7. Adoption of the City of Piedmont’s Records and Information Management Program Policy and Departmental Record Retention Schedules; Authorize City Administrator to Oversee the Management of the Policy in Consultation with the City Attorney — Piedmont City Council, March 3, 2025 (part 1 of 2)

City of Piedmont

COUNCIL AGENDA REPORT
DATE: March 3, 2025
TO: Mayor and Council
FROM: Rosanna Bayon Moore, City Administrator
SUBJECT: Consideration of Adoption of the City of Piedmont’s Records and Information Management Program Policy and Departmental Record Retention Schedules; Authorize City Administrator to Oversee the Management of the Policy in Consultation with the City Attorney

RECOMMENDATION

1. Adopt the Records and Information Management Program Policy (“policy”) and the departmental record retention schedules.

2. Authorize the City Administrator or designee to oversee the management of the policy in consultation with the City Attorney

BACKGROUND
Public agencies manage many types of records. Some records serve historical purposes, while some records are vital to the agency’s business. Section 34090 et al of the Government Code defines some of the requirements for the management of records by the city governments of California. There are specific laws governing the retention and the destruction of certain records based on the type of record. City Council to delegate retention and destruction of records to staff once a compliant policy and retention schedules for the various record types have been adopted by the Council.

The effort to undertake a comprehensive update of the City of Piedmont’s Records and Information Management (RIM) Program Policy was initiated in April of 2024. At this time, it is requested that Council consider the proposed policy and records retention schedules attached to this report (Attachments A – B). Once approved, the retention of certain records and the destruction of obsolete records will be delegated to staff and the City Attorney in conformance with the policy.

DISCUSSION
The City of Piedmont recognizes the need for an effective and up-to-date records management program. A RIM Program Policy has been developed that meets legal requirements and the City’s needs. The policy contains elements that are critical to an effective records program including, Agenda Report Page 2
but not limited to:
• Definitions of the terms commonly used in Records Management and examples of relevant record types
• Citation of the legal authorities applicable to the management of City records • Identification of the City staff members and elected/appointed officials who are responsible for managing the City’s records
• Provides for the City Clerk to implement the policy in conjunction with the City Attorney, who will review destruction request notices
• Explanation of the definitions of the various record types under California State law; and the distinction between records and non-records
• Approved records storage locations and preservation methods • Records destruction processes and procedures
One of the most important elements of the policy is the approval of updated records retention schedules for each department. The records retention schedule is the key component to a wellmanaged records program. The City first adopted retention schedules in 1987 and last updated them in 1999. The new proposed schedules provide a description of the record types managed by each of the City’s departments and assigns a corresponding retention period. Retention periods are based on specific State or federal statutes, or variations when authorized by statute.

FISCAL IMPACT
The Records Management Project was budgeted for $203,000 in the FY 2024-25 Budget, with costs anticipated for the following activities:
• Records retention policy update
• Digitization of records currently in paper format
• Full utilization of City’s Current Electronic Document Management System (EDMS) or acquisition of new software
• Destruction of obsolete records and optimization of offsite storage capacity Destruction of records in accordance with applicable laws and regulations can reduce the City’s risk exposure. Value is also added when records that are still pertinent to the conduct of business are digitized and stored in an electronic document content management system, making them easier to access for both members of the public and staff. Lastly, by adopting a modernized and comprehensive Records and Information Management Program Policy, the City will be able to optimize its use of onsite space and minimize offsite records storage needs.

CONCLUSION
A Records and Information Management (RIM) Program Policy and updated Retention Schedule will bring the City’s Records Management program up to date with legal requirements for the retention of official records, optimize the use of precious space at City Hall and costly space at offsite storage, while improving the public’s access to those records. This can be achieved while preserving the City’s ability to exercise some flexibility to shorten or lengthen required regulatory retention periods by judiciously invoking certain approved departmental preferences to meet Agenda Report Page 3
business, financial, operational, historical interest or administrative retention requirements.

The City Council is the decision-making body for the adoption of the Records and Information Management Program Policy and the departmental record retention schedules; and for authorizing the City Administrator or designee to oversee the management of the policy, including granting approval for the destruction of records, subject to review and approval of the City Attorney.

Should the Council adopt the policy, next steps will include beginning staff training on how to effectively use the Policy and Schedules, followed by assistance from the City Clerk’s Office to begin identifying outdated records and engaging the approval process for destruction of obsolete records. Completion of this phase is anticipated by June 30, 2025.

CITY ATTORNEY REVIEW
The attached policy and retention schedules were reviewed and approved by the City Attorney’s Office.

Prepared By: Anna M. Brown, City Clerk

ATTACHMENTS
A: Records and Information Management Program Policy
B: Retention Schedules

CITY OF PIEDMONT
Policy & Procedure
Policy No. ____
Section: Administration
SUBJECT: Records and Information Management Program Policy

INTRODUCTION
The City of Piedmont (“City”) recognizes the need for an effective and up-to-date records management program in order assure compliance with the legal requirements for the retention of records, both in paper and electronic format, and that optimizes the use of space for record storage offsite and at City facilities, provides open access to public records and that disposes of outdated records properly and according to State and Federal statutes regarding record retention and destruction.

PURPOSE
This Records and Information Management (RIM) Program Policy (“Policy”) establishes comprehensive and uniform methods for the cost effective and efficient management of the City’s public records (including creation, utilization, maintenance, security, retention, storage, preservation, and destruction), in accordance with legal requirements and professional standards.

I. DEFINITIONS
Active Records: Records referenced and readily accessible in the general conduct of current City business.

Confidential Record: There are many sources of legal authority that define a “Confidential Record” including, but not limited to, the California Public Records Act, Government Code §7920 through §7930.215. Therefore, it would be impractical to list all definitions of a “Confidential Record” within this Policy. If there is any question as to whether a record is a Confidential Record, staff should consult with the City Clerk and/or City Attorney prior to disclosure.

In general, a “Confidential Record” is any record not disclosed to the public unless directed by court order. Examples of a “Confidential Record” may include, but are not limited to, the following:

A. Personnel Records:

Examples include any personnel, medical or similar files, the disclosure of which would cause an unwarranted invasion of personal privacy.

B. Pending Litigation or Claims:

In general, Government Code §7927.200 provides that when litigation or a claim is filed against the City, the records pertaining to the litigation or claim are exempt from public disclosure until the litigation or claim has been adjudicated or settled.

C. Attorney/Client Privilege and Attorney Work Product:

It should be presumed that all communications from the City Attorney’s Office on behalf of the City are subject to attorney/client privilege, and those communications should be protected accordingly.

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D. Police Records and Investigative Reports:

Examples include, but are not limited to, a wide variety of records such as:

1. Police investigations, intelligence, analysis, and conclusions

2. Information that may endanger the safety of any person

3. Juvenile records
E. Active case files
F. Feasibility Studies for Property Acquisition or Public Contracts:

Unless required to be disclosed by eminent domain law, feasibility studies relative to the acquisition of property, or to prospective public supply and construction contracts, are not disclosed until all the property has been acquired or until the contract or agreement has been executed.

G. Proprietary Information Obtained by the City:

Proprietary information will not be disclosed if any of the following apply:

1. The outside party providing the information submits the information with the expressed intention to maintain the confidence.

2. The information has not previously been disclosed to others.

3. The outside party has a reasonable expectation that the information will be maintained in confidence based upon how the City obtained the information.

Examples include, but are not limited to, financial information or computer source code submitted as a condition of a license, permit or certificate.

H. Public Interest Balancing Test
If a writing does not fit a specific category of exemption, the writing may still be exempt if it meets the Public Interest Balancing Test. According to GC §7922.000, “The agency shall justify withholding any record by demonstrating that the record in question is exempt under express provisions of [the Public Records Act] or that on the facts of the particular case the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record.” Since there is a significant body of case law analyzing this balancing test, City staff must consult with the City Attorney’s office when determining whether a record may be disclosed upon request.

CPRA: Acronym for California Public Records Act (Government Code §7920.000, et seq.).

The CPRA was passed by the California Legislature in 1968 for government agencies and requires that government records be disclosed to the public, upon request, unless there are privacy and/or public safety exemptions which would prevent doing so.

Databases: Databases consist of electronic files and fields of data, which manage and store information useful to the department or division. Databases are modified over time through the addition, deletion, or modification of data, and may be maintained by the City or hosted by outside sources. More specific information regarding databases can be found in Section Ⅴ.E.

Duplicate Copy: A record that is a copy of an Official Record if the copy is not within the definition of a “Trusted Copy”. In addition to hard copies of Official Records, “Duplicate Copies” also include, but are not limited to, database backups or other copies of electronic records.

Electronic Mail (E-mail): Messages and communications transmitted over internal and external networks are considered “Electronic Mail”. Unless deemed to be a record, routine eAttachment A Agenda Report Page 5 Page | 2
mail messages are comparable to telephonic communications and are considered to be either Transitory Records or Non-records.

Electronic Records: Records that contain information readable by machine or computer, and which may include information such as text, numbers, graphics, line drawings, pictures, images, video, or sound are considered “Electronic Records”. Examples of “Electronic Records” include, but are not limited to, the following:

1. Audio or video recordings

2. Electronic mail

3. Databases

4. Digital images

5. Presentation graphics

6. Word processing files

7. Spreadsheet files

8. Voicemail
“Electronic Records” reside on, but are not limited to, media such as magnetic disks or tapes, audio or video cassettes, optical disks, DVDs, CDs, hard drives, or memory sticks.

Historical Records: Records valuable to future researchers that document accomplishments, changes, and growth of the City.

Inactive Records: Records that are no longer referenced, nor required to be readily accessible, in the general conduct of current City business. Such records may be stored at an off-site storage location or within the work area during their required retention period.

Indexes and Metadata: Information supporting a record that is unique and distinguishes one record from another. “Indexes” and “Metadata” may include, but are not limited to, record titles, record series codes, sequential identification numbers, dates, Office of Record, project number, account number, or other source information describing the record’s contents. Such information, in and of itself, does not constitute a record.

Litigation Hold: A temporary hold on destruction of any documents potentially relevant to reasonably anticipated, pending or threatened litigation.

Media: The physical format in which a record is maintained including, but not limited to, paper, photographic, micrographic, computer storage, and any other recording or storage method.

Non-record Writing: Any writing which is not within the definition of a Record. Examples of “Non-record Writings” include writings that are not directly related to the conduct of the City’s business and/or are used specifically for reference including, but not limited to, textbooks, brochures, catalogs, or seminar announcements.

Official Record: An “Official Record” is the original record or “Trusted Copy” having the legally recognized and enforceable quality of any writing containing information related to the conduct of the City’s business.

Office of Record (OOR): The department within the City that is responsible for maintaining a particular record series in accordance with this Policy and the Records Retention Schedules is considered the “Office of Record”. The Records Retention Schedules identify the “OOR” for each record series. Typically, the “OOR” is the department that originates the record.

Exceptions may be noted on the Records Retention Schedules.

Permanent Records: Records that are required to be kept in perpetuity, usually identified by statute or other written guidance. Examples include, but are not limited to, original minutes, ordinances, resolutions, and land grant deeds.

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Record: For retention purposes, a Record includes any writing containing information relating to the conduct of the business prepared, owned, used, or retained by the organization regardless of physical form or characteristics. Records include the subsets of trusted copies, confidential records, vital records, historical records, active records, inactive records, electronic records and transitory records, as defined within this Policy.

Record Inventory: An inventory helps build and maintain the Records Retention Schedules. An inventory of a department’s records where the following information is recorded:

1. The type of record (record series)

2. The date range of the records

3. The volume of the records

4. The format of the record (paper, microfilm or electronic) Records Retention Schedule: A “Records Retention Schedule” lists all ‘record series’ which are prepared, owned, used, or retained by the City, and identify the required retention period for each record series. The “Records Retention Schedule”, and any amendments or updates thereto, are approved by City Council resolution.

Record Series: A set of records which are created, stored and maintained together. “Record Series” are used as a method to organize records by function and/or document type within the City. Examples of different “Record Series” include, but are not limited to, the following:

1. Contracts

2. Purchase Orders

3. Resolutions

4. Minutes of official meetings

5. Timecards

6. Financial Statements
Record Storage Area: A designated area for the storage of inactive records, which is wellorganized to allow for efficient retrieval of records as needed from the department.

Departments shall maintain custody and control over their records and ensure prompt and efficient handling and destruction of records pursuant to the Records Retention Schedules.

Records Coordinators or Department Records Coordinators: Designated staff within each department or division that are intimately familiar with records maintained in their department or division. The person is the main point of contact between the City Clerk’s Office and staff regarding the City’s Records and Information Management Program and this Policy as it relates to records in their department or division.

Retention Period: A “Retention Period” is the length of time that a particular record is retained by the City before it is disposed of in accordance with this Policy. The “Retention Periods” for City records are identified on the Records Retention Schedule.

Transitory Records: A writing with only transitory (short-lived) value since the information is used for a relatively short period of time. Examples include, but are not limited to, the following documents that are not retained in the ordinary course of business:

1. Preliminary drafts

2. Notes

3. Interagency/intra-agency memoranda
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4. Voicemail

5. Handheld recorders
Trusted Copy: A “Trusted Copy” is a copy of an originally created record if the copy is created on a Trusted System. “Trusted Copies” are photographically, or electronically generated documents controlled by daily operational procedures and policies to ensure reasonable expectations of document integrity, free from physical or electronic additions, subtractions or other modifications that would change the content of the original document.

Once a “Trusted Copy” is created, it will replace the original source document, and the “Trusted Copy” must then be retained as the Official Record in accordance with the requirements of this Policy and the Records Retention Schedules.

Trusted System: As defined by GC §12168.7(c), “Trusted System” means a combination of techniques, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.” Thus, a “Trusted System” includes any method of creation, management and/or storage of an Official Record, as defined within this Policy.

Vital Record: Includes records that are needed to continue or resume basic City operations in the event of a disaster.

Writing: As defined by Government Code §7290.545, “Writing” means ‘any handwriting, typewriting, printing, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.”
Thus, “Writing” is a comprehensive definition that includes the subsets of public records, trusted copies, confidential records, duplicate copies, non-record writings, vital records, historical records, active records, inactive records, electronic records, and transitory records, as defined within this Policy.

II. SCOPE
This Policy is established by the City in accordance with all relevant federal, state, and local laws, and contractual requirements, including the State Record Retention laws (Government Code §34090, et seq.) and the California Public Records Act (Government Code §7920 et seq.).

Additionally, where relevant to the needs of the City’s management of records, the City has incorporated provisions from professional standards and guidelines. All physical hardcopy or electronic documents, sound, or video works created by employees while executing the City’s business are records under this policy regardless of whether they are managed in a formal process by the employee’s department or kept by an employee or their work unit for reference or any other purpose.

III. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of City records include, but are not limited to, the following:

A. Federal and State Law Numerous Federal and State laws related to minimum record retention requirements and statutes of limitations apply to different types of records. Each record series listed in the Records Retention Schedules will have applicable laws cited.

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B. Government Code §34090 et seq. The principal provisions of California law applicable to City Record Retention requirements are addressed in Government Code §34090, et seq., which generally require original public records to be retained for a minimum of two years and sets forth other requirements for the retention and destruction of specific public records. This Policy establishes the procedures consistent with the provisions within the state law for the destruction of original public records which have been retained for at least the minimum retention period and are no longer required by the City for business or historical purposes. The Policy also addresses the destruction of records which have been replaced by “Trusted Copies” (GC §34090.5) and the destruction of “Duplicate Copies” (GC §34090.7).

Per subsections of the code, the state law provisions do not authorize the destruction of:
• Records affecting title to real property or liens thereon. • Court records
• Records required to be kept by statute.
• Records less than two years old.
• The minutes, ordinances, or resolutions of the legislative body or of a city board, agency, committee or commission.

C. CA Government Code §6200 et seq. Except as otherwise provided by Government Code §34090 et seq., Government Code §6200 et seq. provides that any City employee who is found guilty of willfully destroying (including altering, falsifying, mutilating, defacing, or stealing, in whole or in part) a public record may be punished by imprisonment of up to four years.

D. CA Government Code §7920 et seq. The California Public Records Act (Government Code §7920 et seq.) provides definitions for “writings” and “public records” for the purpose of determining which public documents are required to be disclosed to the public upon request, and which public documents are confidential or otherwise exempt from disclosure.

E. Professional Standards and Suggested Retention Guidelines Selected professional associations and other governmental agencies, such as the California Secretary of State, the Department of Justice, and the City Clerk’s Association of California, have published standards, model retention guidelines, and/or articles recommending retention periods for different types of records. Although these standards and guidelines are not binding upon the City, the City may take these documents into consideration in establishing the City’s Records Retention Schedule and, where applicable, the City will identify deviations from these suggested guidelines within the Records Retention Schedule.

F. CA Code of Regulations §22620 et seq. The State of California provides requirements and guidelines for Trustworthy Electronic Document or Record Preservation. This includes requirements for electronic document format, such as PDF/A (Portable Document Format/Archival), system backups, file compression, security, and policies and procedures for retaining official documents or records created or acquired using a trusted system.

G. CA Government Code §12168.7 In addition to the State’s Trustworthy Electronic Document or Record Preservation requirements, the State sets standards for “trusted systems” to acquire electronic documents when the City collaborates with State agencies.

These standards define what a trusted system is and how records must be preserved using trusted systems, including cloud computing services for records storage.

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H. Departmental Preference To meet internal business, financial, operational, historical interest, and/or administrative retention requirements, the City’s departments may desire to extend or shorten retention periods from the minimum required regulatory retention periods. Such modifications must state a compelling reason for extending or shortening the retention period and are assigned as Department Preferences within the citations associated with the Record Series to set precedence for the change. All such designations will be subject to review and approval of the City Clerk and City Attorney before final incorporation into the Retention Schedule.

IV. RESPONSIBILITIES
Active management of the City’s records is required to ensure that the records are properly maintained. This section identifies the City staff members and elected/appointed officials responsible for managing the City’s records.

A. City Council
The City Council reviews and approves the Citywide Records and Information Management Program and the initial Records Retention Schedule. Amendments to the Policy are approved by Council; amendments to the Retention Schedule are approved administratively by the City Clerk in collaboration with the City Attorney.

B. City Administrator
The City Administrator (or designee) shall be responsible for administering this Policy and approving amendments to the Record Retention Schedules.

C. City Clerk
The City Clerk (or designee) shall be responsible for the following:

1. Implementing and coordinating the City’s Records and Information Management (RIM) program.

2. Providing review and approval of any proposed amendments to this Policy or the Records Retention Schedule.

3. Disseminating information and providing RIM program training to departments.

4. Establishing and maintaining a program to assist departments in the destruction of records once their respective retention periods have expired.

5. Assisting all departments in complying with this Policy.

6. Notifying the affected Office of Record (OOR) and the City Clerk when the City must suspend the destruction of records due to a litigation hold, pending or potential litigation, discovery requests, or for any other reason.

7. Providing written notification to the City Administrator and Department Director of violations of the Records Retention Schedule and this Policy.

8. Performing periodic training and audits to assist departments in complying with the Records Retention Schedule and this Policy.

9. Providing written notification to the Department Director of audit discrepancies within departments.

10. Providing review of changes in records management practices relating to this Policy and the Records Retention Schedule.

11. Receiving departmental requests for records destruction, routing to City Attorney for approval and conducting final review and processing.

12. Maintaining the Official Record of all documents related to the City’s RIM program, and any amendments or updates thereto, including the following:

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• Policy
• Records Retention Schedules
• Lists of Records Coordinators and alternates
• Master Index of Record Series, as submitted by each department • Requests for Destruction of Records
• Authorizations to Destroy Records
• Certifications of Destroyed Records

13. Assisting departments in reviewing records and preparing a list of records eligible for destruction per the Retention Schedule.

D. City Attorney
The City Attorney (or designee) shall be responsible for the following:

1. Providing legal review and approval of any proposed substantive amendments to this Policy or the Records Retention Schedule.

2. Providing legal review of changes in the law relating to this Policy and the Records Retention Schedule.

3. Reviewing all requests for records destruction and exercising discretion to approve or deny requests for destruction in accordance with this Policy.

4. Forwarding all approved requests for destruction to the City Clerk.

E. Department Heads
Department Heads are responsible for the following:

1. Administering the City’s RIM program in their respective departments and setting the expectation that Policy parameters will be implemented in a timely manner.

2. Appointing a Department Records Coordinator and an alternate to work with the City Clerk’s Office to implement this Policy. Departments with several divisions may appoint multiple Department Records Coordinators and alternates.

3. Maintaining and updating the established inventory of departmental records which is stored on a shared drive and overseen by the City Clerk’s Office. The inventory shall identify the following aspects of each record:
a. Associated records series
b. Activity status (e.g., active, inactive)
c. Media format of the Official Record
d. Importance (e.g., vital, historical, confidential), where applicable

4. Coordinating with the City Clerk’s Office in the development of a departmental Records Retention Schedule.

5. Periodically reviewing its departmental Records Retention Schedule to ensure that the schedule is complete, current, and accurate.

6. Providing the City Clerk’s Office with written proposed amendments to the Records Retention Schedule, when needed and/or requested.

7. Reviewing proposed amendments to the Records Retention Schedule, as prepared by the City Clerk’s Office.

8. Ensuring the security of records that have been identified as confidential.

9. Notifying the City Clerk’s Office of any information received regarding legal issues related to the retention of records within their department.

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10. Reviewing and approving requests for the destruction of departmental records as authorized by this Policy and the Records Retention Schedule and forwarding such requests to the City Attorney and City Clerk.

11. Approving the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.

12. Providing written notification to the City Clerk if any discrepancies or violations of this Policy or the Records Retention Schedule within their department.

F. Department Records Coordinators
The Department Records Coordinator(s) for each department, under the direction of the Department Director, are responsible for:

1. Creating an index of department records series, and working with the City Clerk, or designee, to develop a Records Retention Schedule.

2. Informing and updating employees in the department about this Policy and the department’s Records Retention Schedule.

3. Ensuring that active records within the department are maintained according to methods described in this Policy and the department’s Records Retention Schedule.

4. Maintaining the security of records that have been identified as confidential.

5. Maintaining and updating the master inventory list of all department records that are kept internally and at off-site storage facilities, which is stored on a shared drive and overseen by the City Clerk’s Office,.

6. Monitoring all records that are sent off-site for storage to ensure the records are properly packaged and labeled, accurately and completely inventoried, and assigned proposed disposition dates.

7. Coordinating all requests to retrieve documents from off-site storage and ensuring that documents are returned to off-site storage in a timely manner.

8. Working with City Clerk on annually reviewing records and preparing a list of records eligible for destruction when the retention period has expired, as described in this Policy and the Records Retention Schedule.

9. Securing the Department Director’s approval for destruction of records when the retention periods have expired.

10. Ensure the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.

11. Providing written notification to their Department Director and City Clerk of any discrepancies or violations of this Policy or the Records Retention Schedule within their department.

G. City Staff
Any City staff member who routinely works with the City’s records, as required by their assignment, is responsible for:

1. Reviewing this Policy and their department’s Records Retention Schedule.

2. Maintaining the security of records that have been identified as confidential.

3. Surrendering all City records to their supervisors, their Department Director, the City Clerk, City Administrator, or City Attorney, when requested.

4. Providing written notification to their Records Coordinator(s) and Department Director of any non-compliance with this Policy or the Records Retention Schedule.

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V. TYPES OF RECORDS
According to California state law a record “includes any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics” (Govt. Code section 7920.545).

What is a non-record?
It is often difficult to draw a clear distinction between record and non-record material. A helpful hint to follow in making the distinction is that non-record documents can be discarded as soon as they are read. Some examples are listed below:
• Letters of Transmittal and acknowledgements of receipt which do not add any information to the material transmitted.
• Requests for printing services, after the request has been filled to the customer’s satisfaction.
• Informal notes, worksheets, and rough drafts of letters, memoranda, or reports that do not represent the basic steps involved in the preparation of communications. • Miscellaneous notices of community affairs, employee meetings, holidays. • Stocks of publications or blank forms that are kept for supply purposes only. • Follow-up or copies of correspondence with pending action. • Library and reference material.

A. Access Controls
All documents, writings, or other forms of information prepared, owned, used, produced, acquired, or retained by employees in the course of their responsibilities, regardless of physical form or characteristics, are the exclusive property of the City. Employees shall have no expectation of privacy relating to City records.

When it is necessary for employees to work on electronic documents away from the City, those documents must be accessed via the City’s virtual private network (VPN), and no copies shall be stored on private computer equipment or other electronic media. All documents must be returned to the City, and all copies deleted from the outside location, within 36 hours of final use or reference. Employees shall not have any City physical records in such places as private homes or offices.

Records managed by outgoing officials, employees, contractors, or volunteers shall be delivered to their successors prior to separation from the City.

B. Vital Records
Vital Records are those records needed to continue business operations in the event of a disaster and will be identified as such on the Records Retention Schedules. Each department will be responsible for protecting relevant vital records that are crucial to the continuation of business as stated in the 2023 Emergency Operations Plan: “Each City department is responsible for identifying, maintaining, and protecting its vital departmental records”. Examples of records protection include, but are not limited to:
• Storing hard copies in a fire-resistant filing cabinet or area, or in a locked vault, either on site or off site.
• Storing duplicate hard copies at a secure offsite facility for the duration of the retention life of the vital record.
• Providing regular back-ups for electronic vital records.

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• Hosting electronic vital records on a cloud-based service, provided that the documents are periodically backed up by the service provider. • Maintaining:
o A list of physical locations of vital records storage facilities and systems. o Access codes, passwords and/or keys for facilities and systems. o Equipment used to store vital records or needed to access electronically stored vital records.
o An inventory of vital records within the facility.
o Procedures for accessing vital records.

C. Historical Records
Historical Records are records that are valuable to future researchers to document the accomplishments, changes, and growth of the City. Record Series that may contain historical records will be identified within the Records Retention Schedules. Historical Records may be maintained within each department based on individual departmental procedures or forwarded to the City Clerk’s Office for archival storage.

D. Confidential Records
There are many sources of legal authority to exempt a record from disclosure including, but not limited to, the California Public Records Act, Government Code §7920 through §7930. It would be impractical to list all definitions of “confidential” records in this Policy.

If there is any question as to whether a particular record should be designated as “confidential,” the Department Head will consult the City Clerk.

Confidential records must be maintained with sufficient security, and in accordance with applicable laws, to protect their contents from unauthorized access. Departmental procedures to ensure the security of confidential records will be the responsibility of the Department Head.

E. Databases
For Records Retention purposes, the City considers all databases, whether residing on City systems or hosted by an outside source (Software as a Service or SaaS), to be Transitory Records. The blanket retention period for databases is “While Active” to reflect that only the current version has informational value to the City.

The Office of Record that uses, maintains and modifies a database must assure the information contained within the database is correct and accurate, and has the obligation to produce information from the database, as needed, to perform City business. Due to the transitory nature of databases, periodic reports produced from a database, and used for administrative, fiscal, legal or historical purposes, may become Official Records. Reports designated as Official Records must be maintained in accordance with the Records Retention Schedules.

For example, the City’s Annual Budget Report captures the financial position at the end of a fiscal year, and is used to inform the City Council, staff and citizens of the City’s financial state. Thus, the report must be retained for the retention period designated in the Records Retention Schedule to reflect operational needs.

F. Trusted Copy (Migration of an Original Record)
To ensure the accuracy of a Trusted Copy, employees of the Office of Record must follow the department’s approved process before replacing an original record. The process must be approved by the City Clerk.

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Before designating a record as a Trusted Copy, legibility must be validated, and indexes or metadata confirmed as accurately reflecting the content of the original record.

Once the Trusted Copy has been validated and designated as the Official Record, the original record shall be immediately destroyed in the approved manner stated in this policy, unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

VI. STORAGE AND PRESERVATION OF RECORDS
A. Active Records
Storage and preservation methods for active records must be approved by the City Clerk or designee and meet all the following minimum specifications:

1. Records must be stored and maintained using complete inventories and accurate indexes which allow them to be identified, retrieved and disposed of in an expeditious manner.

2. Records must be maintained so they are readily accessible to conduct current City business.

3. Storage systems for records will accommodate hard-copy or electronic records and must also conform to the requirements of a Trusted System. Migration of original records to electronic form requires a process that complies with Section V.F. of this policy.

4. Filing systems should follow these guidelines:
a. Physical file folder labels should have a consistent style, not a mixture of different styles. This makes reading labels on physical files easier and increases access rates. File labeling should be consistent for the entire group of records.
b. A single filing system for primary and secondary indexing levels should be chosen and remain consistent. For example, after establishing primary file sections, select an alphabetical, alpha-numeric, or subject classification to control the sub-group files.
c. Record series should be kept together so that permanent records are separate from records with shorter retention requirements. When preparing files for a new calendar or fiscal year, set up files by retention period and add files to the department inventory list including destruction dates. d. Confidential files should be labeled with obvious notations to alert staff members to the special handling requirements.
e. Inactive records should be transferred to the City’s storage provider to ensure the maximum capacity is available for housing active records onsite.

The transfer must be reviewed and approved by the City Clerk.

B. Inactive Records
Inactive records may be stored in a secured City facility as approved by the City Clerk or designee.

An off-site storage facility must:

1. Meet applicable state and local codes.

Attachment A Agenda Report Page 15
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2. Provide protection from fire and intrusion.

3. Provide reasonable access to records in a timely manner.

An inventory of inactive records in storage is maintained by the City Clerk’s Office. Prior to sending records to storage, Duplicate Copies, Transitory Records, and Non-Records must be removed and destroyed in accordance with this Policy.

C. Cloud or Hosted Electronic Records
Cloud stored or hosted electronic records must follow the City’s Records Retention Schedules.

The cloud or hosting company must:

1. Meet applicable state and local codes.

2. Provide protection from fire and intrusion.

3. Provide reasonable access to records in a timely manner.

D. Offsite Storage
Offsite storage will be exclusively for the storage of records that need to be retained for 10 years or longer.

VII. DESTRUCTION OF RECORDS
A. Destruction of Physical or Electronic Records
The City Clerk’s Office oversees and administers the Program, Records Retention Schedules, and the destruction of records. This applies to all records, regardless of format.

Departments must identify all records eligible for destruction pursuant to the Records Retention Schedule and submit a Records Destruction Request Form to the City Clerk’s Office. The form shall list all documents to be shredded, deleted, or otherwise destroyed and the corresponding retention periods pursuant to the Records Retention Schedule. The Department Head or designee must approve and sign the Records Destruction Request Form and submit it to the City Clerk’s Office. The form must be completed in its entirety.

The City Attorney is responsible for reviewing and approving or denying all requests and forwarding the recommendation to the City Clerk’s Office.

The City Clerk’s Office is responsible for reviewing and approving or denying all requests and advising the Department of the recommendation. The City Clerk’s Office is responsible for confirming records are destroyed and obtaining a Certificate of Destruction from the requesting Department.

B. Destruction of Duplicate Copies
Duplicate Copies will not be maintained longer than the retention period of the original record and may be destroyed sooner than the expiration of the retention period.

Department Heads will ensure that employees follow the established procedures for destruction of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:

1. The writing is, in fact, a Duplicate Copy and not an original record.

2. The writing is no longer required for the operational needs of the department.

C. Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:

Attachment A Agenda Report Page 16
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1. The writing is, in fact, a Transitory Record and not an original record.

2. The writing is no longer required for the operational needs of the department.

D. Destruction of Non-Records
A non-record may be destroyed at any time. Prior to the destruction of a non-record, the employee shall ensure that:

1. The writing is, in fact, a non-record.

2. The writing is no longer required for the operational or reference needs of the department.

E. Destruction of E-mail
Unless deemed to be a record, routine e-mail messages are comparable to telephonic communications and are considered to be either Transitory Records or Non-records. These types of e-mail messages are not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City use or reference. E-mail systems are not intended to be used for the electronic storage or maintenance of official records, or as document management systems.

All e-mail included in user's Inbox, Sent, Deleted Items or Junk folders will be automatically deleted at the two-year mark from the date received or sent. The city's email archiver will be configured to retain a minimum of two years of e-mail content on a continuous rolling basis. This means that, periodically, the system will automatically delete messages that exceed the defined two-year retention policy.

F. Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy, in accordance with this Policy, the original record shall be immediately destroyed in accordance with this Policy, unless maintenance and retention of the physical record is required by statute, such as governing body Minutes, Resolutions and Ordinances. Request for the destruction of an original record after migration to a trusted copy shall follow the procedures outlined in Section 7.1 Destruction of Physical or Electronic Records.

G. Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment, including Trusted Systems, used by the City may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business.

Prior to decommissioning City equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruction or other disposition until the City information has been deleted. Written confirmation of the destruction of the information should be provided to the City Clerk.

Attachment A Agenda Report Page 17
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H. Destruction of Non-paper Media Records
Official Records stored on non-paper media must be destroyed in a manner consistent with this Policy. Documentation for the destruction of these records shall be prepared and retained in accordance with Section 7 of this Policy.

After all Official Records stored on non-paper media (e.g., magnetic tape, disks, diskettes, or other magnetic medium) have been destroyed, the medium itself may be reused, recycled or destroyed.

VIII. PROCEDURES
The Procedures for the management, storage and preservation, and destruction of records are as follows:

A. Access to Electronic Records Systems
A Department Head (or designee) shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.

Any electronic records system is subject to audit by the City Clerk’s Office on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.

B. Process for Scanning and Imaging of City Records and Documents The City’s document management system is to be used for archiving electronic Trusted Copies and for electronic copies of documents for which there is no legal authorization for destruction (e.g., records affecting title to real property or liens thereon; minutes, ordinances, or resolutions of the legislative body or of a city board, agency, committee or commission). These documents must be stored within document management system, indexed as required by this Policy, and searchable utilizing Optical Character Recognition (OCR).

Procedures for scanning a hard-copy document for storage into the document management system as an Official Record shall be established and reviewed periodically by the City Clerk’s Office. Priority shall be given to those records that must be retained on a permanent basis, and to those records which need to be frequently retrieved.

Examples of records eligible for scanning include, but are not limited to, the following:
• Ordinances & Resolutions
• Minutes
• Plans and Permits
• Contracts and Agreements
• Approved Construction Plans
• Purchase Orders, Timecards, and other financial records.

Departments shall review and purge unnecessary documents from their records prior to scanning. Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies or Non-Records.

After images are created, the department shall verify the images are legible and complete.

Images should be verified, indexed, and the OCR process completed as soon as possible after scanning occurs.

Attachment A Agenda Report Page 18
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Non-scanned documents (i.e., documents created in MS Word, Excel, etc.) must be imported into the document management system, indexed and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.

When creating an electronic Trusted Copy, the department must determine that the original record has been successfully transferred into electronic format as defined above. The original record will then be destroyed in accordance with this Policy.

All procedures will be evaluated by the City Clerk and updated, as needed.

C. Destruction of Official Records
Official Records, for which the retention period identified on the Records Retention Schedule has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Clerk or City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.

A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year. For example:

If expiration occurs on: Then destroy no earlier than: or no later than:

January 1, 2024 January 1, 2025 December 31, 2025
December 31, 2024 January 1, 2025 December 31, 2025
Periodic reviews of records shall be performed by the Department Record Coordinator(s).

Additionally, to ensure compliance with this Policy and the Records Retention Schedule, the City Clerk may annually designate a date for departments to review their records and prepare requests for destruction.

Records for which the retention period has elapsed must be identified and included on a Records Destruction Request Form, which is signed by the Department Director, then forwarded to the City Clerk who will review it and send it on to the City Attorney for approval. Upon the City Attorney’s review and approval, the City Clerk will review the form for approval, completeness, and processing.

Hard-copy records approved for destruction must be destroyed by the Department Records Coordinator(s) (or designee) using one of the following methods:
• Shredding & Recycling Bin: Expired records that are not confidential. • Shredding: All other records approved for destruction.

NOTE: Confidential records must be shredded by the Department Record Coordinator(s) (or designee). Commercial Services may be used for the destruction of paper documents, if destruction is completed on-site at City facilities. Records that are already being stored at the offsite facility may be destroyed at that facility, under supervision of the City Clerk’s Office. A Certificate of Destruction from the commercial services must be submitted to the City Clerk’s Office and will be maintained with the approved Records Destruction Request Form.

Destruction of Official Records in electronic format must follow the same approval process as outlined above for the destruction of hard-copy records. Upon approval, electronic records must be destroyed by the Department Records Coordinator(s) (or designee) using methods that permanently delete the records.

Attachment A Agenda Report Page 19
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The destruction process must include all Duplicate Copies of the Official Record, regardless of which department maintains the duplicates.

Following the destruction of records, the City Clerk (or designee) shall certify that the records have been destroyed. All Certificates of Destruction shall be maintained in the City Clerk’s Office.

Attachment A Agenda Report Page 20
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
01-01-02 Correspondence & Reports - External Not related to a specific project. City-wide CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal Not related to a specific project. City-wide CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-01-04 Departmental Goals/Objectives City-wide S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
recommends retaining for 2 years after superseded.
01-01-05 Administrative Policies & Procedures Includes personnel rules and regulations, department policies and general administrative polices and
procedures.

AE+6 GC 34090; 2 year minimum requirement
CIV 343; 4 years to commence action
45 CFR 164.530(j) - maintain docs for 6 years after the date that the policy was last in effect.

Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-06 Staff Meetings Includes informal meeting agendas. City-wide EY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-01-07 Surveys, Studies & Questionnaires - General
City
City-wide AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for general studies and surveys
01-01-08 Supervisor's Personnel Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

City-wide ACT+2 Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum requirement retention
requirement.

GC 34090; 2 year minimum requirement
01-01-09 Transitory Electronic Communications Includes e-mails (not converted to a record), social media, calendars, texts and other transitory
communications via electronic sources.

City-wide ACT+2 * Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum requirement retention
requirement, * however video recording medium cannot
be destroyed for at least 90 days after occurrence of
event. Duplicates must not be kept longer than the
retention life of the original record.

GC 34090; 2 year minimum requirement
01-01-10 Public Hearing Notices / Proof of Publication Includes the notice and the mailing list associated with distribution of the notice.

City-wide CY+4 GC 34090; 2 year minimum requirement
CIV 343; Statutes of limitations, 4 years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 21 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Code
Series Name Description of Documents, As Needed Office of Record
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CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 01-01-11 Budget Workpapers, Departmental City-wide AC+6 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
26 USC 6531 - Limitation on Criminal Prosecution for
fraud/IRS; 6 years SOL
Department Preference: Maintain departmental budget
workpapers until superseded plus 2 years since
information is compiled into the final budget and/or
Finance budget workpapers.
01-02-00 Reference Materials
01-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
01-02-02 Chronological Files Transitory record duplicated for convenience. Original documents retained along with the project or subject
file.

City-wide ACT GC 34090.7; Duplicate information may be destroyed within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.

Administrative Record, State of California Guidelines
01-02-03 Professional Associations/Organizations City-wide CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Community Organizations/Foundations City-wide CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-05 Complaint Files General complaints to City departments. Does not include claims against the City or formal complaints
with the Police Department.

City-wide AC+7 42 USC 1983; Settlement/resolution of complaint plus 7 years
01-02-06 Mailing Lists Includes physical and e-mail / electronic mailing lists not associated with public hearing notices.

City-wide S Transitory Record; Maintain as long as necessary for current business activities.
01-02-07 Community Information/Events City-wide CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-08 City-sponsored Events For events sponsored and put on by the departments. City-wide CY+3 * GC 34090; 2 year minimum requirement 21 CFR 1403.42; 3 years after last payment, * unless
litigation, then 3 years after claim is filed/settled.

Administrative Record, State of California Guidelines
01-02-09 Historical Information/Events City-wide H P GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Department Preference: Retain permanently for
historical value.
01-02-10 Technical Reference City-wide ACT * GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum requirement, *
however video recording medium cannot be destroyed
for at least 90 days after occurrence of event.

Duplicates must not be kept longer than the retention
life of the original record.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 22 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
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Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 01-03-00 Materials from Agencies & Other Cities - Non-project Related 01-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
01-03-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
Department Preference: Maintain general
correspondence and reports with agencies for the
current year plus 2 years, review annually for relevance to current matters.
01-03-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
Department Preference: Maintain general
correspondence and reports with agencies for the
current year plus 2 years, review annually for relevance to current matters.
01-03-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
Department Preference: Maintain general
correspondence and reports with agencies for the
current year plus 2 years, review annually for relevance to current matters.
01-03-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
Department Preference: Maintain general
correspondence and reports with agencies for the
current year plus 2 years, review annually for relevance to current matters.
01-03-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
Department Preference: Maintain general
correspondence and reports with agencies for the
current year plus 2 years, review annually for relevance to current matters.
01-03-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum requirement State of California Guidelines; Administrative Record
Department Preference: Maintain general
correspondence and reports with agencies for the
current year plus 2 years, review annually for relevance to current matters.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 23 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
01-04-02 Grant Applications & Agreements Working Files Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term
applies, as needed. City Clerk is responsible for the
executed grant agreement.

City-wide AFP+5* 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report
for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
01-04-03 CDBG Grant Applications & Agreements
Working Files
Departments are responsible for maintaining copies of
invoices paid toward grants and longer retention term
applies, as needed. City Clerk is responsible for the
executed grant agreement.

City-wide AFP+5* 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report
for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
01-05-00 Purchasing & Material Acquisition
01-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
01-05-02 Purchase Orders Purchasing AFP+4 GC 34090; 2 year minimum requirement CIV 337(2) & (3); Statute of limitations
State of California Guidelines; 4 years after audit
Department Preference: Maintain purchase orders for 4
years after final payment and close out of the purchase order.
01-05-03 RFPs / RFIs / RFQs Includes competitive bid quotes. Use BPExpress for bids in Public Works.

City-wide AC+5 GC 34090; 2 years minimum
CCP 337.1; Statute of limitations of 4 years, or 5 years maximum if patent has deficiency causing delay.

State of California Guidelines; 5 years after audit for successful bids.

CIV 343; 4 years SOL
Department Preference: 5 years after completion of the
associated project to support the successful bid.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 24 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
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Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 01-05-04 Bid Tabulations CY+4 GC 34090; 2 years minimum CIV 337; Statute of limitations of 4 years
State of California Guidelines; 2 years for unsuccessful bids.
01-05-05 Bids - Successful City-wide AC+5 GC 34090; 2 years minimum CIV 337.1; Statute of limitations of 4 years, or 5 years maximum if patent has deficiency causing delay.

Department Preference: 5 years after completion of
project associated with the bid.
01-05-06 Bids - Unsuccessful City-wide CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 for unsuccessful bids
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 25 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-01-00 Clerk Administration
02-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-01-02 Public Records Act and Information Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments by the City Clerk.

Clerk AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 02-01-03 Street and Sidewalk Use Permit Includes oversized transportation and street closure Clerk AE+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2
years for Temporary Use Permits
02-02-00 City Council
02-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-02-02 Agenda Packets Agenda, affidavits of publication, staff reports, supplemental communications and all other supporting
documentation for City Council regular and special
meetings.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per the City
Attorney's suggestion.
02-02-03 Ceremonial Items Includes Mayoral certificates of special commendation, certificates of recognition.

Clerk H * CY+2, AR GC 34090; 2 years minimum
* Potential historical content. Review for permanent
retention.
02-02-04 Minutes Clerk V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-02-05 Audio Meeting Recordings Audio recordings deleted after creating the minutes. Clerk 30 Days GC 54953.5; 30 days after recording 02-02-06 Mayor & Councilmember Correspondence General correspondence to or from outside sources not related to an agenda item.

Clerk CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
02-02-07 Council Events Events that councilmembers and/or the mayor may attend or host such as State of the City and volunteer
appreciation. Documents may include planning
timelines, invitations, program, script, attendance lists, recognition lists, invoices and follow up
correspondence.

Clerk H * CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: * Review for historical content. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 26 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-03-00 Boards, Commissions & Committees - Membership Materials 02-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-03-02 Administrative Files Training and resource materials, appointment, termination and leave of absence correspondence, and
other administrative records.

Clerk CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
02-03-03 Appointment History Database Hosted database includes appointment, service and termination history and contact information.

Clerk P Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

GC 34090(e) protects the destruction of the minutes,
ordinances, or resolutions of the legislative body/city board/commission.

Department Preference: Maintain the appointment
history permanently to support the minutes, resolutions and ordinances of the associated legislative body.
02-03-04 Rosters Reflects current membership. Maintained electronically. Clerk P GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Department Preference: Maintain rosters permanently
for historical reference.
02-03-05 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases, social
media distribution and other vacancy information.

Clerk CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
02-03-06 Applications, Appointed Applications submitted as part of the Council recruitment/interview or Committee appointment
process are retained as part of the Council agenda
packet. Members not compensated.

Clerk AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
02-03-07 Applications, Unsuccessful Members not compensated. Clerk AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2 years after completion
2 CCR 11013(c)(2) - Employers should keep Applicant
ID records for 2 years from date received.

GC 12946; retain applications, reords and files for 2
years
02-03-08 Commissioner's Manual Clerk S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 27 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-04-00 Elections Materials
02-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-04-02 Municipal Elections (General & Special) Includes ballot material copies, voter rosters, official precinct materials, correspondence, and election signs, notices and legal publications. Original canvass
information and statement of votes from the County
Registrar of Voters are approved and incorporated by
reference by City Council resolution. City Clerk
administrative, research and working files retained for future reference.

Certification of votes maintained permanently with the
approved resolution.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
EC 15551; Destroy unused ballots only after final
determination
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate copies may be destroyed at
any time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Nonrecords may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
02-04-03 Candidate Filing Forms and Nomination
Documents, Elected Officials
Elected officials. Submitted in order to qualify for
candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and
residency verification, consent forms, ballot designation worksheet, optional Code of Fair Campaign Practices
declaration, filing checklists and candidate statement
receipt. Nomination petitions may be viewed by the
public but not copied or distributed.

Clerk P GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
GC 81009(b); Original campaign statements of mayors,
city council members, county supervisors, and
supporting committees shall be retained indefinitely.

Original statements of other persons shall be retained
for 7 years.
02-04-04 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Clerk AC+5 GC 34090; 2 year minimum requirement GC 81009(b); Original campaign statements of
unelected officials shall be retained for at least 5 years. 02-04-05 Council Sponsored Measures Ballot Question is approved by Council resolution.

Direct arguments for and against measures, and
argument rebuttal filer and author are filed with the City Clerk. Does not include charter related measures.

Clerk AC+7 GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; 7 years for campaign reports, not including
candidate's campaign statements (permanent).
02-04-06 Initiative Measures, Referendums & Recall
Petitions
Includes petitions with original signatures. Clerk C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 28 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-04-07 Council Orientation Materials Information relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

Clerk S+2 GC 34090; 2 year minimum requirement
Department Preference: Maintain for 2 years after
superseded for relevance to subsequent elections.
02-05-00 Fair Political Practices Commission
02-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-05-02 Campaign Statements – Elected (Forms 610,
480, 490, 501, 497)
FPPC Campaign Financial Disclosure Statements for
Elected officials and candidate controlled and/or
committees primarily formed to support or oppose
them. Filing obligation exists until committee is
terminated. Includes noticing and processing
correspondence.

Clerk P GC 81009(b); maintain elected indefinitely for mayors, city council members, county supervisors, and
supporting committees shall be retained indefinitley.

Original statements of other persons shall be retained
for 7 years.
02-05-03 Campaign Statements – Unsuccessful (Forms
410, 460, 470, 496/497, 501)
FPPC Campaign Financial Disclosure Statements for
unsuccessful candidates for office including
committees that directly support or oppose them.

Filing obligation exists until committee is terminated.

Includes noticing and processing correspondence.

Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates 02-05-04 Campaign Statements – Committees (Forms
410, 460, 470, 496/497)
FPPC Campaign Financial Disclosure Statements for
general purpose and ballot measure committees. Filing
obligation exists until committee is terminated. Includes noticing and processing correspondence.

Clerk P GC 81009(b); maintain elected indefinitely for mayors, city council members, county supervisors, and
supporting committees shall be retained indefinitley.
02-05-05 Campaign and Form 700 Tracking Database Hosted system. Tracks noticing, correspondence and filing dates.

Clerk AC+4 Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

EC 17100(a); 4 year req. after expiration of term for all nomination docs.
02-05-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Mayor, City Councilmembers, Planning
Commissioners, City Administrator and City Attorney.

Since 5016 Govt. Code Section 87500 filers file
electronically with the FPPC. Copies retained on file.

Clerk AC+7 GC 81009(f); 4 year requirement for copies
EC 17100(a); 4 year req. after expiration of term for all nomination docs.

Department Preference: Maintain all forms for 7 years
per GC 81009(e) for consistency
02-05-07 Statement of Economic Interests (Form 700) –
Employees & Commissioners, Consultants as
applicable
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
EC 17100(a); 4 year req. after expiration of term for all nomination docs.
02-05-08 Ethics Training Certifications Mayor and City Councilmembers are required to file with City Clerk every two years by state law. Also sent to committee and commission members.

Clerk AC+5 GC 53235.2(b) 5 years
02-05-09 Forms 801, 802 and 806 Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802) and Public Official
Appointments (Form 806) as applicable and necessary.

Clerk AC+7 GC 82015; 7 years for form 803
2 CCR 18944 et. seq.; 7 years for forms 801 and 802
GC 81009(e); 7 year requirement for originals
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 29 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
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Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 02-06-00 Records Management
02-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-06-02 Electronic Document Management System Repository for official electronic records. City-wide ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
02-06-03 Administration Program planning and policy development research and reference materials.

City-wide CY+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
02-06-04 Retention Schedules & Updates Clerk P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded Department Preference: Permanent for destruction
approvals for tracking purposes and to support public
records requests responses.
02-06-05 Destruction Certificates, Destruction
Documentation and Department Destruction
Logs
Signed certificates indicating final disposition of
documents which have met or exceeded approved
retention policy guidelines and have been destroyed.

Each Department / Division will also maintain a
permanent file of destruction certificates and logs
subject to annual audits by City Clerk staff.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Department Preference: Permanent for destruction
approvals for destruction tracking purposes and to
support public records requests responses.
02-06-06 Records Center Inventories Index to all permanent and inactive records maintained in offsite storage. Includes reports from Corodata.

Clerk S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 02-06-07 Records Management Manual Manual of Records Management procedures and policy including instructions and forms. City Clerk will
maintain one copy permanently. Departments to
maintain current edition only.

Clerk S+5 GC 34090; 2 year minimum requirement
CIV 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
02-07-00 Business Licensing
02-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-07-02 Business License Files Includes the applications, home occupation permit applications, renewals, customer correspondence and
the license.

Clerk AT+4 GC 34090; 2 year minimum requirement
CIV 337; 4 year Statute of limitations
State of California Guidelines; 4 years after termination ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 30 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series Name Description of Documents, As Needed Office of Record
Special
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Retention
© Citations & Legal Basis
03-01-00 City Administrator Materials
03-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
03-01-02 Strategic Planning Includes goals and planning with department directors. City Admin S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded.
03-02-00 General Information & Administration Technologies 03-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
03-02-02 IT Help Desk Support database that tracks requests for service and support.

IT AC+3 Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

CIV 1798.27; 3 years after the disclosure of the
accounting or until the record is destroyed.
03-02-03 Technical Network Diagrams Documents related to network configuration. IT C CY+4 CIV 343; SOL of 4 years State of California Guidelines; Current year plus 4 years for network configuration and diagrams
03-03-00 IT Projects & Licensing Records
03-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
03-03-02 Licenses & Support Includes software EULA licenses, and maintenance and support agreements. Also may available on the vendor's
website.

IT AC+4 CIV 337(b); Statute of limitations of 4 years
CIV 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
03-03-03 Process / Users Guides & Training Includes vendor provided manuals and in-house created how-to guides.

IT ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum requirement retention
requirement.
03-03-04 IT Initiated Projects Projects directly associated with IT and infrastructure management.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
03-03-05 IT Supported Projects Assistance with departments on software acquisition and evaluation.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations

CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 31 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 03-04-00 Backup and Recovery Plans
03-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
03-04-02 Barracuda Backup System Provides daily incremental and weekly full backups for servers. System overwrites based on policy.

IT CM+11 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.

Department Preference: Maintain a 365 day rotating
backup set to support retention periods of obsolete
records.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 32 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
04-01-00 Public Communications
04-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
04-01-02 Press Releases Comms CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for press releases.

CCP 337; 4 years SOL for liability founded in an
instrument in writing
CCP 343; 4 years SOL for catch-all claims unrelated to
real property
04-01-03 Newsletters, Email Electronic newsletter produced weekly. Maintained in PDF for retention purposes.

Comms H * CY+4 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
CCP 337; 4 years SOL for liability founded in an
instrument in writing
CCP 343; 4 years SOL for catch-all claims unrelated to
real property
Department Preference: * Review for historical content
and maintain permanently, as determined.
04-01-04 News Articles Primary publication channel and archives are on the City website.

Comms H * CY+4 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: * Review for historical content
and maintain permanently, as determined.

CCP 337; 4 years SOL for liability founded in an
instrument in writing
CCP 343; 4 years SOL for catch-all claims unrelated to
real property
04-01-05 Public Relations Information / Handouts /
Speeches / Biographies
Comms H * CY+4 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
CCP 337; 4 years SOL for liability founded in an
instrument in writing
CCP 343; 4 years SOL for catch-all claims unrelated to
real property
Department Preference: * Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
04-01-06 Network Schematics For the broadcast system, cable system and Council chambers audio/video system.

Comms C CY+4 CCP 343; SOL of 4 years
State of California Guidelines; Current year plus 4 years for network configuration and diagrams

Agenda Report Page 33 Attachment B
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Records Retention Schedules and UFIRST™ Index

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Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
04-02-02 City Website Website updates are made by department staff as needed. The site does not retain a history of updates or past versions.

Comms CY+4 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
CCP 337; 4 years SOL for liability founded in an
instrument in writing
CCP 343; 4 years SOL for catch-all claims unrelated to
real property
04-02-03 Social Media Includes Facebook, Instagram, LinkedIn, Nextdoor and other social media platforms. Archived through
ArchiveSocial, where available. History and statistics
maintained on a spreadsheet.

Comms CY+4 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
CCP 337; 4 years SOL for liability founded in an
instrument in writing
CCP 343; 4 years SOL for catch-all claims unrelated to
real property
04-02-04 Online Engagements Survey platforms include Typeform, Jotform and OpenGov. Results are stored in the platform and
exported to CSV and stored electronically with relevant project files. Started in 2022.

Comms CY+4 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
CCP 337; 4 years SOL for liability founded in an
instrument in writing
CCP 343; 4 years SOL for catch-all claims unrelated to
real property
04-03-00 Media
04-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
04-03-02 Video Recordings - Legislative Bodies DVD created and 4 copies of the recording maintained for redundancy. Granicus also used for recordings and
online distribution. Electronic versions stored on the
internal cable playout server, Granicus streaming
website and on 3 hard disk drives for redundancy.

Recordings prior to 2008 are kept on DVD and VHS
media dating back to the 1990s.

Comms CY+5 GC 54953.5(b); 30 days after recording
Department Preference: Maintain video recordings for
public convenience and staff reference.
04-03-03 KCOM Productions News programming, PSAs, City and community events, PUSD sports and theater programming, and other
KCOM productions.

Comms H * CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
Department Preference: * Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
04-03-04 Media Library B-roll footage stored electronically on a single SSD drive and partially backed up on City servers.

Comms H * ACT Transitory Record; Maintain as long as necessary for current business activities. Review for historical content and preserve accordingly.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 34 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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COMMUNICATIONS
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-03-05 Broadcast Schedules For KCOM and City broadcasts. Comms CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
04-03-06 Photograph Archives Stored electronically on a City server. Comms H * ACT Transitory Record; Maintain as long as necessary for current business activities. Review for historical content and preserve accordingly.
04-03-07 Digital Medial Assets Includes logos and other digital media assets. Comms S+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
Department Preference: Maintain for 2 years after
media asset is superseded.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 35 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
05-01-00 Legislative Materials
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
02-02-10 Ordinances Law, statute or regulation enacted by the City Council. Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-11 Resolutions Law, statute or regulation enacted by the City Council and other governing bodies.

Clerk V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
02-02-12 Municipal Code Codification and Supplementation of the City’s Municipal Code. Maintained in paper form by the City
Clerk, and electronically on the City’s website.

Clerk V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
05-01-04 Grand Jury Responses to routine Grand Jury requests that are sent to all cities in the County.

City Admin CY+2 GC 34090; 2 year minimum requirement
05-01-07 State & Federal Legislation Correspondence from the City Administrator supporting or opposing legislation.

Clerk CY+2 GC 34090; 2 year minimum requirement
05-05-00 City Attorney Records
05-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
05-05-02 Litigation - Case Records Duplicate of originals on file with the County. Includes City Attorney cases and matters being defended by the
City's insurance carrier.

General cases
High profile cases
City Attorney
AC+10
P
GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.

CCP 315; 10 years SOL actions by people for recovery
of property
05-05-03 Litigation - Final Settlement Includes judgements, orders, consent decrees and settlement agreements or any similar such final
resolutions of cases requiring ongoing City compliance.

City Attorney P GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.

Department Preference: Maintain final settlement
documents permanently to support actions and the long
term nature of settlements.
05-05-04 Subpoenas Subpoenas for records or property. Clerk AC+10 GC 34090; 2 year minimum requirement CCP 315; 10 years SOL actions by people for recovery
of property
05-05-05 Closed Session Memoranda City Attorney S+2 GC 34090; 2 year minimum requirement Department Preference: Maintain for 2 years after
superseded to follow the minimum requirement.

Agenda Report Page 36 Attachment B
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Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

LEGAL & LEGISLATIVE
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-05-06 Legal Opinions City Attorney AC+2 or S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded Department Preference: Maintain legal opinions for 2
years after the matter is closed or 2 years after
superseded, subject depending. The State's guideline is inconsistent with the type of documents.
05-01-00 Risk Management
05-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
05-01-04 Claims Against the City Intake of claims by the City Clerk and processed through the TPA. City Administrator signs off on the
results.

Clerk AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
05-01-05 Recovery Claims Claims by the City for damages from another person or entity.

Clerk AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
05-01-10 Liability Loss Reports Clerk CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guideline: 5 years after completed
05-01-11 General City Insurance Policies & Certificates Includes facilities, auto and other general insurance policies obtained for City activities.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for liability and property insurance
05-08-00 Agreements / Contracts / MOUs
05-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 37 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

LEGAL & LEGISLATIVE
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-08-03 Service, Equipment & Supply Agreements Vendors, product acquisitions, professional service agreements, services, individual employment,
professional services and consultants, purchase,
leases, licenses and all other general City agreements.

Clerk V AC+4 CIV 337.2; Statute of limitations of 4 years CIV 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
05-08-04 Infrastructure Agreements Capital improvement, development, subdivision, franchise, joint powers, mutual aid, labor MOU and
other infrastructure related agreements.

Clerk V P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statute of limitations of 4
years
CIV 337.2; Statute of limitations of 4 years
CIV 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
05-08-06 Grant Agreements Clerk V AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
05-05-06 Settlement Agreements Clerk V P CIV 343; Statute of limitations, general 4 years State of California Guidelines; 5 years after termination for non-capital improvement agreements and contracts
Department Preference: Maintain settlement
agreements permanently to support the final settlement. 05-05-00 Property Related Records
05-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
05-05-02 Assessment Districts Prop. 218 proceedings and election materials. Clerk / Public Works
V P GC 34090(a); Permanent for land and property records CIV 338; 3 year statute of limitations
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 38 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 19 ends

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

LEGAL & LEGISLATIVE
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-05-03 Assessment District Ballots & Protest Letters Clerk AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
05-05-05 Easements, Deeds, Quitclaim Deeds & Grant
Deeds
Clerk V P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
05-05-07 Right of Way Public Works V P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
05-05-08 Vacations/Abandonments Plng & Bldg P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
05-05-10 Real Property Acquisitions/Dispositions City-wide AC+10 GC 34090; 2 years minimum GC 6254; Record disclosure
CIV 337.1; 5 years maximum after completion of
construction or improvement
CIV 337.15; 10 years after completion of construction or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Completion expiration
plus 10 years for acquisitions.
05-05-11 City-owned Property Includes the deeds and other backup information on acquisition of City-owned property.

Clerk V P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 39 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 20 ends

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
06-01-00 General Accounting Group
06-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-01-02 Caselle Financial Management System Revver is the backend document storage system. Finance ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
06-01-03 Journal Entries As of 2021 all maintained in Caselle. Older reports in paper format.

Finance AA+6 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
Department Preference: Maintain for 5 years after the
annual audit for reference and simplicity in destruction. 06-01-05 Adjustments & Accruals Finance AA+6 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-02-00 Accounts Payable
06-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-02-02 Invoices Includes invoices and vendor information. Hardcopy checks, invoices and backup information are
maintained before May, 5023.

Finance AA+6 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
GC 945.6(a)(2) - 6months-2years claims against public
entities.
06-02-03 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation.

Finance AA+6 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws

Agenda Report Page 40 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

FINANCE
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-02-04 Credit Card Statements Electronic from the bank. Finance AA+6 GC 34090; 2 year minimum requirement CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-02-05 W-9 / 1099 Reporting Also includes 1096 summary forms. Finance AA+6 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-02-06 Sales Tax Payments Includes payments on sales taxes due. Finance AA+6 GC 34090; 2 year minimum requirement CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-02-07 DSA 796 SB 1186 Disability access and education fee. Quarterly report. Finance AA+6 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-03-00 Accounts Receivable
06-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-03-02 Tax Billing Receipts Includes sales, utility user and other tax billing. Finance AA+6 GC 34090; 2 year minimum requirement CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-03-03 Miscellaneous Receivables May include surplus property disposition and auction receipts.

Finance AA+6 GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-03-04 Cash Receipts & Deposits Includes cash, credit cards, credit card receipts, transient occupancy tax receipts and other
miscellaneous revenue.

Finance AA+6 GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 41 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

Finance AA+6 GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-03-06 Transfer Taxes Finance AA+6 GC 34090; 2 year minimum requirement CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-03-07 Rental Taxes Finance AA+6 GC 34090; 2 year minimum requirement CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-04-00 Auditing
06-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-04-02 Annual Financial Statements Submitted to the State by the auditors. Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
Department Preference: Maintain annual financial
statements permanently.
06-04-03 Single Audit Includes the general audit of City financials. Grant funded specifically for a program or subject.

Finance P GC 34090; 2 years minimum
State of California Guidelines; Permanent
06-04-04 PERS Audits Based on benefits and payroll information. Performed occasionally.

Finance P GC 34090; 2 years minimum
State of California Guidelines; Permanent
06-04-05 Auditor's Communications Auditor correspondence and general information. Finance CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 42 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 23 ends

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-05-02 Bank Statements & Reconciliations Paper format prior to Caselle. Also maintained by bank. Finance AA+6 GC 34090; 2 years minimum 26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
06-05-03 Investments Broker notices, transaction confirmations, LAIF, endowments and other investment related statements.

Finance P GC34090; 2 year minimum requirement
CCP 337; Statutes of limitations, 4 years for action
State of California Guidelines; Permanent
CCP 337.5; 10 years SOL
06-05-04 P&F Pension & City Investment Reports Management report included in the agenda packet. Finance CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports
06-05-05 Investment Policy Presented to Council. Separate policies for trust fund and general City investments.

Finance S+5 GC 34090; 2 year minimum requirement
CIV 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
06-06-00 Budget
06-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-06-02 Approved Budgets Includes annual and long-term planning budgets. Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Department Preference: Maintain annual budgets
permanently for reference.
06-06-03 Budget Workpapers, Finance Includes workpapers, forecasts, correspondence and other budget creation related documents maintained by
the departments.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
06-06-04 Budget Adjustments Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
06-06-05 Fee Schedule Finance S+2 GC 34090; 2 years minimum ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 43 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-07-02 Bond Issues & Agreements Finance P GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CIV 337.5; Statutes of limitations
FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues.
06-07-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond
convenance and cash/surety bonds.

Finance AFP+10 GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bonds
CIV 337.5; Statutes of limitations
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
06-07-04 Assessment Tax Pass-throughs City collects the tax and forwards the funds through to the debtor. Includes a record of the pass-through and
reports from the parcel assessors (NPS). Receipts
related to the bonds.

Finance AFP+10 GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bonds
CIV 337.5; Statutes of limitations
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
06-08-00 Financial Reporting
06-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-08-02 State Controllers Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
06-08-03 Annual Street Reports - SCO Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
06-08-04 Gas Tax Reports Includes reports on fuel and depreciation for fleet vehicles. Goes to the State Controller, MPC and the
federal government.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-08-05 Sales Tax Reports Reported to the BOE electronically and printed for reference.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 44 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 25 ends

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-09-02 Capital Assets As of 2021 all maintained in Caselle. Includes the depreciation schedule spreadsheet, backup
documentation, ownership slips, auctions for
disposition and other asset information.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
Department Preference: Maintain depreciation
schedules for 4 years after the annual audit to follow
retention asset inventories.
06-09-03 Fixed Asset Inventory Finance AC+10 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for
depreciation schedules.

CCP 337.15 - SOL 10 years to recover damages from
a person who develops real property or
performs/furnishes imporvement to real property.
06-09-04 Vehicle Pink Slips Maintained in a vault. Finance L+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after the life of the vehicle
06-10-00 Payroll
06-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
06-10-02 Employee Time Sheets Entered into Caselle by each employee from 2021 forward. Prior to 2021 maintained in paper format.

Finance AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 45 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 26 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

C AS+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
06-10-04 Payroll Registers Includes the register, workers compensation payments, check registers, paystubs for manual checks, leave
accruals, journal entries, wire transfers, contractual
increases by bargaining unit, time sheet summaries,
health insurance and benefit changes, tax tables and
other payroll processing documents. Downloaded copy
produced from Caselle maintained on the shared drive.

Finance C P GC 34090; 2 years minimum
GC 12946; 4 years after termination
29 CFR 516.2-6; 4 years after tax return filing
29 CFR 1627; 3 years
State of California Guidelines; Permanent
06-10-05 Payroll Accounts Payable Support the payroll process and benefit payments.

Physical format.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
06-10-06 PERS Retirement Reports Employer contribution reports and circulars. Physical format.

Finance P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
working documents, 4 years after termination for
employee deduction reports.
06-10-07 Quarterly Returns Includes Form 961, DE9 and other quarterly returns.

Physical format printed from compiled documents on
the shared drive.

Finance AA+10 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
CCP 337.5 - 10 years SOL
06-10-08 W-2s / W-2 Reporting Electronically on the shared drive. Finance C AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
State of California Guidelines; 4 years after audit
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 46 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 27 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
07-01-00 Personnel Files
07-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
07-01-02 Personnel Files Includes Personnel Action Forms, original application, training certificates, DOJ fingerprinting, preemployment physicals and other background checks, educational certifications, performance evaluations,
disciplinary actions not related to internal
investigations, EDD claims, I-9 form copies,
employment contracts / agreements (not including
union negotiations and resulting
contracts/agreements), fingerprints and miscellaneous
communications.

HR C, V AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 8 CCR 14300.33; save Cal/OSHA Form for 5 years
following the end of the calendar year that those
records cover.
07-01-03 Employee Medical Files FMLA, exposure, doctor's notes, vaccination records and other medical information.

HR C AS+30 8 CCR 15400; Maintain reports
LC 90 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after
completion/closure
8 CCR 3204(d); Termination+30 years
07-01-04 Covid-19 Vaccination Forms Separated by year. HR AS+30 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.

Department Preference: Maintain vaccination forms for
30 years after the employee separates from the City to
match retention for medical records, per the City
Attorney's suggestion.
07-01-05 Leave Requests Includes routine and sick leave requests, and forms completed by the employee to request paid sick leave
for Covid infections. Separated by year.

HR C AS+30 GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion
Department Preference: Maintain leave request forms
for 30 years after the employee separates from the City to match retention for medical records, per the City
Attorney's suggestion.

Agenda Report Page 47 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

HR C AS+3 * GC 7920.000 PRA, release of confidential information 29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain
29 CFR 1627.3(b)(1); 1 year from action
29 USC 211c; Maintain, no retention period stated
USCIS Form I-9; * Maintain for 3 years after completion or 1 year after employment is terminated, whichever is
longer.
07-02-00 Personnel Management
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
07-02-02 Job Descriptions Maintained electronically. HR S+2 GC 34090; 2 year minimum requirement Department Preference: Maintain job description for 2
years after superseded to meet the minimum
requirement and method of managing the documents.
07-02-03 Salary Schedule Specific for each job and broken down by bargaining unit maintained electronically.

HR CY+5 GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 07-02-04 Classification & Compensation Includes salary surveys, reclassifications and other compensation related documents maintained
electronically.

HR CY+5 GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 48 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

Hired employees, non-sworn:

Hired employees, sworn:

Applicants who filed a complaint:

HR
AS+2
AS+5
AC+2
GC 34090; 2 year minimum requirement
GC 12946; Upon expiration of statute of limitations or
until resolved
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
07-02-06 Employee Complaints Paper files. Including harassment complaints. HR C AS+6 GC 34090; 2 year minimum requirement GC 12946; Upon expiration of statute of limitations or
until resolved
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
Department Preference: Maintain complaints for 6
years after employee separates from the City, per City
Attorney's suggestion.
07-02-07 Benefit Guides & Handouts Includes the benefits guide and plan handouts given to employees for medical, dental, vision, flexible benefits, short & long term disability, life insurance, deferred
compensation, employee assistance program and
other benefit plans.

HR S+6 GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
29 USC 1113; 6 years SOL for action re fiduciary's
breach
29 USC 1451; 6 years SOL for civil actions by
employer, plan participant, beneficiary or plan fiduciary 07-02-08 Benefit Master Plans Includes policies, renewals, rates and other plan documents.

HR S+6 GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
29 USC 1113; 6 years SOL for action re fiduciary's
breach
29 USC 1451; 6 years SOL for civil actions by
employer, plan participant, beneficiary or plan fiduciary 07-03-00 Personnel Recruitment Records
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 49 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
07-03-02 Recruitment File Files include announcements, rating materials and eligibility lists. Applications and rejection letters
managed in Caselle Hire.

HR AC+4 GC 12946; 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
07-03-03 Background Check Information, Public Safety &
Non-Hired Candidates
Includes DOJ fingerprinting, verified education,
references, credit check, drug screening, preemployment physicals and other background checks for public safety and non-hired candidates. Hired nonsafety and safety sensitive employee background checks maintained in the personnel file.

Public Safety:

Non-Hired Candidates:

HR C
P
AC+4
GC 34090; 2 year minimum requirement
PC 832.5; 5 years for officer complaints
State of California Guidelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired.
07-04-00 Safety & Training Records
07-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
07-04-02 Injury & Illness Prevention Plan Workers compensation policy and general safety information.

HR S+5 GC 34090; 2 year minimum requirement,
8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after superseded or expired
07-04-03 Safety & Employee Training Programs Sign-in sheets, handouts, consultant training programs, tailgate meetings and other program information for
general employee training and lunchtime workshops.

HR tracks training in a spreadsheet separated by year
for AB1825 training. Does not include Police or Fire
training.

City-wide CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records. Current year plus 2 years for certificates and designations training.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 50 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-04-04 Random Drug Pulls - DOT Records of inspection, maintenance, and calibration of EBTs
Records of negative and cancelled drug test results
and alcohol test results with a concentration of less
than 0.02
Records of alcohol test results indicating an alcohol
concentration of 0.02 or greater; records of verified
positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including
substituted or adulterated drug test results); SAP
reports; and all follow-up tests and schedules for followup tests.

All filed by year completed.

HR C CY+2
CY+1
CY+5
49 CFR 40.333; 1 to 5 years depending upon
document type. All documents must be maintain in a
secured area.
07-04-05 DMV Pull Notice Program Maintained in a binder. Superseded annually by the DMV.

HR C S VC 1808.1; must pull record at least every 12 months 07-04-06 BIT Audits Annual CHP audit of BIT records. Review drivers licenses, drug pull records, driver training and medical records for drivers.

HR CY+2 GC 34090; 2 year minimum requirement
VC 3450.12; maintain inspection reports for at least 2
years. 25 month inspection period.
07-04-07 Workplace Evaluations Performed by the risk management TPA for ergonomic evaluations. Reports maintained by HR.

HR CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for employee statistics, benefit activity and
liability loss reports.
29 CFR 1602.14 - 1 year after date created.
07-04-08 Injury Reports Non-workers compensation related incidents, which are maintained by HR. Workers compensation related
injury reports maintained in the claim file.

HR AS+30 * GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

US - 29 CFR 1910.1020- employee exposure and
medical records should be maintained for duration of
employment, plus 30 years.
* Records of one-time treatment of minor scratches,
cuts, burns, which do not involve medical treatment,
loss of consciousness, or restriction of work do not
need to be maintained for any specific period of time.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California Guideline; 7 years after settlement or closure
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 51 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-04-09 Workplace Violence Prevention Training HR CY+5 GC 34090; 2 year minimum requirement LAB 6401.9; 5 year retention for workplace violence
training
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
07-05-00 Worker's Compensation Records
07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
07-05-02 Workers Compensation Claims Includes copies of information from the TPA on the employee claim.

HR C P 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
29 CFR 1910.1020; 30 years after employee
termination
State of California Guidelines; 30 after completion /
closure
8 CCR 3204(d); Termination+30 years
State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party administrator. 07-05-03 OSHA 300 Reports & Logs Maintained electronically on the shared drive. HR CY+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; 5 years for OSHA reports
8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102;5 years from date of injury
State of California Guideline: 5 years after completed
07-05-04 Workers Compensation Loss Run Reports Monthly reports in paper and electronically. HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; State recommends
Permanent retention, but no relevant statues; Risk
Management Reports (including Loss Analysis
Reports) are 5 years after completion/closure.
26 USC 6531; 6 year SOL for offenses arising under
internal revenue laws
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 52 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-06-00 CalPERS Records
07-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
07-06-02 Plan Contracts & Plan Amendments Accessible electronically on the myCalPERS website.

Original hardcopy maintained by the City Clerk.

Clerk P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
07-06-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
07-06-04 Valuation Reports Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

Finance P GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; Permanent for PERS
documents
07-07-00 Labor Relations Records
07-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
07-07-02 Union Representatives / Organizations Includes correspondence and reviews with labor organizations. Does not include negotiation information.

HR CY+2, AR GC 34090; 2 year minimum requirement
Department Preference: Maintain correspondence and
communications for the current year plus 2 years.

Review annually for relevant content.
07-07-03 Negotiations HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
07-07-04 Memorandums of Understanding Includes management / confidential resolution. HR P 29 USC 211c; Maintain, indefinite 29 CFR 516.5(b); 3 years
State of California Guidelines; Recommend Permanent
retention without relevant statutes or regulations cited. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 53 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 34 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

Hired employees, sworn:

MOU grievances not related to an individual employee:

Hired employees, non-sworn:

Hired employees, sworn:

HR
AS+2
AS+5
GC 34090; 2 year minimum requirement
GC 12946; Upon expiration of statute of limitations or
until resolved
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 54 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
08-01-00 Administration
08-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-01-02 TrakIT Process management system. Documents attached to projects.

Admin ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
08-01-03 On-Call Consultants Includes copies of agreements, contact information, correspondence.

Admin AC+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: Maintain contract backup
information for 2 years after the contract is closed or project complete.
08-01-04 Fee Reports Compliance reports sent to the State regarding SB1473 and Strong Motion Instrumentation & Seismic
Hazardous Mapping (SMIP).

Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for activity or periodic development reports
08-02-00 Applications & Projects
08-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-02-02 Land Use Applications & Permits, Approved Includes variances, use permits, sign permits, tract and parcel maps, zoning, development and other real
property applications and permits.

Plng & Bldg P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
CCP 337.15; 10 years SOL
08-02-03 Land Use Applications & Permits, Denied /
Withdrawn / Expired
Includes any applications and permits denied,
withdrawn or expired.

Plng & Bldg CY+2 GC 34090; 2 year minimum requirement
08-02-04 House Files Projects for building, code enforcement, minor design reviews and other documents not related to a permit.

May include building permits, planning permits
correspondence and other documents not related to a
project.

Plng & Bldg P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-02-05 Housing Records Searches Used for property sales showing permit history. Plng & Bldg CY+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines

Agenda Report Page 55 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-03-02 General Plan & Plan Amendments Includes elements. Plng V P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
08-03-03 Zoning Map & Ordinance Amendments Plng V P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
08-03-04 Specific Plans Plng P H&S 19850; Building plans - Life of Building, with exceptions
State of California Guidelines; Permanent
08-03-05 Transportation Plans Includes bicycle and pedestrian planning. Plng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
08-03-06 Climate Action / Sustainability Plans Includes research and data. Plng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.
08-03-07 Hazard Mitigation Plans Plng S+2 GC 34090; 2 year minimum requirement 22 CCR 66262.40; 3 years retain record of signed
manifest
22 CCR 66263.22; for 3 years the transporter of
hazardous waste shall sign and keep copy of the
manifest signed by generator/owner/operator of facility CCP 338.1; 5 years SOL civil penalties for certain
hazardous waste
State of California Guidelines: Current year plus 2
years, with caveat recommendation of permanent for
environmentally sensitive documents.

Department Preference: Maintain hazard mitigation
plans for 2 years after superseded since plans are
updated and replaced every 5 years.
08-03-08 Design Standards & Guidelines Internally created standards and guidelines. Plng S+5 GC 34090; 2 year minimum requirement CIV 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 56 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 37 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

Plng AC+8 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for activity or periodic development reports
24 CFR 92.508; all records pertaining to fiscal year of HOME funds must be retained for the most recent 5
year period with some exceptions
Department Preference: Maintain progress reports for 8
years after completion to support the Housing Element,
per City Attorney's advice.
08-03-10 Greenhouse Emissions Reports Required reports for compliance with state policies on reporting.

Plng P GC 34090; 2 year minimum requirement
State of California Guidelines: Current year plus 2
years, with caveat recommendation of permanent for
environmentally sensitive documents.
08-04-00 Code Enforcement Records
08-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-04-02 Code Violations Includes warning letters, notice of correction, liens and other code enforcement information.

Code AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
08-04-03 Administrative Appeals Appeals for code enforcement violations. Code AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
08-05-00 Ongoing Sustainability Programs
08-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-05-02 Rebate Applications & Information Includes resident applications, waivers, and other documents related to Piedmont's Electrification Rebate
Program.

Plng & Bldg CY+2 GC 34090; 2 year minimum requirement
CIV 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-05-03 Induction Cooktop Include waivers, tracking sheets, and other reporting. Plng & Bldg CY+2 GC 34090; 2 year minimum requirement CIV 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
08-06-00 Awards
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 57 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 38 ends

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08-00-00
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-06-02 Sustainability Awards Includes profiles, candidate evaluations, and communications
Plng & Bldg H P GC 34090; 2 year minimum requirement
Department Preference: Maintain awards permanently
for the history of awardees and related photographs.
08-06-03 Beacon Program Includes award submissions, reports, and public communications.

Plng & Bldg CY+2 GC 34090; 2 year minimum requirement
08-07-00 General Sustainability Communications & Engagement 08-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-07-02 Annual Events Includes documents and engagement & communications materials developed for tabling
events, Bike to Wherever Day, and Earth Month/Day.

Plng & Bldg AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion of the event
08-07-03 Piedmont Post Articles Includes Climate Corner articles. Plng & Bldg H * CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Department Preference: * Review for historical content
and maintain permanently, as determined.
08-07-04 Informational posters/collateral Include materials developed by or distributed by the City.

Plng & Bldg CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years
08-08-00 Planning Commission
08-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-08-02 Agenda Packet, First Packet Includes agendas, meeting notices and staff reports. Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per City Attorney
advice.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 58 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

PLANNING & BUILDING
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 08-08-03 Agenda Packet, Second Packet Includes public comments. Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per City Attorney
advice.
08-08-04 Minutes & Resolutions Admin V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
GC 40806; Maintain
State of California Guidelines; Permanent
08-08-05 Meeting Recordings Admin 30 Days GC 54953.5; 30 days after recording 08-09-00 Limited Term Committees & Task Forces
08-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
08-09-02 Agenda Packet Includes agenda bills and staff reports. Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per City
Attorney's advice.
08-09-03 Minutes Admin V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 59 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
09-01-00 Public Works Administration
09-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-01-02 Annual Reports BAAQMD, Alameda County Dept of Environmental Health (HMBP & Coach's Field), Dept of Toxic
Substance Control (HazMat), ARB Diesel Off-road
Online Reporting System, CalBAR, fuel tax reports
(monthly UST inspections and annual reports to the
County), and other annual reports.

Admin AC+7 GC 34090; 2 year minimum requirement
CCP338(k); 6 year statute of limitations for air quality records
State of California Guidelines; Current year plus 7
years for AQMD records
09-02-00 Engineering
09-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-02-02 Geotechnical & Soils Reports Eng P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils
reports.
09-02-03 Surveys & Studies - General Includes overarching studies that are not project development or specific.

Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for general studies and surveys
09-02-04 GIS / Mapping Includes trees, street signs, red curbs, striping, trash cans, truck routes, circulation maps and other City
facilities. Hosted on the GIS web server.

Eng ACT +2 Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

GC 34090; 2 years minimum requirement
HSC 19850; building dept shall maintain a copy of the
plans for every building during the life of the bulding. 09-02-05 Infrastructure Maps Maps for storm drains, lighting, utilities and other infrastructure maps. Older maps no longer accurate but
maintained for historical purposes.

Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CIV 337.15; 10 years
State of California Guidelines; Permanent
09-02-06 Encroachment Permits - Temporary For traffic control, temporary street encroachments and other temporary permits.

Eng AC+10 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2
years for maintenance projects, and for temporary use
permits.

CCP 337.15; 10 years SOL action against developer
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 60 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 41 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-02-07 Encroachment Permits - Construction Includes franchise and other construction improvements.

Eng P GC 34090(a) Real property records, maintain
Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.

CCP 337.15; 10 years SOL action against developer
09-02-08 Revocable Encroachments Recorded at the County. Eng P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.

CCP 337.15; 10 years SOL action against developer
09-02-09 Pavement Management System Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
09-02-10 Sewer Annual Reports Supports the cease and desist order from the SWCB and RWQCB.

Eng AC+5 GC 34090; 2 year minimum requirement
40 CFR 122.41; 5 years after completion for sewage
sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
Department Preference: Keep sewer annual reports for
5 years after completion of the agreement in 2036.
09-02-11 Underground Utilities / Districts Resident initiated process to underground their utilities in the neighborhood by forming a district. Extensive
engineering reports and noticing:

Ballots:

Eng
P
AC+2
GC 34090(a); Permanent for land and property related
documents
CCP 338; 3 year statute of limitations
24 CFR 1710; Permanent
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits, permanent
for assessment district records.

GC 53753; 2 years after completion for ballots
GC 53755; 2 years after completion for protests
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 61 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-03-00 Capital Improvement Programs
09-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-03-02 Capital Improvement Projects - Design &
Contracting
CIP Construction Records including planning, feasibility studies, design, construction, conversion or
modification of local government- owned facilities,
structures & systems; environmental / CEQA reports
and documents (i.e.. streets, curbs, gutters, sidewalks, storm drains, etc.).

Eng P GC 34090(a); Permanent for real property related
documents
GC 4003, 4004, Maintain
CIV 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
09-03-03 Capital Improvement Projects - Construction CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists,
non-environmental reports, work orders, schedules,
exhibits, construction staking documentation and
correspondence.

Eng AC+10 CIV 337.15; 10 years
State of California Guidelines; 10 years after
completion for capital improvement projects.
09-03-04 Capital Improvement Projects - Administration General administration and correspondence. Eng AC+2 GC 34090; 2 year minimum requirement 09-04-00 Alameda Countywide Clean Water Program
09-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-04-02 Agreements Original agreements maintained in Public Works. Eng AC+4 CIV 337.2; Statute of limitations of 4 years CIV 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
09-04-03 Training Sessions Sessions provided by both the County and internally to staff.

Eng CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records. Current year plus 2 years for certificates and designations training.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 62 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 43 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-05-00 Clean Water Committees & Subcommittees
09-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-05-02 Agendas/Agenda Packets Includes public notices, agenda items for policy level, new development, management, PIP, monitoring /
pollutants of concern, trash, maintenance and industrial / commercial / illicit discharge committees and
subcommittees.

Eng P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per the City
Attorney's suggestion.
09-05-03 Minutes Eng V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
09-05-04 Reports Eng AC+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain management
reports for the current year plus 2 years.
40 CFR 122.21; 3 years after application is signed
40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
22 CCR 64418.7 - 10 years
22 CCR 64470(b)(3) - 10 years for any written reports
relating to sanitary surveys of the system
40 CFR 141.33(a) - 5Y; 10Y
40 CFR 141.33(c) - 10 years
09-05-05 Budgets Eng AP+7 GC 34090; 2 years minimum
State of California Guidelines; 7 years after audit
26 USC 6531; 6 year limitation on criminal
prosecutions
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 63 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-06-00 MRP 3.0 Provision C.2 Program - Municipal Operations 09-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-06-02 SWPPP Inspections Inspections of catch basins monthly and during rainy seasons.

Eng AC+5 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
CCP 338.1; SOL 5 years for action related to
hazardous waste
09-07-00 MRP 3.0 Provision C.3 Program - New Development & Redevelopment 09-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-07-02 Development Projects For small and regulated projects. May reside with the associated building permit.

Eng P GC 34090a; Real property records, maintain
Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Policy: Maintain development projects
permanently to coincide with CEQA guidelines and
environmental recommendations.
09-07-03 Green Infrastructure Includes plans and projects. Eng P GC 34090a; Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent
Administrative Policy: Maintain development projects
permanently to coincide with CEQA guidelines and
environmental recommendations.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 64 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 45 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-08-00 MRP 3.0 Provision C.4 Program - Industrial & Commercial Site Controls 09-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-08-02 Inspections Eng CY+4 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
CCP 337; SOL 4 years
09-09-00 MRP 3.0 Provision C.5 Program - Industrial & Illicit Discharge 09-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-09-02 Enforcement Response Plan Eng S+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
Department Preference: Maintain plans for 3 years
after superseded to match the longest retention for the program documents.
09-09-03 Sewage Overflows Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
09-09-04 Violations Includes inspections, photographs, emails, correspondence and advice.

Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 65 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 46 ends

Draft: 2/27/2025
09-00-00 PUBLIC WORKS ADMINISTRATION & ENGINEERING
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-10-00 MRP 3.0 Provision C.6 Program - Construction Site Control 09-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-10-02 Erosion Control Plans & Stormwater Pollution
Prevention Plan
Copies of plans included as part of the associated
building permit.

Eng S+3 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.
40 CFR 122.21; 3 years after application is signed
40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
Department Preference: Maintain plans for 3 years
after superseded to match the longest retention for the program documents.
09-10-03 Inspections Eng CY+4 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
HSC 25244.19; every 4 years each generator shall
conduct a source reduction evaluation review and plan
HSC 25244.20; every 4 years each generator shall
prepare a hazardous waste management performance
report to document hazardous waste management
approches
09-10-04 Rainy Season Notifications Eng CY+2 GC 34090; 2 year minimum requirement 09-11-00 MRP 3.0 Provision C.7 - Public Information & Outreach 09-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-11-02 Engagement & Communications Materials Eng CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 66 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 47 ends

Draft: 2/27/2025
09-00-00 PUBLIC WORKS ADMINISTRATION & ENGINEERING
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-12-00 MRP 3.0 Provision C.10 - Trash Load Reduction
09-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-12-02 Trash Capture Maintenance and installation of systems. Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
09-12-03 Visual Assessments Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
09-12-04 Trash Generation Map Eng S+2 GC 34090; 2 year minimum requirement 09-12-05 Private Land Development Area Compliance Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
09-12-06 Street Sweeping Documents for the annual report. Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
09-13-00 MRP 3.0 Provision C.20 - Cost Reporting
09-13-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-13-02 City-wide Monthly Data Includes data and correspondence. Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
09-13-03 Annual Report Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 67 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 48 ends

Draft: 2/27/2025
09-00-00 PUBLIC WORKS ADMINISTRATION & ENGINEERING
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-14-00 MRP 3.0 Provision C.21 - Asset Management
09-14-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-14-02 Reporting Eng CY+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
09-14-03 Implementation Plan Eng S+3 40 CFR 122.21; 3 years after application is signed 40 CFR 122.41; 3 years after completion for other
discharge records, including calibration records
Alameda County Clean Water Program; 3 years from
date of sample, measurement, report or application
Department Preference: Maintain plans for 3 years
after superseded to match the longest retention for the program documents.
09-15-00 MRP 3.0 Provision C.22 - Annual Report
09-15-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-15-02 Annual Reporting Compilation of information and supporting documents to create the report from C.2 - C.10 subsections for
County reporting.

Eng P 40 CFR 122.21(p); 3 years after application is signed 40 CFR 122.41; 5 years after completion for sewage
sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
State of California Guidelines; Current year plus 5
years for discharge monitoring reports
Department Preference: Maintain annual reports
permanently for environmental history. Supporting
documents are kept for the current year plus 3 years to reference for the reports.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 68 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 49 ends

Draft: 2/27/2025
09-00-00 PUBLIC WORKS ADMINISTRATION & ENGINEERING
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-16-00 Streets Engineering
09-16-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-16-02 Signage Includes log books, index register cards, inventory lists, records of traffic signs.

Eng LOS+5 GC 34090; 2 year minimum requirement
CIV 337.1; 5 year statute of limitations maximum
State of California Guidelines; Life of system plus 2
years
09-16-03 Striping Does not include engineering drawings of traffic control plans.

Eng LOS+5 GC 34090; 2 year minimum requirement
CIV 337.1; 5 year statute of limitations maximum
State of California Guidelines; Life of system plus 2
years
09-16-04 Graffiti Removal Work orders for maintenance. Format may be oral, phone call, e-mail or paper requests.

Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects.
09-16-05 Parking Lots & Meters Maintenance projects completed by the City. Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
09-17-00 Traffic & Parking Engineering
09-17-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-17-02 Traffic Complaints Includes public requests for street signs, red curbs, traffic calming and other traffic related changes.

Eng AC+2 GC 34090; 2 year minimum requirement
Department Preference: Maintain traffic change
requests for 2 years after the request is accommodated
or denied.
09-17-03 Traffic Engineering Includes traffic calming and system implementation. Eng LOS+5 CIV 337.1; 5 year statute of limitations maximum State of California Guidelines; Life of system plus 2
years
09-17-04 Traffic Studies & Surveys Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey
plus 2 years
09-17-05 Parking Complaints Includes reviews of complaints and requests for residential parking districts.

Eng AC+2 GC 34090; 2 year minimum requirement
Department Preference: Maintain traffic change
requests for 2 years after the request is accommodated
or denied.
09-17-06 Parking Districts & Permits Maintained in binders to track permits. Eng AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after expiration for parking permits
09-18-00 Parks Commission
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 69 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 50 ends

Draft: 2/27/2025
09-00-00 PUBLIC WORKS ADMINISTRATION & ENGINEERING
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-18-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-18-02 Agendas/Agenda Packets Includes public notices, agenda items Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per the City
Attorney's suggestion.
09-18-03 Minutes Admin V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
09-18-04 Meeting Recordings Admin 30 Days GC 54953.5; 30 days after recording 09-19-00 Piedmont Beautification Advisory Committee
09-19-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-19-02 Agendas/Agenda Packets Not a Brown Act body. Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
09-19-03 Minutes Admin V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 70 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 51 ends

Draft: 2/27/2025
10-00-00 PUBLIC WORKS OPERATIONS & MAINTENANCE
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
10-01-00 Operations & Maintenance Administration
10-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
10-01-02 Process Management System Currently using ComDev for permitting. O&M ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
10-01-03 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and tailgate
meetings. Paper records.

O&M CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 7920.000 PRA, confidential record status
State of California Guidelines; Current year plus 7
years for non-safety training records. Current year plus 2 years for certificates and designations training.
10-01-04 Work Orders Forms filled out as work orders and distributed to the division for processing. Physical forms used before
2020. Currently processed via email or phone call for
processing.

O&M AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

CCP 337; 4 years SOL
Department Preference: Maintain work orders for 5
years after completion/closure to match the schedule
for PCI Survey & Updates.
10-02-00 Building Maintenance Records
10-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
10-02-02 Contract Services Includes janitorial and other contract services. O&M AC+4 CIV 337; Statutes of limitations of 4 years 48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
10-02-03 Utility Services Includes PG&E, ACWD, USD, telephone and other utility related correspondence and reports.

O&M ACT+4 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
CCP 337; 4 years SOL
10-02-04 City Facility / Equipment Permits Includes elevator, vehicle, underground storage tank and other permits required for operation of City
property.

O&M ACT+4 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for municipal facility rental / use permits
CCP 337; 4 years SOL
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 71 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 52 ends

Draft: 2/27/2025
10-00-00 PUBLIC WORKS OPERATIONS & MAINTENANCE
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-03-00 City Facilities
10-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
10-03-02 Maintenance Contracts Maintenance contracts including painting, roofing, janitorial and other contracted maintenance work.

O&M AC+4 CIV 337; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
10-03-03 Facility Inspections Includes facility asset and condition inventories. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
10-03-04 Facility Permits Includes permits and regulatory compliance documents for City buildings and facilities. Also include backflow testing.

O&M AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for municipal facility rental / use permits
10-03-05 Inspections Includes calendars and checklists tracking inspections. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
10-03-06 Facility Safety Checklist Inspection Form Filed by year. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
10-04-00 Fleet
10-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
10-04-02 Maintenance Contracts Includes contracts under City Administrator's authority for services maintained within Public Works.

O&M AC+4 CCP 337.2; 4 years Statutes of limitations
CCP 343; 4 years Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
10-04-03 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance and other specific
vehicle and equipment related information. Also
tracked in Hansen.

O&M LOV+4 GC 34090; 2 year minimum requirement
CIV 343; 4 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
10-04-04 Vehicle Maintenance Reports Received by the contractor summarizing work performed on the fleet. Maintained by individual
vehicle.

O&M LOV+4 GC 34090; 2 year minimum requirement
CIV 343; 4 years for action
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
10-04-05 Daily & Quarterly Inspection Forms O&M CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 72 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 53 ends

Draft: 2/27/2025
10-00-00 PUBLIC WORKS OPERATIONS & MAINTENANCE
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-04-06 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the DOT. O&M CY+2 GC 34090; 2 year minimum requirement VC 34501.12; maintain inspection reports for at least 2 years. 25 month inspection period.
10-04-07 BAR Inspections Combined with California Air Resources Board. O&M AC+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.

Department Preference: Maintain inspection records for
2 years after completion to follow State retention for the CARB permit.
10-04-08 Portable Diesel Equipment BAAQMD inspects these records periodically (if there is a change or addition to the equipment).

O&M AC+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.

Department Preference: Maintain inspection records for
2 years after completion to follow State retention for the CARB permit.
10-04-09 Diesel & Gas Smog Inspections Maintained in CFA and in hard copy form O&M AC+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.

Department Preference: Maintain inspection records for
2 years after completion to follow State retention for the CARB permit.
10-04-10 Diesel Vehicle Retrofit Records Maintained in a binder for BAAQMD purposes.

Recommend Life of Vehicle.

O&M LOV+2 GC 34090; 2 year minimum requirement
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
10-04-11 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights.

Maintain the old and new books in the vehicle.

O&M CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
10-04-12 Phoenix Fuel System Printouts Preventative maintenance and management activities reports.

O&M AA+3 GC 34090; 2 year minimum requirement
State of California Guidelines; 3 years after audit
10-04-13 Fuel Tank Inspections Includes inspections of gas and diesel fuel tanks performed monthly by a contractor. County inspects the
tanks annually.

O&M AA+4 GC 34090; 2 year minimum requirement
CCP 337; SOL of 4 years
State of California Guidelines; 3 years after audit
10-04-14 Fuel Usage & Tax Reports Includes underground storage tank reports and other fuel tax reports.

O&M AA+4 GC 34090; 2 year minimum requirement
CCP 337; SOL of 4 years
State of California Guidelines; 3 years after audit
10-04-15 Hazardous Waste Manifests Used for disposal of oil filters, used oil, sweeping compound and other hazardous waste materials.

O&M CY+10 GC 34090; 2 year minimum requirement
40 CFR 122.21; 3 to 5 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.
10-05-00 Parks Maintenance
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 73 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 54 ends

Draft: 2/27/2025
10-00-00 PUBLIC WORKS OPERATIONS & MAINTENANCE
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
10-05-02 Park & Median History Includes location, inventory, topographical maps, master plans, images/historical records, systems and
other park information.

O&M P GC 34090(a); Real property records, maintain
GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CIV 337.15; 10 years
State of California Guidelines; Permanent
10-05-03 Park & Median Maintenance Projects Includes landscape, irrigation and general maintenance project documents.

O&M AC+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

CCP 337; 4 years
10-05-04 Play Structure Inspection & Maintenance O&M AC+4 CCP 338; 3 years for action State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories.

CCP 337; 4 years
10-05-05 Tree Maintenance Includes inventories and maintenance projects. O&M AC+4 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.

CCP 337; 4 years
10-06-00 Streets Maintenance
10-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
10-06-02 Street Maintenance Projects Includes sidewalks, signs, striping/markings, graffiti cleanup, potholes and other maintenance projects.

O&M AC+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

CCP 337; 4 years
10-06-03 Street Lighting Includes the street light infrastructure and correspondence with residents requesting street lights.

O&M LOS+4 GC 34090; 2 year minimum requirement
CIV 337; 4 year statute of limitations
State of California Guidelines; Life of system plus 2
years
10-06-04 Street Signals Signalized intersections O&M LOS+4 GC 34090; 2 year minimum requirement CIV 337; 4 year statute of limitations
State of California Guidelines; Life of system plus 2
years
10-06-05 Street Cleanup Program Includes cleanup efforts for unhoused encampments, illegal dumping and other cleanup.

O&M AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 74 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 55 ends

Draft: 2/27/2025
10-00-00 PUBLIC WORKS OPERATIONS & MAINTENANCE
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-06-06 Inspections & Assessment Reports Records of inspections and condition assessments reported to the Alameda County Transportation
Commission. Required for eligibility for State funding.

O&M AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations projects.
10-07-00 Sewer
10-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
10-07-02 Maintenance Contracts Maintenance contracts including CCTV, repair, cleaning, root foaming and other contracted
maintenance work.

O&M AC+4 CIV 337; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
10-07-03 Facility Inspections Includes facility asset and condition inventories. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
10-07-04 Facility Permits Includes permits and regulatory compliance documents for City buildings and facilities. Also include backflow testing.

O&M AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for municipal facility rental / use permits
10-07-05 Inspections Includes calendars and checklists tracking inspections. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
10-07-06 Facility Safety Checklist Inspection Form Filed by year. O&M AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 75 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 56 ends

Draft: 2/27/2025
11-00-00 RECREATION
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
11-01-00 Recreation Administration
11-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-01-02 Community Pass For online registrations, waivers, emergency contacts, facility rentals, instructors, rosters, pay reports and other activities. Includes contract classes and camps.

Recreation AC+4 Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.

CCP 337; 4 years SOL
11-01-03 Activity Guide List of activities provided by Recreation. Provided online via Issuu website. Physical guides kept before 2020.

Recreation H P GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years Department Preference: Maintain activity guides
permanently for historical reference.
11-01-04 Registration Packets Includes physical records containing waivers, schedule change forms, names, address, emergency contacts,
IEPs, field trip forms and other registration related
information. Packets maintained electronically in
Community Pass as of 2020.

Recreation C CY+2 GC 34090; 2 year minimum requirement
CIV 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-01-05 Attendance Records Sign in sheets and rosters, and emergency contact information for Schoolmates and Preschool. Physical
records maintained 2021 and prior. No longer a licensed program.

Recreation C AC+3 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.
22 CCR 101221; child's records in a child care center
should be kept 3 years after termination of service to
the child.

State of California Guidelines; 2 years plus the current year.
11-01-06 Evaluation Forms Evaluations maintained on Google Sheets. Recreation CY+2 GC 34090; 2 year minimum requirement 11-01-07 Scholarships Assistance fee waiver requests. May include sensitive personal information.

Recreation C CY+2 GC 34090; 2 year minimum requirement
11-01-08 Cash Receipts Written receipts for individuals. Physical records discontinued in 2020.

Recreation AA+4 GC 34090; 2 year minimum requirement
CIV 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after audit
11-01-09 DOJ Fingerprinting Forms Contains sensitive personal information for program volunteers. Paper form entered into the DOJ website
and the information is printed out to PDF for retention.

Paper is destroyed after response received from the
DOJ.

Recreation C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint
information for city employment for 2 years after
termination.
11-01-10 Instructors Includes contracts, DOJ clearance, proof of insurance and other instructor information.

Recreation AS+4 CIV 337; Statutes of limitations of 4 years CIV 343; Statutes of limitations of 4 years
Department Preference: Maintain instructor files for 4
years after the instructor separates from the City.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 76 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 57 ends

Draft: 2/27/2025
11-00-00 RECREATION
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-01-11 Program Fliers & Brochures Final fliers and brochures printed to PDF for retention purposes.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 11-01-12 Incident Reports Includes accidents, incidents, aquatic rescue and other incident related reports.

Recreation AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
11-01-13 Special Event Planning Includes contact information, planning, supply acquisition, staffing, vendor applications and
evaluations, outreach, copies of contracts and other
event organization information.

Recreation AC+4 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 2 years plus the current year.
11-01-14 Vehicle Maintenance Logs For vans and vehicles used for activities. Van is no longer in use as of 2021.

Recreation CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
11-01-15 Carpool Sign-off Sheets Approvals for children riding with non-parent adults. CY+2 GC 34090; 2 year minimum requirement CIV 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-01-16 Piedmont Seniors Group Programs Includes activities, sign-in sheets and member tracking documents.

CY+2 GC 34090; 2 year minimum requirement
CIV 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-01-17 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation V S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 11-01-18 CPS Mandated Reporting Required reporting for child abuse to CPS. Recreation C AC+10 PC 11169; Maintain 10 years from date of reporting PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 77 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 58 ends

Draft: 2/27/2025
11-00-00 RECREATION
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-02-00 Facilities
11-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-02-02 Rental Agreements Includes applications, proof of insurance and other rental documents for rooms, fields, tennis courts, picnic and other facility rentals. Reservations maintained in
Community Pass.

Recreation AC+4 CCP 337.2; 4 years Statutes of limitations CCP 343; 4 years Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
11-02-03 Facility Permits Includes health certificates, slides, pool lifts, hazardous materials and other permits for facility operations.

Recreation AC+4 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for municipal facility rental / use permits
CCP 337; Statutes of limitations of 4 years
11-02-04 Facility Maintenance Projects Recreation AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects.
11-03-00 Schoolmates
11-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-03-02 Attendance Sheets Also includes emergency contact information. Recreation C CY+2 GC 34090; 2 year minimum requirement CIV 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-03-03 State Licensing Childcare license and associated documents to maintain the license. No longer a licensed program
since 2021. Physical files still maintained prior to 2021.

Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
11-03-04 Staff Licensing Includes permits, credentials and other information regarding staff. Used for State audits. No longer a
licensed program since 2021. Physical files still
maintained prior to 2021.

Recreation C CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 78 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 59 ends

Draft: 2/27/2025
11-00-00 RECREATION
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-04-00 Preschool
11-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-04-02 Parent Handbooks Recreation S+2 GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
11-04-03 Attendance Sheets Recreation C CY+2 GC 34090; 2 year minimum requirement CIV 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-04-04 Children's Files Contains emergency cards and family contact information.

Recreation C AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
22 CCR 101221; 3 years after termination
11-05-00 Aquatics
11-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-05-02 Daily Revenue Sheets Used to reconcile deposits. Recreation AA+4 GC 34090; 2 year minimum requirement CIV 337(2) & (3); Statute of limitations, 4 years for
action
State of California Guidelines; 4 years after audit
11-05-03 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs.

Recreation CY+2 GC 34090; 2 year minimum requirement
11-05-04 Swim Center Staff Log Tracks staff attendance and work schedules, daily issues and unusual activities, and other
communications between lifeguards.

Recreation CY+2 GC 34090; 2 year minimum requirement
11-05-05 Skill Sheets Tracks individual's progress in classes. Recreation CY+2 GC 34090; 2 year minimum requirement 11-05-06 Daily Communication Log Tracks communications between managers on all pool programs.

Recreation CY+2 GC 34090; 2 year minimum requirement
11-05-07 Chemical Tests Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 79 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 60 ends

Draft: 2/27/2025
11-00-00 RECREATION
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 11-06-00 Recreation Commission
11-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-06-02 Agendas/Agenda Packets Recreation P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per the City
Attorney's suggestion.
11-06-03 Minutes Recreation V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
11-06-04 Meeting Recordings Recreation 30 Days GC 54953.5; 30 days after recording 11-07-00 Pool Advisory Committee
11-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-07-02 Agendas/Agenda Packets Recreation P GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Department Preference: Maintain agenda packets
permanently for reference value and to support the
minutes, resolutions and ordinances, per the City
Attorney's suggestion.
11-07-03 Minutes Recreation V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 80 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 61 ends

Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
12-01-00 Administration / Chief of Police
12-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-01-02 Aladtec Hosted staff scheduling system. COP/Admin ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
12-01-03 Memorandums General status updates on current projects and items of interest, such as SB-2.

COP/Admin P GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Department Preference: Maintain memorandums
permanently for history of status updates.
12-01-04 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a summary of the actions, and proof of delivery from the
CHP.

COP/Admin IND VC 17004.7; Maintain vehicle pursuit records, no retention.
12-01-05 General Orders Maintained in Lexipol. COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
12-01-06 Internal Affairs / Investigations Also includes officer involved deaths.

Member of public complaint with sustained finding:

Member of public complaint with no sustained finding:

Internally generated:

COP/Admin C
AC+15
AC+5
AC+5
EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

GC 12946; Personnel records, 4 years after
termination.

PC 801.5; 4 years to commence prosecution
PC 832.5(b); 5 years after closure for lack of sustained conduct, 15 years after closure with proof of sustained conduct, confidential document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25 years,
2 years plus the current year for death in custody
reporting.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.
12-01-07 Livescan Fingerprinting City employees:

CCW applicants:

COP/Admin C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint
information for city employment for 2 years after
termination.
12-01-08 Juvenile Detention Logs CY+6 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 6
years for jail logs
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 81 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 62 ends

Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-01-09 Pitchess Motions Copy maintained with the officer's file. COP/Admin AC+10 GC 34090; 2 year minimum requirement Department Preference: Maintain pitchess motions for
10 years after the case closes to match retention for
litigation records, per the City Attorney's suggestion. 12-01-10 Retiree Qualification Permits Identification for police employees and retirees for carrying firearms. Retirees need to qualify for carrying.

COP/Admin AE+2 GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
12-01-11 Surveillance Recordings - City Facilities Includes Corp Yard, intersections, Police interior and perimeter and other City facilities. Maintained on City servers.

COP/Admin CM+11 GC 34090.6; 1 year for routine video monitoring 12-01-12 Use of Force Memo COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for use of force files
12-01-13 Vehicle / Equipment Maintenance & Calibration
Records
Includes radar calibration, speedometer checks,
Preliminary Alcohol Screening Device, radar calibration and other vehicle and equipment related records.

Maintained and hosted in Autosist.

COP/Admin AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after termination of use of equipment for radar calibration records
12-01-14 Concealed Carry Weapon Applicants Applications and applicants managed in Permitium.

Includes application, background and records checks
and approvals.

Denied permit applications
COP/Admin AE+2
CY+2
GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
12-01-15 Clearance Letter Requests Includes requests from persons residing in the City asking for a cursory records check through the case
management system to ascertain if the person has any
negative information on file. This request results in a letter stating the results of the records check sent to the requestor.

COP/Admin AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for requests for criminal history
12-01-16 Alcohol Licensing - Temporary Use Includes one day events. ABC form 221. COP/Admin AE+4 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for temporary use permits
CCP 337; 4 years SOL
12-01-17 Press Releases/Social Media COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for press releases.
12-01-18 Solicitor and Sidewalk Vendor Permits COP/Admin AE+4 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for temporary use permits
CCP 337; 4 years SOL
12-01-19 Special Events Ops Plans Template plan is changed according to the event. COP/Admin S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for emergency management and mutual aid strategic
plans.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 82 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 63 ends

Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-02-00 Records
12-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
12-02-02 Tyler Technologies New World Records and case management system. COP/Admin ACT Transitory Record: Maintain while actively used by the department or until data is transferred to a new tracking system.
12-02-03 FI Cards Field Interview Cards Records C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for field interview cards.
12-02-04 Warrants Associated with Piedmont Case. Copies of warrants are kept with the case and originals are maintained
separately from the case file.

Records Varies GC 68152; Retention based on the associated case.

Refer to 09-02-06 Case Reports for warrant retention
period.
12-02-05 Case Reports Crime reports, DUI's, incidents, mandatory registrants, bookings/arrests, missing persons, restraining orders,
criminal protective orders, homicides, NCIC entries and all other cases filed. May include property, photos, field interview cards, additional documents and any other
elements for the case. All files scanned and stored in
the RMS system and maintained permanently unless
destruction/purging is required by law.

Paper version of scanned documents are considered
duplicates and can be destroyed at will or upon
notification of the District Attorney or Dept of Justice.

Records V, C P Department Preference: Maintain all case files permanently for historical tracking and investigations. 12-02-06 Traffic Accident Reports Not associated with a crime. Records V, C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Department Preference: Maintain for 2 years after
closure of the case.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 83 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 64 ends

Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-02-07 Digital Evidence Includes body worn camera recordings, photos, audio recordings, videos provided by the public and other
digital evidence. Maintained in AXON and retention
followed for the City.

Non-evidence, Police Report with No Arrest, Detention
/ Arrest, Traffic / Pedestrian Contact with No Report:

Violent Crime Report, Use of Force, Administrative,
Complaint Against Employee or Agency:

Critical Incident, Homicide:

Records
C
2Y
5Y or 15Y*
P
PC 832.18(5)(A)&(B); 60 days for non-evidentiary data,
2 years for evidentiary data.

State of California Guidelines; Current year plus 2
years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

CIV 338 et al.; up to 3 years after commission of
offense or after realization of offense.

PC 832.5; 5 years after case closure with no sustained
misconduct, *15 years with sustained misconduct;
confidential document not for public exposure.

PC 799; No statutes of limitations on actions
CIV 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
12-02-08 BWC Footage Not including evidence associated with criminal case or complaint.

Records 60 Days * or
2 years
PC 832.18(b)(5)(A); 60 days for non-evidentiary data,
may keep longer to support potential civilian complaints * BWC footage should be maintained for at least 2
years if the recording is of an incident involving: use of force by a peace officer, officer-involved shooting,
detention or arrest, formal or informal complaint against law enforcement. PC 832.18(b)(5)(B)
12-02-09 Cash Receipt Books Log of monies receive at the PD counter. Records CY+4 GC 34090; 2 year minimum requirement CIV 337; Statutes of limitations of 4 years
State of California Guidelines; 4 years after annual
audit
12-02-10 Criminal Background Checks Requests for criminal history from an outside agency.

Copies maintained by Police.

Records CY+3 GC 34090; 2 year minimum requirement
CIV 340; 1 year statute of limitations
11 CCR 707(c); 3 years after release of record
12-02-11 Criminal Subpoenas Any subpoenas having to do with a criminal case. Records CY+2 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.

State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 84 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 65 ends

Draft: 2/27/2025
12-00-00 POLICE SERVICES
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EL - Electronic Media, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Vehicle, Improvement, System or Registrant, MX - Mixed Media (PA and EL), P - Permanent, PA - Paper Media, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 12-02-12 DOJ Audit Reports DOJ requires reporting monthly for stolen vehicles/license plates, stolen weapons, warrants,
missing persons and restraining orders. Inhouse audit
performed and results sent to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly, and annual
activity/statistical reports.
12-02-13 Monthly DOJ/NIBRS Report Monthly DOJ NIBRS reporting automatically submitted through Tyler. DOJ form JUS 750. NIBRS - National
Incident Based Reporting System.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
12-02-14 Monthly Statistical Reports Reports and data generated internally and distributed to requesting divisions/units, City Council,
departments, agencies or the public.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2
years for weekly, monthly, quarterly and annual
statistical reports.
12-02-15 Record Sealings Adults Records V, C AC+3 * PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.
12-02-16 Record Sealings Juveniles Records V, C AC+5 ** Date of court ordered destruction W&IC 781; 5 years after sealed by court order for atrisk youth; ** W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occurring before the child is
14 years of age
** W&IC 781; For murder and/or sex crimes occurring
on or after the child reaches age 14, DO NOT
DESTROY.
12-02-17 Subpoenas Duces Tecum Subpoenas for records or property. Records CY+2 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.

State of California Guidelines; Current year plus 2
years. Courts/County maintain the original record.
12-02-18 Ride Along Requests Records C CY+2 GC 34090; 2 year minimum requirement retention State of California Guidelines; 2 years plus the current year
12-02-19 Traffic Citations Brazos, Crossroads beginning August 2024. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for parking and traffic citations.
12-02-20 Parking Citations Also includes parking hearings. DataTicket database. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2
years for parking and traffic citations.
12-02-21 Audio Recordings - Routine Includes routine telephone and radio communications. Records 180 Days * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
12-03-00 Personnel & Training Records
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2024. All rights reserved.

Agenda Report Page 85 Attachment B
City of Piedmont
Records Retention Schedules and UFIRST™ Index

Page 66 ends

Piedmont City CouncilMarch 3, 2025

Piedmont City Council
March 3, 2025