, Candidate Statements,
Code of Fair Campaign
Practices, Application to view
Voter Registration Info
Ballot Designation Worksheet,
etc. - SUCCESSFUL
CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr
Standard municipal government
practice; CA law states term of
office and 4 years after the
expiration of term; EC §17100
City Clerk CC-032
Candidate File: Nomination
Papers, Candidate Statements,
Code of Fair Campaign
Practices, Application to view
Voter Registration Info
Ballot Designation Worksheet,
etc. - UNSUCCESSFUL
CANDIDATES
Election + 4
years
Election + 4
years
Mag, Mfr,
OD, Ppr
Standard municipal government
practice; CA law states term of
office and 4 years after the
expiration of term; EC §17100
City Clerk CC-033
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Applications
for vacancies on the Council,
Precinct Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, etc.)
2 years 2 years Mag, Ppr Used for a model for the next election, GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
520
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-034
Elections - HISTORICAL File
(Sample ballot, Results /
Certificate of Elections, copies
of Resolutions - calling the
election, canvass, etc., election
summary)
4 years P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Retained for Historical Value, GC
§34090
City Clerk CC-035
Elections - Petitions (Initiative,
Recall or Referendum) - IF
SUFFICIENT
Election
Results + 8
months
Election
Results + 8
months
Ppr
Not accessible to the public; The
8 month retention applies after
election results, or final
examination if no election, unless
there is a legal or FPPC
proceeding. EC §§17200(b)(3),
17400
City Clerk CC-036
Elections - Petitions (Initiative,
Recall or Referendum) - IF
INSUFFICIENT / NO
ELECTION
Final
Examination
+ 1 year after
petition
examination
Final
Examination
+ 1 year after
petition
examination
Ppr
Not accessible to the public; The
8 month retention applies after
election results, or final
examination if no election, unless
there is a legal or FPPC
proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
City Clerk CC-037
Enterprise System Catalogue
(Listing of Enterprise-wide
Software, posted online)
2 years 2 years Mag Posting is required by GC
§6270.5; GC §60201 et seq.
City Clerk CC-038
Ethics Training / Harassment
Prevention Training Certificates -
City Council, Boards and
Commissions
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53235.2(b)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
521
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-039
Minutes - ALL (City Council,
Housing Authority,
Redevelopment Agency,
Successor Agency, Oversight
Board, Community Services
Commission, Historic
Preservation Advisory
Commission, Library Advisory
Commission, Parks &
Recreation Commission,
Measure T Oversight
Committee / Transaction & Use
Tax Oversight Committee,
Planning Commission, Public
Safety Commission, Traffic
Commission, and
Traffic/Transportation
Commission, Youth Advisory
Committee)
10 years P P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-040 Municipal Code Administration,
Distribution, etc.
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary Drafts not retained in
the ordinary course of business;
GC § 34090
City Clerk CC-041
Oaths of Office: ALL - Boards
and Commission Members,
Elected and Appointed Officials,
Employees
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practices; Statute of Limitations:
Public official misconduct is
discovery of offense + 4 years,
retirement benefits is 6 years
from last action; GC §§36507,
34090; PC §§801.5, 803(c); 29
USC 1113
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
522
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-042 Ordinances P P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.
City Clerk CC-043
Petitions (submitted to Council
on any subject - Dog Parks,
Parking, Traffic Calming, etc.)
See Elections for Initiative,
Recall or Referendum Petitions
1 year 1 year Ppr
Not related to elections; Law
requires 1 year for petitions; GC
§50115
City Clerk CC-044 Public Safety Commission
Agendas and Agenda Packets 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.
City Clerk CC-045 Public Records Requests /
Database (Gov QA) 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.
City Clerk CC-046 Proclamations /
Commendations / Memoriums 2 years 2 years Mag, Ppr GC §34090 MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
523
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-047
Recorded Documents: Deeds,
Condemnations (Eminent
Domain), Easements, Rights of
Way, Vacations /
Abandonments /
Relinquishments, Declarations
of Restrictions / CC&Rs
(Covenants, Conditions &
Restrictions), etc.
Acquisition or Disposal of real
property, Access, Fire Lanes,
Parks, Open Space, Sewers,
Storm Drains, Water, Utilities,
etc.
Engineering retains Drawings /
Large Format Drawings or
Maps that are recorded
2 years P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-048
Records Destruction Lists /
Certificates of Records
Destruction
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC §34090 et. seq.
City Clerk CC-049
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC §34090 et. seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
524
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk CC-050
Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
10 years 10 years Mag, Ppr EC §21608(g); GC §34090
City Clerk CC-051
Resolutions (City Council,
Housing Authority,
Redevelopment Agency,
Successor Agency, Oversight
Board)
P P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.
City Clerk CC-052
Securities for Construction /
Private Development and
Correspondence, Authorization
for Release: (Construction
Bonds, Letters of Credit,
Performance Bonds,
Subdivision Bonds, etc.)
Release of
Bond /
Security + 2
years
Release of
Bond /
Security + 2
years
Mag, Mfr,
OD, Ppr S No
File includes correspondence;
Securities (Performance Bonds,
Letters of Credit, etc.) are
released by the Engineer after all
conditions have been met (a
financial instrument, not a city
record)
City Clerk CC-053 Subpoenas & Summons 2 years 2 years Mag, Ppr GC §34090 et seq.
City Clerk
or City
Attorney
(contract)
CC-054 Verbatim Transcripts 2 years 2 years Mag, Ppr
If created for the City Attorney,
custody is transferred to the City
Attorney and retained according
to the subject matter / content of
the record; GC §34090
City Clerk CC-055 Video Recordings of City
Council Meetings P P Tape
(Mag)
City Council policy; Video tapes of
meetings are only required for 90
days; GC §34090.7
City Clerk CC-056 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Upon Sale or
Disposal of
Vehicle
Ppr DMV record provided to new
owner when title transfers
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
525
Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
CITY MANAGER
City
Manager CM-001
Solid Waste / AB 939 Compliance /
SB 1383 Compliance (Organic
Waste Collection and Recycling);
Reports to CalRecycle, etc.
10 years 10 years Mag, Ppr
Standard municipal government
practice; 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
City
Manager CM-002 Solid Waste Self-Haul Permits Expiration + 2 years
Expiration +
2 years
Yes: While
Active
Issues
Mag, Ppr GC §34090
City
Manager CM-003
Subject Files / Projects & Issues
(Issues and/or projects will vary
over time - e.g. Hotels,
Developments, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
City
Manager CM-004 Sister City Program 2 years 2 years Yes Mag, Ppr GC §34090
PUBLIC INFORMATION OFFICER (PIO)
City
Manager /
PIO
CM-005 Awards, Donations 2 years 2 years Yes: Before
Event Mag, Ppr GC §34090
City
Manager /
PIO
CM-006 Press Releases (All Non-Public
Safety)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC § 34090
City
Manager /
PIO OR
Economic
Develop.
CM-007 City Newsletters (Constant
Contact)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC § 34090
MURRIETA, CA ©1995 - 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
526
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
COMMUNITY SERVICES / HOMELESS SERVICES
Community
Services /
Homeless
Services
CS-001
Homeless Services, Outreach
and Sheltering - FUNDED BY
OUTSIDE GRANTS
2 years
After Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice (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 CFR 200.334;
24 CFR 91.105(h), 92.505,
570.490, & 570.502(a), 29
CFR 97.42; OMB Circular A-
110 & A-133; GC §34090;
GC §8546.7
Community
Services /
Homeless
Services
CS-002
Homeless Services, Outreach
and Sheltering - FUNDED BY
THE GENERAL FUND
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice (Meets
auditing standards); GC
§34090
COMMUNITY SERVICES / LIBRARY
Community
Services /
Library
CS-003 Library Information
Management Database Indefinite Indefinite Yes Mag Data is interrelated; GC §§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
527
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services /
Library
CS-004
Agreements & Contracts:
Miscellaneous Library
Purchases, Performers /
Instructors (e.g. book
purchases, copier service,
security guards, collection
agency, etc. - Not Infrastructure
projects)
All other agreements are sent to
the City Clerk (see City-Wide)
Completion +
5 years
Completion +
5 years
Yes:
Before
Completion
Mag, Mfr,
OD, Ppr S Yes: After
QC & OD
Exception to City-wide
standards because of high
volume and errors &
omissions statute of
limitations are not applicable;
Statute of Limitations is 4
years; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Community
Services /
Library
CS-005
Delinquent Accounts (Collection
Agency Statements)
Note: After all records have
been destroyed, remove from
the Retention Schedule - the
department has stopped
sending accounts to a collection
agency
5 years 5 years Mag, Ppr
Standard municipal
government practice to meet
municipal government
auditing standards; GC
§34090
Community
Services /
Library OR
Parks &
Recreation
CS-006
Donations of Art Work or
Product (Records Pertaining to
Art Acquired by the City)
Completion
Life of the
Author + 20
years
Life of the
Author + 20
years
Mag, Mfr,
OD, Ppr
Rights of authors extend for
the life of the author's); State
law allows a written contract
to extend rights for an
additional 20 years; 4 years
to meet auditing standards;
17 USC 106A(d); GC
§15813.5; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
528
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services /
Library OR
Parks &
Recreation
CS-007
Facility Use Permits / Facility
Rental Agreements
Includes any required Insurance
Certificate and/or ABC permit
2 years 2 years Mag, Ppr GC §34090
Community
Services /
Library
CS-008
Grants: CSLA (California
Library Services Act), LSCA
(Library Services and
Construction), CLLS (California
Library Literacy Services), LSTA
(Library Services and
Technology), IMLS (Institute of
Museum & Library Services),
and PLF (Public Library
Foundation) ONLY. For all
others, follow City-wide
Schedule. (SUCCESSFUL
Reports, and Financial
Information) Send copy of
application and award to
Administrative Services
2 years
Final
Expenditure
+ 5 years
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Per California State Library
Records Management
Program Requirements (April
27, 1998); GC §34090
Community
Services /
Library
CS-009
Library Advisory Commission -
AGENDA PACKETS, AGENDA
FACE SHEETS.
Minimum 2
years
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
529
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
City Clerk CS-010 Library Advisory Commission -
MINUTES & BYLAWS
Send
Originals to
the City Clerk
Send
Originals to
the City Clerk
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing
of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.
Community
Services /
Library
CS-011
Library Advisory Commission -
RECORDINGS - AUDIO of
meetings
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
Community
Services /
Library
CS-012 Library Patron Applications
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts; entered
into Library Information
Management System; GC
§34090 et seq.
Community
Services /
Library
CS-013 Passport Transmittals 24 months 24 months Mag, Ppr US Passport requirement to
destroy forms monthly; GC
§34090
Community
Services /
Library
CS-014 Photo Releases / Film Releases 2 years 2 years Mag, Ppr GC §34090 Community
Services /
Library
CS-015 Printed Flyers and Promotional
Materials
Minimum 2
years
Minimum 2
years Mag, Ppr GC §34090
Community
Services /
Library
CS-016 Release Forms (Artists /
Exhibitor's) 2 years 2 years
Yes:
Before
Event
Mag, Ppr GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
530
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services /
Library
CS-017
Waivers of Liability / Hold
Harmless Agreements for
Library Instructors
All other agreements are sent to
the City Clerk (see City-Wide)
2 years 2 years
Yes:
Before
Event
Mag, Ppr GC §34090
COMMUNITY SERVICES / PARKS & RECREATION
Community
Services / Parks
& Recreation
CS-018
Activity Registration Database -
Civic One (e-sign ups for
classes, events, field trips, etc.)
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; GC
§34090
Community
Services / Parks
& Recreation
CS-019
Activity / Special Programs /
Special Event Files - Program
Manager's Finals
Children's Programs, Cultural
Arts, Sports, Seniors, etc.
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; GC
§34090
Community
Services / Parks
& Recreation
CS-020
Activity Registration /
Reservation Forms / Application
Forms / Enrollment Forms / Fee
& Charge / Liability Forms /
Release of Liability Forms /
Permissions, etc.: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years Ppr GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
531
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services /
Library OR
Parks &
Recreation
CS-022
Art in Public Places (Records
Pertaining to Art Purchased by
the City, or Donated Art Works
or Products (Records Pertaining
to Art Acquired by the City)
Completion
Life of the
Author + 20
years
Life of the
Author + 20
years
Mag, Mfr,
OD, Ppr
Rights of authors extend for
the life of the author's); State
law allows a written contract
to extend rights for an
additional 20 years; 4 years
to meet auditing standards;
17 USC 106A(d); GC
§15813.5; GC §34090
Community
Services / Parks
& Recreation
CS-023
Assessment Districts / CFDs /
Community Facilities Districts &
Zones / Landscape & Lighting
Districts, etc.
(ENGINEERS REPORTS)
P P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice; Statute
of Limitations is 4 - 10 years
(for Errors & Omissions);
CCP §§337. 337.1(a),
337.15, 343; GC §34090
Community
Services / Parks
& Recreation
CS-024
Authorizations to use
Photographs on Veteran's
Memorial
P P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD ; GC §34090, 34090.7
Community
Services / Parks
& Recreation
CS-025
Community Services
Commission - AGENDA
PACKETS (Includes Agenda
Face Sheets)
Minimum 2
years
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
City Clerk CS-026
Community Services
Commission - MINUTES &
BYLAWS
Send
Originals to
the City Clerk
Send
Originals to
the City Clerk
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing
of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
532
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services / Parks
& Recreation
CS-027
Community Services
Commission - RECORDINGS -
AUDIO of meetings
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
Community
Services / Parks
& Recreation
CS-028
Community Services
Commission - RECORDINGS -
VIDEO of meetings (Video
became effective October 2023)
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; video
recordings of meetings are
required for 90 days; GC
§34090.6
Community
Services / Parks
& Recreation
CS-029 Evaluations/Surveys (Program
Evaluations)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Content Not substantive,
preliminary draft record not
retained in the ordinary
course of business; GC
§34090
Community
Services /
Library OR
Parks &
Recreation
CS-030
Facility Use Permits / Facility
Rental Agreements
Includes any required Insurance
Certificate and/or ABC permit
2 years 2 years Mag, Ppr
Statute of Limitations any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; GC §34090, CCP
§§337, 343
Community
Services / Parks
& Recreation
CS-031
First Aid / Mishap Reports
(Minor injuries - bandages,
scratches, etc.)
2 years 2 years Mag, Ppr GC §34090
Development
Services /
Planning
CS-032 Historic Preservation Report /
Historic Sites / Landmarks P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
533
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services / Parks
& Recreation
CS-033 Park History P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Community
Services / Parks
& Recreation
CS-034
Parks & Recreation Commission
- AGENDA PACKETS,
AGENDA FACE SHEETS.
Minimum 2
years
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
City Clerk CS-035 Parks & Recreation Commission
- MINUTES & BYLAWS
Send
Originals to
the City Clerk
Send
Originals to
the City Clerk
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing
of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.
Community
Services / Parks
& Recreation
CS-036
Parks & Recreation Commission
- RECORDINGS - AUDIO of
meetings
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
Community
Services / Parks
& Recreation
CS-037
Parks & Recreation Commission
- RECORDINGS - VIDEO of
meetings (Video became
effective October 2023)
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; video
recordings of meetings are
required for 90 days; GC
§34090.6
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
534
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services / Parks
& Recreation
CS-038
Recreation Guide / Seasonal
Program Brochures / Activity
Guide
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; GC
§34090
Community
Services / Parks
& Recreation
CS-039 Sign-in / Sign-out sheets (Senior
Center, etc.) 2 years 2 years Ppr GC §34090
Community
Services / Parks
& Recreation
CS-040
Swimming Pool Chemical
Additions (Chlorine, Muriatic
Acid. etc.)
2 years 2 years Mag, Ppr GC §34090
Community
Services / Parks
& Recreation
CS-041 Waivers of Liability / Ride-Along
Instructors, etc. 2 years 2 years Mag, Ppr GC §34090
Community
Services / Parks
& Recreation
CS-042
Youth Advisory Committee -
AGENDA PACKETS, AGENDA
FACE SHEETS.
Minimum 2
years
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
City Clerk CS-043 Youth Advisory Committee -
MINUTES & BYLAWS
Send
Originals to
the City Clerk
Send
Originals to
the City Clerk
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing
of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
535
Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES (Parks & Recreation, Homeless Services, Library)
Page CS-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).
Community
Services / Parks
& Recreation
CS-044
Youth Advisory Committee -
RECORDINGS - AUDIO of
meetings
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
Community
Services / Parks
& Recreation
CS-045
Youth Advisory Committee -
RECORDINGS - VIDEO of
meetings (Video became
effective October 2023)
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; video
recordings of meetings are
required for 90 days; GC
§34090.6
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
536
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
DEVELOPMENT SERVICES / BUILDING & SAFETY
Development
Services /
Building &
Safety
DS-001 _Building Permit Database (Tyler
EnerGov / Gov Partner / HdL) P P Yes (all) Mag
Standard municipal
government practice - Data is
interrelated; GC §34090, H&S
§19850
Development
Services /
Building &
Safety
DS-002
Building Permit Applications:
where the Permit was Never
Issued (Expired or Withdrawn)
After
Expiration or
Withdrawal
After
Expiration or
Withdrawal
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice;
Preliminary drafts not retained
in the ordinary course of
business; CBC §104.7;
H&S§19850, GC §34090 et
seq.
Development
Services /
Building &
Safety
DS-003 Building Permits (All, unless a
Temporary Use Structures)
Life of
Structure
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Development
Services /
Building &
Safety
DS-004 Building Permits (Temporary Use
Structures only)
Permit
Expiration + 2
years
Permit
Expiration +
2 years
Yes (until
expiration)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
537
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Building &
Safety
DS-005
Building Plans and Construction
Documents - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR
and APPURTENANCES:
All sheets, EXCEPT FLOOR
PLAN / SITE PLAN PRIOR TO
2023 & Implementation of
electronic processes / Tyler
EnerGov
180 days 180 days Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Law does not require plans to
be filed for dwellings less than
2 stories, garages &
appurtenances, farms/ranches,
1-story with bearing walls less
than 25'; CBC requires 180
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
Development
Services /
Building &
Safety
DS-006
Building Plans and Construction
Documents - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR
and APPURTENANCES:
FLOOR PLAN / SITE PLAN ONLY
(Used for Code Enforcement and
Disaster Recovery Purposes)
Life of
Structure
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice (used for
Code Enforcement and
Disaster Recovery Purposes );
Law does not require plans to
be filed for dwellings less than
2 stories, garages &
appurtenances, farms/ranches,
1-story with bearing walls less
than 25'; CBC requires 180
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
538
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Building &
Safety
DS-007
Building Plans and Construction
Documents - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR
and APPURTENANCES:
AFTER Implementation of
electronic processes / Tyler
EnerGov
10 years 10 years Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; Law
does not require plans to be
filed for dwellings less than 2
stories, garages &
appurtenances, farms/ranches,
1-story with bearing walls less
than 25'; CBC requires 180
days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
Development
Services /
Building &
Safety
DS-008
Building Plans and Construction
Documents - Finalled -
INDUSTRIAL, COMMERCIAL,
MULTI-FAMILY DWELLINGS,
PLACES OF PUBLIC
ACCOMMODATION, TENANT
IMPROVEMENTS (Involving
medial, restaurant or change of
use), PRODUCTION HOMES /
TRACT HOME MODELS
(includes commercial structural
plans, Hazardous Materials
Questionnaire, etc.)
Life of
Structure
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; 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
Development
Services /
Building &
Safety
DS-009 California Building Codes /
Uniform Building Codes
Once
Superseded
Once
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
539
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Building &
Safety
DS-010 Certificate of Occupancy (CofO) Life of
Structure
Life of
Structure Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Development
Services /
Building &
Safety
DS-011 Certificate of Occupancy (CofO) -
Temporary ONLY
Expiration + 2
years
Expiration +
2 years
Yes (before
expiration)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Development
Services /
Building &
Safety
DS-012
Complaints (Written, where the
Building & Safety Division would
respond)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Development
Services /
Building &
Safety
DS-013 Construction Notices / Inspection
Notices / Stop Work Notices
Life of
Structure
Life of
Structure
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Scanned with Associated
Permit; GC §34090
Development
Services /
Building &
Safety
DS-014
Construction Waste Plan
Documents / Log / Monitoring /
Reporting
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice
(consistent with SB 1383
Organic Waste Collection and
Recycling retention
requirements); 14 CCR §
18995.2; GC §34090
Development
Services /
Building &
Safety OR
City Clerk
DS-015
Copyright Release Forms /
Requests & Permissions to
Receive Copies of Plans (to and
from Architects)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
540
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Building &
Safety
DS-016 Electrical Meter Releases.
Minimum
When Permit
is Finalled
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice
(Preliminary Drafts); GC
§34090
Development
Services /
Building &
Safety
DS-017 Energy Calculations Life of
Structure
Life of
Structure
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Scanned with Associated
Permit; GC §34090
Development
Services /
Building &
Safety
DS-018
Energy Compliance Forms /
Registration Forms (required by
law to be registered with the
California Energy Commission /
CEC)
Life of
Structure
Life of
Structure
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
CEC Regulatory Advisory
states the Building department
".. should consider holding
digital or paper copies of the
documents submitted to
them as demonstration of
compliance for retention and
eventual registration." Required
to be entered into a State-wide
"data registry";' GC §34090
Development
Services /
Building &
Safety
DS-019 Geotechnical and Soils Reports
(Building & Safety) P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
541
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Building &
Safety OR
Public Works
/ Engineering
DS-020
MSHCP Fee Receipts - Riverside
Regional Conservation Authority -
Multiple Species Habitat
Conservation Plan Fee Receipts
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference. The
City was required to collect
these substantial fees for the
Authority until 2022. If a
resident or developer cannot
locate their receipt, they have
to pay the substantial fees
again (the Authority has been
unable to locate records of past
fees submitted by the City); GC
§34090
Development
Services /
Building &
Safety
DS-021 Plan Check Comments
Minimum
When Permit
is Finalled
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice
(Preliminary Drafts); GC
§34090
City Clerk DS-022
Reports: Building Activity
(Annual, included in the City
Council's Agenda Packet
Copies - When
No Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Development
Services /
Building &
Safety
DS-023 Reports: Building Activity
(Monthly)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090 et seq.
CODE ENFORCEMENT
Development
Services /
Code
Enforcement
DS-024 _Code Enforcement Database
(Tyler EnerGov / TriTech)
Minimum 3
years
Minimum 3
years Yes (all) Mag
Standard municipal
government practice - Data is
interrelated; GC §34090, H&S
§19850
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
542
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Code
Enforcement
DS-025
Code Enforcement Case Files,
Abatement Case Files
Includes Appeals, Code
Enforcement Complaint Letters,
Notice of Violations, (Tyler
EnerGov / TriTech)
Any Final Agreements are sent to
the City Clerk
Closed + 2
years
Closed + 2
years
Yes: Until
Resolution Mag, Ppr
Standard municipal
government practice; Case is
open until satisfactorily
resolved (some cases are not
resolved); GC §34090
Development
Services /
Code
Enforcement
DS-026 Liens / Lien Releases P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
HOUSING / FORMER REDEVELOPMENT AGENCY / SUCCESSOR AGENCY City Clerk DS-027 Ground Leases
Copies - When
No Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Development
Services /
Economic
Develop. /
Housing /
Former
Redev.
DS-028
Housing Plans: Consolidated
Annual Performance and
Evaluation Review (CAPER) /
Comprehensive Housing
Affordability Strategy (CHAS) /
Expiration + 5
years
Expiration +
5 years Mag, Ppr Required for 5 years; 24 CFR
91.105(h)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
543
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Economic
Develop. /
Housing /
Former
Redev.
DS-029
Housing Programs: Affordable
Housing Projects, Rehabilitation,
First Time Home Buyers, HOME
WITHOUT a Recapture / Resale
Restriction
Deeds and Insurance are sent to
City Clerk
Loan Pay-off +
5 years
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required
for 3-4 years from expenditure
or performance report; 2 CFR
200.333; 24 CFR 92.508(a)(c),
& 570.502, 982.158, 884.214;
29 CFR 97.42; GC §34090
Development
Services /
Economic
Develop. /
Housing /
Former
Redev.
DS-030
Housing Programs: Affordable
Housing Projects, Rehabilitation,
First Time Home Buyers, HOME,
Affordable Covenants and
Restrictions
WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after
the affordability period
terminates; Uniform Admin.
Requirements for Grants to
Local Governments is 3 years
from expenditure report; 2 CFR
200.333; 24 CFR
92.508(a)(c)(2) & 570.502(b),
982.158, 884.214; 29 CFR
97.42, GC §34090
PLANNING
Development
Services /
Planning
DS-031
_Planning Permit Database (Tyler
EnerGov / Acela / Gov Partner /
HdL)
P P Yes (all) Mag
Standard municipal
government practice - Data is
interrelated; GC §34090, H&S
§19850
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
544
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. DS-032
Affidavits of Publications / Public
Hearing Notices / Legal
Advertising
Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 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; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
Development
Services /
Planning AND
City Clerk
DS-033 Annexations / Boundaries /
Consolidations / LAFCO 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Development
Services /
Planning
DS-034
Applications for Entitlements / Site
Development Plans - Exercised /
Completed
5 years P P Mag, Ppr
Standard municipal
government practice; GC
§34090
Development
Services /
Planning
DS-035
Applications for Entitlements / Site
Development Plans - Not
Exercised / Expired Applications
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; GC
§34090
n/a DS-036 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau
is OFR; GC §34090 et seq.
City Clerk DS-036.5 Director Hearings / Appeals /
Administrative Hearings
Copies - When
No Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
City Clerk retains originals
Permanently; GC §34090.7
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
545
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-037
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exemptions, etc.) /
CEQA
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
Project
Approval or
Denial + 2
years
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
Development
Services /
Planning
DS-038
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries:
Adopted / Certified / Finalled
P P
Mag,
Mfr, OD,
Ppr
S / I 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
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
546
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-11
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-039
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries:
Withdrawn / NOT Certified / NOT
Finalled
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Development
Services /
Planning
DS-040
Environmental Determinations:
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and
Negative Declarations within
the City Boundaries are with
the project file
Development
Services /
Planning
DS-041
General Plan, Elements and
Amendments
Air Quality Element, Circulation
Element, Conservation Element,
Economic Development Element,
Healthy Community Element,
Housing Element, Infrastructure
Element, Land Use Element,
Noise Element, Open Space
Element, Recreation and Open
Space Element, Safety Element
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
547
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-12
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-042
General Plan, Elements and
Amendments - Correspondence,
Workshop Agendas
(Drafts and copies are destroyed
When No Longer Required)
2 years 2 years Mag, Ppr GC §34090
Development
Services /
Planning
DS-043
Historic Preservation Advisory
Commission - AGENDA
PACKETS, AGENDA FACE
SHEETS.
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
City Clerk DS-044
Historic Preservation Advisory
Commission - MINUTES &
BYLAWS
Send Originals
to City Clerk
Send
Originals to
City Clerk
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing of
the minutes can be destroyed
after minutes have been
adopted; GC §34090 et seq.
Development
Services /
Planning
DS-045
Historic Preservation Advisory
Commission - RECORDINGS -
AUDIO of meetings
30 days, or
After Minutes
are Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
Development
Services /
Planning
DS-046
Historic Preservation Advisory
Commission - RECORDINGS -
VIDEO of meetings (Video
became effective October 2023)
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; video
recordings of meetings are
required for 90 days; GC
§34090.6
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
548
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-13
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-047 Historic Preservation Report /
Historic Sites / Landmarks P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Development
Services /
Planning
DS-048 Landscaping Plans 15 years 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Administration Decision;
referenced frequently, valuable
for Code Enforcement,
Homeowner Associations; etc.;
GC §34090
Development
Services /
Planning
DS-049 Master Plans, Specific Plans,
Bikeway Plans, etc. P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Development
Services /
Planning
DS-050
Planning Commission - AGENDA
PACKETS, AGENDA FACE
SHEETS.
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et seq.
City Clerk DS-051 Planning Commission - MINUTES
& BYLAWS
Send Originals
to City Clerk
Send
Originals to
City Clerk
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing of
the minutes can be destroyed
after minutes have been
adopted; GC §34090 et seq.
Development
Services /
Planning
DS-052
Planning Commission -
RECORDINGS - AUDIO of
meetings
30 days, or
After Minutes
are Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
549
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-14
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-053
Planning Commission -
RECORDINGS - VIDEO of
meetings PRIOR to October 2023
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; video
recordings of meetings are
required for 90 days; GC
§34090.6
Development
Services /
Planning
DS-054
Planning Commission -
RECORDINGS - VIDEO of
meetings AFTER October 2023
P P Mag, Ppr
Legistar software
implementation date; video
recordings of meetings are
required for 90 days; GC
§34090.6
Development
Services /
Planning
DS-055
Planning Project Files -
Approved & Unapproved
Temporary Entitlements:
Christmas Tree Lots, Banner,
Pumpkin Lots, Temporary Signs,
etc.
2 years 2 years
Yes:
During
Event
Mag, Ppr
Temporary uses; Department
maintains complete files for
administrative purposes;
GC§§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
550
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-15
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-056
Planning Project Files -
Approved Permanent
Entitlements -
Part 1 of 3: COPIES, DRAFTS &
NON-RECORDS
(Business Cards, Copies, Deed /
Proof of Ownership / Title Reports,
Drafts, Correspondence if content
does NOT relate in a substantive
way to the conduct of the public's
business, minutes copies,
receipts, undeliverable envelopes)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts / Content Not
Substantive; GC §§34090,
7927.500
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
551
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-16
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-057
Planning Project Files -
Approved Permanent
Entitlements -
Part 2 of 3: CORRESPONDENCE
(if the Content relates in a
substantive way to the conduct of
the public's business)
(Correspondence from the Public,
City Attorney, Employees, or
regarding CEQA / Environmental
Permits)
Project
Approval or
Denial + 2
years
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
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
552
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-17
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-058
Planning Project Files -
Approved Permanent
Entitlements -
Part 3 of 3: PERMANENT FILE
(Includes Associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps)
Examples:
Conditional Use Permits (CUPs),
Design Review,
Lot Line Adjustments,
Parcel Maps,
Planned Unit Developments (PUD),
Site Plans,
Tentative Tract & Parcel Maps,
Variances,
Zone Changes
5 years P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD
Standard municipal
government practices; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
553
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-18
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Development
Services /
Planning
DS-059
Planning Project Files - Denied,
Expired or Withdrawn
Permanent Entitlements
Examples:
Conditional Use Permits (CUPs),
Design Review,
Lot Line Adjustments,
Parcel Maps,
Planned Unit Developments (PUD),
Site Plans,
Tentative Tract & Parcel Maps,
Variances,
Zone Changes
Minimum 2
years
Minimum 2
years Yes Mag, Ppr
Projects have a 2 year vesting
(applicant must pull permit
within 2 years) -- those
applications in which the
applicant does not follow
through with permit may be
destroyed after the vesting
period has expired;
GC§§34090, 34090.7
Development
Services /
Planning
DS-060 Preliminary Review File (No
Application Form Submitted)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Standard municipal
government practice;
Preliminary Documents (no
application submitted); GC
§34090
Development
Services /
Planning
DS-061
Preliminary Application Form
(required for a housing
development project that includes
residential units; form is provided
by California Department of
Housing & Community
Development)
5 years 5 years Mag, Ppr
Various benchmarks are
placed using the number of
residential dwelling units on the
project site within the last five
years; GC §§34090, 66300.
Development
Services /
Planning
DS-062
Project Log Index / Spreadsheet /
Binders of Historic Actions (prior to
Software)
P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
554
Ver. 16.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building & Safety, Code Enforcement, Housing, Planning, Former Redevelopment) Page DS-19
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk DS-063
Redevelopment Agency (Former)
Projects and Plans - HISTORICAL
Deeds, Easements, Right of
Ways, Abandonments / Vacation,
Liens / Lien Releases, or other
Historically Significant records
Send Originals
to City Clerk
Send
Originals to
City Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice;
GC§34090 et seq.
Development
Services /
Economic
Develop. /
Housing /
Former
Redev.
DS-064
Redevelopment Agency (Former)
Projects and Plans - NOT
Historical
Includes Dissolution
10 years 10 years Mag, Ppr
Standard municipal
government practice;
GC§34090
Development
Services /
Planning
DS-065 Special Studies Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; GC
§34090
Development
Services /
Planning
DS-066 Street Names / Changes P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Development
Services /
Planning
DS-067 Zoning Maps of Significant
Historical Value P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; City Clerk
Maintains originals of all
documents that were presented
to Council; GC §34090.7
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
555
Ver. 3.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ECONOMIC DEVELOPMENT
City Manager
/ PIO OR
Economic
Develop.
ED-001 City Newsletters (Constant
Contact)
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC §
34090
Economic
Develop. ED-002 Economic Development / Business
Recruitment and Retention
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
556
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
FINANCE / ACCOUNTING
Finance /
Accounting FIN-001
_Financial Services Database
(Finance Enterprise / Central
Square (Previously IFAS)
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Yes Mag
Standard municipal government
practice (invoices are stored in
the database); Data Fields /
Records are interrelated; GC
§34090
Finance /
Accounting FIN-002
1099's, 1096's, DE542
(California Report of
Independent Contractors)
5 years 5 years Mag, Ppr
Standard municipal government
practice; IRS: 4 years after tax is
due or paid (longer for auditing &
contractor delinquency); Ca. FTB:
3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC
§34090; 29 USC 436
Finance /
Accounting FIN-003
Accounts Payable / Invoices
and Backup (All Records and
Reports - Includes
requisitions, check requests,
Invoices, travel expense
reimbursements, Petty Cash
replenishment, Postage,,
backups, etc.)
2 years 5 years 7 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice to facilitate grant audits
or claim reimbursements; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
557
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Accounting FIN-004
Accounts Receivable /
COBRA Billing / Cash
Receipts / Cash Register
Tapes / Building Permits /
Parking Permits / Paid Water
Bills / Controller Bills /
Transient Occupancy Tax
(TOT) / Utility Tax Statements
/ Invoices to Outside Entities,
Animal Licenses, Nuisance
Abatement Reimbursements,
Parking Citations, Receipt of
Property Tax Income /
Property Tax Revenue / SB-90
Claims, Sales Tax, etc.
2 years 3 years 5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; Meets municipal
government auditing standards;
GC §34090
Finance /
Accounting FIN-005 Armored Transport Receipts /
Manifests 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice to meet auditing
standards; GC §34090
Finance /
Accounting FIN-006
Assessment District /
Community Facilities Districts
& Zones / Landscape &
Lighting Districts
(ANNUAL ASSESSMENTS
sent to County Assessor for
Tax Rolls)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice to meet auditing
standards; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
558
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Accounting FIN-007
Assessment District /
Community Facilities Districts
& Zones / Landscape &
Lighting Districts
(BONDS ONLY)
Fully
Defeased 10 years
Fully
Defeased
+ 10 years
Yes: Until
Maturity Mag, Ppr
Standard municipal government
practice; 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.
Community
Services /
Parks &
Recreation
FIN-008
Assessment District /
Community Facilities Districts
& Zones / Landscape &
Lighting Districts
(FORMATION,
BOUNDARIES, ENGINEERS
REPORTS, MAPS
(Whether Bonds are utilized
for funding or Not)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Community Services / Parks &
Recreation retains originals; GC
§34090.7
Finance /
Accounting FIN-009
Audit Schedules / Audit Work
Papers / Grant Audits
(See ACFR for Audits)
5 years 5 years Mag, Ppr Standard municipal government
practice; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
559
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk FIN-010
Audits - FINAL - Annual
Consolidated Financial Report
(ACFR) and related Audit
Opinions / Final Audit Report
5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice (copies); GC §34090.7
Finance /
Accounting FIN-011 Authorization for Automatic
Withdrawals or Deposits 2 years 2 years Mag, Ppr Standard municipal government practice; GC §34090
Finance /
Accounting FIN-012
Bank Statements, Trustee
Statements, Bank
Reconciliations, Investment
Account Statements, Fiscal
Agent Statements, PARs
Statements, Outstanding
Check Lists, Daily Cash
Summaries, Bank Deposits,
Bank Transmittal Advice,
Cashier's Reports
2 years 3 years 5 years Mag, Ppr
Standard municipal government
practice; Meets municipal
government auditing standards;
GC §34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-013 Budget Amendments 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090
Finance /
Accounting FIN-014
Budget Hearings and/or
Review (Development
Documents & Preliminary
Budget)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Drafts; GC §34090.7
Finance /
Accounting FIN-015 Budget Requests / New
Position Requests 2 years 2 years Mag, Ppr GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
560
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk FIN-016 Budgets - Adopted / Final P P
Yes:
Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice (copies); Must be filed
with County Auditor; GC
§34090.7, 40802, 53901
Finance /
Accounting FIN-017 Checks / Warrants - Canceled
(Cashed) or voided 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice for grant auditing / claims
reimbursement purposes; Statute
of Limitations is 4 years; GC
§34090, CCP § 337
Finance /
Accounting FIN-018 Escheat (Unclaimed money /
uncashed checks) 2 years 3 years 5 years Mag, Ppr
Standard municipal government
practice; All tangible property
held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; Meets auditing
requirements; CCP §§340(d); GC
§34090
Finance /
Accounting FIN-019 Fixed Assets - Annual Listing
(Source Documents) 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice to meet auditing
standards; GC §34090
Finance /
Accounting FIN-020 Journal Entries / Journal
Vouchers 2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice (matches to Accounts
Payable for grant auditing
purposes); GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
561
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Accounting FIN-021
Measure T Oversight
Committee / Transaction &
Use Tax Oversight Committee
- AGENDA PACKETS,
AGENDA FACE SHEETS.
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; GC §34090 et seq.
City Clerk FIN-022
Measure T Oversight
Committee / Transaction &
Use Tax Oversight Committee -
MINUTES & BYLAWS
Send
Originals to
the City Clerk
Send
Originals to
the City Clerk
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing of
the minutes can be destroyed
after minutes have been adopted;
GC §34090 et seq.
Finance /
Accounting FIN-023
Measure T Oversight
Committee / Transaction &
Use Tax Oversight Committee -
RECORDINGS - AUDIO of
meetings
30 days, or
After Minutes
are Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
Public Works
/ Engineering FIN-024
MSHCP - Riverside Regional
Conservation Authority -
Multiple Species Habitat
Conservation Plan Fees
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice to meet auditing
standards; GC §34090
Finance /
Accounting FIN-025 Refunds and Credits 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Standard municipal government
practice to meet auditing
standards; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
562
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Accounting FIN-026
Reports / Financial Reports
Generated from Financial
Services Database: General
Ledger, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, etc.
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts (reports are a
compilation of data and can be re-
created when needed from the
Financial system database); GC
§34090 et seq.
Finance /
Treasurer FIN-027
Reports / Financial Reports
State or Federal
Governments: State
Controllers Report / Local
Government Compensation
Report, Property Management
Plan, Obligation Payment
Schedules, Due Diligence
Reviews, Gas Tax, MOE
(Maintenance of Effort)
Report, Fixed Charge Special
Assessment Report, Public
Self Insurer Report (SIP
Report)
2 years 3 years 5years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; Meets auditing
standards; GC §34090
Finance /
Accounting FIN-028 Stubs: Bill Stubs, Check
Stubs
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Drafts; GC §34090.7
Finance /
Accounting FIN-029 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Meets IRS auditing standards;
GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
563
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
City Clerk FIN-030 Warrant Registers: Accounts
Payable
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr
Originals are retained in the City
Council Agenda Packet; GC
§34090.7
FINANCE / BUSINESS LICENSES
Finance /
Business
Licenses
FIN-031 _Business Licenses (HdL)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes (before
termination) Mag, Ppr
Data fields are inter-related
(Meets auditing standards); GC
§34090 et seq.
Finance /
Business
Licenses
FIN-032
Business Licenses and
Revocations - Including
Applications (ALL)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Meets auditing standards; GC
§34090 et seq.
FINANCE / PAYROLL
Finance /
Payroll FIN-033
_Payroll Database (Finance
Enterprise / Central Square
OR Telestaff)
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Yes Mag
Standard municipal government
practice (for grant auditing
purposes); Data Fields / Records
are interrelated; GC §34090
Finance /
Payroll FIN-034
CalPERS bi-weekly reports,
Annual Valuation Reports,
Actuarial Valuation Reports,
Annual Employer Statements
2 years 3 years 5 years Mag, Ppr
Standard municipal government
practice; Retained to match other
auditing periods; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
564
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Payroll FIN-035
DE-6, DE-7, DE-9 DE-43, W-
3, & DE-166, 941 Forms, IRS
5500 Forms (Employee
Benefit Plans), PERS / FICA &
Medicare Adjustments -
Quarterly Payroll Tax Returns /
OASDI, Federal Tax Deposits,
Adjustments, etc.
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; IRS: 4 yrs after tax is
due or paid; Ca. FTB: 3 years; 26
CFR §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29
USC 436, GC §34090
Finance /
Payroll FIN-036
EEO-4 - Records required to
generate EEO-4 report (Self-
Identification Form, etc.)
EEO-4 Report is retained by
Finance / Payroll
3 years 3 years Mag, Ppr
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32; GC
§34090
Finance /
Payroll FIN-037 Garnishments (includes Child
Support Garnishments)
Completion or
Separation +
5 years
Completion
or Separation
+ 5 years
Mag, Ppr
Standard municipal government
practice; meets municipal
government auditing standards
GC §34090
Finance /
Payroll FIN-038 Payroll Changes 2 years 3 years 5 years Mag, Ppr Standard municipal government
practice; meets municipal
government auditing standards
GC §34090
Finance /
Payroll FIN-039 Payroll Registers 2 years 3 years 5 years Mag, Ppr Standard municipal government
practice; 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
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
565
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Payroll FIN-040
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
2 years 3 years 5 years Mag, Ppr
Standard municipal government
practice; Meets auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2
yr min.; FTB keeps 3 years; 26
CFR §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR
516.5 & 516.6(c); GC §34090
Finance /
Payroll FIN-041 Verifications of Employment,
Child Support
When No
Longer
Required
When No
Longer
Required
Ppr
Not a City record / Content doe
NOT relate in a substantive way
to the conduct of the public's
business; GC §34090 et seq.
Finance /
Payroll FIN-042 W-2's 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; 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-043 W-4's
No Longer in
Effect + 4
years
No Longer in
Effect + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
IRS Regulation 31-6001-1 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. GC §34090; 26 CFR
31.6001-1
FINANCE / PURCHASING
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
566
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-11
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Purchasing FIN-044 Auction Request / Surplus
Equipment Disposal Forms 2 years 3 years 5 years Mag, Ppr Standard municipal government
practice; meets municipal
government auditing standards
and covers various statute of
limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
Finance /
Purchasing FIN-045
Purchase Orders, Limited
Purchase Orders, Price
Agreements / Procurement &
Contracting Records - Formal
and Informal (RFPs,
Specifications, Contracts,
Amendments, Successful
Bids, Notice of Award, RFQs,
etc.)
2 years 3 years 5 years Yes: Before
Completion Mag, Ppr
Standard municipal government
practice; meets municipal
government auditing standards
and covers various statute of
limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
Lead Dept. FIN-046 Unsuccessful Bids or
Proposals 2 years 2 years Mag, Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or contract
(City Clerk is OFR); GC §34090
FINANCE / TREASURER
Finance /
Treasurer FIN-047
Authorization for Bank
Signatures / P-Card
authorization
Separation +
5 years
Separation +
5 years Yes: Mag, Ppr Standard municipal government
practice; GC §43900 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
567
Ver. 7.0 RECORDS RETENTION SCHEDULE: FINANCE
(Finance, Business License, Payroll, Purchasing, Treasurer) Page FIN-12
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, audits, public records requests, and/or investigations may suspend normal retention periods (retention resumes after settlement).
Finance /
Treasurer FIN-048
Bonds, Bond Transcripts /
Certificates of Participations
(COPs) See Bank Statements
for statement retention.
Fully
Defeased 10 years
Fully
Defeased
+ 10 years
Yes: Until
Maturity Mag, Ppr
Standard municipal government
practice; Statute of Limitations for
bonds, mortgages, trust deeds,
notes or debentures is 6 years;
Bonds issued by local
governments are 10 years; There
are specific requirements for
disposal of unused bonds; CCP
§§336 et seq. 337.5(a); 26 CFR
1.6001-1(e): GC §43900 et seq.
Finance /
Treasurer FIN-049
Investment Receipts / Advisor
Reports / Trade Tickets / LAIF
(Local Agency Investment
Fund)
Maturity 3 years Maturity + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; Meets auditing
standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
City Clerk FIN-050
Treasurer's Reports / Monthly
or Quarterly Financial
Statements (to Council)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Originals are retained in the City
Council Agenda Packet; GC
§34090.7
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission (909) 337-3516 Adopted:
568
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-1
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
FIRE / ADMINISTRATION
Fire / Admin. FR-001 Apparatus & Equipment Records &
Testing
Disposal + 2
years
Disposal + 2
years
Mag,
Ppr
Standard municipal government
practice to be in compliance with
NFPA Standards for in-service
automotive fire apparatus ; NFPA
1911.4.7.3 & Annex C.5, GC
§34090
Fire / Admin. FR-002 Fire Incident Reports / Run Reports Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
Preliminary drafts; Original reports
/ data is in RMS database; GC
§34090 et seq.
Fire / Admin. FR-003
Fire Incident RMS Database
(ImageTrend Vault, OnBase,
Firehouse)
Indefinite Indefinite Yes Mag Data is interrelated; GC §34090 et seq.
Fire / Admin. FR-004 ISO Insurance Ratings 15 years 15 years Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Standard municipal government
practice (rated every 10 years);
GC §34090
Fire / Admin. FR-005 Monthly Statistical Report / Run
Statistics
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft /
copy (the Fire database is the
original); GC §34090 et seq.
City Clerk FR-006 Mutual Aid Agreements, Joint
Power Authorities
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §34090.7
Fire / Admin. FR-007 Press Releases (All Fire Dept.) Minimum 2 years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal government
practice; GC § 34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
569
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-2
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / Admin. FR-008
Programs and Projects (e.g. CPR
Program, Fire Prevention Week,
Explorers, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Standard municipal government
practice; GC § 34090 et seq.
Fire / Admin. FR-009 Respirator Fit Tests Separation +
4 years 26 years Separation +
30 years,
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Standard municipal government
practice; Claims can be made for
30 years for toxic substance
exposure; 8 CCR 5144; 8 CCR
15400.2, 8 CCR §3204(d)(1) et
seq., 29 CFR 1602.14,
1910.1020(d)(1)(i), GC §§12946,
12960, 34090; LC §1198.5
Fire / Admin. FR-010 Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq.
Fire / Admin. FR-011
Subpoenas (all Fire Dept.) /
Discovery Requests / Personal
Appearance / Duces Tecum
2 years 2 years Mag,
Ppr GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
570
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-3
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / Admin. FR-012
Training Files (by Employee or
Volunteer / Explorer) / Vector
Solutions / Target Solutions
Database
Separation +
5 years
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Standard municipal government
practice; Calif. Labor Division is
required to keep their records 7
years; OSHA requires safety
training 5 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2 -3 years; 29
CFR 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090
Fire / Admin. FR-013
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks - Fire Vehicles
2 years 2 years Ppr GC §34090; 13 CCR 1234 et seq
EMERGENCY MANAGEMENT
Fire /
Emergency
Manage.
FR-014
Citizen's Emergency Response
Training (CERT) / Neighborhood
Training
Course Records, Roster, etc.
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Standard municipal government
practice; GC §34090
Fire /
Emergency
Manage.
FR-015 Emergency Plans / Disaster
Preparedness Manuals, etc.
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Standard municipal government
practice; GC §34090
EMERGENCY MEDICAL SERVICES
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
571
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-4
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / EMS FR-016
EMS Complaints / CQI (Continuous
Quality Improvement) / Quality
Assurance
3 years 3 years Mag,
Ppr
Statute of Limitations for health
providers is 3 years; Call Records
are required for 3 years; 13 CCR
1100.7, CCP §340.5, GC §34090
Fire / EMS FR-017
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
45 CFR 164.530(j)
Fire / EMS FR-018
Patient Care Reports / PCRs /
Paramedic Release Forms / e-
PCRs / PCR Database / EMS
transportation (Health EMS): ALL
(medical and non-medical, refusals
/ against medical advice.)
3 years 17 years 20 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Standard municipal government
practice; adults required for 7
years; minors until 1 year after age
18, but not less than 7 years; 10
years is recommended by AHIMA
for "healthcare providers"; Statute
of Limitations for health providers
is 3 years; CCP §340.5, GC
§34090; H&S §§1797.98(e)
123145; 42 CFR 482.24(b); 9 CCR
9444, 22 CCR 70751(c) &
71551(c); 22 CCR 70751(c),
71551(c), 73543(a), 74731(a),
75055(a), 75343(a), 77143(a),
W&I 14124.1; CMS Pub. 100-4,
Chapter 1, Section 110.3
FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Marshal &
Fire
Prevention
FR-019
Defensible Space Inspections /
Weed Abatement Inspections /
Collectors Software Database
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Standard municipal government
practice; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
572
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-5
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / Fire
Marshal &
Fire
Prevention
FR-020
Fire Code Permits / Special Event
Permits / Fire Works Permits /
Explosives Permits (assembly
permits, candle permits, tent
permits, fire hydrant use, open
flame, etc.)
Minimum 2
years
Minimum 2
years
Yes:
Before
Event
Mag,
Mfr, OD,
Ppr
S/I
Yes:
After QC
& OD
Standard municipal government
practice; GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-021
Fire Inspections / Business
Inspection Files: Citations / Notice
of Violations / Fire Sprinkler
Testing / Inspection
Certifications
Minimum 5
years
Minimum 5
years,
Mag,
Mfr, OD,
Ppr
S/I
Yes:
After QC
& OD
Standard municipal government
practice; Fire Sprinkler systems
are required every 5 years;
California Fire Code requires the
Life of the Structure or Activity, or
Minimum 5 years for Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials
CFC §§ 104.6 – 104.6.4, GC
§34090
Fire / Fire
Marshal &
Fire
Prevention
FR-022
Fire Inspections / Business
Inspection Files:: Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S/I
Yes:
After QC
& OD
Standard municipal government
practice; California Fire Code
requires the Life of the Structure or
Activity, or Minimum 5 years for
Approvals, Inspections, Fires,
Modification / Alternative Methods
or Materials CFC §§ 104.6 –
104.6.4, GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-023 Fire Investigations - Arson &
Capital Crimes Only P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:
After QC
& OD
Standard municipal government
practice (Capital Crimes have no
statute of limitations); CFC §§
104.6 – 104.6.4; GC §34090 et
seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
573
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-6
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / Fire
Marshal &
Fire
Prevention
FR-024 Fire Investigations - OTHER Than
Arson & Capital Crimes Only 5 years 5 years Mag,
Ppr
California Fire Code requires 5 3
years; CFC §§ 104.6 – 104.6.4,
GC §34090 et seq.
Fire / Fire
Marshal &
Fire
Prevention
FR-025 Fire Prevention Plans / Fire
Sprinkler Plans
Life of the
Structure
Life of the
Structure
Mag,
Mfr, OD,
Ppr
S/I
Yes:
After QC
& OD
Standard municipal government
practice; California Fire Code
requires the Life of the Structure or
Activity, or Minimum 5 years for
Approvals, Inspections, Fires,
Modification / Alternative Methods
or Materials CFC §§ 104.6 –
104.6.4, GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-026
Occupancy Inspections / Fire
Inspections / Business Inspection
Files (may be stored in Streamline
Software)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S/I
Yes:
After QC
& OD
Standard municipal government
practice; California Fire Code
requires the Life of the Structure or
Activity, or Minimum 5 years for
Approvals, Inspections, Fires,
Modification / Alternative Methods
or Materials CFC §§ 104.6 –
104.6.4, GC §34090
Fire / Fire
Marshal &
Fire
Prevention
FR-027 Pre-Occupancy Inspections (stored
in Tyler EnerGov)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S/I
Yes:
After QC
& OD
Standard municipal government
practice; California Fire Code
requires the Life of the Structure or
Activity, or Minimum 5 years for
Approvals, Inspections, Fires,
Modification / Alternative Methods
or Materials CFC §§ 104.6 –
104.6.4, GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
574
Ver. 11.0 RECORDS RETENTION SCHEDULE - FIRE Page F-7
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).
Fire / Fire
Marshal &
Fire
Prevention
FR-028 Pre-plan Sheets When
Superseded
When
Superseded
Mag,
Ppr
Preliminary drafts; GC §34090 et
seq.
Fire / Fire
Marshal &
Fire
Prevention
FR-029 Public Information / Education
(when produced internally)
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Standard municipal government
practice; GC §34090
Engineering
Building FR-030 Record Drawings ("As-Builts") and
CAD drawings of buildings
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
GC §34090.7
City Clerk FR-031 Weed Abatement Liens
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
Send all original liens to the City
Clerk; GC §34090.7
OPERATIONS / SUPPRESSION
Fire /
Operations FR-032 Timecards / Daily Roster (Telestaff
Database)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes:
Before
Event
Mag
Meets municipal government
auditing standards; Data is
interrelated; GC §34090 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
575
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
POLICE ADMINISTRATION / CHIEF OF POLICE
Police /
Admin. /
Chief
PD-001
Asset Forfeiture Records /
Forfeiture Notification / DOJ
Equitable Sharing Program
5 years 5 years Mag, Ppr
Per Federal DOJ requirements
(Equitable Sharing Guide); GC
§34090
Police /
Admin. /
Chief
PD-002
CCW (Carry Concealed
Weapon): Application,
Background, Permit - Approved
Expiration of
Permit -
Minimum 2
years
Expiration of
Permit -
Minimum 2
years
Mag, Ppr Standard municipal government
practice; GC §34090
Police /
Admin. /
Chief
PD-003
CCW (Carry Concealed
Weapon): Application,
Background - NOT Approved
Minimum 2
years
Minimum 2
years Mag, Ppr Standard municipal government
practice; GC §34090
Police /
Admin. /
Chief
PD-004
Crime Statistics / Uniform Crime
Reports (UCR) - Summaries
(BCS)
P P Mag, Ppr
Filed on line with the State;
Standard municipal government
practice; GC §34090
Police /
Admin. /
Chief
PD-005
Department Policy Manual /
Lexipol / Operation Directives /
General Orders / (Department
Policies and Procedures)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC § 34090 et seq.
Police /
Admin. /
Chief
PD-006
Internal Affairs Investigations /
Complaints: INTERNALLY-
GENERATED COMPLAINTS
(Late Attendance, etc.)
WITH or WITHOUT a
SUSTAINED Finding
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Exceeds Lexipol Policy; 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; PC
801.5, 803(c).; GC
§§12946,12960, 34090; VC
§2547
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
576
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Admin. /
Chief
PD-007
Internal Affairs Investigations /
Complaints: EXTERNAL
COMPLAINTS WITH Sustained
Finding of Misconduct as
defined in PC §832.7
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §832.5; GC § 34090
Police /
Admin. /
Chief
PD-008
Internal Affairs Investigations /
Complaints: EXTERNAL
COMPLAINTS WITHOUT
Sustained Finding of
Misconduct as defined in PC
§832.7
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
State requires for at least 5
years for complaints by
members of the public; other
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; PC
§§801.5, 803(c). 832.5EVC §
1045(b)(1), GC §§12946, 12960,
34090; VC §2547
Police /
Admin. /
Chief
PD-009
Personnel Files - Background
Packet (only) - POLICE
Unsuccessful (not hired)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr
Department preference;
Consistent with Personnel Files /
successful background files;
State Law requires 4 years; 8
CCR §11040(7)(C); 29 CFR
1627.3(b)(i), 29 CFR 1602.14;
GC §§12946, 12960, 34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
577
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Admin. /
Chief
PD-010
Personnel Files - Police
Department Employees &
Background Packets (only)
(Successful)
Includes Backgrounds, Contact
Information, DMV, Weapons,
Equipment, Recognition,
Discipline, Award, Records,
Settlement Agreements
Separation +
5 years
Separation +
5 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After
QC & OD
Standard municipal government
practice; OSHA requires safety
training 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Admin. /
Chief
PD-011 Press Releases (All Police) Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC § 34090
Police /
Admin. /
Chief
PD-012
Pursuit Critiques / Use of Force
Reviews (not as a result of a
Complaint from a member of the
public)
2 years 2 years Mag, Ppr GC § 34090 et seq.
Police /
Admin. /
Chief
PD-013
Reports: POST Commission of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9, Report of data
regarding the number, type, or
disposition of complaints made
against its officers (optional),
etc.
2 years 2 years Mag, Ppr Optional report; GC §34090 et
seq.
Police /
Admin. /
Chief
PD-014 Reports and Studies - Historical P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC § 34090 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
578
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Admin. /
Chief
PD-015
Reports and Studies regarding
Police operations (not historical -
manpower, overtime use, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Standard municipal government
practice; GC § 34090 et seq.
ADMINISTRATION / TRAINING
Police /
Admin. /
Training
PD-016 Equipment & Uniform
Authorization 2 years 2 years Mag, Ppr GC §34090 et seq.
Police /
Admin. /
Training
PD-017 Personnel Files - Police
Training File
Separation +
5 years
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; Calif. Labor Division is
required to keep their records 7
years; OSHA requires safety
training 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
579
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Admin. /
Training
PD-018
Training - Department Training
Records - COURSE RECORDS
(Attendance Rosters, Outlines
and Materials; includes Use of
Force training, safety training,
etc.)
5 years 5 years Mag, Ppr
Standard municipal government
practice; Rosters are sent to
POST; OSHA requires safety
training 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Police /
Admin. /
Training
PD-019
Weapons Database /
Department Weapons
(Department-issued Weapons)
Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
OPERATIONS / TRAFFIC & POLICE, CANINE
Police /
Operations PD-020
Canine (Police Dogs) Program
Files: Action Reports, Monthly
Reports
5 years 5 years Mag, Ppr Standard municipal government
practice; GC §34090 et seq.
Police /
Operations PD-021 PAS Device Calibration Logs 5 years 5 years Mag, Ppr Standard municipal government practice; GC §34090 et seq.
Police /
Operations PD-022 Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq.
Police /
Operations PD-023 Traffic Control: Radar
Calibration Records
Life of the
Equipment +
2 years
Life of the
Equipment +
2 years
Mag, Ppr Standard municipal government
practice; GC §34090 et seq.
Police /
Operations PD-024
Traffic Control: Radar Trailer
Surveys, Special Event Action
Plans, etc.
2 years 2 years Mag, Ppr GC §34090 et seq.
SUPPORT / AUDIO & VIDEO EVIDENCE (RECORDINGS)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
580
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police / Ops
/
Recordings
PD-025
Officer Recordings: Body-Worn
Cameras – LOGS of Access or
Deletion of Data
P P Mag PC§ 832.18(b)(5)(E); GC
§34090.6 et seq.
Police / Ops
/
Recordings
PD-026
Officer Recordings: Body-Worn
Cameras - that ARE evidence,
Officer Involved Shootings /
Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Follows the
Retention of
the
Evidence,
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.
Police / Ops
/
Recordings
PD-027
Officer Recordings: Body-Worn
Cameras - that are NOT
evidence
60 days 60 days Mag PC§ 832.18(b)(5)(A); GC
§34090.6 et seq.
Police / Ops
/
Recordings
PD-028 Video Interviews
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag
1 year is required when video
recording regular ongoing
operations of the City; GC
§34090.6(a)
Police / Ops
/
Recordings
PD-029 Video Recordings Temporary
Holding Facility 1 year 1 year Mag
1 year is required when video
recording regular ongoing
operations of the City; GC
§34090.6(a)
SUPPORT/ COMMUNICATIONS / CAD / DISPATCH
Police /
Support /
Commun.
PD-030 Alarms / False Alarm
Correspondence & Billing 5 years 5 years Mag, Ppr
Standard municipal government
practice (meets municipal
government auditing standards);
GC §34090 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
581
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Commun.
PD-031
Audio Recordings or Tapes -
(CAD/RMS) Recordings of
Telephone & Radio
Communications Dispatch Tapes
(CAD)
366 days 366 days Mag
Standard municipal government
practice; (legally mandated for
100 days; civil suits may be filed
up to 365 days); GC §§34090,
34090.6
Police /
Support /
Commun.
PD-032 Dispatch Queries 2 years 2 years Mag, Ppr
Department preference;
Preliminary drafts; GC §34090
et seq.
Police /
Support /
Commun.
PD-033
Restraining Orders / Temporary
Restraining Orders not
associated with a case
Expiration of
the Order
Expiration of
the Order Mag, Ppr Court record, not a City record
Police /
Support /
Commun.
PD-034 Vacation Checks / Special Watch
Requests (Volunteer Patrol) 2 years 2 years Mag, Ppr GC §34090 et seq.
SUPPORT / DETECTIVE BUREAU
Police /
Support /
Detective
Bureau.
PD-035 Detectives Investigation Notes
Transcribed
into the
Crime
Report or
Impounded
as Evidence
at the
Detectives
Discretion.
Transcribed
into the
Crime
Report or
Impounded
as Evidence
at the
Detectives
Discretion
Mag, Ppr
Final reports and records are
retained in the case file stored in
Records; GC §34090 et seq.
Police /
Support /
Detective
Bureau.
PD-036 Informant Files 10 years 10 years Mag, Ppr
Informant information; Does not
contain criminal intelligence
information concerning
individuals; Standard municipal
government practice; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
582
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Detective
Bureau.
PD-037 Intelligence Files (Criminal
Intelligence Files) 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Files contain criminal
intelligence information
concerning an individual only if
there is reasonable suspicion
that the individual is involved in
criminal conduct or activity and
the information is relevant to
that criminal conduct or activity.
Misleading, obsolete or
unreliable information is
required to be destroyed;
remaining records must not be
retained longer than 5 years; 28
CFR 23.20(h); GC §34090
Police /
Support /
Detective
Bureau.
PD-038 Taxi Permits
Expiration of
Permit -
Minimum 2
years
Expiration of
Permit -
Minimum 2
years
Mag, Ppr
Remove record series once all
records have been destroyed;
Standard municipal government
practice; GC §34090
Police /
Support /
Detective
Bureau.
PD-039
Massage Establishment Permits /
Massage Technician Background
Checks
Expiration of
License -
Minimum 2
years
Expiration of
License -
Minimum 2
years
Mag, Ppr Standard municipal government
practice; GC §34090
Police /
Support /
Detective
Bureau.
PD-040 Registrants: Arson - Adults 5 years P, or Death of Registrant
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; 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
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
583
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Detective
Bureau.
PD-041
Registrants: Arson - Juveniles
released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
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
Police /
Support /
Detective
Bureau.
PD-042
Registrants: Narcotic –
Registration no longer required
per AB 1261
2 years 2 years Mag, Ppr
Remove record series once all
records have been destroyed;
GC §34090, H&S §11590 et
seq., H&S §11594(a)
Police /
Support /
Detective
Bureau.
PD-043 Registrants: Sex Offenders -
Adults
P, or Death
of Registrant
P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; After 2021, Offenders
can petition Court for removal 10
or 20 years after offense,
provided there are no
subsequent offenses; Pursuant
to PC §290 et seq.
Police /
Support /
Detective
Bureau.
PD-044 Registrants: Sex Offenders -
Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
After 2021, Offenders can
petition Court for removal 10 or
20 years after offense, provided
there are no subsequent
offenses; Pursuant to PC §290
et seq.; W&I §781(d)
SUPPORT / PROPERTY & EVIDENCE
Police /
Support /
Property &
Evidence
PD-045 Crime Report Photos
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Evidence
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
584
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Property &
Evidence
PD-046 Gun and Narcotics Destruction
Log (Documents related to) 2 years 2 years Mag, Ppr GC §34090 Police /
Support /
Property &
Evidence
PD-047 Latent Print File
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Evidence
Police /
Support /
Property &
Evidence
PD-048 Logs: Evidence Register
Follows the
Retention
Period of the
Crime
Report
Follows the
Retention of
the Crime
Report
Mag, Ppr Evidence
Police /
Support /
Property &
Evidence
PD-049 Property Release Forms 2 years 2 years Mag, Ppr GC §34090 Police /
Support /
Property &
Evidence
PD-050 Property Tag Logs 2 years 2 years Mag, Ppr GC §34090
SUPPORT / RECORDS BUREAU
Police /
Support /
Records
PD-051
Citations / Citation Books -
Moving Violations, Marijuana /
Cannabis
2 years 2 years Mag, Ppr Parking Citations are sent to
Finance; GC §34090 et seq.
Police /
Support /
Records
PD-052 Field Investigation Cards (FI's) -
After Entry into to RMS
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary Drafts; GC§ 34090
et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
585
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Records
PD-053 Field Investigation Cards (FI's) -
Prior to RMS 3 years 3 years Mag, Ppr Standard municipal government practice; GC §34090
Police /
Support /
Records
PD-054 Fingerprint Cards
After Entry
into
LiveScan
After Entry
into
LiveScan
Mag, Ppr
Standard municipal government
practice to cover accreditation
cycles; GC §34090
Police /
Support /
Records
PD-055 Juvenile Detention Log 2 years 2 years Mag, Ppr GC §34090 et seq.
Police /
Support /
Records
PD-056
LiveScan Applications /
Fingerprint Applications (for the
Public)
2 years 2 years Mag, Ppr GC§ 34090 et seq.
Police /
Support /
Records
PD-057 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Support /
Records
PD-058
Operations Plans (Crowd
Control, Searches, Special
Events, SWAT, etc.)
5 years 5 years Mag, Ppr Standard municipal government
practice; GC §34090 et seq.
Police /
Support /
Records
PD-059
Payment Plans for outstanding
parking citations received by
indigent persons
Fully Paid or
Forgiven + 2
years
Fully Paid or
Forgiven + 2
years
Mag, Ppr Standard municipal government
practice; GC §34090
Police /
Support /
Records
PD-060
POLICE REPORTS / INCIDENT
REPORTS:
Firearms entered into CLETS
(if not Permanent Retention) -
Found / Recovered Firearms
Firearm
Found or
Recovered -
Minimum 5
years
Firearm
Found or
Recovered -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC§ 11108.2(b); GC§ 34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
586
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Records
PD-061
POLICE REPORTS / INCIDENT
REPORTS:
ALL, Except Those
Specifically Mentioned in the
Schedule
e.g., 5150, Detention Reports,
Traffic Collisions, including
Fatals, etc.
10 years 10 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Provided there are no
outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
historically significant, and it is
not classified under PC §800 &
290; 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 /
Support /
Records
PD-062
POLICE REPORTS / INCIDENT
REPORTS:
Capital Crimes / Serious
Felonies / Major Crimes / Child
Abuse / Sex Crimes - Capital
Crimes (Crimes Subject to the
Death Penalty), Sex Crimes (PC
§288, 290); Substantiated Child
Abuse or Severe Neglect (Adults
Only)
P P Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; DOJ retains CACI
(Child Abuse Central Index)
information for adults 100 years;
others have no limitations on
commencement of action;
Courts keep permanently PC §§
261, 286, 288, 288a, 288.5, 289,
289.5, 290, 799, 803(h), 11169
et seq.; 11170(a); WIC 707(b)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
587
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Records
PD-063
POLICE REPORTS / INCIDENT
REPORTS:
Factually Innocent Petition
Accepted Records Sealed
Pending Destruction - Except
those with outstanding stolen
property, including firearms, or
lost firearms
Date of
Arrest + 3
years
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Individual petitions District
Attorney; Sheriff concurs that
person is factually innocent,
then seals record ("Shall"
Destroy); GC §34090; PC
§851.8(a)
Police /
Support /
Records
PD-064
POLICE REPORTS / INCIDENT
REPORTS:
Juvenile Child Abuse or
Severe Neglect
Date of
Incident + 10
years,
If No
Subsequent
Reports
Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
PC §§11169(i); 11170(a); GC
§34090
Police /
Support /
Records
PD-065
POLICE REPORTS / INCIDENT
REPORTS:
Missing Persons
Until CLETS
Entry No
Longer
Exists -
Minimum 7
years
Until CLETS
Entry No
Longer
Exists -
Minimum 7
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Standard municipal government
practice; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
588
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Records
PD-066
POLICE REPORTS / INCIDENT
REPORTS:
Sealed Juvenile and Ward
Cases - Except Child Abuse or
Severe Neglect, (Substantiated);
those with outstanding stolen
property, including firearms, or
lost firearms
Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Statute of Limitations runs up to
age 22 or within five years of
date of discovery of injury/illness
occurring after age of majority,
whichever is later; sealed
records for juveniles and wards
of the Court must be destroyed
5 years after sealing date; CCP
§§340.1, GC §34090; W&I
§§389(a), 781(d)
Police /
Support /
Records
PD-067
POLICE REPORTS / INCIDENT
REPORTS:
Vacatur Relief Granted by
Court - Victim of Human
Trafficking (Nonviolent Crimes)
Court Order
+ 1 year
Court Order
+ 1 year
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
Support /
Records
PD-068
POLICE REPORTS / INCIDENT
REPORTS:
Misdemeanor or Infraction -
Adult Marijuana / Cannabis -
H&S §11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in
H&S §11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
firearms, serious felonies, or
synthetic cannabis
2 years 2 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
("Shall" Destroy); H&S
§11361.5; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
589
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Records
PD-069
POLICE REPORTS / INCIDENT
REPORTS:
Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis -
H&S §11357- Except those with
outstanding stolen property,
including firearms, or lost
firearms, serious felonies, or
synthetic cannabis
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
(Courts and other Agencies
"Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Support /
Records
PD-070
POLICE REPORTS / INCIDENT
REPORTS:
Misdemeanor or Infraction
Marijuana / Cannabis §11357(d) -
Juvenile on School Grounds
during School Hours (with
procedure in H&S §11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
Yes Mag, Ppr
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
et seq., 11357(d)
Police /
Support /
Records
PD-071 Public Information Requests 2 years 2 years Mag, Ppr GC §34090 Police /
Support /
Records
PD-072 RMS Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Police /
Support /
Records
PD-073
STOP Source Data, Audit Log /
Racial and Identity Profiling Act
(RIPA) Annual Report
3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
590
Ver. 9.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Police /
Support /
Records
PD-074
Subpoenas (all Police Dept.) /
Discovery Requests / Pitchess
Motions / Personal Appearance /
Duces Tecum
2 years 2 years Mag, Ppr GC §34090
Police /
Support /
Records
PD-075 Warrants (Recalled or Served) 2 years 2 years Mag, Ppr GC §34090 MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
591
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
PUBLIC WORKS / ENGINEERING
City Clerk PW-001 Abandonments / Vacations
(Streets)
Copies -
Minimum 2
years
Copies -
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Finals are maintained by City
Clerk; Department file may
include correspondence; GC
§34090 et seq.
Public Works
/ Engineering PW-002
Assessment Districts / CFDs /
Community Facilities Districts &
Zones / Landscape & Lighting
Districts, etc.
(FORMATION, BOUNDARIES,
MAPS)
P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; Statute of
Limitations is 4 - 10 years (for
Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343;
GC §34090
Public Works
/ Engineering PW-003
Capital Improvement Projects (CIP):
Administration File
Project Administration, Certified
Payrolls, Certificate of Compliance,
Construction Manager's Logs,
Correspondence, Costs, Estimates,
Daily Inspections, Insurance
Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting
Agendas & Minutes, Monthly Reports,
Notices, Real Estate Appraisals, RFPs /
RFIs / RFQs, Safety. SWPPP / WPCP,
etc.
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
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; CCP §337 et. seq., GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
592
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Engineering PW-004
Capital Improvement Projects (CIP):
Permanent File
Plans, RFP / Specifications & Addenda,
Successful Proposal, Change Orders,
EIRs, Negative Declarations,
Categorical Exemptions, Geotechnical
Reports, Materials Testing Reports,
Grading Permits, Insurance Certificates,
Hazardous Materials, Notice of
Completion, Photos, Record Drawings
Soils Reports, Studies, Submittals,
Surveys, etc.
Drawings, Record Drawings, Large-
Format Drawings, Capital Improvement
Project "As-Builts"
Upon
Completion P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; retained
for disaster preparedness
purposes; GC §34090
Public Works
/ Engineering PW-005 Capital Improvement Projects (CIP):
Unsuccessful Proposals 2 years 2 years Mag, Ppr GC §34090 Public Works
/ Engineering PW-006
CCTV Storm Drain Inspection
Tapes / Video Inspections / Video
Tapes or Digital Recordings
2 years 2 years Mag
Standard municipal
government practice; GC
§34090 et seq.
Public Works
/ Engineering PW-007 Centerline Ties P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
593
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
City Clerk PW-008 Deeds, Easements, Rights of
Ways, Covenants , Liens
Minimum 2
years
Minimum 2
years Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Finals are maintained by City
Clerk; Department file may
include correspondence; GC
§34090 et seq.
Public Works
/ Engineering PW-009 Design & Construction Standards P P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Public Works
/ Engineering PW-010
Drawings, Record Drawings, Large-
Format Drawings, Capital
Improvement Project or Land
Development "As-Builts" or "Mylars"
(Recorded or Not Recorded -
whether or not the Drawing was
Recorded)
3 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
15 years
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps
are retained in Public Works
for administrative purposes;
GC §34090, 34090.7
Public Works
/ Engineering PW-011 Encroachment Permit Database
(Tyler EnerGov) Indefinite Indefinite Mag, Ppr
Standard municipal
government practice; GC
§34090 et. seq.
Public Works
/ Engineering PW-012 Encroachment Permits - Long
Term Encroachments P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090 et. seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
594
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Engineering PW-013
Encroachment Permits - Haul
Permit, Public Right of Way,
Street Permits, Temporary
Construction, Traffic Control,
Transportation / Wide Load,
Utility Cuts etc.
2 years 2 years Mag, Ppr
Standard municipal
government practice (the
warrantee period for work done
is 5 years); GC §34090
Public Works
/ Engineering PW-014
Engineering Studies / Geotechnical
and Soils Reports; Hydrology
Reports / Surveys (Not related to a
CIP Project)
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Public Works
/ Engineering PW-015
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments (Not Acquired or
Developed)
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
Public Works
/ Engineering PW-016 Flow Measurements (Storm Drains)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr
Standard municipal
government practice; GC
§34090
Public Works
/ Engineering PW-017 Grading Permits P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
595
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Engineering PW-018
Land Development Projects:
Permanent Files
Acceptance, Geotechnical Reports,
Materials Testing Reports, Grading
Permits, Hazardous Materials, Soils
Reports, Studies, Submittals, Surveys,
etc.
Drawings, Record Drawings, Large-
Format Drawings, Land Development
"As-Builts"
Examples: Lot Line Adjustments,
Parcel Merger, Precise Alignment, Final
Tract and Parcel Maps
Upon
Completion P P Yes: Until
Completed v S/I Yes: After
QC & OD
Standard municipal
government practice; retained
for disaster preparedness
purposes; GC §34090
Public Works
/ Engineering PW-019
Land Development Projects:
Administration File
Construction Inspections / Daily
Inspections, Photos, Correspondence,
Meeting Agendas & Minutes, Safety.
SWPPP / WPCP, etc.
Examples: Lot Line Adjustments,
Parcel Merger, Precise Alignment, Final
Tract and Parcel Maps
Upon
Completion 10 years Completion +
10 years
Yes: Until
Completed Mag, Ppr
Statute of Limitations for Errors
& Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:
Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §337 et. seq., GC
§34090
City Clerk PW-020 Lien Agreements P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
596
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Development
Services /
Building &
Safety OR
Public Works
/ Engineering
PW-021
MSHCP Fee Receipts - Riverside
Regional Conservation Authority -
Multiple Species Habitat
Conservation Plan Fee Receipts
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Department preference. The
City was required to collect
these substantial fees for the
Authority until 2022. If a
resident or developer cannot
locate their receipt, they have
to pay the substantial fees
again (the Authority has been
unable to locate records of
past fees submitted by the
City); GC §34090
Public Works
/ Engineering PW-022 NPDES Monitoring Reports and
Inspections - Stormwater
Minimum 10
years
Minimum 10
years Mag, Ppr
Standard municipal
government practice;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.
Public Works
/ Engineering PW-023 NPDES Permits / MS4 Permits -
Stormwater Quality
Superseded +
10 years
Superseded
+ 10 years
Yes: Until
Expiration Mag, Ppr
Standard municipal
government practice;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41; CCP §337 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
597
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Engineering PW-024
Studies and Reports: Water Quality
Management Plan, Studies and
Reports
Superseded +
3 years
Superseded
+ 3 years
Yes: Until
Expiration Mag, Ppr
Standard municipal
government practice;
Monitoring records required for
3 years (therefore the Plan
needs to be retained for 3
years after superseded; 40
CFR §§122.21, 122.41; CCP
§337 et seq.
State of
California PW-025 SWTRS - Statewide Integrated
Traffic Records System
When No
Longer
Required
When No
Longer
Required
Mag Ppr Non-Records (Sheriff)
Public Works
/ Engineering PW-026
Traffic Commission, and
Traffic/Transportation Commission -
RECORDINGS - AUDIO of
meetings
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
30 days, or
After Minutes
are
Approved,
Whichever is
Longer
Mag State law only requires for 30
days; GC §54953.5(b)
Public Works
/ Engineering PW-027
Traffic Commission, and
Traffic/Transportation Commission -
AGENDA PACKETS, AGENDA
FACE SHEETS.
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Road Closures are
documented only in these
Agenda Staff Reports; GC
§34090 et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
598
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
City Clerk PW-028
Traffic Commission, and
Traffic/Transportation Commission -
MINUTES & BYLAWS
Send
Originals to
the City Clerk
Send
Originals to
the City Clerk
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Minutes are mandated to be
retained Permanently; Notes
taken to facilitate the writing of
the minutes can be destroyed
after minutes have been
adopted; GC §34090 et seq.
Public Works
/ Engineering PW-029
Traffic Commission, and
Traffic/Transportation Commission -
RECORDINGS - VIDEO of
meetings (Video became effective
October 2023)
Minimum 2
years
Minimum 2
years Mag, Ppr
Standard municipal
government practice; video
recordings of meetings are
required for 90 days; GC
§34090.6
Public Works
/ Engineering PW-030 Traffic Signal Maintenance History, Specifications P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; Drafts
should be destroyed; GC
§34090
Public Works
/ Engineering PW-031 Traffic Speed Surveys 10 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice (required
every 5 years, but can be
extended to 7 or 10 years); GC
§34090
Public Works
/ Engineering PW-032
Traffic Studies / Traffic Counts /
Traffic Calming Requests / Traffic
Complaints / Traffic Impact Analysis
Minimum 10
years
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
599
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Engineering PW-033
Transportation Master Plans /
Traffic Master Plans (NOT Elements
of the General Plan / Circulation
Element)
Minimum 10
years
Minimum 10
years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice; Drafts
should be destroyed; GC
§34090
PUBLIC WORKS / MAINTENANCE
Public Works
/ Maint. PW-034 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works
/ Maint. PW-035 City Facility Inspections / Building
Inspections 2 years 2 years Mag, Ppr GC §34090
Public Works
/ Maint. PW-036 Daily Work Records (Includes
Sidewalk Maintenance Records) 5 years 5 years Mag, Ppr
Standard municipal
government practice; GC
§34090
Public Works
/ Maint. PW-037 Generator Operation Logs (for all
generators) 5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions, GC
§34090
Public Works
/ Maint. PW-038 Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD
Standard municipal
government practice (City has
"cradle to grave" liability; test
results for hazardous waste
generators are required for 3
years); 40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
Public Works
/ Maint. PW-039 Leave Slips
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
The final record is the time
sheet or time card; GC §34090
et seq.
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
600
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Maint. PW-040 Operations & Maintenance Manuals
(O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, Ppr
Standard municipal
government practice; GC
§34090 et. seq.
Public Works
/ Maint. PW-041
Pre-Trip Inspections / DOT Program
/ CHP Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections /
Daily Equipment Checks
2 years 2 years Ppr 13 CCR 1234; GC§34090
Public Works
/ Maint. PW-042
Time Sheets / Time Cards
(Maintenance does not forward the
original signed Time Cards / Time
Sheets to Finance)
2 years 3 years 5 years Mag, Ppr
Standard municipal
government practice; Meets
auditing standards (audit + 4
years); IRS requires 4 years;
Ca. requires 2 yr min.; FTB
keeps 3 years; 26 CFR
§31.6001-1(e)(2), R&T §19530;
LC § 1174(d); 29 CFR 516.5 &
516.6(c); GC §34090
Public Works
/ Maint. PW-043 Tree Database (West Coast
Arborist) P P Mag, Ppr Inventory of trees is historical; GC §34090
Public Works
/ Maint. PW-044 Underground Service Alerts (USA's)
/ Dig Alerts 3 years 3 years Mag, Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d), GC
§34090
Public Works
/ Maint. PW-045
Vehicle
Smog Certificates Only
4 years 4 years Mag Data Fields / Records are
interrelated; GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
601
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Maint. PW-046
Vehicle & Equipment History Files
Maintenance (may be provided by
contracted garages)
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Standard municipal
government practice; If a motor
carrier, required for 18 months
after vehicle is sold; CHP
requires life of vehicle; OSHA
requires 1 year; 8 CCR §
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. seq., 13 CCR
1234(f); GC §34090
Public Works
/ Maint. PW-047 Vehicle Accident Report (City
Vehicles) 2 years 2 years Mag, Ppr
Standard municipal
government practice; GC
§34090
Public Works
/ Maint. PW-048
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Indefinite Mag Data is interrelated; GC
§34090
Public Works
/ Maint. PW-049
Work Orders / Service Requests -
All Information Entered in CMMS
Database
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the
database is the original); GC
§34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
602
Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS & ENGINEERING Page PW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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.
Send all recorded documents to the City Clerk
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Capital Improvement Project (CIP): Infrastructure owned & built by the City (may be contracted) Land Development: Infrastructure owned & built by a private party / developer. Ownership of the Infrastructure is transferred to the City after inspection and acceptance.
Public Works
/ Maint. PW-050
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
Standard municipal
government practice; CCP
§§338 et seq., 340 et seq.,
342, GC §34090
MURRIETA, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
603
Citywide Records
Management Program
Update and Adoption of
Records Retention Schedule
Angela Martin-Van der Baan, Records Manager
Cristal McDonald, City Clerk
City Council Meeting - December 5, 2023
Item No. 16
Received After Agenda Printed
12/5/23 - Regular Meeting
Item 15 - Staff Presentation
604
2 Legal Authority, Standards, and Best Practices
Records Management
605
3 The City of Murrieta’s Records Management Practices (1991-2020) Successes
• Implemented a Records Management
Program
• MUFFS Filing System
• Established a Records Retention
Schedule
• Amendments to the Records Retention
Schedule
• Adopted City Council Policy No. 100-29
• Paperless Initiative
• Public Records Act Request Portal
Records Management
Challenges
• Staff Turnover
• Conflicting/Inadequate Policies
• Implementation of Initiatives & Software
without Proper Training
• Competing Priorities
• Antiquated Procedures
• Limited Resources/Space
• Lack of Inventory
606
4 The City of Murrieta’s Records Management Practices (2021-Present) Successes
• City Manager, City Attorney & Executive
Team Support
• City Clerk Expertise in Records
Management ≈ 17 years
• Department Reorganization
• + Records Manager ≈ 13 years
• + Two Project-Based Temporary
Employees
• City Staff Training & Assistance
• Inventorying
• Proper Use of Public Records Request
Online Portal
Records Management
Challenges
• Review of Prior Methods & Practices
• Technology/Software Use
• Public Records Accessibility
• Conflicting Policies/Procedures
• Substandard Compliance
• Competing Priorities
• Antiquated Procedures
• Organizational Detachment
• Limited Resources/Space
• Costs
607
5 What are the Benefits?
• Minimizes risk
• Legal compliance
• Eliminates duplicity by identifying one Office of
Record (OFR)
• Identifies clear guidance on active vs. non-
active records
• Destruction eliminates unnecessary need for
storage (paper or electronic)
Records Retention
Schedule
What is a Records Retention Schedule?
• A policy document that ensures
compliance with various laws &
regulations.
• Amend as-needed with a new
Records Retention Schedule
adopted every 5-years.
608
6 Timing & Efforts
Timing (2023)
• January - New Records Retention
Schedule Kickoff
• January - May Department Meetings
• May - City Attorney’s Office Initiated a
Rolling Review
• June –September – Department Director
Approvals
Records Retention
Schedule
• September – October City Clerk
Determinations
• November – Finalized
• December – Present to City Council
609
7 Notable Changes
Notable Changes
• Non-Infrastructure Contracts
Permanent to Completion +10 years
• Building Plans (Residential &
Appurtenances) 2023 and after
Permanent to 10 years
• Employee W-2’s
20 years to 5 years
Records Retention
Schedule
• Mylars (AKA As-Builts)
Permanent – OK to destroy paper
• Planning Landscaping Plans
Permanent to 15 years
• Commission Applications
Permanent to 2 years
610
8 Information Governance & Benefits
Records Management
• Integrity
• Accessibility
• Standardization
• Reduction of Risk
• Preservation
• Automation
• Accountability
• Data Quality
• Cost Savings
• Technological
Advancements
611
9 Responsibly and transparently manage the
creation, maintenance, and preservation of
accurate and accessible public records, in
accordance with legal requirements and best
practices while ensuring the protection of
citizens' rights to access and privacy.
City of Murrieta
Records Management
612
Adopt Resolution No . 23- 4719 entitled : A Resolution of the City Council of the City of Murrieta, California,
Rescinding All Prior Records Retention Resolutions and
Policies and Adopting a Records Retention Schedule;
and
Direct the City Clerk to develop a Records
Management Administrative Policy upon approval of
Resolution No . 23- 4719.
Recommendation:
613
CITY OF MURRIETA
City Council Meeting Agenda
Report
12/5/2023
Agenda Item No. 16.
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Ivan Holler, Assistant City Manager
PREPARED BY: Javier Carcamo, Finance Director
SUBJECT: Amended and Restated Community Facilities District Goals and Policies
RECOMMENDATION
Adopt Resolution No. 23-4717 entitled: A Resolution of the City Council of the City of Murrieta, California, Adopting an Amended and Restated Community Facilities District Goals and Policies.
PRIOR ACTION/VOTE
On January 21, 2003, the City Council adopted the Land Secured Financing Policy for Special Assessment and Mello-Roos Community Facilities District Financing (Vote: 5-0).
On April 5, 2016, the City Council adopted Resolution No. 16-3536, amending the Land Secured Financing Policy (Vote: 5-0).
On October 3, 2023, the City Council considered an Amendment to the Community Facilities District Goals and Policies and directed staff to present the recommendations in a workshop (Vote 3-2).
On December 5, 2023, City staff provided a Community Facilities District Workshop to present recommendations (Non-Action item).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
The purpose of the Community Facilities District (CFD) Goals and Policies is to establish a set of guidelines for the formation, including the sale of CFD bonds to finance the acquisition or construction of public infrastructure required to support new development, the provision of authorized public services, and the subsequent administration of CFD’s.The primary objective of a CFD is to ensure that new development fully funds the cost it generates for the City and funds improvements promptly to accommodate the expected growth. The City’s goal is to support development projects that address a public need and benefit the City and its residents.
Proposed development projects requesting CFD debt financing will be evaluated individually to determine if CITY OF MURRIETA Printed on 12/1/2023Page 1 of 3
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Agenda Item No. 16.
Proposed development projects requesting CFD debt financing will be evaluated individually to determine if such financing is financially viable and in the City’s and its residents’ best interest.
On January 21, 2003, the City Council adopted the City’slocal goals and policies for CFDs (Land Secured Financing Policy) under the provisions of the Mello-Roos Community Facilities Act of 1982 (Mello-Roos Act).
The policy has not been updated since April 5, 2016. To ensure the policy complies with the Mello-Roos Act and California Government Code Section 53312.7, City staff is recommending that the City Council amend and restate the Community Facilities District goals and policies to include clarification and update key components of the policy with the most significant changes as follows:
· Expand the purpose section of the policy and identify the various Acts and Government Code sections governing the formation of CFDs;
· Expand criteria for staff to make the final determination on whether a proposed District shall proceed under the provisions of the “Improvement Acts” (various California Code sections pertaining to the formation of different types of financing districts) or the Mello-Roos Act; · Include a list of eligible facilities that can be financed with CFD bonds; · Include Development Impact Fees as an eligible cost to be financed by a District; · Increase the required deposit from $10,000 to at least $50,000 to cover City costs associated with the CFD formation;
· Special taxes for services may escalate in any manner determined by the City as necessary to cover annual estimated increases in the costs of providing such services; · Establish a maximum assessment to two percent (2%) of the greater of the assessed value or appraised value of such property, which is increased from 1.8% in prior policy [to incentivize developers and accommodate increased services costs and potential service CFDs and assessment districts];
· Allow annual escalators of the special tax by 2% per year for facilities, as determined by the City; · Remove the requirement that 50% of the development be constructed prior to the issuance of the bonds; however, the City will retain the discretion on when to issue; · Include proceedings format for the special assessment district and Mello-Roos Community Facilities District and include an application; and
· To limit bond issues to 30 years.
To ensure the development and financing of public infrastructure and services within the City are managed using sound fiscal policy for the benefit of residents, it is recommended that the City Council adopt the amended and restated Community Facilities District Goals and Policies (Attachment 1) to replace the prior CFD policy (Attachment 2).
FISCAL IMPACT
There is no fiscal impact associated with this item.
CITY OF MURRIETA Printed on 12/1/2023Page 2 of 3
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Agenda Item No. 16.
ATTACHMENTS
1. Resolution No. 23-4717
2. Land Secured Financing Policy 2016
CITY OF MURRIETA Printed on 12/1/2023Page 3 of 3
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01375.0008/941297.1
RESOLUTION NO. 23-4717
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MURRIETA,
CALIFORNIA, ADOPTING AMENDED AND RESTATED COMMUNITY FACILITIES
DISTRICT GOALS AND POLICIES
WHEREAS, the Mello-Roos Community Facilities Act of 1982, as amended, being Chapter 2.5 of Part 1 of Division 2 of Title 5 of the Government Code of the State of California (hereafter the “Mello-Roos Act”), allows the City to establish a community facilities district only if the City has first considered and adopted community facilities district goals and policies concerning the use of the Mello-Roos Act; and
WHEREAS, on January 21, 2003, the City Council adopted such policies (the “Land Secured Financing Policy”); and
WHEREAS, on April 5, 2016, the City Council adopted an amendment to the Land Secured Financing Policy; and
WHEREAS, the City’s bond counsel has drafted a new policy , and City staff, together with the City’s financial advisor, bond counsel, and city attorney’s office, have reviewed the new policy, which will be known as the “Community Facilities District Goals and Policies” and shall amend and replace the former Land Secured Policy; and
WHEREAS, the Community Facilities District Goals and Policies updates the prior policy to include clarifications, allow for funding of certain fees for facilities , and set the City’s new standards; and
WHEREAS, the City Council desires to approve the Community Facilities District Goals and Policies.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MURRIETA, CALIFORNIA DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. The Community Facilities District Goals and Policies , attached hereto as Exhibit “A” and incorporated herein, are hereby approved and adopted.
Section 2. All prior community district policies, including the Land Secured Policy approved on January 21, 2003, and amended on April 5, 2016, are hereby repealed.
PASSED AND ADOPTED this 5th day of December 2023 by the City Council of the City of Murrieta, State of California.
Lisa DeForest, Mayor
617
01375.0008/941297.1
ATTEST:
Cristal McDonald, City Clerk
APPROVED AS TO FORM:
Tiffany Israel, City Attorney
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE )§
CITY OF MURRIETA )
I, Cristal McDonald, City Clerk of the City of Murrieta, California, do hereby certify that the foregoing Resolution No. 23-4717 was duly passed and adopted by the City Council of the City of Murrieta at the regular meeting thereof, held on the 5th day of December 2023, and was signed by the Mayor of the said City, and that the same was passed and adopted by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Cristal McDonald, City Clerk
618