Attachment A - Resolution — Newport Beach City Council, September 22, 2026

Attachment A
Resolution

RESOLUTION NO. 2026-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF NEWPORT BEACH , CALIFORNIA , AMENDING

CERTAIN SECTIONS OF THE RECORDS RETENTION

SCHEDULE AND AUTHORIZING DESTRUCTION OF

CERTAIN RECORDS ACCORDINGLY

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 Newport Beach (“City”);

WHEREAS, California Government Code Section 34090 et seq. provides a procedure whereby any City record that has served its purpose and is no longer required may be destroyed;
WHEREAS, the State of California has adopted guidelines for retention periods for various government records;
WHEREAS, on August 12, 2003, the City Council adopted Resolution No. 2003 - 39, approving the initial records retention schedule (“First Records Retention Schedule”); WHEREAS, on December 12, 2006, the City Council adopted Resolution No. 2006-104, amending the First Records Retention Schedule; WHEREAS, on February 8, 2011, the City Council adopted Resolution No. 2011- 18, adopting a new records retention schedule and rescinding Resolutions Nos. 2003-39 and 2006-104 (“Second Records Retention Schedule”);
WHEREAS, on May 13, 2014, the City Council adopted Resolution No. 2014-35, adopting a new records retention schedule and rescinding Resolution No. 2011-18 (“Third Records Retention Schedule”);
WHEREAS, the City Council has adopted Resolution Nos. 2016 -48, 2018-18, 2019-24, 2021-75, 2023 -17, 2024 -49, and 2025 -25 amending the Third Records Retention Schedule (“Records Retention Schedule”); and
WHEREAS, the City is continuing to improve its Records Management program, including updating the City’s Records Retention Schedule to incorporate new laws and business practices.

NOW, THEREFORE, the City Council of the City of Newport Beach does hereby resolve as follows:

Resolution No. 2026-__

Page 2 of 3 ends

Section 1: The term “records” as used herein shall include any written or electronic documents, instructions, books, microforms, electronic files, magnetic tape, optical media, papers, or other items as defined by the California Public Records Act (“CPRA”) under California Government Code Section 7920.545.

Section 2: The Records Retention Schedule is hereby amended, in part, as set forth in Exhibit A, attached hereto and incorporated herein by this reference.

Section 3: All other parts of the Records Retention Schedule that are not modified by the adoption of this resolution, shall remain unchanged and in effect.

Section 4: The records of the City of Newport Beach, as set forth in the Records Retention Schedule, as amended, are hereby authorized to be destroyed in accordance with California Government Code Section 34090 et. seq. and the applicable timeline set forth in the Records Retention Schedule , as amended, upon the request of the Department Directors and with the written consent of the City Attorney, without further action by the City Council of the City of Newport Beach.

Section 5: With the consent of the City Clerk, City Manager, and City Attorney, the following amendments are hereby authorized to be made to the Records Retention Schedule, as amended, without further action by the City Council: (1) minor clarifications or improvements of records descriptions, (2) changes of Office of Record/re -naming of departments or divisions, and (3) new records series being added; as long as those additions or amendments do not reduce the retention timeline or eliminate any portion of the Records Retention Schedule, as amended. Although these items do not require City Council approval, a summary of all changes shall be made available to the City Council for review.

Section 6: The City Council finds the adoption of this resolution is not subject to the California Environmental Quality Act (“CEQA”) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Division 6, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly.

Section 7: The recitals provided in this resolution are true and correct and are incorporated into the substantive portion of this resolution.

Resolution No. 2026-_

Page 3 of 3 ends

Section 8: If any section, subsection, sentence, clause or phrase of this resolutionis,forany reason, held to be invalidor unconstitutional,such decision shallnot affectthe validityor constitutionalityof the remaining portionsof thisresolution.The City Council hereby declares that itwould have passed this resolution,and each section, subsection,sentence,clauseor phrase hereof,irrespectiveof the factthat any one or more sections, subsections, sentences, clauses or phrases be declared invalid or unconstitutional.

Section 9: This Resolutionshalltake effectimmediately upon itsadoption by the CityCouncil,and the CityClerk shallcertifythe vote adopting the resolution.

ADOPTED this22ndday ofSeptember, 2026.

Lauren Kleiman
Mayor
ATTEST:

Lena Shumway
CityClerk
APPROVED AS TO FORM:

CITY ATTORNEY'S OFFICE
Aaron C. Harp
CityAttorney
Attachment(s):

ExhibitA - 2026 Records Retention Schedule Update - IndividualProposed Changes

EXHIBIT A
2026 Records Retention Schedule Update

HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY-WIDE (Applies to ALL Departments)
Human
Resources /
Risk Manag.

CW-001
Copies of Accident, incident, injury
reports: EMPLOYEES / MEMBERS OF

THE PUBLIC
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD OFR maintains originals; ; GC §34090.7
Police CW-002 Copies of Accident reports: CITY

VEHICLES
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD OFR maintains originals; ; GC §34090.7
Finance CW-003 Copies of Accounts Payable, Invoices,
Travel Reimbursement, etc.

When No
Longer
Required
Yes: Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Finance Maintains Originals; GC §34090.7
Lead Dept. CW-004 Accounts Payable, Invoices: Confidential Backup / Details NOT sent to Finance 5 years Yes: Before Payment
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Signature on invoice serves as authorization to
pay; detail maintained in Lead Department to
protect confidentiality, meets auditing
standards; GC §34090
Lead Dept. CW-005 Advertising (Legal) / Advertising Log 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6 months;
GC §§34090, 54960.1(c)(1)
Lead Dept. CW-006 Agenda Staff Reports (City Council) prior to October, 1998 (City Council)
Follows
retention for
subject
matter
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Completion
City Clerk maintains a complete agenda
packet for 5 years; packet is separated and
filed by subject matter; GC §34090
City Clerk CW-007
Copies of Agenda Staff Reports (City
Council) after to October, 1998 (City
Council)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes: Yes:

After QC &
OD
City Clerk maintains a complete agenda
packet permanently on the imaging system;
GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CW-008
Copies of Agreements / Contracts
(ORIGINALS SENT TO CITY CLERK )
Agreement / Contract, Notices of
Completion, etc. Agreement / Contract
includes all contractual obligations (e.g.

Specifications / Successful Proposal /
Scope of Work)
When No
Longer
Required
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
OFR maintains originals; All agreements and
contracts are sent to the City Clerk; Insurance
Certificates and renewals are the responsibility
of the Lead Department - see CW-040,
Insurance Certificates; GC §34090.7
Lead Dept.
(Managing the
Agreement /
Contract)
CW-009
Agreements / Contracts -
INFRASTRUCTURE All Change orders,
Contracts/Agreements RFPs - Originals
NOT sent to City Clerk (examples of
Infrastructure: Architects, Buildings,
bridges, covenants, development, park
improvements, property restrictions,
reservoirs, sewers, sidewalks, street / alley
improvements, utilities, water, etc.)
P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
All infrastructure, JPAs, & Mutual Aid contracts
are permanent for emergency preparedness;
Statute of Limitations is 4 years; 10 years for
Errors & Omissions; land records are
permanent by law; CCP §§337, 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703
Lead Dept.
(Managing the
Agreement /
Contract)
CW-010
Agreements / Contracts - NON-
INFRASTRUCTURE All Change orders,
Contracts/Agreements, RFPs -
Originals NOT sent to City Clerk
(examples of Non-Infrastructure:

Consultants, Landscaping, Painting,
Slurry Seals (Paving), Tree Trimming,
Leases, Personnel, Professional Services,
etc.)
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
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
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Agreement /
Contract)
CW-011
Agreements / Contracts:

ADMINISTRATIVE FILES - NOT funded
by a grant (Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Invoices, Logs, etc.)
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After

ADMINISTRATIVE FILES - WITH grant
funding (Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Invoices, Logs, etc.)
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; 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; GC
§8546.7
Lead Dept.
(Managing the
Agreement /
Contract)
CW-013
Agreements / Contracts:

UNSUCCESSFUL BIDS / PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for
Qualifications) that don't result in a contract
2 years Mag, Mfr,
OD, Ppr S/ I Yes: After
QC & OD GC §34090
Finance CW-014 Copies of Audits / Annual Comprehensive
Financial Reports
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD OFR maintains originals; Copies; GC §34090.7
CW-015 Bids: See Agreements / Contracts
City Clerk CW-016
Recordings - AUDIO RECORDINGS of
Meetings (except Council / Planning
Commission - see City Clerk's / Planning's
schedule) Copies of Committees
Send to
City Clerk Mag OFR maintains originals; Copies; GC §34090.7 CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CW-017
Recordings - AUDIO RECORDINGS of
Meetings (except Council / Planning
Commission - see City Clerk's / Planning's
schedule) Copies of Boards / Commissions
Send to
City Clerk Mag OFR maintains originals; Copies; GC §34090.7 Staffing Dept. CW-018
Boards, Commissions, / Committees:

Citizens Advisory Formed by CITY

COUNCIL (AGENDA PACKETS,

NOTICES, AFFIDAVITS OF POSTINGS,
PROOF OF PUBLICATIONS, etc.)
(i.e., Civil Service Board, Board of Library
Trustees, / Building / Fire Board of
Appeals)
Minimum 2
years Mag, Mfr,
OD, Ppr S/ I Yes: After

QC & OD
Brown Act challenges must be filed within 30
or 90 days of action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-019
Boards, Commissions, / Committees:

Citizens Advisory Formed by CITY

COUNCIL (MINUTES / BYLAWS)
(i.e., Civil Service Board, Board of Library
Trustees, / Building / Fire Board of
appeals. For Council / Planning
Commission - see City Clerk's / Planning's
schedule)
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes have
been adopted; GC §34090
Staffing Dept. CW-020 Boards, Commissions, / Committees: City Council Subcommittees (All records) 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Subcommittees can not take action -- all
recommendations go to the full Council; Brown
Act challenges must be filed within 30 or 90
days of action; GC §§34090, 54960.1(c)(1)
CW-021
Boards, Commissions, / Committees:

External Organizations (e.g. County
Board of Supervisors)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CW-022 Brochures: See Reference Manuals
Finance CW-023 Copies of Budgets - Finals
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
OFR maintains originals; Final must be filed
with County Auditor; GC §34090.7, 40802,
53901
Lead Dept. CW-024 Cash Receipts Detail / Backup / Credit Card Receipts / Accounts Receivable 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Retained in originating department for auditing
purposes; GC §34090
City Attorney CW-025 Copies of City Attorney: Opinions When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD OFR maintains originals; GC §34090.7
Lead Dept. CW-076 Class / Camp Registrations, Waivers, / Rosters - ALL 2 years
Yes: During
Class or
Program
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-026 Collection Agencies: Unpaid debts
assigned to a collection agency 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match the length of
time an unpaid debt remains on a credit report;
meets auditing standards; GC §34090
Lead Dept. CW-027
Committees: Internal attended by
employees (e.g. Records Management
Committee, In-House Task Forces, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead
(Responding)
Dept.

CW-028
Complaints (against Personnel - e.g.
misconduct, etc.)
Does not include complaints against
peace officers
Final
Disposition
+ 5 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for public official
misconduct is discovery of offense + 4 years ;
State and Fed laws is until final disposition of
formal complaint; State requires 2 years after
action; CCP §§340 et seq., 342; EVC §
1045(b)(1), GC §§12946, 12960, 34090; VC
§2547
Lead Dept. CW-029
Complaints / Service Orders (operational)
received in writing, including via e-mail,
Council Appeal Forms, where the Appeal
did not go to Council
2 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
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 §§338
et seq., 340 et seq., 342, GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-080 Complaints / Service Request Database Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (data is interrelated);
GC §34090
CW-030 Contracts: See Agreements
CW-031 Copies / duplicates of any record
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD OFR maintains originals; GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-032
Correspondence - ROUTINE (IF
CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's
business)
(e.g. Administrative Files, Chronological, e-
mail / email with SUBSTANTIVE content,
General Files, Letters, Memorandums,
Miscellaneous Reports, Press Releases,
Public Records Requests, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
Minimum 2
years
(see notes)
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
ONLY IF the Content relates in a substantive
way to the conduct of the public's business; If
the content is substantive or is an important
record of City business, then the
correspondence should be retained for the
same period of time applicable to the content
of the correspondence, or if no other retention
period applies, then the minimum is 2 years,;
GC §34090; City of San Jose v. Superior Court
(2017) 2 Cal.5th 608
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-033
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda not retained in
the ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email, /
social media posting, invitations, instant
messaging, logs, mailing lists, meeting
room registrations, posters, Teams
videoconference chats, notes / recordings,
supply inventories, telephone messages,
text messages. transmittal letters, thank
yous, requests from other cities,
undeliverable envelopes / returned mail,
Undeliverable Public Hearing Notices /
returned mail, visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
Mag, Ppr
Electronic and paper records are categorized,
filed and retained based upon the CONTENT
of the record. Records where either the
CONTENT relates in a SUBSTANTIVE way to
the conduct of the public's business, or ARE
made or retained for the purpose of preserving
the informational content for future reference;
are SAVED outside the e-mail system by
printing them out and placing them in a file
folder, or saving them electronically; If not
mentioned here, consult the City Clerk to
determine if a record is considered transitory /
preliminary drafts. GC §34090, GC
§7920.500, Ops. Cal. Atty. Gen. 317 (1981));
City of San Jose v. Superior Court (2017) 2
Cal.5th 608
Lead Dept. CW-077 Dedications: Benches, Bricks / Trees P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-034 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
As long as the drafts and notes are not
retained in the "Regular Course of Business".

Consult the City Attorney to determine if a
record is considered a draft. GC §34090, GC
§7927.500
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Grant)
CW-035
Grants / CDBG / FEMA Claims / OES
Claims / Reimbursable Claims
(SUCCESSFUL Reports, other records
required to pass the funding agency's
audit, if required)
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

91.105(h), 92.505, 570.490, & 570.502(a), 29
CFR 97.42; OMB Circular A-110 & A-133; GC
§34090; GC §8546.7
Lead Dept.
(Managing the
Grant)
CW-036 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Human
Resources CW-037 Grievances Escalated to Human
Resources / Above for Resolution
Final
Disposition
+ 5 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Preference; All State and Federal laws
require retention until final disposition of formal
complaint; State requires 2 years after action is
taken; GC §§12946, 12960, 34090
Lead Dept. CW-038 Grievances Resolved at Department Level Final
Disposition
+ 5 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City's Preference; All State and Federal laws
require retention until final disposition of formal
complaint; State requires 2 years after action is
taken; GC §§12946, 12960, 34090
Human
Resources CW-039 Copies of Injury reports: EMPLOYEES
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
OFR maintains originals; Copies retained for
reference; GC §34090.7
Finance / OMB CW-040 Copies of Insurance Certificates (for Contracts, etc.)
When No
Longer
Required
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD OFR maintains originals; Copies; GC §34090.7
City Attorney CW-041 Lawsuits, Litigation, Pending Litigation When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
City Attorney is OFR for lawsuits; Risk
Management administrates claim; GC
§§34090.7, 34090.6
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources /
Risk Manag.

CW-042 Copies of Liability Claims
When No
Longer
Required
Yes: Before
Settlement
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Risk Management administrates claim and
retains originals; City Attorney maintains
copies of lawsuits; GC §§34090.7, 34090.6
CW-043 Minutes: See Commissions, Committees /
Boards
Lead Dept. CW-072
MSDS (Material Safety Data Sheets) /
Safety Data Sheets (SDS) / Chemical Use
Report Form (/ records of the chemical /
substance / agent, where / when it was
used)
30 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long as
a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to qualified
employers; 8 CCR 3204(d)(1)(B)(2 and 3), 29
CFR 1910.1020(d)(1)(ii)(B), GC §34090
City Clerk CW-044 Copies of Municipal Code (these are
copies)
When No
Longer
Required
Yes:

Current
Original
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Return any whole unused codes to the City
Clerk; Originals maintained by City Clerk
Permanently; GC §34090
Lead Dept. CW-045 Newspaper Clippings / Media Excerpts
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Staffing Dept. CW-046 Notices: Public Hearing Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations on Municipal
Government actions is 3 - 6 months; GC
§34090
City Clerk CW-047 Copies of Ordinances (these are copies) When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Originals maintained by City Clerk
Permanently; GC §34090
Lead Dept. CW-078 Passport Transmittal Forms (Copies);
Miscellaneous Passport Information 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
U.S. State Department, Passport Agency
requires 24 months (OFR is U.S. Department
of State); GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources CW-048
Personnel Files (Department Copies)
(Except for Police / Fire Training Files)
Send all originals to Human Resources
Upon
Separation,
Send All
Originals to
Human
Resources
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Ensure records kept in Department files
comply with City policy; Originals are
maintained by Human Resources Personnel;
State & Federal laws require 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(2), GC §§12946,
12960, 34090
Human
Resources CW-049
Personnel Files (Supervisors File of notes -
incorporated into Annual Performance
Evaluations)
1 year
Before
Annual
Performance
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Lead Dept. CW-050 Personnel Work Schedules 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-050.5 Photographs, Videos of City Events
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary draft / Content Not Substantive
(retention is placed on the final plan, report or
brochure);GC §34090 et seq.

Purchasing CW-051 Copies of Purchase Orders, Purchase
Requisitions
When No
Longer
Required
Yes: Before
Payment
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Purchasing is OFR; OFR maintains originals;
Financial records are audited annually; GC
§34090.7
Lead Dept. CW-074 Real Estate Appraisal Reports: Property NOT purchased / sold 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept. CW-075 Real Estate Appraisal Reports:

Purchased / Sold Property 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to establish tax
increment and meet auditing standards; GC
§34090
City Clerk CW-053 Copies of Records Destruction Lists / Certificate of Records Destruction
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD OFR maintains originals; GC §34090.7
Lead Dept. CW-052 Records Management Audit Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-054
Reference Materials: Administrative
Procedures / Policies (Administrative
Policies), Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies / Reports (if
not provided in the schedule.) Newsletters
/ Reports: Produced by OTHER
Departments
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Drafting department is responsible for
maintaining, updating, and retention (Copies);
GC §34090.7
CW-055
Reference Materials: Administrative
Procedures / Policies (Administrative
Policies), Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies / Reports (if
not provided in the schedule.) Newsletters
/ Reports: Produced by OUTSIDE
ORGANIZATIONS (League of California
Cities, Chamber of Commerce, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-056
Reference Materials: Administrative
Procedures / Policies (Administrative
Policies), Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies / Reports (if
not provided in the schedule.) Newsletters
/ Reports: Produced by YOUR
Department
When No
Longer
Required +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Drafting department is responsible for
maintaining, updating, and retention; GC
§34090
Lead Dept. CW-058 Reports, Studies (Historically significant) P Mag, Mfr, OD, Ppr S/I Yes: After

QC & OD
Administratively and Historically significant,
therefore retained permanently; GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-059 Reports, Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Information is outdated after 10 years; GC
§34090
City Clerk CW-060 Copies of Resolutions (these are copies) When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Originals maintained by City Clerk
Permanently; GC §34090.7
Dept. with
Equipment CW-061 Safety Certifications (Elevators, Fire Systems, etc.)
When
Superseded,
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Certificates provided by the State, who may
not perform inspections every year; GC §34090
Lead Dept. CW-061.5
Securities: Labor / Materials Bonds,
Performance Bonds, real property bonds, /
other miscellaneous contract bonds,
letters of credit, / other such securities
Until
Released
Yes - Until
Released
Mag, Mfr,
OD, Ppr S / I
Yes: Until
Contract is
Completed
The City Clerk’s Office maintains access /
control over the original; Securities
(Performance Bonds, Letters of Credit, CD's,
etc.) are released after the Notice of
Completion is issued and replaced with the
Warranty Bond, which is released 1 year after
the Notice of Completion date. GC §34090
Lead Dept. CW-062 Speaker Cards (submitted at public
meetings)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transitory records not retained in the ordinary
course of business (used to accurately
produce minutes); GC §34090 et seq.

Recreation CW-063 Copies of Special Event Permits
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD OFR maintains originals; GC §34090.7
Lead Dept. CW-073 Subpoenas 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-13
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-064
Surveys / Questionnaires (that the City
issues). If a summary of the data is
compiled, the survey forms are considered
a draft / transitory record, / can be
destroyed when no longer required.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CW-065 Tapes: See Boards / Commissions
Lead Dept. CW-066 Telephone Messages
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
As long as they are not retained in the
"Regular Course of Business". Consult the
City Attorney to determine if a record is
considered a draft. GC §34090, GC §7920.530
Lead Dept. CW-067
Time Sheets / Time Cards / Payroll
Exception Reports WITH employee
signatures
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -10 years;
IRS Reg §31.6001-1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 & 516.6(c); GC §34090
Lead Dept.
(Providing the
Training)
CW-068
Training Presented by Staff - COURSE

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

QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal & Financial,
Harassment & Workplace Violence Training is
5 years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years for personnel actions; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b), LC §6401.9(f)
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-14
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-068.5
Training EMPLOYEE RECORDS (If
Records are Created - filed by Employee
Name)

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

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

QC & OD
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR §3203
et seq., 29 CFR 1627.3(b)(ii), GC §§12946,
12960, 34090, 53235.2(b), 53237.2(b);
53238.3(b)
Lead Dept. CW-079 Videos / Drone Videos that record
Regular, Ongoing Operations of the City 1 year Mag
Only 1 year is required); In the event that the
recordings are evidence in any claim filed or
any pending litigation, they shall be preserved
until pending litigation is resolved; Exception:
destruction of video after 90 days if there is a
duplicate in the form of "written minutes" ...of
the event that is recorded and the video is "no
longer required" GC §34090.6 , 34090.7
Lead Dept. CW-069 Volunteer / Unpaid Intern Applications / Agreements - Unsuccessful Applicants 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (Courts treat
volunteers as employees); EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; 29
CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC
§§12960, 34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 62.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-15
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-070
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation
+ 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

Requesting
Service / Work
CW-071
Work Orders / Work Requests
(Department requesting service retains
originals; department providing service is
considered a copy)
3 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with operational complaints; CCP
§§338 et seq., 340 et seq., 342, GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATIVE SERVICES / FINANCE / ACCOUNTING
Admin.

Services /
Finance /
Accounting
FIN-002 Arbitrage Rebate Calculation (related to bonds / tax exempt debt) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
FTC Reg's rely on "self-enforcement"; IRS is 4
years after tax is due or paid; Supporting
documentation for Investments of Operating
Funds; meets auditing standards; IRS Reg
§31.6001-1(e)(2), R&T §19530, GC §34090
Admin.

Services /
Finance /
Accounting
FIN-033 Assessment District / Special District Payments / Reports
Termination
of District +
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; IRS is 4 years after tax
is due or paid; Supporting documentation for
Investments of Operating Funds; meets
auditing standards; IRS Reg §31.6001-1(e)(2),
R&T §19530, GC §34090
Admin.

Services /
Finance /
Accounting
FIN-003 Audit Management Letters / other formal letters related to audit communication 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Admin.

Services /
Finance /
Accounting
FIN-076 Audit Work Papers 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (meets municipal
government auditing standards) GC §34090
Admin.

Services /
Finance /
Accounting
FIN-005 Bond Transcripts (issuing documents) See
Bank Statements for statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Statute of Limitations
for bonds, mortgages, trust deeds, notes or
debentures is 6 years; Bonds issued by local
governments are 10 years; IRS bond auditing
regulations state, "…material records should
generally be kept for as long as the bonds are
outstanding, plus 3 years after the final
redemption date of the bonds; There are
specific requirements for disposal of unused
bonds; CCP §§336 et seq., 337.5(a); 26 CFR

1.6001-1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC
§43900 et seq.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Accounting
FIN-007 Comprehensive Annual Financial Reports /
related Audit Opinions P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies; GC §34090.7
Admin.

Services /
Finance /
Accounting
FIN-010 Compliance Reports 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Accounting
FIN-077 Developer Trust Accounts / Deposit Accounts /
Demolition Deposit Accounts
Close + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (meets municipal
government auditing standards) GC §34090
Admin.

Services /
Finance /
Accounting
FIN-011 Escheat (Unclaimed money / uncashed checks) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; All tangible property
held by government agencies escheats after 3
years; Statute of Limitations is 1 year for seized
property; CCP §§340(d), 1355. 1519; GC
§34090
Admin.

Services /
Finance /
Accounting
FIN-012
Financial Services Database - Tyler
Enterprise ERP (Accounts Payable / Payroll
Check Registers)
Indefinite
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data Fields / Records are interrelated; GC
§34090
Admin.

Services /
Finance /
Accounting
FIN-013
Fixed Assets - Annual Listing Additions /
Deletions / Working Drafts / Notes for Land /
Structures, Infrastructure / Capital Equipment
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (preliminary drafts);
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Accounting
FIN-014 Fixed Assets - Annual Listing Source
Documents for Land / Structures P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Includes permanent assets; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Accounting
FIN-063 Investment Advisor Reports / Trade Tickets 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090, 43900
Admin.

Services /
Finance /
Accounting
FIN-017 Journal Entries (Binders) 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

Services /
Finance /
Accounting
FIN-080 Journal Entries (Tyler Enterprise ERP )
Indefinite
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Services /
Finance /
Accounting
FIN-048 Property Tax Files
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records; GC §34090
Admin.

Services /
Finance /
Accounting
FIN-048.5
Reports, Finance Reports created from
Database Journals, Ledgers, Reconciliations,
Registers, Reports, Transaction Histories,
Balance Sheets, Budget Adjustments
(ANNUAL, MONTHLY / PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Draft / Preliminary
documents' financial database is the original
and can re-create reports; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Accounting
FIN-020
State Reports: 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); Housing
Successor Agency Housing Assets Fund
Report (SB 341), Street Report, AQMD Annual
Report, Maintenance of Effort (MOE)
Calculations, Audits, / other compliance reports
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Accounting
FIN-082 State-Mandated Cost Claims / SB 90 Claims /
Reimbursable Claims
Final
Disposition
of Claim+ 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Admin.

Services /
Finance /
Accounting
FIN-064 Yellow Book Data (downloaded bank
information) 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090, 43900

ADMINISTRATIVE SERVICES / FINANCE / ACCOUNTING / PAYROLL Admin.

Services /
Finance /
Payroll
FIN-022
Employee Benefit Plans, DE-6, DE-7, DE-9 DE-
43, W-3, / DE-166, 941 Forms, IRS 5500
Forms PERS / FICA / Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
IRS: 4 years after tax is due or paid (longer for
auditing & contractor delinquency); Ca. FTB: 3
years; RS Reg §31.6001-1(e)(2), 26 CFR
§1.6001-1, R&T §19530, GC §34090
Admin.

Services /
Finance /
Payroll
FIN-023 Deduction Registers, Leave Balances,
Organization Charge Summaries 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Payroll
FIN-024 Payroll Database
Indefinite
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

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

Admin.

Services /
Finance /
Payroll
FIN-025 Payroll File (Changes to W-4, garnishments,
deduction forms, etc.)
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Retained to match other auditing periods; 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
Admin.

Services /
Finance /
Payroll
FIN-026 Payroll Journal / Register (Detail Year-end, /
periodic if no detail year-end) 30 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to facilitate PERS buy-
back for past employees; consistent with
auditing standards; GC §34090
Admin.

Services /
Finance /
Payroll
FIN-027 Payroll Journal / Registers (Periodic reports,
when a detail year-end report is retained)
When No
Longer
Required
Mag, OD,
Mfr, Ppr S / I
Yes:

After QC
& OD
Considered a draft or transitory record (detail
year-end is retained); GC §34090
Admin.

Services /
Finance /
Payroll
FIN-028
PERS Reports / Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
3 years Mag, OD,
Mfr, Ppr S / I
Yes:

After QC
& OD
Department Preference (Non-records); GC
§34090
Admin.

Services /
Finance /
Payroll
FIN-029 W-2's (includes Performers State Withholding) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
IRS: 4 yrs after tax is due or paid; Ca. FTB: 3
years; Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR 516.5 -
516.6, 29USC 436, GC §34090

ADMINISTRATIVE SERVICES / FINANCE / OFFICE OF MANAGEMENT AND BUDGET (OMB) Admin.

Services /
Finance /
OMB
FIN-030 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; IRS: 4 years after tax
is due or paid (longer for auditing & contractor
delinquency); Ca. FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530, GC §34090;
29 USC 436
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
OMB
FIN-031
Accounts Payable / Vendor Files (All Records /
Reports - Includes Invoices, Copy of Checks /
Warrants, Travel Expense Reimbursements,
Postage, etc.)
10 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to cover grant auditing
requirements; GC §34090
Admin.

Services /
Finance /
OMB
FIN-006 Budget Amendments 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
OMB
FIN-059 Budget Hearing / Review (Development
Documents / Preliminary Budget)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Drafts - Department Preference; GC §34090.7
Admin.

Services /
Finance /
OMB
FIN-060 Budget Transfer Requests / Journals 5 years
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Meets auditing
standards; GC §34090
Admin.

Services /
Finance /
OMB
FIN-061 Budgets - Adopted P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Must be filed with County Auditor; GC §34090,
40802, 53901
Admin.

Services /
Finance /
OMB
FIN-008 Checks / Warrants - Canceled (Cashed) 10 years Mag, Mfr, OD, Ppr S / I
Yes:

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

Services /
Finance /
OMB
FIN-009 Checks / Warrants - Voided 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Statute of Limitations
is 4 years; GC §34090, CCP § 337
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
OMB
FIN-016 Grant Reports
Expiration of
Grant + 10
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; 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; HUD requires 3 years; 2 CFR
200.334; 24 CFR 91.105(h), & 570.502(a), 29
CFR 97.42; OMB Circular A-110 & A-133; GC
§34090
Admin.

Services /
Finance /
OMB
FIN-078 Insurance Certificates (for Contracts, etc.) 11 years Yes: Before Completion
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; Longest Statute of
Limitations is 10 years; Conforms with
Agreement Retention (usually filed with
agreement); CCP §337 et seq.; GC §34090
Admin.

Services /
Finance /
OMB
FIN-041 Inventory / Warehouse 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Admin.

Services /
Finance /
OMB
FIN-049
Purchase Orders, Procurement / Contracting
Records - Formal / Informal (RFPs,
Specifications, Contracts, Amendments,
Successful Bids, Notice of Award, RFQs, etc.)
Completion
+ 10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with City-wide guidelines for
contracts and agreements; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Admin.

Services /
Finance /
OMB
FIN-050 Purchasing - Bidder / Vendor List (Companies
that want to receive RFPs / RFQs) Superseded Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Transitory Record used to mail out requests;
GC §34090 et seq.

Admin.

Services /
Finance /
OMB
FIN-051 Purchasing Card Backup Receipts / Statements 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
OMB
FIN-091 W-9s Minimum 7
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
City preference; GC §34090

ADMINISTRATIVE SERVICES / FINANCE / REVENUE
Lead
Depart. FIN-065
Accounts Receivable / Revenue
Includes Taxes - Transient Occupancy Tax
(TOT), Marine Charter Tax, Solid Waste
Franchise Statements, etc. (All source
documents are maintained by the Lead Dept;
see City-wide schedule.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
The financial services database is maintained
for a minimum of 10 years; the lead department
maintains records for the audit trail; GC §34090
et seq.

Admin.

Services /
Finance /
Revenue
FIN-066 Adjudications - Reviews, Hearings (e.g. Parking Citations) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Admin.

Services /
Finance /
Revenue
FIN-067 Adjustment Sheets: Customer Issues /
Concerns / Adjustment Requests / Adjustments
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Considered transitory records / source records
(entered into the Financial Services database);
GC §34090 et seq.

Admin.

Services /
Finance /
Revenue
FIN-032 Armored Truck Manifests 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Admin.

Services /
Finance /
Revenue
FIN-034 Automatic Payment Authorizations from
Checking / Credit Cards (e.g. water payments)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts destroyed in accordance with
bank regulations; GC §34090 et seq.

Admin.

Services /
Finance /
Revenue
FIN-035 Automatic Payment Transmittals from Checking
/ Credit Cards (e.g. water payments)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies (originals in Daily Cash Summaries);
GC §34090.7
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Revenue
FIN-004
Bank Reconciliations, Bank Statements,
Trustee Statements, Fiscal Agent Statements,
Investment Account Statements, Outstanding
Check Lists, Credit Card Statements, / Deposit
Slips
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-036 Building Permit Deposits 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-069 Business License Applications - Closed or
Active Cancelled 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

Admin.

Services /
Finance /
Revenue
FIN-070 Business License Applications P Yes (before
termination)
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Admin.

Services /
Finance /
Revenue
FIN-071 Business Licenses (Database)
Indefinite
Minimum 10
years
Yes (before
termination)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference to match financial
services; Data fields are inter-related; GC
§34090 et seq.

Admin.

Services /
Finance /
Revenue
FIN-037 Cash Receipt Books 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-079
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
These are bank instruments, and not City
records; per bank agreement.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Revenue
FIN-072 Collection Agency (e.g., returned checks
assigned to collection)
Assignment
+ 7 years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference to match the length of
time negative credit information remains on a
consumer's credit report; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-038 Daily Cash Summaries 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-039 Developer Deposit Summaries 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (Lead Department is
OFR for backup); GC §34090.7
Admin.

Services /
Finance /
Revenue
FIN-040 Impressed Account Logs Closed + 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-042 Logs: Parking Permits, Zone 1, Zone 2, etc. 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Admin.

Services /
Finance /
Revenue
FIN-083
Medical Necessity Customers (Emergencies /
Shut-offs - Customers who must have electricity
/ water for critical medical equipment)
No Longer in
Effect + 2
years
Mag, Ppr,
Mfr, OD S / I
Yes:

After QC
& OD
Confidential; Department preference; GC
§34090
Admin.

Services /
Finance /
Revenue
FIN-043 Misc. Receipts - County / State 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-044 Municipal Services Bill Stubs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

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

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Revenue
FIN-045 Parking Citation Payments 1 year Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Transitory Records; GC §34090.7
Admin.

Services /
Finance /
Revenue
FIN-046 Parking Meter Summaries 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Admin.

Services /
Finance /
Revenue
FIN-073
Permits - ISSUED / SUCCESSFUL: Second
Hand Dealer/Pawnbroker, Going out of
Business, Adult-Oriented, Public Convenience,
Live Entertainment, Sound Amplification, Film
Permits, Fire Arms (Manufacture), Sidewalk
Vendor
4 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

Admin.

Services /
Finance /
Revenue
FIN-073.1
Permits - NOT ISSUED / UNSUCCESSFUL:

Second Hand Dealer/Pawnbroker, Going out of
Business, Adult-Oriented, Public Convenience,
Live Entertainment, Sound Amplification, Film
Permits, Fire Arms (Manufacture), Sidewalk
Vendor
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

Admin.

Services /
Finance /
Revenue
FIN-074 Receipt Books (turn-offs) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; meets municipal
government auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-075 Returned Check Processing 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets auditing standards; GC §34090
Admin.

Services /
Finance /
Revenue
FIN-084 Short Term Lodging Applications Minimum 2 4
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 40.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE (Acct., Payroll, OMB, Revenue)
Page FIN-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Finance /
Revenue
FIN-085 Water Billing: Appeals - Payment Delinquency
/ Impending Discontinuation
Account
Expiration +
2 years
Mag, Ppr,
Mfr, OD S / I
Yes:

After QC
& OD
Documented or attached to Customer Record
in database GC §34090; H&S §116908
Admin.

Services /
Finance /
Revenue
FIN-086
Water Billing: Non-payment Notices / Notice of
Payment Delinquency / Impending
Discontinuation (Initial, Final)
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I
Yes:

After QC
& OD
Documented or attached to Customer Record
in database GC §34090; H&S §116908
Admin.

Services /
Finance /
Revenue
FIN-087 Water Billing: NSF Checks / Adjustments to
Customer accounts
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I
Yes:

After QC
& OD
Documented or attached to Customer Record
in database GC §34090; H&S §116908
Admin.

Services /
Finance /
Revenue
FIN-088 Water Billing: Payment Plans: Amortization,
Alternative Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan + 2
years
Mag, Ppr,
Mfr, OD S / I
Yes:

After QC
& OD
Documented or attached to Customer Record
in database GC §34090; H&S §116910
Admin.

Services /
Finance /
Revenue
FIN-089 Water Billing: Policy on Discontinuation of
Residential Service for Nonpayment
When
Superseded;
+ 2 years
Mag, Ppr,
Mfr, OD S / I
Yes:

After QC
& OD
Must post to Website; H&S §116906; GC
§34090
Admin.

Services /
Finance /
Revenue
FIN-090 Water Billing: Report of Annual
Discontinuations of Residential Service
Minimum 2
years
Mag, Ppr,
Mfr, OD S / I
Yes:

After QC
& OD
Must post to Website; H&S §116918; GC
§34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Admin.

Services /
Human
Resources
HR-049
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage / Transmittal
Form)
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 years after tax
is due or paid; 26 CFR 31.6001-1(e)(2); GC
§34090
Admin.

Services /
Human
Resources
HR-050 Benefits Agreements with Brokers that
negotiate fringe benefits on the City's behalf
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090; CCP §337
Admin.

Services /
Human
Resources
HR-051 Benefits Plan Documents for
dental, vision, EAP, disability, etc.

Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Admin.

Services /
Human
Resources
HR-043 Civil Service Board Agenda Packets P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Admin.

Services /
Human
Resources
HR-003
Civil Service Hearings (including audio
recordings)
With the Exception of employee records
related to Police administrative / personnel
investigations / disciplinary matters
Separation +
30 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Admin.

Services /
Human
Resources
HR-004 Civil Service Rules / Administrative Services
Regulations P Yes: Until
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Copies; GC §34090.7
Admin.

Services /
Human
Resources
HR-008
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
that are resolved administratively
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
All State and Federal laws require retention
until final disposition of formal complaint; State
requires 2 years after action is taken; GC
§§12946, 12960, 34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Human
Resources
HR-044
Community Emergency Response Team
(CERT) – Registration Documentation
(Applications for Disaster Service Workers,
authorizations, LiveScan record, etc.)
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§34090, 12946,
12960
Admin.

Services /
Human
Resources
HR-007 Deferred Compensation Statements (All
reports) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (meets auditing
standards); Published articles for bank
statements show 4 -7 years; GC §34090
Admin.

Services /
Human
Resources
HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Reports are cumulative, therefore older Pull
Notices are transitory or source records not
retained in the ordinary course of business;
CHP audits every 2 years; GC §34090
Admin.

Services /
Human
Resources
HR-010 Drug / Alcohol Testing / D.O.T files:

Negative Results 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
D.O.T. Requires 5 years for positive tests,
refusals, annual summaries, etc., 1 year for
negative tests; EEOC / FLSA / ADEA (Age)
requires 3 years physical examinations; State
Law requires 2 years;29 CFR 1627.3(b)(1)(v),
GC §§12946, 12960, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49 CFR 653.71
Admin.

Services /
Human
Resources
HR-011 Drug / Alcohol Testing / D.O.T files: Positive
Results 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
D.O.T. Requires 5 years for positive tests, 1
year for negative tests; EEOC / FLSA / ADEA
(Age) requires 3 years physical examinations;
State Law requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946, 12960, 34090;
49 CFR 655.71 et seq.; 49 CFR 382.401 et
seq. 49 CFR 653.71
Admin.

Services /
Human
Resources
HR-012 EEO-4 Reports / records required to
generate EEO-4 report 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
29 CFR 1602.30; 29 CFR 1602.31, 29 CFR
1602.32; GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Human
Resources
HR-014 Employee Grievances when not resolved by
the department)
Final
Disposition +
5 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City's Preference; Lead Department is OFR for
grievances resolved in their department; All
State and Federal laws require retention until
final disposition of formal complaint; State
requires 2 years after action is taken; 29 CFR
1602.31 & 1627.3(b)(ii); GC §§12946, 12960,
12960, 34090; 29 USC 1113, LC 1174
Admin.

Services /
Human
Resources
HR-041
Employee Investigations
With the Exception of employee records
related to Police administrative / personnel
investigations / disciplinary matters
Minimum 5
years after
Termination
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires 2 -
3 years; 29 CFR 1602 et seq & 1627.3(a)(5)
and (6), 8 CCR §11040.7( c), GC §§12946,
12960, 34090
Admin.

Services /
Human
Resources
HR-052 Employee Policy Manual P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Admin.

Services /
Human
Resources
HR-013 Equal Employment Opportunity Data (from
applicants) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

Services /
Human
Resources
HR-015 I-9's Termination
+ 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Required 1 year from termination or 3 years
from hiring, whichever is later; EEOC / FLSA /
ADEA (Age) requires 3 years for "any other
forms of employment inquiry"; State Law
requires 2 -3 years; 8 CFR 274a.2; 29 CFR
1627.3(b)(1); GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-053 Injury / Illness Prevention Plan Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Human
Resources
HR-054 Insurance Policies (general liability) P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Admin.

Services /
Human
Resources
HR-016 Job Specifications 4 years After
Superseded
Yes: Before
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State law requires 4
years; Bureau of National Affairs recommends
2 years for all supplementary Personnel
records; LC 1197.5; GC §§12946, 12960
34090
Admin.

Services /
Human
Resources
HR-017 LiveScan Fingerprint Clearance Log 50 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference to protect City in the
event of past employee misconduct; GC §
34090 et seq.

Admin.

Services /
Human
Resources
HR-019 Memorandas of Understanding (See City
Clerk Classification CC-005)
Copies -
When No
Longer
Required
Yes: Until
Superseded
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Copies maintained for staff convenience; GC
§34090.7
Admin.

Services /
Human
Resources
HR-020 Negotiations: Employee Associations (notes,
drafts, proposals, tentative agreements)
Superseded
+ 20 years
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
For use in interpreting intent of MOU
provisions; EEOC / FLSA requires 3 years for
MOUs; State requires 2 years; 29 CFR 516.5,
GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-021 OSHA Inspections / Citations, Log 200 / Log
300 7 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Calif. Labor Division is required to keep their
records 7 years; OSHA requires 5 years; State
law requires 2 years; 8 CCR §3203(b)(1), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090; LC §6429c
Admin.

Services /
Human
Resources
HR-022
Personnel Files - Benefit File (all employees
/ all benefits records including Deferred
Compensation)
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§12946, 12960,
34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Human
Resources
HR-023 Personnel Files - Benefit File (Retirees /
Spouse)
Date of
Death + 2
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§12946, 12960,
34090
Admin.

Services /
Human
Resources
HR-024 Personnel Files - Medical File (all
employees)
Whichever is
Longer:

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

QC & OD
Files maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-025
Personnel Files - Regular, Active,
Permanent, Non-Regular, Temporary / Part-
time Employees
Includes Backgrounds, Fingerprints,
Severance Agreements, if applicable,
Training Certificates
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; 29 CFR 1602.14; 1602.31 &
1627.3(b)(ii), GC §§12946, 12960, 34090; 29
USC 1113; LC §§1198.5
Admin.

Services /
Human
Resources
HR-026 Program Evaluations (participant's feedback
for classes, etc.)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Human
Resources
HR-026.5 Public Official Bonds P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of Limitations
for; 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.

Admin.

Services /
Human
Resources
HR-055 Public Self Insurer's Annual Report 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Admin.

Services /
Human
Resources
HR-060 Recruitment Database (NeoGov) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Per NeoGov Policy; 29
CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-027
Recruitment File - Advertisements,
Backgrounds (Unsuccessful); Fingerprints,
Flyers, Brochures, Applications
(unsuccessful), Tests, Letters, Scantrons,
Questions
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; 29 CFR
1627.3(b)(1)(i),, 29 CFR 1602.14 et seq., GC
§§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-042 Scholarship Program 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets Auditing Standards; GC §34090
Admin.

Services /
Human
Resources
HR-005
Studies / Classification / Compensation /
Salary Studies / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; PERS requires 5 years
for Compensation Earnable (usually
compensation is adopted via Resolution of the
City Council); Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; Wage rate tables are 1 or 2
years; State requires 2 years; 29 CFR 516.6(2),
29 CFR 1602.14, 2 CCR 270.5; GC §§12946,
12960, 34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Admin.

Services /
Human
Resources
HR-057 Unemployment Claims / EDD Claims
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
All State and Federal laws require retention
until final disposition of formal complaint; State
requires 2 years after action is taken; GC
§§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-031 Verifications of Employment, Child Support
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Not a City record / Content does NOT relate in
a substantive way to the conduct of the public's
business; GC §34090
Admin.

Services /
Human
Resources
HR-030 Workers Compensation Claims
Whichever is
Longer:

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

QC & OD
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; the Workers
Compensation Appeals Board may destroy
their records after 5 years; 8 CCR 5144, 8 CCR
§3204(d)(1) et seq., 8 CCR 10102, 10755,
10758, 15400.2; 29 CFR 1910.1020(d); GC
§§12946, 12960, 34090
Admin.

Services /
Human
Resources
HR-030.5
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, Training, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD LC §6401.9(f), GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

RISK MANAGEMENT
Human
Resources
/ Risk
Manage.

HR-032
Accident / Incident / Injury Reports:

EMPLOYEES WITH possible Exposure to
Toxic Materials (HazMat Responses, Clean
up Responses to spills, etc.)
30 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Claims can be made
for 30 years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., GC §§12946, 12960,
34090
Human
Resources
/ Risk
Manage.

HR-033
Accident / Incident / Injury Reports:

EMPLOYEES WITHOUT possible Exposure
to Toxic Materials
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of limitations for person injury is 2
years; CCP §335.1, GC §34090
Human
Resources
/ Risk
Manage.

HR-034 Accident / Incident / Injury Reports: PUBLIC
ADULTS (medical / non-medical.) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Recommended by State Fire Marshall; Statute
of Limitations for Health Providers is 3 years;
Juveniles are required until patient becomes 18
years old; CCP §340.5, GC §34090
Human
Resources
/ Risk
Manage.

HR-035 Accident / Incident / Injury Reports: PUBLIC
JUVENILES (medical / non-medical.)
Age 18 or
3 years,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I Yes: After

HR-036 Accident / Incident Reports: no injuries (City
Vehicles) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; Statute of
Limitations for contracts is 4 years; CCP §§ 337
et seq.; GC §§ 911.2, 945, 34090, 34090.6
Human
Resources
/ Risk
Manage.

HR-037 Claims (General Liability Claim Forms) -
Adults
Settle + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
If litigation is filed, the City Attorney is OFR;
Claim must be filed within 1 year, lawsuit within
2 years; complaints against peace officers
within 5 years; Statute of Limitations for
contracts is 4 years; wrongful death for
construction is completion + 5 years; CCP §§
337 et seq.; GC §§ 911.2, 34090, 34090.6; PC
§832.5(b)
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 49.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES Page HR-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Human
Resources
/ Risk
Manage.

HR-038 Claims (General Liability Claim Forms) -
Juveniles
Age of
Majority
(minimum
Settle + 5
years)
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
If litigation is filed, the City Attorney is OFR;
Juveniles may have additional legal recourses;
CCP §§ 337 et seq.; GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
Human
Resources
/ Risk
Manage.

HR-039 Disability Claims / STD / LTD (no toxic
substance exposures)
Separation +
30 years
Yes: Until
Final
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to be consistent with
Medical Files; CCP §§ 337 et seq.; GC §34090
Human
Resources
/ Risk
Manage.

HR-058 Excess Liability Coverage
(policies / documents) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources
/ Risk
Manage.

HR-059 Safety Inspection Logs Superseded
+ 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 30.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

BUILDING
Building BL-001 Board of Appeals Agendas, Minutes P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

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

Building BL-002 Building Code Modifications / Alternate Materials / Methods P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

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

Building BL-003 Building Permit Database P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5; H&S
§19850; GC §34090
Building BL-021 California Building Codes (CBC, CPC, CEC, etc.)
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §50022.6
Building BL-004 Certificates of Occupancy P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Building BL-023
City Owned Property Files (except Leases /
Deeds - seen CC-013): Correspondence, Title
Reports, etc.

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

After QC
& OD
GC §34090
Building BL-018 Complaints, Investigations Minimum 2
years
Yes (before
resolution)
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Building BL-005 Comment Correction Lists, Plan Checks P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Building BL-005.5 Comment Lists, Plan Checks -NO WORK
STARTED 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Building BL-007 Inspection Correction Notices
When No
Longer
Required
Yes (until
corrected)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Entered into Building Permit Database --
Transitory records; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 30.0 RECORDS RETENTION SCHEDULE: BUILDING Page B-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Building BL-008
PERMITS: Building Permits / Building Permit
Applications (except cancelled permits where
no work was started)
P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
CBC §§104.6 104.7 and 107.5; GC §34090
Building BL-009
PERMITS: Cancelled Building Permit
Applications - Projects that have NOT been
Started (Submittal Documents / Plans
belonging to applicant - both residential /
commercial)
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
CBC §§ 104.6 104.7 and 107.5; H&S §19850;
GC §34090
Building BL-011
PERMITS: Expired by Time Limitations
(Abandoned) Building Permits - Projects that
have NOT been Started
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
CBC §§104.6 104.7 and 107.5; GC §34090
Building BL-012
PLANS: Approved Construction Documents /
Plans - ALL (COMMERCIAL / RESIDENTIAL)
(includes soils reports, energy calculations,
commercial structural plans, commercial
structural calculations, Private NPDES permits,
Hazardous Materials Questionnaire,
applications, Flame Retardancy Certificates,
Floor Plan Drawings, fire lanes, fuel
modification, business for occupancy load, etc.)
P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1,104.6 104.7; GC §34090
Building BL-013 PLANS: CANCELLED / EXPIRED Permits,
No Work Started 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Preliminary drafts not
retained in the ordinary course of business;
CBC §§ 1.8.4.3.1, 104.7 – 104.7.4 and 107.5
H&S§19850, GC §34090
Building BL-022 Requests / Permissions to Receive Copies of Plans (Correspondence to / from architects) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Building BL-025 Underground Storage Tanks (e.g. removal / repair) P Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference for soils contamination;
GC §34090; H&S §25284.24(i)
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(Risk Management)
Page CA-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY ATTORNEY
City
Attorney CA-001 City Attorney Opinions
Follows
Retention for
Associated
Case
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-002 Code Enforcement
Resolution /
Payment + 10
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; City Clerk
maintains original staff reports and
resolutions that are presented to Council;
Some cases may have grant funding; 2
CFR 200.334; 24 CFR 91.105(h), &
570.502(a), 29 CFR 97.42, OMB Circular A-
110 & A-133; GC §34090
City
Attorney CA-003 Lawsuits / Litigation (Civil - Contracted) Resolution + 10 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be
filed within 1 year, lawsuit within 2 years;
complaints against peace officers within 5
years; CCP §§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)
City
Attorney CA-010 Lawsuits / Litigation (Civil - In-House) Resolution + 10 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be
filed within 1 year, lawsuit within 2 years;
complaints against peace officers within 5
years; CCP §§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)
City
Attorney CA-011
Lawsuits / Litigation
Pitchess Motions
(Criminal - Contracted)
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; complaints
against peace officers within 5 years; CCP
§§ 337 et seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
City
Attorney CA-012 Lawsuits / Litigation (Criminal - In-House) Resolution + 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; complaints
against peace officers within 5 years; CCP
§§ 337 et seq.; GC §§ 911.2; 34090,
34090.6; PC §832.5(b)
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(Risk Management)
Page CA-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City
Attorney CA-004 Legal Documents: Settlement Agreements P Yes Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Always retain
original, hard copies of all settlement
agreements; GC §34090
City
Attorney CA-005 Legislative Advocacies, Amicus Briefs,
Miscellaneous, etc.

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

After QC
& OD
GC §34090
HR / Risk
Manag. CA-006 Liability Claims
Resolution /
Settlement +
2 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
City
Attorney CA-007 Potential Claim Files 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
City
Attorney CA-008 Subject / Project Files (Cable TV, etc.) Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Some material may be required for
reference, depending upon subject; GC
§34090
City
Attorney CA-013 Summons / Complaints / Petition 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
City
Attorney CA-009 Work Product (Notes, etc.)
Follows
Retention for
Associated
Case
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I
Yes:

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

CITY ATTORNEY / RISK MANAGEMENT
City
Attorney /
Human
Resources /
Risk
Manage.

CA-014
HR-032
Accident / Incident / Injury Reports:

EMPLOYEES WITH possible Exposure to
Toxic Materials (HazMat Responses, Clean
up Responses to spills, etc.)
30 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(Risk Management)
Page CA-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City
Attorney /
Human
Resources /
Risk
Manage.

CA-015
HR-033
Accident / Incident / Injury Reports:

EMPLOYEES WITHOUT possible
Exposure to Toxic Materials
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Statute of limitations for person injury is 2
years; CCP §335.1, GC §34090
City
Attorney /
Human
Resources /
Risk
Manage.

CA-016
HR-034
Accident / Incident / Injury Reports:

PUBLIC ADULTS (medical / non-medical.) 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Recommended by State Fire Marshall;
Statute of Limitations for Health Providers
is 3 years; Juveniles are required until
patient becomes 18 years old; CCP
§340.5, GC §34090
City
Attorney /
Human
Resources /
Risk
Manage.

CA-017
HR-035
Accident / Incident / Injury Reports:

PUBLIC JUVENILES (medical / non-
medical.)
Age 18 or
3 years,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I
Yes:

CA-018
HR-036
Accident / Incident Reports: no injuries
(City Vehicles) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be
filed within 1 year, lawsuit within 2 years;
Statute of Limitations for contracts is 4
years; CCP §§ 337 et seq.; GC §§ 911.2,
945, 34090, 34090.6
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(Risk Management)
Page CA-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City
Attorney /
Human
Resources /
Risk
Manage.

CA-019
HR-037
Claims (General Liability Claim Forms) -
Adults
Settlement or
Rejection + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

CA-020
HR-038
Claims (General Liability Claim Forms) -
Juveniles
Age of
Majority
(minimum
Settlement or
Rejection + 5
years)
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
If litigation is filed, the City Attorney is
OFR; Juveniles may have additional legal
recourses; CCP §§ 337 et seq.; GC §§
911.2, 945, 34090, 34090.6; PC §832.5
City
Attorney /
Human
Resources /
Risk
Manage.

CA-021
HR-039
Disability Claims / STD / LTD (no toxic
substance exposures)
Separation +
30 years
Yes: Until
Final
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to be consistent
with Medical Files; CCP §§ 337 et seq.;
GC §34090
City
Attorney /
Human
Resources /
Risk
Manage.

CA-022
HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Reports are cumulative, therefore older
Pull Notices are transitory or source
records not retained in the ordinary course
of business; CHP audits every 2 years; GC
§34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(Risk Management)
Page CA-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City
Attorney /
Human
Resources /
Risk
Manage.

CA-023
HR-010
Drug / Alcohol Testing / D.O.T files:

Negative Results 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
D.O.T. Requires 5 years for positive tests,
refusals, annual summaries, etc., 1 year
for negative tests; EEOC / FLSA / ADEA
(Age) requires 3 years physical
examinations; State Law requires 2
years;29 CFR 1627.3(b)(1)(v), GC
§§12946, 12960, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49 CFR
653.71
City
Attorney /
Human
Resources /
Risk
Manage.

CA-024
HR-011
Drug / Alcohol Testing / D.O.T files:

Positive Results 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
D.O.T. Requires 5 years for positive tests,
1 year for negative tests; EEOC / FLSA /
ADEA (Age) requires 3 years physical
examinations; State Law requires 2 years;
29 CFR 1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71 et seq.; 49
CFR 382.401 et seq. 49 CFR 653.71
City
Attorney /
Human
Resources /
Risk
Manage.

CA-025
HR-040
Excess Liability Coverage
(policies / documents) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City
Attorney /
Risk
Manage.

CA-026
Federal Motor Carrier Safety
Administration (FMCSA) Clearinghouse
Records (consent forms; may include
printouts of content in the Federal
Government's database)
Separation of
Employee + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(Risk Management)
Page CA-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City
Attorney /
Human
Resources /
Risk
Manage.

CA-027
HR-053 Injury / Illness Prevention Plan Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City
Attorney /
Human
Resources /
Risk
Manage.

CA-028
HR-054 Insurance Policies (general liability) P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City
Attorney /
Human
Resources /
Risk
Manage.

CA-029
HR-021
OSHA Inspections / Citations, Log 200 /
Log 300 7 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Calif. Labor Division is required to keep
their records 7 years; OSHA requires 5
years; State law requires 2 years; 8 CCR
§3203(b)(1), 29 CFR 1904.33, OMB 1220-
0029, 8 CCR 14300.33; GC §34090; LC
§6429c
City
Attorney /
Human
Resources /
Risk
Manage.

CA-030
HR-026.5 Public Official Bonds P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Statute of
Limitations for; 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.

City
Attorney /
Human
Resources /
Risk
Manage.

CA-031
HR-055 Public Self Insurer's Annual Report 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(Risk Management)
Page CA-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City
Attorney /
Human
Resources /
Risk
Manage.

CA-032
HR-041 Safety Inspection Logs Superseded
+ 3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City
Attorney /
Human
Resources /
Risk
Manage.

CA-033
HR-030 Workers Compensation Claims
Whichever is
Longer:

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

QC & OD
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; the Workers Compensation
Appeals Board may destroy their records
after 5 years; 8 CCR 5144, 8 CCR
§3204(d)(1) et seq., 8 CCR 10102, 10755,
10758, 15400.2; 29 CFR 1910.1020(d);
GC §§12946, 12960, 34090
City
Attorney /
Human
Resources /
Risk
Manage.

CA-034
HR-030.5
Workplace Violence – Hazard
identification, evaluation, correction,
incident logs, investigations, Training, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
LC §6401.9(f), GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-001 Advertising for Boards / Commission
(vacancies) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Brown Act challenges must be filed within 30 or
90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6 months;
CCP§337 et seq; GC §§34090, 54960.1(c)(1)
City Clerk CC-002 Affidavits of Postings / Special Meeting Notices 2 years Mag, Mfr,
OD, Ppr S/ I Yes: After QC
& OD
Statute of Limitations for mailings for
annexations, special districts, bonds is 60 days;
Municipal Government actions is 3 - 6 months;
GC §34090
City Clerk CC-004
Agendas / Agenda Packets - Images on
Document Imaging System (City Council 100
Packet)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

City Clerk CC-005
Agreements / Contracts (ALL, Including
Leases) Agreement / Contract, Notices of
Completion, etc. Agreement / Contract
includes all contractual obligations (e.g.

Specifications / Successful Proposal / Scope
of Work)
Mutual Aid Agreements, Automatic Aid, Joint
Power Authorities, Apartment Rental/Lease
Agreements, Memorandas of Understanding
Insurance Certificates / renewals are the
responsibility of the Lead Department - see
CW-040, Insurance Certificates
P
Yes:

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

QC & OD
Department Preference; All infrastructure,
Memorandas of Understanding, 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
City Clerk CC-067 Agreements / Contracts (Franchises) Completion + 10 years
Yes:

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

CITY CLERK
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk CC-061
Assessment District Formation (Diagrams of
District Boundaries, Recorded Documents,
Copies of Resolutions, etc.)
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk CC-006 Annexations / LAFCO P Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Land Records; GC §34090
City Clerk CC-007
All Boards / Commission / Committees
Except Planning Commission / City Council:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
1 year Mag
Department Preference; State law only requires
for 30 days; Council Policy A-1 allows
destruction after 1 year; GC §54953.5(b)
City Clerk CC-060
Planning Commission ONLY: Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
P Mag
Department Preference; State law only requires
for 30 days; Council Policy A-2 required record
be kept as permanent; GC §54953.5(b)
City Clerk CC-060.5
Planning Commission ONLY: Recordings -
VIDEO RECORDINGS of Meetings / Video
Tapes
P Mag
Department Preference; State law only requires
for 30 days; Council Policy A-2 required record
be kept as permanent; GC §54953.5(b)
City Clerk CC-008
Boards, Commissions / Committees -
APPLICATIONS: APPOINTED includes
Oaths of Office
Duration of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations: Public official misconduct
is discovery of offense + 4 years, GC §34090;
PC §§801.5, 803c
City Clerk CC-009 Boards, Commissions / Committees -
APPLICATIONS: UNSUCCESSFUL 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

City Clerk CC-010 City Council Correspondence
Duration of
Office
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City preference (City staff do not open all
correspondence, therefore Council Members
and Mayor may have the City's originals);
Return all originals to the City Clerk for disposal;
GC §34090
City Clerk CC-010.5 City Council Policies P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-011 Chronological History of Mayor / Council P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Historical Value; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk CC-012 City History, Historical Records (e.g.

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

QC & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video tape)
may be limited because of the media's life
expectancy; GC §34090
City Clerk CC-013 City Land / Property (Recorded Documents) P Yes Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-015 Claims Log / Database
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

City Clerk CC-016 Committee Rosters P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-017 Council Meetings: Video Streaming P Mag, OD Department Preference; Video tapes recordings
of meetings are only required for 90 days; GC
§§34090.7, 60201
City Clerk CC-069
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department preference; 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-018
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

DESIGNATED EMPLOYEES (specified in the
City's Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-019
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

PUBLIC OFFICIALS / 87200 Filers (elected /
not elected. Includes City Council Members,
Planning Commission Members, City
Manager, City Treasurer / City Attorney)
Term + 4
years
Mfr, OD,
Ppr S / I Yes: After
QC
Department Preference; as of January 1, 2025,
the FPPC is the Filing Officer for 87200 filers;
City maintains copies only; original statements
are filed with FPPC; GC §81009(f)&(g)
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERKCity Clerk CC-068 Enterprise System Catalogue (posted on line) Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-053
Ethics Training Certificates / Financial and
Fiscal Training Certificates for City Council,
Commissions / Department Heads
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
GC §§34090, 53235.2(b) GC §53238.3(b); LC
§§1198.5
City Clerk CC-054 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC Must post on website; GC §81009(e)
City Clerk CC-055 FPPC Form 802 (Tickets Provided by Agency Report) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC Must post on website for 4 years; GC §81009(e)
City Clerk CC-063 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC FPPC Regulation 18734(c); GC §81009e
City Clerk CC-064 FPPC Form 804 (Agency Report of New
Positions) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC FPPC Regulation 18734(c); GC §81009e
City Clerk CC-065 FPPC Form 805 (Agency Report of
Consultants) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC
FPPC Regulation 18734; GC §34090; GC
§81009(e)
City Clerk CC-057 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Must post on website; 2 CCR 18702.5(b)(3); GC
§34090; GC §81009(e)
City Clerk /
Elections CC-021
Campaign Filings (FPPC 400 Series Forms,
Form 501): UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful Candidates Without
Committees that Don't File Electronically
P Mfr, OD,
Ppr S / I Yes: After
QC
Candidates without committees are not required
to file their statements , reports or copies online
or electronically; Paper must be retained for at
least 2 years; GC §81009(b)&(g); GC §84615
City Clerk /
Elections CC-071
Campaign Disclosure Statements (FPPC
400 Series Forms, 501 Form):

UNSUCCESSFUL CANDIDATES,

ELECTRONICALLY FILED - WITH /
WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department preference; Campaign Statements
filed electronically are required for 10 years; GC
§81009(b)&(g); GC §84615
City Clerk /
Elections CC-022
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
P Mfr, OD,
Ppr S / I Yes: After
QC
Department preference; GC §§81009(c)&(g);
84615

CITY CLERK / ELECTIONS - CONSOLIDATED
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk /
Elections CC-023
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
P Mfr, OD,
Ppr S / I Yes: After
QC
Department preference; ; GC §§81009(f)&(g);
84615
City Clerk /
Elections CC-024
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): SUCCESSFUL
CANDIDATES (Elected Officials)
All Successful, whether filed electronically /
not
P Mfr, OD,
Ppr S / I Yes: After
QC
Department Preference; as of January 1, 2025,
the FPPC is the Filing Officer for 87200 filers;
City maintains copies only; original statements
are filed with FPPC; GC §81009(f)&(g)
City Clerk /
Elections CC-025
Elections - GENERAL, WORKING /
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 Mag, Ppr Used for a model for the next election, GC §34090
City Clerk /
Elections CC-026
Elections - HISTORICAL File (Sample ballot,
Oaths of Office, Certificate of Elections,
copies of Resolutions - calling the election,
canvass, etc., election summary)
P Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
City Clerk /
Elections CC-027
Candidate File: Nomination Papers,
Candidate Statements, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk /
Elections CC-028
Candidate File: Nomination Papers,
Candidate Statements, etc. -

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk /
Elections CC-029.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
1 year after
examination
by
proponent
OR 8
months after
examination
by Elections
Official, if no
proponent
examination
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; If the insufficient
petition is NOT examined by the proponent(s), it
has a retention of 8 months after final
examination by the elections official, unless
there is a legal or FPPC proceeding. If the
petition is examined by the proponent(s), the
petition has a retention of 1 year after
examination. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-029.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
City Clerk /
Elections CC-029.2 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
CITY CLERK / ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk /
Elections CC-030 Elections - Vote-by-Mail Applications, Roster of Absentee Applications 6 mo. Ppr EC §17302
City Clerk /
Elections CC-031 Elections - Vote-by-Mail Identification Envelopes 6 mo. Ppr EC §17302
City Clerk /
Elections CC-032 Elections - Assessment District Ballots - Prop. 218 proceedings 2 years Ppr GC §§53753(e)(2), 53755(d) CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERKCity Clerk /
Elections CC-033 Elections - Ballots - After Election 6 mo. Ppr EC §17302 City Clerk /
Elections CC-034 Elections - Ballots - After Recount 6 mo. Ppr EC §17306 City Clerk /
Elections CC-035 Elections - Challenged / Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk /
Elections CC-036 Elections - Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk /
Elections CC-037 Elections - Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk /
Elections CC-038 Elections - Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk /
Elections CC-039 Elections - Tally Sheets 6 mo. Ppr EC §17304 City Clerk /
Elections CC-040 Elections - Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304
City Clerk /
Elections CC-041 Elections - Voter Index Original 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-041.5 Lobbyist Registration Forms (City's forms) 7 years Mag, Mfr, OD, Ppr S / I Yes: After QC
& OD
Department preference; GC §34090; NBMC
Chapter 1.28
City Clerk CC-042 Minutes: City Council P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-043 Municipal Code Administration, Distribution, etc.

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

QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC § 34090
City Clerk CC-044 Municipal Code / History File (always retain 1 supplement) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-045
Official Records / Recorded Documents:

Abandonments, Covenants, Deeds, Deed
Restrictions Easements, Entitlements,
Vacations, etc.

P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 52.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERKCity Clerk CC-046 Ordinances P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.

City Clerk CC-048
Petitions (submitted to Council on any subject
- Dog Parks, Speed Humps, etc.)
Also see Elections for Initiative, Recall /
Referendum)
1 year Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Law requires 1 year for petitions; GC §50115
City Clerk CC-059 Proclamations (City-issued) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-049 Proof of Publication (City Clerk) (Affidavits of Publication / Posting, Ordinance Summaries) 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months; CCP§335
337 et seq; GC §§34090, 65009(c)(1)
City Clerk CC-050 Records Destruction Lists / Certificates of Records Destruction P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

City Clerk CC-051 Records Retention Schedules P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.

City Clerk CC-072
Redistricting Web Page / Council District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD EC §21608(g); GC §34090
City Clerk CC-052 Resolutions - City Council P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.

City Clerk CC-070 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-066

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) / WORM
/ DVD-r / CD-r / Blue Ray-R / other
unalterable media that does not permit
additions, deletions, / changes
Refer to
Retention
Period of
Original
Record
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
For legal compliance for Trustworthy Electronic
Records (when the electronic record serves as
the official record); must be stored in a "safe
and separate location"; GC 34090, 12168.7,
EVC 1550, CCR 22620 et seq.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Admin.)
Page CM-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

CITY MANAGER / ADMINISTRATION
City Clerk CM-001 (See
CC-006) Annexations P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090.7
City
Manager /
Admin.

CM-002 Annexations: Working Files
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary Drafts, or the Content is not
substantive; GC §34090
City
Manager /
Admin.

Harbor
Depart.

CM-003.5
HBR-007
Balboa Yacht Basin Slip / Garage Leases (includes
Insurance Certificates) - Records held by Basin
Marine
P Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
City
Manager /
Admin.

CM-002.5 Bright Idea / Innovation Improvement Incentive Program (IIIP) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager /
Admin.

CM-016 Business Improvement Districts (BIDs) Project Files Completion + 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to cover statute of
limitations for errors & omissions; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
CCP §§336(a), 337 et. seq., GC §34090
City
Manager /
Admin.

CM-015 Economic Incentives / Business Development (Auto Dealer Sales Tax Incentives, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §34090; NBMC
secs. 14.17.005(F) and 21.48.025(C)(5)
City
Manager /
Admin.

CM-004 Lobbyist Reporting / Authorization (FPPC Form 635 / 602) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years GC §81009(e) and (g)
City
Manager /
Admin.

CM-005 Media Releases / Mailers Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City
Manager /
Admin.

CM-007 Projects / Issues Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF NEWPORT BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Admin.)
Page CM-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

City
Manager /
Admin.

CM-017
Prospects / Business Retention / Recruitment Files
that do not result in a project (Issues / projects will vary over time - e.g. Hotels, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager /
Admin.

CM-018 Redevelopment Statement of Indebtedness P Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §34090
City
Manager /
Admin.

CM-008 Speeches (Historically Significant, see LS-001)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Notes, drafts, or transitory records; GC
§34090 et seq.

City
Manager /
Admin.

CM-009 Recordings - Video Recordings - Government
Programming (e.g. City Scenes, POG, etc.)
Minimum 2
years Mag
Department preference; Not city records
(Video tapes recordings of meetings are
only required for 90 days); GC §34090 et seq.

City
Manager /
Admin.

CM-011 Recordings - Video Recordings - Non-City
Business, community programming.

When No
Longer
Required
Mag Non-records; GC §34090 et seq.

City
Manager /
Admin.

CM-010 Recordings - Video Recordings - Not Historic /
Special Events (Historically Significant, see LS-001)
Minimum 2
years Mag
Department Preference; Video tapes
recordings of meetings are only required for
90 days; GC §34090.7
CITY OF NEWPORT BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CODE ENFORCEMENT
Code
Enforce.

Or Fire
CE-001
Code Enforcement Case Files: Violations / Warnings
/ Code
Enforcement / Citations
P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Case is open until satisfactorily resolved
(some cases are not resolved); City Clerk
maintains original staff reports and resolutions
that are presented to Council; GC §34090
Code
Enforce.

Or Fire
CE-002 Code Enforcement Case Files - Illegal Units / Liens P Yes: Until Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; CFC §104.3.4, GC
§34090
Code
Enforce. CE-003 Demolition Permit Certification 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Public
Works
/ Field
Maint. OR
Code
Enforceme
nt
CE-004 Dump Tickets / Manifests - Non-Hazardous Waste 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF NEWPORT BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver 40.1 RECORDS RETENTION SCHEDULE: FIRE Page F-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE
Fire FR-000
Application for Temporary Permit / Temporary
Use Permits, candles, (e.g. weddings) candle
program (e.g. restaurants), pyrotechnic display,
open flame, tents, LPG, etc.) / Provisional
State regulated occupancies /
P
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Fire FR-016
Authorization to Release Medical Records,
Disclosure Log, / Required Personal
Appearances
7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (HIPAA allows
patients to see who has requested copies
of the medical records for 6 years); GC
§34090; 45 CFR 164.528
Fire FR-001 Statistical Reports - Dispatch, Incidents, / Other Operational Data (All Divisions) 2 years Mag, Mfr, OD, Ppr S/I
Yes:

After QC
& OD
GC §34090
Fire FR-020
Apparatus / Equipment Records / Testing -
Safety Checks, Tests, Inspections, /
Certifications (excludes maintenance records
maintained by MOD)
Surplus /
Sale /
Disposal + 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference to be in compliance
with NFPA Standards for in-service
automotive fire apparatus ; NFPA
1911.4.7.3 & Annex C.5 , GC §34090
Fire FR-044
Billing – Paramedic Services – Billing
Database Payments / Bank Deposits / Check
Images
Emergency Medical Services (EMS) Billing /
Fire Medic Subscription Service (billing activity,
receivables, waivers, refunds, etc.
6 years Yes Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
HIPAA allows patients to see who has
requested copies of the medical records for
6 years; GC §34090; 45 CFR 164.528
Police FR-026
Cause / Origin Reports / Fire Incident Reports
(If Arson, Homicide, Capital Crimes is Involved)
(Also see PD-049)
P Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference (no statute of
limitations on these incidents/crimes);
California Fire Code requires 3 years;
Police also retains their reports under PD-
048 and PD-049; CFC §§ 1.8.4.3.1, 104.7
– 104.7.4 104.6 – 104.6.4 and 107.5,, GC
§34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver 40.1 RECORDS RETENTION SCHEDULE: FIRE Page F-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire FR-027
Cause / Origin Reports / Fire Incident Reports
(If Arson, Homicide, Capital Crimes is NOT
involved)
5 years Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
California Fire Code requires 5 years; CFC
§§ 1.8.4.3.1, 104.7 – 104.7.4 104.6 –
104.6.4 and 107.5, GC §34090
Fire FR-039
Community Emergency Response Team
(CERT) Applications Disaster Service Worker
Registration authorizations, LiveScan record,
Liability Contract
Equipment Distribution Form, etc.)
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
Fire FR-046
Community Emergency Response Team
(CERT) Training Documentation
(Manuals, rosters, outlines / materials)
When
Superseded
Mag, Ppr,
Mfr, OD S/I
Yes:

After QC
& OD
Department Preference; GC §34090
Fire FR-051 Controlled Substance Logs 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference - required for 3
years 21 CFR §1304.04, 1310.04; 22 CCR
70263 and 71233; FA §32003(e), B&P
4081; GC §34090
Fire FR-006 Daily Logs - Lifeguards (CAD database
effective January 1, 2015)
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is Inter-related; Department
Preference; GC §34090 et seq.

Fire FR-012 Daily Logs – Lifeguards (CAD Database)
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Fire FR-047 Daily Roster (Tele staff Database)
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Human
Resources FR-041
Employee Medical File / Employee Confidential
Toxic/Non-Toxic Substance Exposures; Fit
Testing (Breathing Apparatus Clearance);
Immunization Records (e.g. TB, Hepatitis);
Communicable Disease exposure, etc.

Send to HR
(HR-024)
upon
Separation
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090.7
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver 40.1 RECORDS RETENTION SCHEDULE: FIRE Page F-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire FR-052
Facility Records - Hazardous
Materials, AQMD, EPA,
Warranties, Maintenance
Records, etc.

Until
Superseded,
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference for some records;
AQMD Permits and generator operation
logs are required for 5 years; 40 CFR 70.6;
GC §34090
Fire FR-053 Fire Explorer Program - Applications, etc. Separation + 3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12960 34090
Fire FR-008
Incident Database ALL includes incident
reports; cause / origin reports; property
releases; inspection reports; violation notices;
vehicle checks; etc.

Indefinite -
Arson is
Permanent;
Inspections
are Life of the
Structure or
Activity
Yes Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference; Fire Code
requires for the Life of the Structure or
Activity, or Minimum 5 years for Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials; Crime
reports are retained by Police (PD-048 &
PD-049) CFC §§ 1.8.4.3.1, 104.7 – 104.7.4
104.6 – 104.6.4 and 107.5, GC §34090;
PC §§799-801
Fire FR-025
Fire Inspections (Routine), Notice of Re-
Inspection, High Rise, Notice of Violations,
inspection/fire clearance certificates, Non-
Compliance, Property Release, (Most files are
maintained in Incident Database),
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Yes Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
CFC §§ 1.8.4.3.1, 104.6 104.7 and; CBC §
107.5; H&S §19850; GC §34090
Fire FR-029 Fire Station Plans, Fire Pre-Plans (Hospitals, etc.)
Until
Superseded
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Copies of Building Plans for Places of
Public Accommodation (to be used for Life
Safety Operations in the event of a
Disaster or Emergency) GC §34090.7
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver 40.1 RECORDS RETENTION SCHEDULE: FIRE Page F-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire FR-054 Ground Emergency Medical
Transport, Intergovernmental Transfer Program 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; meets municipal
government auditing standards; GC §34090
Fire FR-055
HIPAA (Health Insurance
Portability / Accountability
Act) Confidentiality /
Nondisclosure Agreement
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
45 CFR 164; GC §34090
Fire FR-036 HIPAA Policies / Procedures (Health Insurance Portability / Accountability Act)
Superseded +
6 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
45 CFR 164.530(j)
Fire FR-056
Employee Training Database / Certificates -
Operations
Includes Certificates;
Certifications EMS, EMT, / Paramedic Training
documentation)
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; Paramedic
Continuing Education is required for 4
years by DPH; 8 CCR §3204(d)(1) et seq.,
8 CCR §3203 et seq., 22 CCR 100395. 29
CFR 1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090; LC §1198.5
Fire FR-010 ISO Insurance Ratings 15 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (rated every 10
years); GC §34090
Fire FR-048 Ladder Certifications / Inspections Surplus + 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to be in
compliance with NFPA Standards for in-
service automotive fire apparatus ; NFPA
1911.4.7.3 & Annex C.5; GC §34090
City Clerk FR-013 Mutual Aid Agreements, Automatic Aid, Joint Power Authorities (see City Clerk CC-005)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Originals Maintained by City Clerk
Permanently; GC §34090
Fire FR-014 OES / Mutual Aide Reimbursements (Strike
Team Incidents) 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference to meet auditing
standards; GC §34090 et seq.

CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver 40.1 RECORDS RETENTION SCHEDULE: FIRE Page F-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire FR-019
Pre-hospital Patient Care Records: ALL
(ePCR) (Image Trend/Elite web base medical
database)
Indefinite
(minimum
Adults10 7
years, Minors
19 years of
age but not
less than 10 7
years)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; adults required for
10 7 years; minors until 1 year after age
18, but not less than 10 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 §§1797.98e 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 FR-057 Pre-hospital Patient Care Records: ALL Pre- existing Paper Records
Adults: 10 7
years
Minors: 10 7
years or age
19, whichever
is later
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; adults required for
10 7 years; minors until 1 year after age
18, but not less than 10 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 §§1797.98e 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 FR-037
Report of Suspected Dependent Adult / Elder /
Child Abuse (attached to ePCR –
ImageTrend/Elite database )
Indefinite -
Minimum 20
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Fire FR-042 Requests for Fire/Medical Incident Reports / Fire Cause / Origin Reports 7 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver 40.1 RECORDS RETENTION SCHEDULE: FIRE Page F-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire FR-058
Revenue Program Records - Fire
Medics, START, Santa Ana
College Reimbursement: Back
up not sent to Finance
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; meets municipal
government auditing standards; GC §34090
Fire FR-059 Ride Along Waivers, Station Tours, Community Outreach 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Fire FR-015 Standard Operating Procedures / Fire
Department Policy Manual
Indefinite -
Minimum 2
years
Yes: Until
Superseded
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; Statute of
Limitations for Health Providers is 3 years;
CCP §340.5, GC §34090
Fire FR-049 Station Log Books / Station Journals (kept at Fire Stations) 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference GC §34090
Fire FR-050
Vehicle Safety Checks, Daily Vehicle
Inspections, Daily Equipment checks Not in
Incident Database
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 21.0 RECORDS RETENTION SCHEDULE: HARBOR RESOURCES Page HBR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HARBOR RESOURCES
Harbor
Depart. HBR-002
Administrative Citations relating to Harbor
Operations / Harbor Code Enforcement Cases
/ Harbor Warnings, Citations, / Violations
Resolution +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations is up to two years; Also
See Crime Reports; GC §34090, PC §802
Harbor
Depart. HBR-007
Balboa Yacht Basin Slip / Garage Leases
(includes Insurance Certificates) - Records
held by Basin Marine
P Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
Harbor
Depart. HBR-017 Boat Auction Records (DMV Forms, etc.) 2 years Mag, Mfr, OD, Ppr S/I Yes: After
QC & OD GC §34090
Harbor
Depart. HBR-018 Grants to Vessel Turn-In (Photos, BID, Proof of Payment Invoice
End of Grant
Period + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; 2 CFR 200.334; 4
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
Harbor
Depart. HBR-019 Harbor Databases (Mooring Management,
Reservations, Incidents)
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (data is inter-related);
GC §34090
Harbor
Depart. HBR-003 Live-Aboard Permits / Vessel Inspections End of Term + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Harbor
Depart. HBR-015 Marina Park Slip Agreements -
Records held by Marina Park
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference (data is inter-related);
GC §34090
Harbor
Depart. HBR-016 Marine Activities Permits (MAPS)
(Charter Boats / rentals)
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Harbor
Depart. HBR-004
Mooring Records - Mooring Permit Records
(Transfers, Adjustments, Permit History,
(Rentals), includes insurance certificates
P End of
Tenancy + 5
years
Yes: During
Tenancy
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; Covers auditing
periods and statute of limitations; GC §34090,
CCP §337 et seq.

Harbor
Depart. HBR-004.5
Mooring Records - Other Mooring Records
Such As Vessel Registration, Insurance,
Inspection, Vessel Assignment
End of
Tenancy + 5
years
Yes: During
Tenancy
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; Covers auditing
periods and statute of limitations; GC §34090,
CCP §337 et seq.

CITY OF NEWPORT BEACH, CA ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 16.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

INFORMATION TECHNOLOGY
Information
Tech. IT-001 Backups (ALL Disaster Recovery Computer
Backups)
When
Superseded Yes Mag.

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

Information
Tech. IT-008 E-mail Archival 2 years Yes Mag.

Department Preference (most are preliminary
drafts not retained in the ordinary course of
business - see City-wide schedule); GC §34090
et seq.

Information
Tech. IT-005 Internet Tracking Database 1 year Yes Mag.

Police Department Preference (transitory
records not retained in the ordinary course of
business); GC §34090 et seq.

Lead
Depart. IT-006 GIS database - Historical Output (Zoning Map, Council Districts, etc.)
Provide
Existing
Output to
Lead
Department
Prior to
Change
Yes Mag. Historical records are maintained by the Lead
Department; GC §34090 et seq.

Information
Tech. IT-007 GIS database When
Superseded Yes Mag. Department Preference (transitory records); GC §34090 et seq.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 16.1 RECORDS RETENTION SCHEDULE: LIBRARY SERVICES
(Arts and Cultural Services)
LS-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY SERVICES / ARTS AND CULTURAL SERVICES
Library
Services /
Arts &
Cultural
Services
LS-002 Art Exhibits / Collections - Community /
External Art 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Library
Services /
Arts &
Cultural
Services
LS-003 Art Exhibits / Collections - Professional
(Administration, etc.)
Completion
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for contracts is 4 years,
personal property 3 years; meets auditing
requirements; CCP §§337, 338; GC §34090
Library
Services /
Arts &
Cultural
Services
LS-005 Art in Public Places (Art Education, murals,
etc.)
Life of the
Author + 20
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Library
Services /
Arts &
Cultural
Services
LS-009 Donations of Visual Art Work / Product
(received)
Life of the
Author + 20
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Library
Services /
Arts &
Cultural
Services
LS-012 Grant Program (Grants to Others) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
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; HUD requires 3 years; 2 CFR
200.334; 24 CFR 91.105(h), & 570.502(a), 29
CFR 97.42; OMB Circular A-110 & A-133; GC
§34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 16.1 RECORDS RETENTION SCHEDULE: LIBRARY SERVICES
(Arts and Cultural Services)
LS-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library
Services /
Arts &
Cultural
Services
LS-001 Historic Speeches, Historic Special Events /
Historic Recordings P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Library
Services /
Arts &
Cultural
Services
LS-001.5 Project Adult Literacy Program 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090

LIBRARY SERVICES
Library
Services LS-019 Facility Use Applications (Room Reservations, etc.) 4 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Library
Services LS-020 Gifts / Donations (Private) 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Thank-you and acknowledgements; GC
§34090
Library
Services LS-021
Grants: LSCA (Library Services /
Construction), LSTA (Library Services /
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act) / PLF (Public Library Foundation) ONLY.

For all others, follow City-wide Schedule.
(SUCCESSFUL Reports, / Financial
Information) Send copy of application / award
to Administrative Services / Finance
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Per California State Library Records
Management Program Requirements (April
27, 1998); GC §34090
Library
Services LS-023 Library Management Database / Collection Inventory
Upon
Withdrawal
from
Collection
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 16.1 RECORDS RETENTION SCHEDULE: LIBRARY SERVICES
(Arts and Cultural Services)
LS-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library
Services LS-024 Library Management Database / Other than Listed
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (records are inter-
related); GC §34090
Library
Services LS-025 Library Management Database / Outstanding Debt / Fines / Fees Less Than $20
Inactive + 3
years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Must re-register every
3 years; Delinquencies remain on credit
reports for 7 years; GC §34090
Library
Services LS-026 Library Management Database / Outstanding Debt / Fines / Fees More Than $20
Inactive + 7
years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Delinquencies remain
on credit reports for 7 years; GC §34090
Library
Services LS-027 Library Management Database / Patrons with no outstanding debts
Inactive + 3
years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Must re-register every
3 years; GC §34090
Library
Services LS-028 Library Management Database / Software
upgrades
When No
Longer
Required
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Retain as long as required to read data; GC
§34090
Library
Services LS-029 Library Registration Application Forms
(Patrons) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Library
Services LS-030 Programs (e.g. Summer Reading) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

MUNICIPAL OPERATIONS PUBLIC WORKS / ADMINISTRATION
Municipal
Operations
Public Works
/ Admin.

MO-001
PW-035
Chemical Applications (Contract
Administration / in-house) Includes
Approved Chemical List, MSDS Sheets,
etc.

Completion +
30 years
Yes:

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

QC & OD
Department Preference; Claims can be made
for 30 years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., GC §§12946, 12960,
34090
Municipal
Operations
Public Works
/ Admin.

MO-002
PW-036 Daily Division Work Diaries ("Red Books") 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Municipal
Operations
Public Works
/ Admin.

MO-003
PW-037 Department Activities Report 5 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department preference; GC §34090
Municipal
Operations
Public Works
/ Admin.

MO-004
PW-038 DL 170s / Certificate of Driving Skill Separation + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; DMV requires
Separation + 3 years; GC §34090.7
Municipal
Operations
Public Works
/ Admin.

MO-005
PW-039 Franchise List
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary Drafts not retained in the ordinary
course; GC §34090
Municipal
Operations
Public Works
/ Admin.

MO-006
PW-040 Franchised Hauler Tonnage Reports 30 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference to cover all statute of
limitations; 8 CCR §3204(d)(1) et seq., CCP
§§337 et seq., GC §34090
Municipal
Operations
Public Works
/ Admin.

MO-007
PW-041 Hazardous Waste Hauler Manifests 30 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Consistent with statute of limitations for
employee exposure to hazardous materials; 8
CCR 3204(d)(1)(A); 22 CCR § 66262.40
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Municipal
Operations
Public Works
/ Admin.

MO-008
PW-042 Landfill Records (City-owned - Closed) P Mag, Mfr, OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
Municipal
Operations
Public Works
/ Admin.

MO-009
PW-043
MSDS Master List / SDS Master List
(Safety Data Sheet) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Claims can be made
for 29 years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., CCP §§337 et seq.,
GC §34090
Municipal
Operations
Public Works
/ Admin.

MO-010
PW-044 Transfer Station Modification Permit Expiration + 30 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
Municipal
Operations
Public Works
/ Admin.

MO-011
PW-045 Underground Storage Tanks P Yes Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; GC §34090; H&S
§25284.4(i)
Municipal
Operations
Public Works
/ Admin.

MO-012
PW-046 Work Request Database / Work History
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

MUNICIPAL OPERATIONS PUBLIC WORKS / FACILITIES AND EQUIPMENT MAINTENANCE Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-013
PW-049
Auto Body Paint Shop (records contain
paint / hazardous materials) 30 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Claims can be made
for 29 years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., CCP §§337 et seq.,
GC §34090
Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-014
PW-050 BIT Sheets
Life of the
Vehicle + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-015
PW-051
CHP Daily Logs (Vehicle inspections) / Pre-
Trip Inspections 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §26202
Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-016
PW-052 Estimates (Vehicles / Purchases) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-017
PW-053
Fire Apparatus / Equipment Maintenance
Records (excludes Ladder Certifications)
Surplus + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of Limitations
for Health Providers is 3 years; OSHA requires
1 year; State requires 2 years; 8 CCR
§3203(b)(1), CCP §340.5, GC §34090
Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-018
PW-054
Hazardous Waste Hauler Manifests (Oil,
etc.) 30 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Claims can be made
for 29 years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 22 CCR § 66262.40;
CCP §§337 et seq., GC §34090
Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-019
PW-055
HVAC Records - Operations, Sub
equipment maintenance
Life of
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-020
PW-056
Maintenance History - Vehicles /
Equipment - Where City is Provider
Life of
Vehicle or
Equipment +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; If a motor carrier,
required for 18 months after vehicle is sold;
CHP requires life of vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); CCP §337 et.
seq., 13 CCR 1234(f); GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-021
PW-057 Smog Certificates / Inspections
Life of
Vehicle + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Municipal
Operations
Public Works
/ Facilities &
Equip. Maint.

MO-022
PW-058 Used Oil Disposal 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S §25250.18(b),
25250.19(a)(3) et seq.

MUNICIPAL OPERATIONS PUBLIC WORKS / / FIELD MAINTENANCE Municipal
Operations
Public Works
/ Field. Maint.

MO-023
PW-059 Drivers Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Municipal
Operations
Public Works
/ Field. Maint.

OR
Code Enfor.

MO-024
PW-060
Dump Tickets / Manifests - Non-Hazardous
Waste 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Municipal
Operations
Public Works
/ Field. Maint.

MO-025
PW-061 Sidewalk Repair Database (Quest)
Indefinite -
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Data is inter-related; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Municipal
Operations
Public Works
/ Field. Maint.

MO-026
PW-062
Underground Service Alerts (USA) / Dig
Alerts: Utility Cuts, etc.

Minimum
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; entered into DigAlert
Software; the Excavator, Operator and the
Regional Notification Center has the all have
an obligation to retain the notice for 3 years;
GC §§4216.2(f); GC §34090
Municipal
Operations
Public Works
/ Field. Maint.

MO-027
PW-063 Vehicle Inspections 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

MUNICIPAL OPERATIONS PUBLIC WORKS / STREETS, PARKS AND TREES Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-028
PW-063 Application to Remove Trees / Petitions 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-029
PW-064
Park / Parkway Maintenance (reports,
records, work orders) 3 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Operational Complaints and
Work Orders; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-030
PW-065 Pesticide / Herbicide Permits (from County) 5 years Mag, Mfr, OD, Ppr S/I Yes: After

QC & OD
Department Preference (agricultural pesticide
records are required for 2 years); GC §34090;
3 CCR 6623, 40 CFR 110.3(d)
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-031
PW-066 Pesticide / Herbicide Records (in-house) 30 years Mag, Mfr, OD, Ppr S/I Yes: After

QC & OD
Department Preference for toxic substance
exposure statute of limitations; Agricultural
pesticide records are required for 2 years; 8
CCR §3204(d)(1) et seq., 16 CCR 1970; 3
CCR 6623, GC §34090,
Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-032
PW-067 Tree Maintenance / Plantings 3 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Consistent with Operational Complaints and
Work Orders; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-033
PW-068
Traffic Collision Notifications (determine
cost to bill responsible parties) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Exception to City-wide retention; Retained in
originating department for auditing purposes;
GC §34090
Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-034
PW-069 Tree Inventory Database P Mag, Mfr,
OD, Ppr S / I Yes: After

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

Municipal
Operations
Public Works
/ Streets
Parks &
Trees
MO-035
PW-070 Tree Removal Review / Inspection Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.; GC
§§ 911.2, 34090, 34090.6; PC §832.5

MUNICIPAL OPERATIONS PUBLIC WORKS / / REFUSE COLLECTION CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Municipal
Operations
Public Works
/ Refuse
Collection
MO-036
PW-074
Annual County Inspection Reports (Old
City Landfill Sites) P Yes (all) Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

Municipal
Operations
Public Works
/ Refuse
Collection
MO-037
PW-075
HazMat Incident Responses, Clean-ups /
Exposure Records (Diesel, Oil, etc.) 30 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Not all incidents are sent to Human Resources
(only workers compensation); GC §34090;
Consistent with statute of limitations for
employee exposure to hazardous materials; 8
CCR 3204(d)(1)(A); 22 CCR § 66262.40
Municipal
Operations
Public Works
/ Refuse
Collection
MO-038
PW-076
Waste Reports / CalRecycle Reports /
Daily Records / Weight Records / Green
waste Reports / Hazardous Material
Screening (Becomes part of Waste
Stream)
10 30 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

Municipal
Operations
Public Works
/ Refuse
Collection
MO-039
PW-077
Needle Collection / Sharps Collection
(OASIS Senior Center) 5 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; Sharps injury logs are
required for 5 years; 8 CCR 5193(h)(3); GC
§34090 et. seq.

Municipal
Operations
Public Works
/ Refuse
Collection
MO-040
PW-078 Recycling Program - Annual Report P Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

Municipal
Operations
Public Works
/ Refuse
Collection
MO-041
PW-079 Refuse Receipts 3 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.1 RECORDS RETENTION SCHEDULE - MUNICIPAL OPERATIONS (Admin, Facilities Equipment, Field, Streets Parks and Trees, Refuse, Beach Maint.) Page MO-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Municipal
Operations
Public Works
/ Refuse
Collection
MO-042
PW-080
Transfer Station Permit Inspection Results
(monthly) 10 30 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

Municipal
Operations
Public Works
/ Refuse
Collection
MO-043
PW-081
Transfer Station Quarterly Tonnage
Reports 10 30 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

MUNICIPAL OPERATIONS / BEACH MAINTENANCE
Municipal
Operations /
Beach
Maintenance
MO-044 Beach Cleaning Logs & Incidents Minimum 5
years
Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

Municipal
Operations /
Beach
Maintenance
MO-045 Pier Maintenance Minimum 5
years
Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

Municipal
Operations /
Beach
Maintenance
MO-046 Sand Replenishment Projects Minimum 5
years
Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 28.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PLANNING
Planning PL-001
Affordable Housing In-Lieu Funds and
Agreements, General Files (Affordability
Restrictions)
Affordable Housing In-Lieu Funds
Term of
Agreement
+ Minimum
5 years
Until Funds
are
Allocated
(minimum 5
years)
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
If part of a Consolidated Plan, records are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from periodic
expenditure report; CDBG is Annual
Performance Report + 4 years; 2 CFR
200.334; 24 CFR 91.105(h), & 570.502(a), 29
CFR 97.42, OMB Circular A-110 & A-133; GC
§34090
Planning CW-035
CDBG Applications APPROVED - CDBG
Program Files (applications, grant agreements,
payment records, etc.)
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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), GC
§34090; GC §8546.7
Planning PL-003 CDBG Applications DENIED / NOT Funded
(Subrecipient Grants, Loans) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Meets CDBG requirements; Records are
maintained by CDBG Vendor as Active for 3
Years, and then sent to CDD for 2 year
Inactive retention; 24 CFR 85.42 & 91.105(h);
GC §34090
Planning PL-011 Banner Permits (Temporary - good for 90 days) 2 years Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 28.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CDD /
Planning PL-030
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA / NEPA
All written evidence / correspondence
submitted to, / transferred from, the City /
all internal agency communications,
including staff notes / memoranda related
to a project / related to the City's
compliance with CEQA
2 years, or
duration of
administrativ
e and/or
litigation
proceedings,
if any,
whichever is
longer
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Final EIRs are kept permanently with PL-023;
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. PRC
21167,6; GC §34090; Golden Door v Sup. Ct.,
53 Cal. App. 5th 733 (2020)."
Planning PL-015
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) Outside City boundaries
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records; some may be retained as matter
of department preference.

Planning PL-017 General Plan Elements / Amendments P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; City Clerk Maintains
originals of all documents that were presented
to Council; GC §34090
Planning PL-019
Modification Committee / Zoning Administrator
Approval Letters / Minutes (see City-wide
schedule for all other records)
P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Planning PL-020 Planning Commission Agenda Packets P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Clerk PL-021 Planning Commission: Recordings - AUDIO RECORDINGS of Meetings / Audio Tapes
Copies -
Send to City
Clerk
Mag Copies; GC §34090.7
Planning PL-022 Planning Commission Minutes / Resolutions P Yes (all) Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 28.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-023
Planning Applications (PA) ALL -
Amendments, Appeals, Approval in Concept,
Certificate of Compliance, Coastal Residential
Development Permit, Compliance Letters,
Condominium Conversion Permit, Creative /
Comprehensive Sign Permit, Development
Agreement, Development Plan, Director / Staff
Approval, Environmental Documents, General
Plan Amendments, In-Lieu Parking, Lot Line
Adjustment, Lot Merger, Modification Permit,
Off-Site Parking Agreement, Planned
Community Development Plan, Signs
(Comprehensive, Heritage, etc.), Sign
Exception Permit, Site Plan Review,
Subdivisions, Telecom Permit, Temporary
Permits, Use Permits, Variance, Zoning
Compliance letters, etc.

Send recorded documents to the City Clerk.

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

After QC
& OD
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. Some permits must obtain
Council approval, and therefore the City Clerk
becomes office of record for material
presented to Council; Department maintains
complete files for administrative purposes;
GC§§34090, 34090.7
PL-027
Regional Organizational Studies / Programs
where other Agencies are the Lead (e.g. Rail
Studies, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-records; some may be retained as matter
of department preference; GC §34090 et seq.

Planning PL-028 Zoning Maps (Historical Only - New records part of zoning code) P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; City Clerk Maintains
originals of all documents that were presented
to Council; GC §34090.7
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

POLICE / CHIEF OF POLICE / ADMINISTRATION
Police /
Chief /
Admin.

PD-001 Inquiries Disposition +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Chief /
Admin.

PD-003
Administrative Investigations: Civilian / Internal
WITHOUT Sustained Finding of Misconduct
as defined in PC §832.7
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
If a supervisor determines that records of prior
discipline should be retained beyond the
applicable statutory period, approval for such
retention shall be obtained through the chain of
command from the Chief of Police; Consistent
with Lexipol Policy; State requires for at least 5
years; 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).; EVC §1045, GC
§§12946, 12960, 34090, PC §832.5, VC §2547
Police /
Chief /
Admin.

PD-093
Administrative Investigations: Civilian / Internal
- Civilian Complaints WITH Sustained
Finding of Misconduct as defined in PC
§832.7
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
PC §§832.5(b), 832.7; GC §§12946, 12960,
34090,
Police /
Chief /
Admin.

PD-006 Carry Concealed Weapon (CCW) Permits 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC § 34090 et seq.

Police /
Chief /
Admin.

PD-002 Chief's Subject Files Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Police /
Chief /
Admin.

PD-083 Emergency / Disaster Preparedness Plans P
Yes: Until
Supersede
d
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Chief /
Admin.

PD-004 Overtime Slips (hours) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police or
Personnel PD-081 Personnel Background Packets - Citizens Academy, Teen Academy)
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years; GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113;
Police or
Personnel PD-011 Personnel Background Packets - Volunteers / Interns
Inactive /
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years; GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113;
Police /
Chief /
Admin.

PD-005 Personnel Department Employee File Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Copies; Consistent with HR's Personnel File;
State & Federal laws require 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090.7
Police /
Chief /
Admin.

PD-069 Preliminary Claim Investigation / Potential
Liability Claims 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police /
Chief /
Admin.

PD-007 Programs: Citizens Academy, Teen Academy,
Neighborhood Watch, etc. 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police /
Chief /
Admin.

PD-089 Project Assignment Memos (PAM) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police /
Chief /
Admin.

PD-094 Racial / Identity Profiling Act (RIPA) Annual
Report 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (consistent with STOP
Source data); GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Chief /
Admin.

PD-097
Report provided to the State Commission on
Peace Officer Standards / Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, / judgment
pursuant to PC 13510.9.

Report of data regarding the number, type, /
disposition of complaints made against its
officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police /
Chief /
Admin.

PD-008 Reports, Studies regarding Police Operations
(not historical - manpower, etc.) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police /
Chief /
Admin.

PD-009 RSNP / OCRCFLTime Slips / Billing Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets auditing
standards); GC § 34090
Police /
Chief /
Admin.

PD-088 Special Events (i.e., Police Appreciation
Breakfast, National Night Out, etc.) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police /
Chief /
Admin.

PD-095 STOP Source Data, Audit Log 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Chief /
Admin.

PD-070 Vehicle Pursuit Reports 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

Police /
Chief /
Admin.

PD-010 Work Assignments (Schedules) All Divisions 3 years Yes:

Current
Schedule
only
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090

POLICE / DETECTIVES
Police /
Detectives PD-012 Accounting Records: Investigative Expense Funds (Confidential) 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards for GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Detectives PD-013
Alcohol Beverage License Applications (Not
related to an Operator's Permit for a Bar,
Lounge, / Nightclub)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records; GC §34090
Police /
Detectives PD-071 Asset Forfeiture Files Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (Federal DOJ requires
5 years - Equitable Sharing Guide); GC §34090
Police /
Investigat. PD-077 Informant Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Does not contain
criminal intelligence information concerning
individuals; GC §34090
Police /
Investigat. PD-014 Intelligence Files (Vice, Terrorist, etc.) 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 /
Detectives PD-084
Operator Permits - Secondhand Dealer,
Pawnbroker, Adult-Oriented Businesses, Bar,
Lounge, / Nightclub
(Offers alcoholic beverages for on-site
consumption in combination with food service
with late hours)
Termination
+ 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Police /
Detectives PD-015 Pawn Slips 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Detectives PD-016 Massage Operator Permits Termination
+ 3 years
Mag, Mfr,
OD, Ppr M / S / I No Department preference to match permit terms; GC §34090
Police /
Detectives PD-018 Permits / Licenses: Unsuccessful Applications (massage, etc.) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match permit terms;
GC §34090

POLICE / PATROL
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Patrol PD-019.3
Automated License Plate Reader (ALPR) data
that are not evidence of criminal activity, not
relevant to / part of a criminal investigation, /
not needed to be kept for any department
purpose
1 year 30
days Mag
Department preference; ALPR data that are
part of a criminal investigation or that need to
be kept for department purposes are subject to
the retention schedule that would apply
depending on the nature of the criminal
investigation or the reason the data needs to be
kept. Data is overwritten automatically after 30
days per department preference. CC
§1798.90.53(b)(2)(G)
Police /
Patrol PD-019.5
Drone (Unmanned Aerial Vehicle) Recordings
that are not evidence of criminal activity, not
relevant to / part of a criminal investigation, /
not needed to be kept for any department
purpose
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §7920.530; Drone recordings
that are part of a criminal investigation or that
need to be kept for department purposes are
subject to the retention schedule that would
apply depending on the nature of the criminal
investigation or the reason the recordings need
to be kept.

Police /
Patrol PD-072 Ride-A-Long Waivers 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090 et seq.

POLICE / SUPPORT SERVICES / PERSONNEL AND TRAINING
Police /
Supp.

Svcs.

PD-021 Supervisor Record / Counseling Jacket
2 years, or
Completion
of
Performance
Evaluation,
whichever
occurs first
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Drafts and notes; GC § 34090 et seq.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Supp.

Svcs.

PD-023
Personnel Background Packets - Peace
Officers (includes Polygraphs) WITHOUT
Sustained Finding of Misconduct
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Personnel File; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years; GC §§36507,
34090; 29 CFR 1627.3(b)(1)(i), 29 CFR
1602.14 et seq. 2 CCR 11013(c); PC §§801.5,
803(c); 29 USC 1113
Police or
Personnel PD-024 Personnel Background Packets - Selected Employees other than Peace Officers
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

Svcs.

PD-025
Personnel Background Packets -
unsuccessful / not hired employees /
volunteers (not hired)
6 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (only 2 years is
required); 29 CFR 1602.14; 2 CCR 11013(c);
GC §§12946,12960, 34090
Police /
Supp.

Svcs.

PD-026
Personnel Department Training File (Includes
POST Data, Files / Printouts for Training
Courses)
Does Not Include Complaints against Peace
Officers
Separation +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Personnel Actions are 4 years; State & Federal
laws require 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090; LC §§1198.5

POLICE / SUPPORT SERVICES - OTHER
Police /
Supp.

Svcs.

PD-028 Alarm Permits 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Supp.

Svcs.

PD-029 Auction Records 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Supp.

Svcs.

PD-030
Recordings - Audio Recordings - Recordings of
Telephone / Radio Communications Dispatch
Recordings
2 years Mag
Department Preference; (legally mandated for
100 days); (may be discoverable or made
public in some circumstances), GC §§34090,
34090.6
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Supp.

Svcs.

PD-032 Backup Tapes - WEEKLY Disaster Recovery
Copy - Network, All Files on Shared Drives 14 days Yes Mag.

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

Police /
Supp.

Svcs.

PD-033
Checking Account Records: DARE,
Property/Evidence Account, Station Fund /
Police Explorer Account
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets auditing standards for municipal
governments; GC §34090
Police /
Supp.

Svcs.

PD-034 Department Manual (Department Policies /
Procedures)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Supp.

Svcs.

PD-035 Evidence: Crime Scenes (includes evidentiary
MVS)
Expiration of
Statute of
Limitations
(minimum
Final
Disposition
of Case)
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
See appropriate Crime Report; Statute of
Limitations is 1 year for property seized by
officers; GC §34090
Police /
Supp.

Svcs.

PD-036
False Alarms (alarm permits, billing
transactions, correspondence, alarm
activations)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Finance invoices, when appropriate; GC §
34090
Police /
Supp.

Svcs.

PD-037
Fleet Maintenance - Equipment / Vehicle
Maintenance History (includes vehicle
calibration records)
Life of
Equipment
or Vehicle +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Covers all statute of limitations; CHP requires
life of vehicle; OSHA requires 1 year; 8 Ca.

Code Reg. § 3203(b)(1); CCP §337 et. Seq.,
GC §34090
Police /
Supp.

Svcs.

PD-078 Jail Video 2 3 years Mag Department Preference; GC §34090 et seq.

Police /
Supp.

Svcs.

PD-022 Mobile Video / Audio Videos (MVS) Non-
Evidentiary 2 years Mag Department Preference; Lexipol Section 446.10.1 requires 1 year; GC §34090.6(a)
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Supp.

Svcs.

PD-091 Mobile Video / Audio Videos (MVS) Test
Recordings 100 days Mag Lexipol Section 446.3; GC §34090.6(a Police /
Supp.

Svcs.

PD-038 Officer Daily Logs 5 years
Yes:

Current
Schedule
only
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC § 34090
Police /
Supp.

Svcs.

PD-038.1 Officer Recordings: Body-Worn Cameras –
LOGS of Access / Deletion of Data P Mag PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Supp.

Svcs.

PD-038.2
Officer Recordings: Body-Worn Cameras – that
ARE evidence of a crime, of an officer
involved shooting, of a detention / arrest, /
are related to a complaint
Follows the
Retention of
the
Evidence,
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et seq.

Police /
Supp.

Svcs.

PD-038.3 Officer Recordings: Body-Worn Cameras -
that are NOT evidence 60 days Mag PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

Police /
Supp.

Svcs.

PD-038.4
Recordings: Body-Worn Cameras – Accidental
Recordings Reviewed and Approved for
Deletion (Non-evidentiary)l
After
Approval Mag
Department preference; consistent with Lexipol
policies (review, supervisory authorization, and
documentation required); PC§ 832.18 et seq.

GC §34090.6 et seq.

Police /
Supp.

Svcs.

PD-079 Property Video 3 years Mag Department Preference; GC §34090 et seq.

Police /
Supp.

Svcs.

PD-076 Solicitors Permits 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090
Police /
Supp.

Svcs.

PD-080 Watch Commander Video 3 years Mag Department Preference; GC §34090 et seq.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

POLICE / SUPPORT SERVICES / RECORDS
Police /
Records PD-044 Arson Registrations: Adults P Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-045 Arson Registrations: Juveniles released from Division of Juvenile Justice
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
DOJJ , records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
Police /
Records PD-046 Bicycle Licenses 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Police /
Records PD-047 Citations (ALL) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (the Statute of
Limitation for collections is 5 years from the
date of the last violation); CVC 40222(b); GC
§34090, H&S §11361.5, PC §802
Police /
Records PD-092 Citations - Payment Plans for outstanding parking citations received by indigent persons
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (the Statute of
Limitation for collections is 5 years from the
date of the last violation); CVC 40222(b); GC
§34090
Police /
Records PD-054 Crime Statistics / Uniform Crime Reports - Annual Summaries 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Police /
Records PD-048
Incident Reports (DR#) - ALL
Except those other specifically mentioned in
this retention schedule (October 1, 1999 to
Current)
Indefinite -
Minimum 2
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered weapons,
criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.,
11108.2(b)
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-055 Drug / Narcotic Registrants 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Registration is
required for 5 years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police /
Records PD-055.1 Registrants: Gang Adults Shared Gang
Databases / CalGang
5 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.30(a));11 CCR 773.8; GC §34090
Police /
Records PD-055.2 Registrants: Gang Juveniles Shared Gang Databases / CalGang
3 years After
Last Reset
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781; 11 CCR 774; PC
§186.30; GC §34090 et seq.

Police /
Records PD-055.5 Gang Registrations: Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; Registration pursuant
to PC §186.30; GC §34090
Police /
Records PD-055.6 Gang Registrations: Juveniles Sealing Date + 5 years
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Records PD-050
Incident Reports (DR#)
Marijuana / Cannabis less than 28.5 grams
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., GC§34090
Police /
Records PD-049
Incident Reports (DR#)
Homicide, Falsification of Public Records,
Kidnapping, Unsolved Child / Elder Abuse,
Sexual Assault / Neglect, Rape, Misuse of
Public Funds, Train-wrecking, Treason,
Fatalities (Crimes Subject to Death Penalty /
without statute of Limitations)
P Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Most have no
limitations on commencement of action; PC §§
261, 286, 288, 288a, 288.5, 289, 289.5, and
799
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-11
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-073
Incident Reports (DR#)
Misdemeanor / Infraction Marijuana /
Cannabis §11357(d) - Juvenile on School
Grounds during School Hours (with
procedure in HS §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(d)
Police /
Records PD-051
Incident Reports (DR#)
Missing Person Reports (unsolved)
P Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Dept. Preference; Also see Crime Reports; GC
§34090
Police /
Records PD-052
Incident Reports (DR#)
Sealed Cases ("Factual Innocence")
Date of
Arrest + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Individual petitions District Attorney; PD
concurs that person is factually innocent, then
seals record; GC §34090; PC §851.8(a)
Police /
Records PD-053
Incident Reports (DR#)
Sealed Cases (Juveniles / Adults)
Except Childhood Sexual Assault Child Abuse
/ Severe Neglect, (Substantiated), those with
outstanding stolen property, including firearms,
/ lost firearms
Per Court
Order
(Sealing
Date + 5
years)
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD CCP §§340.1, GC §34090; GC §68152(g)(1)
Police /
Records PD-053.1
Incident Reports (DR#)
Sealed Cases (childhood sexual assault) -
Before January 1, 2024
Age of
Majority + 22
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
Police /
Records PD-053.2
DR Reports / Crime Reports
Sealed Juvenile / Ward Cases - Childhood
Sexual Assault - After January 1, 2024
P Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP §§340.1,
GC §34090
Police /
Records PD-096
Incident Reports (DR#)
Vacatur Relief Granted by Court - Victim of
Human Trafficking (Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 42.1 RECORDS RETENTION SCHEDULE: POLICE
(Chief, Admin, Detectives, Patrol, Support Svcs, Traffic) Page PD-12
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-056 Field Contacts
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary Drafts (entered into the RMS
database); GC §34090 et seq.

Police /
Records PD-060 Narcotic / Firearm Destruction Lists 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Police /
Records PD-061 Order after Hearing (restraining order) While Valid Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Court records - originals retained by the Court;
GC §34090 et seq.

Police /
Records PD-062 Photos: Mug Shots P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk /
Police PD-063 Records Destruction Lists / Certificates of Records Destruction (Working Copy) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

Police /
Records PD-064 Sex Offender Registrations: Adults
Indefinite, or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; 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;
Police /
Records PD-065 Sex Offender Registrations: Juveniles
released from California Youth Authority
Indefinite
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)

POLICE / TRAFFIC
Human
Resources PD-067 Review Board Accident History Forms (PD Employees / City Employees)
Separation
of
Employment
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (originals are in
personnel file); GC § 34090.7
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

PUBLIC WORKS / ENGINEERING SERVICES
City Clerk PW-001
Abandonments, Easements, Entitlements, /
Vacations (Recorded Documents / City
Property) (See CC-061/CC-013)
P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090.7
Public
Works /
Engineering
PW-002
Aerial Maps (Digital Plates / Software to view
them - See Planning for the Analog Aerial
Maps)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Planning maintains the analog aerial
maps; Department Preference for
historical purposes; GC §34090
Public Works PW-003 Master Plans P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Some master plans do not go to Council;
Department Preference for historical
purposes; GC §34090
Lead Dept.
(General
Services,
Public
Works, or
Utilities)
PW-004 NPDES Monitoring Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44
Orange
County PW-005 NPDES Permit (Issued to the County) 5 years Yes: Until Expiration
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090.7
Public
Works /
Engineering
PW-006 Preliminary Studies / Project Assessments
(Not Acquired)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Engineering
PW-007
Project Files: City Infrastructure / Facilities
Projects - Administration File:

Project Administration, Project Schedules,
Invoices, Logs, Work Reports (Inspector
Reports), etc.

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

QC & OD
Department preference; For disaster
preparedness purposes and to cover
various statute of limitations; GC §34090,
CCP 337 et seq.

Public
Works /
Engineering
PW-031 Project Files: City Infrastructure / Facilities Projects - Certified Payrolls
Completion +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works /
Engineering
PW-008
Project Files: City Infrastructure / Facilities
Projects - Permanent File:

Plans, Specifications, Materials Testing
Reports, Project Study Reports (PSRs),
Record Drawings ("As Builts"), Regulatory
Agency Approvals, Soils Reports, Structural
Calculations, Surveys, etc.

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

QC & OD
Department preference; Retained for
disaster preparedness purposes (City
Clerk does not maintain Plans, Materials
Testing Reports, etc.) GC §34090
Public
Works /
Engineering
PW-006.5 Project Files: City Infrastructure / Facilities Projects Funded by CDBG
Completion +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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&b), GC §34090
Public
Works /
Engineering
PW-011 Recorded Maps (Final Maps, Record of
Survey, Tract Maps, etc.) P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Drafts should be destroyed; GC §34090,
34090.7
Public
Works /
Engineering
PW-033 Standard Drawings P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Planning maintains the analog aerial
maps; Department Preference for
historical purposes; GC §34090
Utilities or
Public Works PW-012
Sewer / Storm Drain Video Inspection Reports
/ Video / Digital Recordings - Regular
Inspections
Minimum 2
years Mag Department Preference; GC §34090 et
seq.

PUBLIC WORKS / TRANSPORTATION AND DEVELOPMENT SERVICES
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works /
Transport &
Develop
Services
PW-016
Assessment / Maintenance District Projects
(Maps, Diagrams, Spreadsheets,
Improvement Plans - e.g. roads, sewer, etc.)
P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations is 4 - 10 years (for Errors &
Omissions); CCP §§337. 337.1(a),
337.15, 343; GC §34090.7
Public
Works /
Transport &
Develop
Services
PW-018
Encroachment Permits: ALL
Temporary Street / Sidewalk closure permits:
banners, dumpsters, encroachment work,
cranes / deposits, etc.

Life of the
Encroach-
ment -
Minimum
Expiration +
2 years
Yes: Until
Revocation
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD CCP § 337 et. Seq.; GC § 34090
Public
Works /
Transport &
Develop
Services
PW-034
Permits: Residential / Commercial Docks /
Piers (Residential / Commercial) Includes
Permit Drawings, Dredging permits, Coastal
Permits, etc.

End of
Tenancy + 1
0 years
Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Transport &
Develop
Services
PW-020 Intersection File (Traffic Study, Warranty
Analysis) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Public
Works /
Transport &
Develop
Services
PW-021 Traffic related service requests (minor
projects - reports, ordering of signs, etc.)
Completion +
10 years
Yes:

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

QC & OD
Department preference to cover audits
from all grant funding agencies; Statute
of Limitations for Errors & Omissions is
10 years; CCP §§337. 337.1(a), 337.15,
GC §34090
Public
Works /
Transport &
Develop
Services
PW-023
Offers of Dedication (Rejected, Unprocessed /
Unaccepted -- If accepted, City Clerk is Office
of Record) (See CW-077)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Ensure the City Manager has all originals;
GC §34090.7
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works /
Transport &
Develop
Services
PW-025 Traffic Signal Timing
When
Superseded
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Transport &
Develop
Services
PW-026 Speed Surveys
When
Superseded
(minimum 2
years)
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090
Public
Works /
Transport &
Develop
Services
PW-028 Traffic Calming - Summary (speed humps,
etc.) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public
Works /
Transport &
Develop
Services
PW-029 Traffic Counts, Summaries, Reports Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090

PUBLIC WORKS / ADMINISTRATION
Public
Works /
Admin.

PW-035
Chemical Applications (Contract
Administration / in-house) Includes Approved
Chemical List, MSDS Sheets, etc.

Completion +
30 years
Yes:

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

QC & OD
Department Preference; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Lead Dept. /
Division PW-036 Daily Division Work Diaries ("Red Books") 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Admin.

PW-038 Department Activities Report 5 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works /
Admin.

PW-039 DL 170s / Certificate of Driving Skill Separation + 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; DMV requires
Separation + 3 years; GC §34090.7
Lead Dept. /
Division PW-040 Franchise List
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary Drafts not retained in the
ordinary course; GC §34090
Public
Works /
Admin.

PW-041 Franchised Hauler Tonnage Reports 30 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference to cover all
statute of limitations; 8 CCR §3204(d)(1)
et seq., CCP §§337 et seq., GC §34090
Public
Works /
Admin.

PW-043 Hazardous Waste Hauler Manifests 30 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Consistent with statute of limitations for
employee exposure to hazardous
materials; 8 CCR 3204(d)(1)(A); 22 CCR
§ 66262.40
Public
Works /
Admin.

PW-044 Landfill Records (City-owned - Closed) P Mag, Mfr, OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Admin.

PW-045 MSDS Master List P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Claims can be
made for 29 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq.,
CCP §§337 et seq., GC §34090
Public
Works /
Admin.

PW-046 Transfer Station Modification Permit Expiration + 30 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Admin.

PW-047 Underground Storage Tanks P Yes Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; GC §34090;
H&S §25284.4(i)
Public
Works /
Admin.

PW-048 Work Request Database / Work History
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

PUBLIC WORKS / FACILITIES AND EQUIPMENT MAINTENANCE
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works /
Facilities &
Equip. Maint.

PW-049 Auto Body Paint Shop (records contain paint /
hazardous materials) 30 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Claims can be
made for 29 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq.,
CCP §§337 et seq., GC §34090
Public
Works /
Facilities &
Equip. Maint.

PW-050 BIT Sheets
Life of the
Vehicle + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Public
Works /
Facilities &
Equip. Maint.

PW-051 CHP Daily Logs (Vehicle inspections) / Pre-
Trip Inspections 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §26202
Public
Works /
Facilities &
Equip. Maint.

PW-052 Estimates (Vehicles / Purchases) 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Public
Works /
Facilities &
Equip. Maint.

PW-053 Fire Apparatus / Equipment Maintenance
Records (excludes Ladder Certifications)
Surplus + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations for Health Providers is 3
years; OSHA requires 1 year; State
requires 2 years; 8 CCR §3203(b)(1),
CCP §340.5, GC §34090
Public
Works /
Facilities &
Equip. Maint.

PW-054 Hazardous Waste Hauler Manifests (Oil, etc.) 30 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference - Claims can be
made for 29 years for toxic substance
exposure; 8 CCR §3204(d)(1) et seq., 22
CCR § 66262.40; CCP §§337 et seq., GC
§34090
Public
Works /
Facilities &
Equip. Maint.

PW-055 HVAC Records - Operations, Sub equipment
maintenance
Life of
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works /
Facilities &
Equip. Maint.

PW-056 Maintenance History - Vehicles / Equipment -
Where City is Provider
Life of
Vehicle or
Equipment +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

PW-057 Smog Certificates / Inspections
Life of
Vehicle + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public
Works /
Facilities &
Equip. Maint.

PW-058 Used Oil Disposal 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

PUBLIC WORKS / FIELD MAINTENANCE
Public Works
/ Field Maint. PW-059 Drivers Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Field
Maint. OR
Code
Enforcement
PW-060 Dump Tickets / Manifests - Non-Hazardous
Waste 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Field Maint. PW-061 Sidewalk Repair Database (Quest)
Indefinite -
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Data is inter-related; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Field Maint. PW-062 Underground Service Alerts (USA) / Dig Alerts: Utility Cuts, etc.

Minimum
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; entered into
DigAlert Software; the Excavator,
Operator and the Regional Notification
Center has the all have an obligation to
retain the notice for 3 years; GC
§§4216.2(f); GC §34090
Public Works
/ Field Maint. PW-063 Vehicle Inspections 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090

PUBLIC WORKS / PARKS AND TREES
Public Works
/ Street /
Parks &
Trees
PW-064 Application to Remove Trees / Petitions 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Street /
Parks &
Trees
PW-067 Park / Parkway Maintenance (reports,
records, work orders) 3 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Operational Complaints
and Work Orders; CCP §§338 et seq.,
340 et seq., 342, GC §34090
Public Works
/ Street /
Parks &
Trees
PW-068 Pesticide / Herbicide Permits (from County) 5 years Mag, Mfr, OD, Ppr S/I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623, 40
CFR 110.3(d)
Public Works
/ Street /
Parks &
Trees
PW-069 Pesticide / Herbicide Records (in-house) 30 years Mag, Mfr, OD, Ppr S/I Yes: After

QC & OD
Department Preference for toxic
substance exposure statute of limitations;
Agricultural pesticide records are required
for 2 years; 8 CCR §3204(d)(1) et seq.,
16 CCR 1970; 3 CCR 6623, GC §34090,
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public Works
/ Street /
Parks &
Trees
PW-070 Tree Maintenance / Plantings 3 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Consistent with Operational Complaints
and Work Orders; CCP §§338 et seq.,
340 et seq., 342, GC §34090
Public Works
/ Street /
Parks &
Trees
PW-071 Traffic Collision Notifications (determine cost
to bill responsible parties) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Exception to City-wide retention;
Retained in originating department for
auditing purposes; GC §34090
Public Works
/ Street /
Parks &
Trees
PW-072 Tree Inventory Database P Mag, Mfr,
OD, Ppr S / I Yes: After

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

Public Works
/ Street /
Parks &
Trees
PW-073 Tree Removal Review / Inspection Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC §832.5

PUBLIC WORKS / REFUSE
Public
Works /
Refuse
PW-074 Annual County Inspection Reports (Old City
Landfill Sites) P Yes (all) Mag, Mfr,
OD, Ppr S/I Yes: After

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

Public
Works /
Refuse
PW-075 HazMat Incident Responses, Clean-ups /
Exposure Records (Diesel, Oil, etc.) 30 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Not all incidents are sent to Human
Resources (only workers compensation);
GC §34090; Consistent with statute of
limitations for employee exposure to
hazardous materials; 8 CCR
3204(d)(1)(A); 22 CCR § 66262.40
Public
Works /
Refuse
PW-076
Waste Reports / CalRecycle Reports / Daily
Records / Weight Records / Green waste
Reports / Hazardous Material Screening
(Becomes part of Waste Stream)
30 years Mag, Mfr,
OD, Ppr S/I Yes: After

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

CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 34.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS
Engineering, Transportation and Development, Admin, Maintenance, Parks and Trees, Refuse) Page PW-10
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works /
Refuse
PW-076.1 Needle Collection / Sharps Collection (OASIS
Senior Center) 5 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; Sharps injury
logs are required for 5 years; 8 CCR
5193(h)(3); GC §34090 et. seq.

Public
Works /
Refuse
PW-077 Recycling Program - Annual Report P Mag, Mfr,
OD, Ppr S/I Yes: After

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

Public
Works /
Refuse
PW-078 Refuse Receipts 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Public
Works /
Refuse
PW-079 Transfer Station Permit Inspection Results
(monthly) 30 years Mag, Mfr,
OD, Ppr S/I Yes: After

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

Public
Works /
Refuse
PW-080 Transfer Station Quarterly Tonnage Reports 30 years Mag, Mfr, OD, Ppr S/I Yes: After

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

CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 19.1 RECORDS RETENTION SCHEDULE: RECREATION AND SENIOR SERVICES RSS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

RECREATION AND SENIOR SERVICES
Recreation
& Senior
Services
RS-002 Attendance Sheets 2 years
Yes:

During
Class or
Program
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-003 Class / Camp Registrations / Rosters / User Pay
Recreation Programs (Recreation Waivers) - ALL 2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-004 Daily Facility / Activity Logs 2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-005
Emergency Contact Information for Participants /
Medical Release Forms / Pre-school Immunization
Records (Given to site provider - Coach, OASIS
Transportation Program, Instructor, etc.)
2 years
Yes:

During
Class or
Program
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transitory record used to contact relatives
in the event of an emergency; CCP
§335.1, GC §§34090,7920.530 6252(e)
Recreation
& Senior
Services
RS-006
Facility Use Requests / Permits - Includes
Certificate of Insurance / Alcohol Permits (Room
Reservations, Parks, Moon bounces, etc.)
2 years
Yes: Until
Completio
n
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-021 Fundraising Files (Correspondence, Copies of
Checks, etc.) 2 years
Yes:

During
Class or
Program
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-023 Incident Reports 2 years Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-007 Playground Equipment Inspections 10 years
Yes:

Before
Completio
n
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; CCP §§336(a),
337 et. seq., GC §34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 19.1 RECORDS RETENTION SCHEDULE: RECREATION AND SENIOR SERVICES RSS-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Recreation
& Senior
Services
RS-008 Program Evaluations 4 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Recreation
& Senior
Services
RS-009 Recreation Database
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Recreation
& Senior
Services
RS-012 Special Event Permits 2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-013 Volunteer Sign-ins / Summary of Hours 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-018 Program Files (e.g. OASIS, Intergenerational,
Events held) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Recreation
& Senior
Services
RS-019 Sign-In Sheets for Classes 4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations any "...liability
founded upon an instrument in writing" or
not specifically provided for is 4 years; GC
§34090, CCP §§337, 343
Recreation
& Senior
Services
RS-020 Volunteer Sign-ins / Summary of Hours 3 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference to match retention
periods for other volunteer records; GC
§34090
CITY OF NEWPORT BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-1
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

UTILITIES / ADMINISTRATION
Utilities /
Admin. UT-001 Department of Transportation (Highway
Permits) - Cal Trans
Expiration of
Permit + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC § 34090
Utilities /
Admin. UT-112
Disposal Receipts / Manifests - HAZARDOUS
WASTE (e.g., storm drain, hazardous material
from street sweeping, clean ups)
30 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with statute of limitations
for employee exposure to hazardous
materials; 8 Cal. Code Reg.
3204(d)(1)(A)
Utilities /
Admin. UT-003
PUC - Public Utilities Commission
(Correspondence, Rate Changes, Applications,
Gas, Electricity, Water, etc.)
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC § 34090
Utilities /
Admin. UT-004
Subjects / Resource / Miscellaneous Files /
Files Not Covered Under Other Utilities
Retention Codes (subjects / resources will vary
over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090

UTILITIES / ELECTRICAL
Utilities /
Electrical UT-078 AQMD Permits / Reports (Electrical) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Lead Dept. UT-100 Confined Space Entries 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
8 CCR 5157(d)(14) & (e)(6); GC
§34090
Lead Dept. UT-101 Generator Operation Logs / Inspections - Fixed / Stationary Generators 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; AQMD Rule
1470; GC §34090
Lead Dept. UT-102 Generator Operation Logs / Inspections - Portable / Emergency Generators) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
AQMD Rule 1470; Form 400–E–13a
instructions, GC §34090
Utilities /
Electrical UT-006 Manuals - Operation / Maintenance for various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Administrative value; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-2
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works or
Utilities /
Electrical
UT-008
Project Files: Administration Files (CIP /
Maintenance projects): Project
Administration, Certified Payrolls, Invoices,
Relocation Assistance, etc.

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

Plans, Specifications, Materials Testing
Reports, Notice of Completion, Project Study
Reports, Record Drawings ("As Builts"),
Regulatory Agency Approvals, Soils Reports,
Structural Calculations, Surveys, etc.

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

After QC
& OD
Department Preference; Retained for
disaster preparedness purposes; GC
§34090.7
Utilities /
Electrical UT-009 Project Files: Utilities Maintenance Projects 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
Records are interrelated; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-3
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Electrical UT-012 Underground Service Alerts (USA) / Dig Alerts:

Utility Cuts, etc. - All 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; entered into
DigAlert Software; the Excavator,
Operator and the Regional Notification
Center have the all have an obligation
to retain the notice for 3 years; GC
§§4216.2(f); GC §34090

UTILITIES / LANDFILL
Utilities /
Landfill UT-079 AQMD Permits / Reports (Landfill)
Expiration of
Permit + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC § 34090
Utilities /
Landfill UT-080 Benchmark Reports . Budget Reports to CNG 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC § 34090
Utilities /
Landfill UT-081 Emergency Preparedness / Hazardous
Materials
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Landfill UT-082 Hazardous Materials Permits P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Landfill UT-083 Landfill Operation Permits / Reports
Expiration of
Permit + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC § 34090
Utilities /
Landfill UT-084 Spill Prevention Control / Countermeasure Plan (SPCC) 5 years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Landfill UT-116
Tonnage Reports / AB 939 / SB 1383
Compliance (Organic Waste Collection /
Recycling)
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; SB 1383
compliance is required for 5 years 14
CCR § 18995.2; GC §34090

UTILITIES / OIL AND GAS
Utilities /
Oil & Gas UT-015 Abandonments - Oil Wells P Yes Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-4
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities / Oil
& Gas UT-085 AQMD Permits / Reports (Oil / Gas) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Utilities / Oil
& Gas UT-086 Emergency Preparedness / Hazardous
Materials
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC § 34090
Lead Dept. UT-103 Confined Space Entries 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
8 CCR 5157(d)(14) & (e)(6); GC
§34090
Lead Dept. UT-104 Generator Operation Logs / Inspections - Fixed / Stationary Generators 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; AQMD Rule
1470; GC §34090
Lead Dept. UT-105 Generator Operation Logs / Inspections - Portable / Emergency Generators 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
AQMD Rule 1470; Form 400–E–13a
instructions, GC §34090
Utilities /
Oil & Gas UT-017 Manuals - Operation / Maintenance for various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Administrative value; GC §34090
Utilities /
Oil & Gas UT-018 Oil / Gas Production: Wells, Pumps,
Condemnations P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Oil & Gas UT-019 Oil / Gas Remediation P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claims can
be made for 30 years for toxic
substance exposure; 8 CCR
§3204(d)(1) et seq., GC §34090
Utilities /
Oil & Gas UT-020 Oil / Mineral Rights P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Oil & Gas UT-021 Oil Production Report Tickets / Run Tickets 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-5
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Oil & Gas UT-022
Oil Well Information (Fire Protection System
Plans, Inspections, Sprinklers, Evacuation
Plans, etc.)
Life of the
Well + 10
years
Yes (all) Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference; Inspections
required for 3 years; UFC §103.3.4
Utilities /
Oil & Gas UT-023
Oil Well Information / Inspections - All : (Fire
Protection System Plans, Inspections,
Sprinklers, Evacuation Plans, etc.)
Life of the
Well + 10
years
Yes (all) Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference; Inspections
required for 3 years; UFC §103.3.4
Utilities /
Oil & Gas UT-024 Oil Well Inspections (Division of Gas, Fire, Fish / Game, etc.) 10 years Yes (all) Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department Preference; Inspections
required for 3 years; UFC §103.3.4
Utilities /
Oil & Gas UT-025 Permits (Coastal Permits, AQMD, etc.)
Expiration of
Permit + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Public
Works or
Utilities / Oil
& Gas
UT-027
Project Files: Administration Files (CIP /
Maintenance projects): Project
Administration, Project Schedules, Meeting
Minutes, Certified Payrolls, Invoices,
Relocation Assistance, etc.

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

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

After QC
& OD
Department Preference; Retained for
disaster preparedness purposes; GC
§34090.7
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-6
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Oil & Gas UT-028 Project Files: Utilities Maintenance Projects Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I
Yes:

Reports relating to Environmental (Pollution
Control), Oil Operations, Royalties, etc.

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

After QC
& OD
Department preference; GC §34090
Utilities /
Oil & Gas UT-088 Reports to SCAQMD (operation of fixed
generators, etc.) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090

UTILITIES / STORM DRAINS
Utilities
/ Storm Drain UT-114 Storm Drain Video Inspection Reports / Video / Digital Recordings - Regular Inspections
When
Superseded
(minimum 1
year)
Mag Department Preference; GC §34090 et
seq.

Utilities
/ Storm Drain UT-115
Storm Drain Video Inspection Reports / Video
Tapes / Digital Recordings - Spot Checks /
Inspections
When
Superseded
(minimum 1
year)
Mag
Transitory record; not part of overall
program administered by PW
Administration; GC §34090 et seq.

UTILITIES / WASTEWATER
Utilities /
Wastewater UT-089 AQMD Permits / Reports (Wastewater) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Utilities /
Wastewater UT-029 Chemical Usage 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Code of Federal Regulations requires
3 years; 40 CFR 122.41(j)(2)
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-7
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Wastewater UT-031 Daily Division Work Diaries ("Red Books") (Operator's daily logs) 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Consistent with work orders; GC
§34090
Lead Dept. UT-106 Confined Space Entries 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
8 CCR 5157(d)(14) & (e)(6); GC
§34090
Lead Dept. UT-107 Generator Operation Logs / Inspections - Fixed / Stationary Generators 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; AQMD Rule
1470; GC §34090
Lead Dept. UT-108 Generator Operation Logs / Inspections - Portable / Emergency Generators 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
AQMD Rule 1470; Form 400–E–13a
instructions, GC §34090
Utilities /
Wastewater UT-032 Manuals - Operation / Maintenance for various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Administrative value; GC §34090
Lead Dept.
(General
Services,
Public
Works, or
Utilities)
UT-033 NPDES Monitoring Reports 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Monitoring records required for 3
years; 40 CFR §§122.21, 122.41,
122.44
Orange
County UT-034 NPDES Permit (Issued to the County)
When No
Longer
Required
Yes: Until
Expiration
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-8
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Public
Works or
Utilities /
Wastewater
UT-036
Project Files: Administration Files (CIP /
Maintenance projects): Project
Administration, Certified Payrolls, Invoices,
Relocation Assistance, etc.

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

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

After QC
& OD
Department Preference; Retained for
disaster preparedness purposes; GC
§34090.7
Utilities /
Wastewater UT-037 Project Files: Utilities Maintenance Projects Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I
Yes:

Monthly / Quarterly Reports, including backup
data
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Hazmat discharge records are
required for 3-5 years; 40 CFR
122.41(j)(2)
Utilities /
Wastewater UT-090 Reports to SCAQMD (operation of fixed generators, etc.) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-9
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Wastewater UT-039 Sanitary Spills / Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
If treating water, required for 5 years;
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 40
CFR 122.41(j)(2); GC §34090
Utilities /
Wastewater UT-040 Sanitary Surveys of Drinking Water Systems 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
22 CCR §64470
Utilities /
Wastewater UT-042 Sewer Line Maintenance (reports, records, work orders)
Life of the
Sewer Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Wastewater UT-098
Sewer System Management Plan (SSMP) /
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) / Sanitary Sewer Overflow
Response Plan
Superseded
+ 6 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; SSMPs are
required to be retained 5 years and
updated every 6 years; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB General
Order 2006-03; & 2022-0103-DWQ;
GC §34090
Utilities /
Wastewater UT-113 Source Control / Grease Disposal Permits Expiration + 3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; POTW
reports are required for 3 years; 40
CFR §§122.21, 122.41; 40 CFR
403.12; GC §34090
Utilities /
Wastewater UT-099 Source Control / Pretreatment Annual / Semi- Annual Reports / FOG (Fats, Oil / Grease) 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; POTW
reports are required for 3 years; 40
CFR §§122.21, 122.41; 40 CFR
403.12; GC §34090
Utilities /
Wastewater UT-043 Station Maintenance Logs / Job Logs (Pumps, Well Logs, etc.)
Life of
Station
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Wastewater
or Public
Works
UT-044 Video Inspection Reports / Video / Digital
Recordings - Regular Inspections
When
Superseded Mag Department Preference; GC §34090 et
seq.

CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-10
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Wastewater
or Public
Works
UT-045
Video Inspection Reports / Video Tapes /
Digital Recordings - Spot Checks /
Inspections
When No
Longer
Required
Mag
Transitory record; not part of overall
program administered by PW
Administration; GC §34090 et seq.

Utilities /
Wastewater UT-091 Waste Discharge Requirements Permit Fee 3 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Monitoring records required for 3
years; 40 CFR §§122.21, 122.41,
122.44
Utilities /
Wastewater UT-046 Wastewater Lateral Dig Out Agreements (private digging - we have billing records) 7 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to cover the
period of time negative information
remains on consumer credit ratings;
GC §34090

UTILITIES / WATER
Utilities /
Water UT-047
Annual Water Quality Report (Consumer
Confidence Report) / Public Water System
Statistics
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; State law
requires 12 years, federal 10 years; 40
CFR 141.33(a); 40 CFR 141.155. 22
CCR §64470; 22 CCR §64483(g); GC
§34090
Utilities /
Water UT-048 AQMD Permits 5 years Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Utilities /
Water UT-049 Backflow Inspections / Approvals 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; exceeds
SWRCB Cross-Connection Control
Policy Handbook Section 3.5.1
requires records be retained for the
previous three calendar years, GC
§34090
Utilities /
Water UT-050 Calibration Records (Lab Equipment) 12 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Consistent with Chemical Reports; 40
CFR 141.33(a)
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-11
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Water UT-075
Chains of Custody / Water Analysis /
Sampling: Chemical (Includes Chlorine
Residuals, Disinfectant Residuals, Disinfection
Byproducts, / Disinfection Byproduct
Precursors)
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
40 CFR 141.33(a); 22 CCR §§64470,
64537
Utilities /
Water UT-076 Chains of Custody / Water Analysis /
Sampling: Lead / Copper 12 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470; 22 CCR 64690.80; 40 CFR
141.33(a); 40 CFR 141.91
Utilities /
Water UT-051 Chemical Use Report Form / Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) 30 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
30 years if employer qualifies as
hazardous material exposure &
required to file MSDS; reports are
mailed to the County; 8 Cal. Code
Reg. 3204(d)(1)(A)
Lead Dept. UT-109 Confined Space Entries 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
8 CCR 5157(d)(14) & (e)(6); GC
§34090
Public Works UT-053 Construction Meters / Logs (temporary) Expiration + 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Utilities /
Water UT-054 Correspondence with Regulatory Agencies P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Records of
actions taken to correct violations are
required for 3 years; Reports are
required for 10 years GC §34090 40
CFR 141.33(b, c)
Utilities /
Water UT-055 Cross-Connection Samples 12 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference to cover Lead
and Copper retention requirements; 40
CFR 122.91
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-12
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Water UT-092
Customer Concerns / Customer Complaints /
Reports: Odor / Taste / Visual Complaints -
Drinking Water
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
5 years is required in State and
Federal law for any complaints; 40
CFR 122.41(j)(2) & 40 CFR 141.33(b);
22 CCR 64470
Utilities /
Water UT-056 Equipment Binders Life of
Equipment
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Administrative value; GC §34090
Utilities /
Water UT-057 Equipment Repair Orders (includes pumps,
etc.) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Administrative Value; GC §34090
Lead Dept. UT-110 Generator Operation Logs / Inspections - Fixed / Stationary Generators 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
AQMD Rule 1470; GC §34090
Lead Dept. UT-111 Generator Operation Logs / Inspections - Portable / Emergency Generators 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
AQMD Rule 1470; Form 400–E–13a
instructions, GC §34090
Utilities /
Water UT-058 Hydrant / Valve Maintenance, Hydrant Flush (Route Forms) 1 year Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Transitory records (source records
entered into the database); GC §34090
Utilities /
Water UT-059 Job Log Books (Operator's daily logs) 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC
Consistent with work orders; GC
§34090
Utilities /
Water UT-060 Manuals - Operation / Maintenance for various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Administrative value; GC §34090
Utilities /
Water UT-061 Meter History (Meter Service Cards) Life of the Meter
Mag, OD,
Mfr, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Water UT-062 Meter Sets / Installs P Mag, OD,
Mfr, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-13
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Water UT-063 Monthly Water Production Reports 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Consistent with other auditing
standards; GC §34090
Utilities /
Water UT-064 Permits: Natural Gas, Propane, etc. Expiration + 4 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Covers statute of limitations for
contracts (4 years); CCP § 337 et.

Seq.; GC § 34090
Public
Works or
Utilities /
Water
UT-066
Project Files: Administration Files (CIP /
Maintenance projects): Project
Administration, Project Schedules, Meeting
Minutes, Certified Payrolls, Invoices,
Relocation Assistance, etc.

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

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

After QC
& OD
Department Preference; Retained for
disaster preparedness purposes; GC
§34090.7
Utilities /
Water UT-067 Project Files: Utilities Maintenance Projects 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 §§336(a), 337 et. seq., GC
§34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-14
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Water UT-093 Report: MWDOC 5 Year Projection 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Utilities /
Water UT-094
Reports to Orange County Water District:

Groundwater Pumping / Billing, Annexation
C95ee, etc.
5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Utilities /
Water UT-095 Reports to SCAQMD (operation of fixed
generators, etc.) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Utilities /
Water UT-095.5 Reservoirs: Flushing, Disinfection / Cleaning Minimum 3 years
Mag, Mfr,
OD, Ppr S / I
Yes -
After QC
& OD
Flushing, Disinfection, Inspection and
Cleaning is required for 3 years; 22
CCR §64604(c); GC §34090
Utilities /
Water UT-097 Reservoirs: Reports, Inspections, etc. P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Utilities /
Water UT-068 Routes (Reading, etc.) When
Superseded
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Utilities /
Water UT-069 Service Request Database
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Records are interrelated; GC §34090
Utilities /
Water UT-070 Station Maintenance Logs / Job Logs (Pumps, Well Logs, etc.)
Life of
Station
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Utilities /
Water UT-071 System Chlorination / Fluoridation 12 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
State law requires 12 years, Federal
10 years; 40 CFR 141.33(a)
Utilities /
Water UT-072 Valve Turning Data
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Records are interrelated; GC §34090
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025 Ver. 29.1 RECORDS RETENTION SCHEDULE - UTILITIES
(Admin, Electrical, Landfill, Oil and Gas, Storm Drains, Wastewater, Water) Page U-15
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

Utilities /
Water UT-077
Vulnerability Assessment / Emergency
Response Plan / Risk / Resiliency Assessment
/ Hazard Mitigation Plan
Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Confidential; 42 USC 300i-2(c); GC
§34090 et seq.

Utilities /
Water UT-073 Water Districts (outside agencies) / Projects outside City Boundaries
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Non-Records used for administrative
purposes; GC §34090
Utilities /
Water UT-074 Water Reports, Sampling / Testing:

Bacteriological / Organics 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Actual
laboratory reports may be kept, or
data may be transferred to tabular
summaries; State law requires 5
years; 40 CFR 141.33(a) and (b)(1);
22 CCR §64470
CITY OF NEWPORT BEACH, CA. ©2003-06 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Adopted: 5/27/2025

Newport Beach City CouncilSeptember 22, 2026

Newport Beach City Council
September 22, 2026