1.E CITYWIDE RECORDS RETENTION SCHEDULE AMENDMENT — Placentia City Council, June 16, 2026

Agenda Item No: 1.f

PLACENTIA CITY COUNCIL AGENDA REPORT
Meeting Date: June 16, 2026
Submitted by: Brooke Lovell
From: City Clerk
Subject:

CITYWIDE RECORDS RETENTION SCHEDULE AMENDMENT
Financial Impact:

Implementation of Laserfiche's Vault and Records Management Module, required for compliance with state retention laws, costs $9,187 annually plus one-time CPS configuration services. Ongoing costs will be included in future budgets, with expected long-term efficiency and cost savings.

Summary:

Staff is requesting City Council adoption of an amended Citywide Records Retention Schedule. The Schedule updates the City's 2011 retention standards to align with current legal requirements, technological capabilities, and departmental needs. Adoption of the revised Schedule will enable responsible management and disposal of City records, reduce storage costs, support digital transformation efforts, and rescind outdated Resolution No. R-2011-04.

Recommended Action:

It is recommended that the City Council:

Adopt Resolution No. R-2026-36, A Resolution of the City Council of the City of Placentia, California, Adopting an amended Records Retention Schedule, authorizing the destruction of certain city records, and rescinding previous Resolution No. R-2011-04.

Strategic Plan Statement:

The adoption of the revised Records Retention Schedule supports the implementation of Strategic Goal No. 5: Organizational Excellence, as an updated Schedule promotes efficient maintenance, retention, and disposition of City records, enhancing operational effectiveness and improving service delivery.

Discussion:

On February 15, 2011, the City Council adopted Resolution No. R-2011-04, which established the City's Records Retention Schedule. While the 2011 Schedule provided a foundational framework, significant changes in State law, administrative practices, and technological capabilities have occurred over the past 15 years. As a result, the City's retention standards required comprehensive modernization to ensure compliance and support current business needs.
1 To initiate this effort, the City engaged Gladwell Governmental Services, Inc., a recognized expert in local government records management. Gladwell collaborated closely with every City department to review existing records, identify outdated series, clarify retention requirements, and document current operational practices. This interactive, department -driven development process ensured that the updated Schedule reflects the unique functions and workflows across all divisions of the organization.

The revised Records Retention Schedule provides:
• Clear and consistent descriptions of each records series • Legally compliant retention periods consistent with Government Code Section 34090 • Updated guidance addressing electronic, digital, and technology-based records • Standardized terminology and organization across departments • Elimination of obsolete or duplicative record categories • Clear pathways for lawful destruction of City records no longer required for administrative, legal, fiscal, or historical purposes
Modernizing the City's records management program is essential to reducing long-term storage costs, improving retrieval efficiency, supporting digital transformation goals, and ensuring the City remains compliant with statutory retention laws. In recent years, Staff has increasingly transitioned to electronic document systems, resulting in new categories of records and evolving retention needs not adequately addressed under the 2011 schedule. The revised Schedule resolves these gaps and provides City departments with a clearer and more practical tool for daily operations.

The proposed updates align with statewide best practices and reflect a modernized and legally compliant approach to records lifecycle management. Adoption of the revised Records Retention Schedule will enhance administrative efficiency, reduce unnecessary storage burdens, and support the City's commitment to responsible stewardship of public records.

Financial Summary:

Implementation of Laserfiche as the City's unalterable document archive requires the following annual software costs:

Laserfiche Vault: $3,150 per year
Laserfiche Records Management Module: $6,037 per year
Total Annual Cost: $9,187
Professional services from CPS will be required to configure and integrate retention schedules into Laserfiche. These one-time costs will be addressed as part of the budget process. Future recurring costs will be incorporated into subsequent fiscal year budgets.

Attachments
CC RES R-2026-36 - Amended Records Retention Schedule.docx CC RES R-2026-36 - Exhibit A: Records Retention Schedule 2 RESOLUTION NO. R-2026-36

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

PLACENTIA, CALIFORNIA, ADOPTING AN AMENDED

RECORDS RETENTION SCHEDULE, AUTHORIZING THE

DESTRUCTION OF CERTAIN CITY RECORDS, AND
RESCINDING PREVIOUS RESOLUTION NO. R-2011-04
A. Recitals
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Placentia; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Placentia previously adopted Resolution No. R-2011-04, adopting a records retention schedule on February 15, 2011, and the City Council finds that the retention schedule should be updated and Resolution No. R-2011-04 rescinded.

B. Resolution

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLACENTIA DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS:

Section 1. Resolution No. R-2011-04 is hereby repealed.

Section 2. The records of the City of Placentia, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk or Deputy City Clerk and City Attorney, without further action by the City Council of the City of Placentia.

Section 3. With the consent of the City Clerk or Deputy City Clerk, City Administrator, and City Attorney, updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series to the Schedule must be presented to the City Council of the City of Placentia prior to taking effect.

Section 4. The term "records" as used herein shall include documents, Resolution No. R-2026-36

Page 1 of 2 ends

3 instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

Section 5. The City Clerk shall certify to the passage and adoption of this Resolution.

Section 6. This resolution shall become effective immediately upon its passage and adoption.

APPROVED and ADOPTED this 16th day of June 2026.

Chad P. Wanke, Mayor
ATTEST:

Robert S. McKinnell, City Clerk

STATE OF CALIFORNIA

COUNTY OF ORANGE
I, Robert S. McKinnell, City Clerk of the City of Placentia, do hereby certify that the foregoing Resolution was adopted at a regular meeting of the City Council of the City of Placentia held on the 16th day of June 2026, by the following vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

Robert S. McKinnell, City Clerk
APPROVED AS TO FORM:

Christian L. Bettenhausen, City Attorney
Exhibit A: Records Retention Schedule
Resolution No. R-2026-36

Page 2 ends

4 Exhibit A

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

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

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

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

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

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

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

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

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

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. "Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution)."
5 RECORDS RETENTION SCHEDULE LEGEND
©1995 — 2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or "record copy") record for its retention period, then authorizes destruction.

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

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

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

Retention/Disposition:

Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) terms used in State law:

Scan / Import (guideline):

Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, "Hard Copy"
OD = Optical Disk or other Unalterable Media which does not allow changes "S" indicates the record should be scanned into the document imaging system; "I" indicates the record should be electronically imported into the document imaging system; "M" indicates the record was microfilmed
Destroy Paper after Imaged & QC'd (quality checked) / Trustworthy Electronic Record: "Yes" means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD -R, CD -R, Blue -ray -R, or WORM, or microfilmed) which is stored in a safe & separate location.

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

Leaend for legal citations (§: Section)
CC: Civil Code (CA)
CFC: California Fire Code
EVC: Evidence Code (CA)
FTB: Franchise Tax Board (CA)
HUD: Housing & Urban Develop. (US)
PC: Penal Code (CA)
UFC: Uniform Fire Code
W&I: Welfare & Institutions Code (CA)
B&P: Business & Professions Code (CA)
CCP: Code of Civil Procedure (CA)
CFR: Code of Federal Regulations (US)
FA: Food & Agriculture Code
GC: Government Code (CA)
LC: Labor Code (CA)
PRC Public Resources Code
USC: United States Code (US)
CBC: California Building Code
CCR: California Code of Regulations (CA)
EC: Elections Code (CA)
FC: Family Code (CA)
H&S: Health & Safety Code (CA)
Ops. Cal. Atty. Gen..: Attorney General Opinions (CA)
R&T: Revenue & Taxation Code (CA)
VC: Vehicle Code (CA)
6 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Office of Total Paper
Record Retention No. Records Description Retention Vital? after Comments / Reference (OFR) Imaged &
Q.C'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations sus end normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (Used by ALL bepartments)
Page CW -1
Lead Dept.

Lead Dept.
(Managing the
Agreement /
Contract)
Lead Dept.
(Managing the
Agreement /
Contract)
Lead Dept.
(Managing the
Agreement /
Contract)
OR
Admin.

Services /
Purchasing
Accident / Incident Reports (Accidents /
CW -001 Incidents) - MEMBERS OF THE PUBLIC
That don't result in a Claim
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
CW -002
CW -003
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always send the
original to the City Clerk)
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always send the
original to the City Clerk)
Agreements / Contracts:

UNSUCCESSFUL BIDS, PROPOSALS /
CW -004 RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for Qualifications)
that don't result in a contract
2 years
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Completion +
10 years
2 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 1 Yes: Before
Completion
Yes: Before
Completion
Mag, Yes: After
Mfr, S /1 OC & OD GC §34090
OD, Ppr
Mag,
Mfr,
OD, Ppr
S/I
Mag,
Mfr, SII
OD, Ppr
Mag,
Mfr, S / I
OD, Ppr
Yes: After

QC & OD
Yes: After

QC & OD
Department preference; Some grant
funding agencies require audits; Statute
of Limitations for Errors & Omissions is
10 years; Statute of Limitations: Contracts
& Spec's=4 years, Developers=comp. +
10 years; CCP §337 et. seq., 2 CFR
200.334; 24 CFR 91.105(h), 92.505, &
570.502(b), GC §34090
Department preference; Covers E&O
Statute of Limitations; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Yes: After GC §34090
QC&OD
Adopted:
7 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW -2
Image:

Destroy
Office of Paper
Record Retention No. Records Description Total Vital? Media 1=Import after Comments / Reference (OFR) Retention Options M=Mfr Imaged &
S=Scan
Q.C'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW -005 Appeals
The
Retention of
the Appealed
Record Series
Mag, Yes: After
Mfr, S / I OC & OD Department preference; GC §34090
OD, Ppr
Boards, Commissions, / Committees: External
Organizations / Regional Boards / When No
Lead Dept. CW -006 Commissions - Agendas, Minutes, Longer Ppr Non -records Resolutions, / other documents Required
(e.g. County Board of Supervisors)
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City Mag, Yes: After Staffing Dept. CW -007 Council 2 years Mfr, S / I OC & OD GC §34090 AGENDAS / STAFF REPORTS OD, Ppr
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City Mag, Yes: After Staffing Dept. CW-008Council P Mfr, S / I QC & OD GC §34090(e) MINUTES OD, Ppr
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Staffing Dept. CW 009 Council Minimum 30 Mag Department preference; Audio Required Recordings - AUDIO RECORDINGS of days for 30 days; GC §54953.5(b) Meetings / Audio Tapes
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City Minimum 4 Department preference; video recordings Staffing Dept. CW -010 Council Mag of meetings are required for 90 days; GC Recordings - VIDEO RECORDINGS of years §34090.7
Meetings / Video Recordings
Minimum 2 Mag, Yes: After
Lead Dept. CW -011 City Attorney Opinions years Mfr, S / I QC & OD Department preference; GC §34090 OD, Ppr
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
8 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

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

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Destroy
Page CW -3
Comments / Reference
Staffing Dept.

Staffing Dept.

Lead
(Responding)
Dept.

Lead Dept.

Dept. that
Authors
Document
or
Receives the
City's Original
Document
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
CW -012 Meetings
AGENDAS / MINUTES (if agendas or minutes
were created)
Committees: Subcommittees of the City
CW -013 Council (Ad -Hoc / Standing Committees)

AGENDAS / MINUTES
Complaints / Concerns Database / CRM
CW -014 Database / Neighborhood Connections
(Excludes Police Officers)
CW -015 Copies / duplicates of any record
CW -016
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE
content, Letters, Memorandums, Administrative
Files, Press Releases, Media Releases, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
2 years
Minimum 2
years
Copies -
When No
Longer
Required
2 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Yes: After
Mfr, S /1 OC & OD GC §34090 et seq.

OD, Ppr
Mag,
Mfr, S /1
OD, Ppr
Mag,
Yes Mfr, S /1
OD, Ppr
Mag Ppr
Mag,
Mfr, S /1
OD, Ppr
Yes: After All actions are made by the City Council;
QC & OD GC §34090
Yes: After City preference; Claims must be filed in 6
QC & OD months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Yes: After

QC & OD
GC §34090.7
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.

Superior Court (2017) 2 Ca1.5th 608 Jose
vs. Superior Court, 5 Cal. 5th 608 (2017).

GC §34090
Adopted:
9 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Office of Paper
Record Retention No. Records Description Vital? after Comments / Reference (OFR) Imaged &
Q.C'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Page CW -4
Total
Retention
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW -017
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams staff
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
Lead Dept. CW -018 Daily Cash Backup Records
Lead Dept.

CW 019 Drafts / Notes: Drafts that are revised (retain
final version)
When No
Longer
Required
2 years
When No
Longer
Required
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Ppr
Mag,
Mfr, S /1
OD, Ppr
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.

Cal. Atty. Gen. 317 (1981)); City of San
Jose v. Superior Court (2017) 2 Ca1.5th
608 Jose vs. Superior Court, 5 Cal. 5th
608 (2017).

Yes: After Summaries are sent to City Treasurer;
QC & OD GC §§34090,
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a
draft. GC §§34090, 7927.500, 7928.705
Adopted:
10 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Office of
Record Retention No.
(OFR)
Total
Retention
Image:

Paper
Records Description Vital? Media 1=Import after Comments / Reference Options M=Mfr Imaged &
S=Scan
Q.C'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

The Lead Department should print out
historical documents (or save source
Mag, data) prior to replacing the data, if they
Lead Dept.CW 020 Yes Mfr, require the data or output for historical Destroy
Page CW -5
GIS Database / Data / Layers (both City-wide /
Specialized)
When No
Longer
Required
Yes: After
QC&OD
Lead Dept.
(Managing the
grant)
Lead Dept.
(Managing the
grant)
Lead Dept.
(Managing the
Agreement /
Contract)
Lead Dept.

CW -021
CW -022
Grants (UNSUCCESSFUL Applications,
Correspondence)
Grants Administration / CDBG Administration
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations / procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
CW -023 Insurance Certificates for Vendors
CW -024 Newspaper Clippings
2 years
After Funding
Agency Audit,
if required -
Minimum 5
years
11 years, or
Completion +
10 years
When No
Longer
Required
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: Before
Completion
OD, Ppr purposes; Department Preference
(Preliminary documents); GC §34090 et
S /1 seq.

Mag, Yes: After
Mfr, S /1 OC & OD GC §34090
OD, Ppr
Mag,
Mfr, S /1
OD, Ppr
Mag,
Mfr,
OD, Ppr
Mag,
Mfr,
OD, Ppr
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), GC §34090
Department preference; Statute of
Limitations for some actions are
completion + 10 years; CCP §337 et.
seq., GC §34090
Yes: After Non -records - may be obtained from the
QC & OD newspaper company; GC §34090
Adopted:
11 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Image:

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

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

Page CW -6
Lead Dept.

Human
Resources
CW -025
Notices / Public Hearing Notices
Personnel Files (Department Copies)
CW -026 Send all originals to Human Resources; may
exclude some Peace Officer records
Lead Dept. CW -027 Personnel Files (Supervisors Notes)
Lead Dept. CW -028
Lead Dept. CW -029 Personnel Work Schedules
Personnel Leave, Vacation, Overtime
Requests (Except for Police)
Lead Dept. CW -030 Photographs
Lead Dept.
(Who Ordered
the Appraisal)
CW -031
Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc.
2 years
Copies -
When No
Longer
Required
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
When No
Longer
Required
When No
Longer
Required
When No
Longer
Required
2 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr,
OD, Ppr
S/1
Before Mag,
Annual Mfr, S /1
Evaluation OD, Ppr
Before
Annual
Evaluation
Mag,
Mfr, S /1
OD, Ppr
Mag,
Mfr, S /1
OD, Ppr
Mag,
Mfr, S /1
OD, Ppr
Mag,
Ppr
Mag,
Mfr, S /1
OD, Ppr
Statute of Limitations for some Municipal
Yes: After Government actions is 3 - 6 months;
QC & OD CCP§335 et seq; GC §§34090,
65009(c)(1)
Yes: After Originals are retained by Human
QC & OD Resources; GC §34090.7
Notes maintained in a separate folder to
Yes: After be incorporated into performance
QC & OD evaluation, or to document progressive
discipline; GC §34090 et seq.

Yes: After Preliminary drafts (the timecard is the
QC & OD official record) GC §34090
Yes: After Preliminary drafts (the timecard is the
QC & OD official record) GC §34090
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Yes: After Not accessible to the public; GC
QC & OD §§34090, 7928.705
Adopted:
12 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW -7
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Not accessible to the public until
Lead Dept. Mag, purchase has been completed; meets
Real Estate Appraisal Reports: Purchased Minimum 5 Yes: Before Yes: After (Who Ordered CW -032 Property, Funded Loans years Purchase Mfr, S / I OC & OD grant auditing requirements; 2 CFR the Appraisal) OD, Ppr 200.334; 24 CFR 91.105(h), &
570.502(b), GC §34090
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
Plans (if not provided in the schedule), When No
Lead Dept. CW -033 Standard Operating Procedures (SOPs), Longer Ppr' Non -Records Studies, Reports (if not provided in the Required
schedule.): etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, Plans (if not provided in the Minimum 2 Mag, Yes: After Lead Dept. CW -034 schedule), Standard Operating Procedures years Mfr, S / I QC & OD Department preference; GC §34090 (SOPs), Studies, Reports (if not provided in the OD, Ppr schedule.): etc.: Produced by YOUR
Department
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, Plans (if not provided When Mag, Yes: After Lead Dept. CW 035 in the schedule), Standard Operating Superseded Mfr, S / I QC & OD Copies; GC §34090.7 Procedures (SOPs), Studies, Reports (if not OD, Ppr
provided in the schedule.): etc.: Produced by
OTHER Departments
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
13 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Office of Paper
Record Retention No. Records Description Total Vital? after Comments / Reference (OFR) Retention Imaged &
Q.C'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Page CW -8
Lead Dept. CW -036
Lead Dept. CW -037
Lead Dept. CW -038
Lead Dept.

Lead Dept.

Reports, Studies (Historically significant -
e.g., Zoning Studies)
Reports, Studies (other than Historically
significant - e.g. Annual Reports)
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
CW -039 Special Event Permits
CW -040 Special Projects / Subject Files / Issue Files
CW -041 Subpoenas (appearance / duces tecum)
P
10 years
30 years
Expiration + 2
years
Minimum 2
years
2 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, S / I
OD, Ppr
Mag,
Mfr, S / I
OD, Ppr
Mag,
Mfr, S / I
OD, Ppr
Mag,
Mfr,
OD, Ppr
Mag,
Mfr,
OD, Ppr
Mag,
Mfr,
OD, Ppr
Yes: After

QC & OD
Yes: After

QC & OD
Yes - After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC §34090
S / 1 Yes: After GC §34090
QC&OD
S/I
S/I
Yes: After Department Preference; GC §34090 et
QC & OD seq.

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

Adopted:
14 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Surveys / Questionnaires (that the City issues).

Page CW -9
Lead Dept. CW -042
Lead Dept. CW -043
Lead Dept.
(Providing the
Training)
If a summary of the data is compiled, the
survey forms are considered a draft / transitory
record, / can be destroyed as drafts (When No
Longer Required)
Training Database (UKG / Vector Solutions)
Required Information for all Employee Training
(if records are created):

Employee Name
Training Provider's Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Training Presented by Staff - COURSE

RECORDS
CW -044 (Attendance Rosters / Sign -in Sheets, Outlines / Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
2 years
Indefinite -
Minimum
Separation +
5 years
5 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Yes: After
Mfr, S /1 QC & OD GC §34090
OD, Ppr
Mag,
Yes Mfr, S /1
OD, Ppr
Mag,
Mfr, S /1
OD, Ppr
Yes: After Data is interrelated; GC §34090 et seq.;
QC & OD LC §1198.5
Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal and
Financial, Fiscal & Financial, Harassment
& Workplace Violence Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b), 53238.3(b) 53237.2(b);
53238.3(b), LC §6401.9(f), LC §§1198.5
Adopted:
15 Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / EMERGENCY SERVICES Office of
Record Retention No. Records Description
(OFR)
If the record is not listed here, refer to the Retention for City -Wide Standards .

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

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

Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
cicLcir
Page ES -1
Comments / Reference

ADMINISTRATIVE SERVICES / EMERGENCY SERVICES
Admin.

Services /
Emergency
Services
Admin.

Services /
Emergency
Services
Emergency Preparedness: Community
ES -001 Emergency Response Team (CERT) -

ACTIVATION, INSTRUCTIONS, TRAINING
Emergency Preparedness: Community
ES -002 Emergency Response Team (CERT)

APPLICATIONS
ES -003
Emergency Preparedness: Emergency
Operations Plan (includes Office of
Emergency Management / Homeland
Security)
Emergency Preparedness: EOC
ES -004 Activations (Excludes FEMA Claims or EOC
Claims)
5 years
Separation or
Inactive + 2
years
When
Superseded
10 years
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/1
S/1
Mag,
Yes (all) Mfr, OD, S /1
Ppr
Mag,
Mfr, OD,
Ppr
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I
Yes: After Department Preference; GC §34090

QC & OD
Yes: After Department Preference; GC §34090

QC & OD
Yes: After GC §34090
QC&OD
Yes: After Department Preference; GC §34090

QC & OD
Adopted:
16 Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY Page IT -1 Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY
Total
Retention
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Admin.

Services /
Information
Technology
Admin.

Services /
Information
IT -001
Backups / Computer Disaster Recovery
Backups
Enterprise System Catalogue (Listing of
IT -002 Enterprise -wide Software, posted on line -
SB 272)
IT -003 Network Configuration Maps / Plans
IT -004
IT -005

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD -r / CD -r / Blue Ray -R /
Optical Disk) / other unalterable media that
does not permit additions, deletions, /
changes
Recordings - Video Recordings - Regular
and Ongoing Operations / Building
Security
Technology See City Clerk's schedule for City Council
Video Recordings
Recordings - Video Recordings - Public
IT -006 Areas / Public Activity (Does not record
regular /j ongoing operations)
Admin.

Services /
Information
Technology
When No
Longer
Required
When
Superseded
When No
Longer
Required
Follows
Retention of
Official
Electronic
Record
1 year
When No
Longer
Required
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes
Mag.

Mag.

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

GC §34090 et seq.

Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.

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

Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,
Does not record regular and ongoing
operations; GC §34090.6 et seq,
Adopted:
17 Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMIN. SERVICES / PUBLIC SAFETY COMMUNICATIONS Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PSC -1
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e..q. last document + 2 years), since destruction is normally performed by file folder.

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

ADMINISTRATIVE SERVICES / PUBLIC SAFETY COMMUNICATIONS
Admin.

Services /
Public Safety
Communi-
cations
Admin.

Services /
Public Safety
Communi-
cations
PSC -001
PSC -002
PSC -003
PSC -004
Background Files - Successful Employee Separation Yes: Until Mag, Mfr, Applicants / Volunteers (Dispatchers Only) + 4 years Separation OD, Ppr Background Files - Unsuccessful
Employee Applicants / Volunteers
(Dispatchers Only)
Recordings -911 Audio Recordings /
Tapes - (CAD/RMS) Recordings of
Telephone / Radio Communications
Dispatch Tapes (CAD) - LEGACY

RECORDINGS BEFORE NEW
SOFTWARE (approximately May, 2026)
Recordings -911 Audio Recordings /
Tapes - (CAD/RMS) Recordings of
Telephone / Radio Communications
Dispatch Tapes (CAD) - NEW

RECORDINGS AFTER NEW SOFTWARE
(approximately May, 2026)
4 years
180 days Yes
366 days Yes
Mag, Mfr,
OD, Ppr
Mag
Mag
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; ; 29 CFR
1627.3(b)(1)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(1)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Department Preference (legally mandated for
100 days); (may be discoverable or made
public in some circumstances), GC
§§34090, 34090.6
Department Preference (legally mandated for
100 days); (may be discoverable or made
public in some circumstances), GC
§§34090, 34090.6
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
18 Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / RISK MANAGEMENT Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES / RISK MANAGEMENT
Total
Retention
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page RM -1
Admin.

Services /
Risk Manage.

Final
RM -001 Claim for Damages / Claims Against the City Resolution + 5 years
Admin.

Services / RM -002
Risk Manage.

Admin.

Services / RM -003
Risk Manage.

Admin.

Services / RM -004
Risk Manage.

Admin.

Services / RM -005
Risk Manage.

Lawsuits / Litigation / Civil Litigation -
Historical Cases
Settlement Agreements, Historically
Significant Records
P
Yes: Until Mag,
Resolution Mfr, OD,
Ppr
Yes: Until Mag,
Resolution Mfr, OD,
Ppr
Lawsuits / Litigation / Civil Litigation - Resolution + Yes: Until Routine Cases - Settlement Agreements 5 years Resolution Safety Committee / Safety Steering
Committee
Safety Investigations
5 years
5 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Department Preference for historical
purposes; CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC §832.5(b)
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC
§832.5(b)
Department preference to meet OSHA
Audits; GC §34090 et seq.

OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Adopted:
19 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Office of
Record Retention No. Records Description
(OFR)
If the record is not listed here, refer to the Retention for City -Wide Standards .

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

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

Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
cicLcir
Page CAD -1
Comments / Reference

CITY ADMINISTRATOR
City
Administrator
City
Administrator
CAD -001
CAD -002
Administrative Hearing Officer
Determinations / Appeals to City
Management
Projects, Programs, Subject / Issues
(Issues / projects will vary over time - e.g.

Sister Cit , Goals / Ob'ectives, , etc.

CITY ADMINISTRATOR
Minimum 2
years
Minimum 2
years
Yes: Until
Resolution
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
P
S/I
S/I
Yes: After Department preference; GC §34090

QC & OD
Yes: After Department Preference; GC §34090

QC & OD
/ COMMUNICATIONS and MARKETING
City
Administrator
/ Communic.
& Marketing
City
Administrator
/ Communic.
& Marketing
City
Administrator
/ Communic.
& Marketing
City
Administrator
/ Communic.
& Marketing
Lead Dept.

City
Administrator
/ Communic.
& Marketing
CAD -003
CAD -004
CAD -005
CAD -006
Centennial Steering Committee, Enhanced
Infrastructure Financing District (EIFD)

AGENDAS / STAFF REPORTS
Centennial Steering Committee, Enhanced
Infrastructure Financing District (EIFD)

MINUTES
Centennial Steering Committee, Enhanced
Infrastructure Financing District (EIFD)
Recordings - AUDIO RECORDINGS of
Meetings
Citizens Academy - Applications, Other
Records IF CONTENT relates in a
SUBSTANTIVE way to the conduct of the
public's business
CAD -007 Graphic Design Projects
CAD 008 Legislation - Support / Oppose State /
Federal Legislation
2 years
P
Minimum 30
days
2 years
When No
Longer
Required
2 years
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I
S/I
S/I
S/1
S/1
Yes: After GC §34090
QC&OD
Yes: After GC §34090(e)

QC & OD
Department preference; Audio Required for
30 days; GC §54953.5(b)
Yes: After Not a City Council Advisory Board; GC
QC & OD §34090
Department Preference; The Customer
Yes: After (Lead Department) is responsible for
QC & OD retaining the final record for it's retention
period; GC §34090
Yes: After GC §34090
QC&OD
Adopted:
20 Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY ADMINISTRATOR Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
9C'd?
Page CAD -2
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept.

CAD -009
Newsletters sent to Citizens: Quarterly
Newsletter / Weekly Newsletter
Lead Dept. CAD -010 Photographs
City
Administrator
/ Communic.
& Marketing
CAD 011 Press Releases (excludes Police, which
can issue their own)
Lead Dept. CAD -012 Special Projects
City
Administrator
/ Communic.
& Marketing
CAD -013 Videos - Educational, Promotional
Minimum 2
years
When No
Longer
Required
2 years
Send Final
Records to the
Office of
Record
When No
Longer
Required
1 Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department Preference; GC §34090
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §34090
Yes: After GC §34090
QC&OD
Yes: After

QC & OD
Yes: After

QC & OD
Final Records are transferred to City Clerk,
Engineering, or other Departments that are
the Office of Record for similar records; GC
§34090.7
Department Preference; The Customer
(Lead Department) is responsible for
retaining the final record for it's retention
period; GC §34090
Adopted:
21 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page CC -1
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK
Affidavits of Publications / Affidavits of Posting
City Clerk CC -001 Notices / Legal Advertising / Proofs of Publications
Agenda Packets: City Council, Former
Redevelopment Agency, Successor Agency,
Oversight Board, Public Financing Authority
City Clerk CC -002 (PFA) with Orange County
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
2 years
P
Agreements & Contracts - ALL Agreements,
Amendments or Contracts includes all
City Clerk CC -003 contractual obligations (e.g. Specifications and P Successful Proposal/ Scope of Work, Notice of
Completion)
City Clerk CC 004 Board / Commission / Committee Recruitment / Applications (All, whether appointed / not)
City Clerk CC -005
Board / Commission / Committee Maddy Act
Lists / Vacancy Notices
City Clerk CC -006 City Articles of Incorporation
City Clerk CC -007
Deeds, Real Property Documents: Easements,
Rights of Way, Liens, etc.
2 years
2 years
P
P
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Yes: Before Mag, Mfr,
Completion OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After Statute of Limitations for some Municipal
QC & OD Government actions is 3 - 6 months; CCP§335
et seq; GC §§34090, 65009(c)(1)
Yes: After Department preference; GC §34090

QC & OD
Yes: After

QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
Yes: After GC §34090

QC & OD
Yes: After GC §34090

QC & OD
Yes: After Department preference; GC §34090

QC & OD
Yes: After GC §34090(a)

QC & OD
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
22 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page CC -2
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litk:ation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FPPC Economic Interest Filings (FPPC Form
City Clerk CC -008 635 or 602) - Lobbyist Authorization / Reporting
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
City Clerk CC -009 Interests): DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /

DATABASE
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected / not elected. Includes City Council
Members , City Manager, City Treasurer / City
Attorney)
City Clerk CC -010
City Clerk CC -011
City Clerk CC -012
City Clerk CC -013
City Clerk CC -014
City Clerk CC -015
7 years
7 years
10 years
7 years
FPPC Form 801 (Gift to Agency Report) 7 years
7 years
FPPC Form 803 (Behested Payment Report) 7 years
7 years
FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report)
FPPC Form 806 (Agency Report of Public
Official Appointments)
Yes
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr

CITY CLERK / ELECTIONS
S/I
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After Department preference (only 5 years is
QC required; 2 CCR 18615(f)
Yes: After City maintains original statements; GC
QC §81009(e)&(g)
Yes: After Statements filed electronically are required for QC & OD 10 years; GC §81009(f)(g); GC §84615
Department Preference; as of January 1, 2025,
Yes: After the FPPC is the Filing Officer for 87200 filers; QC City maintains copies only; original statements
are filed with FPPC; GC §81009(f)&(g)
Yes: After Must post on website; GC §81009(e)
QC
Yes: After Should post on website for 4 years; GC
QC §81009(e)
Yes: After
QC
GC §81009(e)
Yes: After Must post on website; 2 CCR 18705.5; 2 CCR
QC 18702.5(b)(3); GC §34090; GC §81009(e)
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
23 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page CC -3
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1 HOLDS: Liticlation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Campaign Filings (FPPC 400 Series Forms /
CC -016 Form 501): SUCCESSFUL CANDIDATES P
(Elected Officials)
Campaign Filings (FPPC 400 Series Forms,
CC -017 501 Form): UNSUCCESSFUL

CANDIDATES
City Clerk /
Elections
City Clerk /
Elections
City Clerk /
Elections
City Clerk /
Elections
City Clerk /
Elections
City Clerk /
Elections
City Clerk /
Elections
CC -018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
Campaign Filings (FPPC 400 Series Forms):

CC -019 THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
Campaign Filings (FPPC 400 Series Forms):

CC -020 OTHER COMMITTEES (PACS - not candidate
controlled)
Candidate File: Nomination Papers, Candidate
CC -021 Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
5 years
10 years
4 years
7 years
Term of
Office + 4
years
Candidate File: Nomination Papers, Candidate Election + 4 CC -022 Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After
QC
Yes: After
QC
Yes: After
QC
Yes: After
2 years
GC §81009(b)&(g)
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; GC
§81009(b)&(g)
Campaign statements must be posted on the
City's website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
GC §81009(f)&(g)
Yes: After GC §81009(c)&(g)
2 years
Yes: After

QC & OD
Yes: After

QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
24 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page CC -4
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1 HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
City Clerk / Council, Precinct Maps, County Election Mag, Mfr, Yes: After Elections CC 023 Services, Candidate Statements to be printed 2 years OD, Ppr S / I QC & OD GC §34090 in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
City Clerk /
Elections
City Clerk /
Elections
City Clerk /
Elections
CC -024
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Elections - Petitions (Initiative, Recall /
CC -025 Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
CC -026
City Clerk CC -027
Final
Examination
+ 1 year
after petition
examination
Determinatio
n of
Insufficiency
+ 8 months
Elections - Petitions (Initiative, Recall / Results + 8 Referendum) - IF SUFFICIENT months
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
(End of Elections Section)
P
Ppr
Ppr
Ppr
Mag, Mfr,
OD, Ppr
S/I
Yes: After
QC'd & OD
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
Not accessible to the public; The 8 month
retention applies after the City Clerk makes the
determination of insufficiency / examines the
petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
25 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page CC -5
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .

Minutes: City Council, Former Redevelopment
City Clerk CC 028 Agency, Successor Agency, Oversight Board, P Mag, Mfr, S /1 Yes: After GC §34090(e) Public Financing Authority (PFA) with Orange OD, Ppr QC'd & OD County
City Clerk
City Clerk
City Clerk
City Clerk /
Elections
CC -029
CC -030 Ordinances
CC -031
Oaths of Office - City Council, Board,
Commission, Committee Members
CC -032
City Clerk CC -033
City Clerk CC -034
City Clerk CC -035
Petitions (submitted to Council on any subject
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
Prop. 218 (Property -based fees - Sewer Fees:

Protest Letters / Ballots, Tabulation
(Public Works / Utilities retains Notices /
Mailing Lists)
Public Records Requests / Subpoenas Duces
Tecum / Summons
Separation +
5 years
P
1 year
2 years
2 years
Recordings: Audio Recordings: City
Council, Former Redevelopment Agency, Minimum 30
Successor Agency, Oversight Board, Public days
Financing Authority (PFA) with Orange County
Recordings: Video Recordings: City
Council, Former Redevelopment Agency, Minimum 5
Successor Agency, Oversight Board, Public years
Financing Authority (PFA) with Orange County
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag
Mag
S/1
S/I
S/I
S/I
Yes: After GC §§3105(f), 34090
QC'd & OD
Yes: After GC §34090(e)
QC'd & OD
Law requires 1 year for petitions; GC §50115
Yes: After GC §53753(e)(2)

QC & OD
Yes: After GC §34090

QC & OD
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
26 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY CLERK
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page CC -6
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards .

City Clerk
City Clerk
City Clerk
CC -036
CC -037
CC -038
City Clerk CC -039
City Clerk CC -040
Records Destruction Authorization Forms /
Certifications (All Departments)
Records Retention Amendment Authorization
Forms
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
Resolutions: City Council, Former
Redevelopment Agency, Successor Agency,
Oversight Board, Public Financing Authority
(PFA) with Orange County
Tri -City Authority: Minutes and Agenda
Packets
10 years
10 years
2 years
P
P
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/1
S/I
S/I
S/I
S/I
Yes: After
QC'd & OD
Department preference; GC §34090
Yes: After Department preference; GC §34090
QC'd & OD
Yes: After GC §34090

QC & OD
Yes: After GC §34090(e)
QC'd & OD
Yes: After JPA; City is the Lead in Support (Department QC'd & OD preference
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
27 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Office of
Record (OFR) Retention No.

Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page CS -1
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

COMMUNITY SERVICES
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Registration Database - Recreation
CS -001 Applications, Waivers, Registration
(ACTIVENet)
Activity Guide / Class Guide / Program Guide,
etc.

CS -002
Applications / Participants' Registration /
Liability Forms / Release of Liability Forms /
CS -003 Photo Releases / Waivers of Liability /
Permissions: Camps, Field Trips,
Authorization to give Medicine, etc.

CS -004 Contracts for Performances / Instructors
CS -005
CS -006
Evaluations / Surveys (Program Evaluations
Recreation Evaluations or Surveys)
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits / Requests
(Includes Insurance Certificates / ABC Permits
/ AED Training Certificates where appropriate)
CS -007 Heritage Committee - AGENDA PACKETS
CS -008
Indefinite
Minimum 2
years
Minimum 2
years
2 years
Completion
+ 2 years
When No
Longer
Required
2 years
2 years
Heritage Committee - AUDIO RECORDINGS Minimum 30
of Meetings / Audio Tapes days
P
CS -009 Heritage Committee - MINUTES, BYLAWS
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Yes Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After Department preference; GC §34090

QC & OD
Yes: After Department preference; GC §34090
QC'd & OD
Yes: After GC §34090
QC'd & OD
Yes: After Department preference; GC §34090

QC & OD
Yes: After Content not substantive; Preliminary
QC'd & OD drafts not retained in the ordinary
course of business; GC §34090
Yes: After GC §34090 et. seq.

QC'd & OD
Yes: After Department preference; GC §34090

QC & OD
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Yes: After GC §34090

QC & OD
Adopted:
28 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Office of
Record (OFR) Retention No.

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

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

Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Homeless Services / North Service Planning
Area (North SPA) / Homelessness Consortium
CS -010 - REFERRALS, EMERGENCY SHELTER
(Operated by the Salvation Army / PATH
(People Assisting the Homeless)
CS -011 Incident Reports / Disruptive Patrons
CS -012
Park Arts and Recreation Commission -

AGENDAS / STAFF REPORTS
Park Arts and Recreation Commission -
CS -013 AUDIO RECORDINGS of Meetings / Audio
Tapes
CS -014
CS -015
CS -016
Park Arts and Recreation Commission -

MINUTES, BYLAWS
Minimum 5
years
Minimum 2
years
2 years
Minimum 30
days
P
Permits issued by Parks & Recreation
(Approved / Unapproved) Special Event Expiration +
Permits, other permitted activities in Parks 2 years
(Includes required Permits)
Program Manager's Files: Activity / Special
Programs / Event Files: After -School,
Children's Programs, Gardening, Health
Programs, Sports Programs, etc. (Includes Minimum 2
required Permits) years
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes:

During
Event
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Meets auditing standards; Uniform
Admin. Requirements for Grants to
Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), GC §34090
Yes: After GC §34090
QC'd & OD
Yes: After Department preference; GC §34090

QC & OD
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Yes: After GC §34090

QC & OD
Yes: After GC §34090

QC & OD
Yes: After Department preference; GC §34090
QC'd & OD
Adopted:
29 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Office of
Record (OFR) Retention No.

Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page CS -3
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

HOLDS: Litigation, complaints,
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
Community
Services
CS -017
CS -018
CS -019
CS -020
CS -021
CS -022
CS -023
claims, public records act requests, audits and/or investigations When No
Longer
Required
Reports generated from Registration Database
Rosters / Sign -in / Sign -Out Sheets for classes
/ programs
Schedules / Hours (classes / staff)
Senior Advisory Committee - AGENDAS /

STAFF REPORTS
Senior Advisory Committee - AUDIO
RECORDINGS of Meetings / Audio Tapes
Senior Advisory Committee - MINUTES,
BYLAWS
Transportation Services: Bus Pass Program,
On Call Transportation, Uber / Lyft
VolunTEEN Successful Applicants
CS -024 (Human Resources is Office of Record for
other Volunteers)
2 years
When No
Longer
Required
2 years
Minimum 30
days
P
2 years
Inactive /
Separation +
3 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 suspend normal retention periods (retention resumes after settlement or completion).

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

QC & OD
Yes: After
QC'd & OD
Yes: After
QC'd & OD
Yes: After

QC & OD
Content Not Substantive / Preliminary
drafts (The database is the original
record); GC §34090
GC §34090
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Department preference; GC §34090
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Yes: After GC §34090

QC & OD
Yes: After GC §34090

QC & OD
Yes: After

QC & OD
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090; 29 USC 1113
Adopted:
30 Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Office of
Record (OFR) Retention No.

Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page CS -4
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion,
CS -025 transfer, selection, or discharge; State
Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090
Community
Services
VolunTEEN Unsuccessful / Pending
Applicants
(Human Resources is Office of Record for
other Volunteers)
Mag,
Mfr, OD,
Ppr
Yes: After

QC & OD
3 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 S/1
Adopted:
31 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
�If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& OC'd?
Page DS -1
Comments / Reference
DEVELOPMENT SERVICES / BUILDING and SAFETY
Lead Dept.

Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
DS -001 Permit Database (SmartGov)
DS -002
DS -003
DS -004
DS -005
Address Files / Building Permits /
Applications
Building Plans - Finalled -

INDUSTRIAL, COMMERCIAL, MULTI-

FAMILY DWELLINGS, PLACES OF

PUBLIC ACCOMMODATION
Building Plans - Cancelled / Withdrawn
AFTER to Building Permit Issuance
Indefinite
(Permanent)
Yes
Mag, Mfr,
OD, Ppr
P Yes (all) Mag, Mfr,
OD, Ppr
P Yes (all) Mag, Mfr,
OD, Ppr
P
Upon
Building Plans - Cancelled / Withdrawn Cancellation
PRIOR to Building Permit Issuance or
Withdrawal
DS -006 Building Plans - Expired
DS -007
Building Plans - Finalled - TENANT

IMPROVEMENTS
P
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
P Yes (all) Mag, Mfr,
OD, Ppr
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes:

After QC
& OD
Department Preference
CBC §§ 1.8.4.3.1, 104.

Permits are required to
Permanently, or Life of
§34090, H&S §19850
- Data is interrelated;
7, and 107.5 Building
be retained
the Structure; GC
Yes:

After QC CBC §§ 104.7 and 107.5; GC §34090
& OD
Yes: CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
After QC §19850; GC §34090
& OD
Yes: CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
After QC §19850; GC §34090
& OD
Yes: CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
After QC §19850; GC §34090
& OD
Yes: CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
After QC §19850; GC §34090
& OD
Yes: CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
After QC §19850; GC §34090
& OD
Adopted:
32 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& Q.C'd?
Page DS -2
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
Development
Services /
Building &
Safety
DS -008
DS -009
DS -010
Building Plans - Finalled - SINGLE

FAMILY RESIDENTIAL (BEFORE
SmartGov Implementation)
Building Plans - Finalled - SINGLE

FAMILY RESIDENTIAL (AFTER
SmartGov Implementation)
California Building Codes / Uniform
Building Codes
DS -011 Certificate of Occupancy (CofO)
Copyright Release Forms / Requests /
DS -012 Permissions to Receive Copies of Plans
(to / from Architects)
DS -013 Correction Notices - Building
DS -014 Energy Calculations
180 days
Yes (all) Mag, Mfr,
OD, Ppr
P Yes (all) Mag, Mfr,
OD, Ppr
Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr
P Yes (all) Mag, Mfr,
OD, Ppr
2 years
Minimum
When
Permit is
Finalled
Minimum
When
Permit is
Finalled
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes:

After QC
& OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Yes: Department preference (required for 180
After QC days); CBC §§ 1.8.4.3.1, 104.7 and 107.5;
& OD H&S §19850; GC §34090
Yes:

After QC GC §50022.6
& OD
Yes:

After QC Department Preference; GC §34090
& OD
Yes:

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

After QC Department Preference; GC §34090
& OD
Adopted:
33 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& OC'd?
Page DS -3
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Development
Services / Mag, Mfr,
Building & OD, Ppr
Safety
Development Minimum
Services / When Mag, Mfr,
Building & Permit is OD, Ppr
Safety Finalled
Development Minimum
Services / When Mag, Mfr,
Building & Permit is OD, Ppr
Safety Finalled
Development
Services / Mag, Mfr,
Building & OD, Ppr
Safety
Indefinite
Lead Dept. DS -019 Case Management Database (Comcate) Minimum 2 Yes S / I years
Development Code Enforcement / Abatement Case
Services / Files (Includes Citations, Notice of Minimum 2 Yes: Until Mag, Mfr, Code Violations, Photos, Recordings of noise, years Resolution OD, Ppr Enforcement Code Enforcement Complaint Letters
Development
Services / Notice of Violations / Code Enforcement Minimum 2 Mag, Mfr, Code Citations years OD, Ppr
Enforcement
DS -015 Geotechnical / Soils Reports
DS -016 Plan Check Comments
DS -017 Stop Work Notices
DS -018 Structural Calculations
P
P
S/I
Yes:

After QC Department Preference; GC §34090
& OD
Yes: Department Preference (Preliminary Drafts);
SII After QC GC §34090
& OD
Yes: Department Preference (Preliminary Drafts);
S/I After QC GC §34090
& OD
S/I
Yes:

After QC Department Preference; GC §34090
& OD

DEVELOPMENT SERVICES / CODE ENFORCEMENT
Mag, Mfr,
OD, Ppr
DS -020
DS -021
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: Department Preference - Data is interrelated
After QC and contains Building Permits and other
& OD Permanent Records; GC §34090, H&S §19850
Yes:

S/I After QC Department preference; GC §34090
& OD
Yes:

S/I After QC Department preference; GC §34090
& OD
Adopted:
34 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& Q.C'd?
Page DS -4
Comments / Reference
if the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. (HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Privately Owned Sidewalks or Trees:

Correspondence (Notice) to Property Yes:

DS -022 Owner to repair privately -owned S / I After QC Department Preference; GC §34090 sidewalks / maintain privately -owned & OD
trees
Development
Services /
Code
Enforcement
Development
Services /
Economic
Develop.

DS -023
Minimum 2
years
Mag, Mfr,
OD, Ppr
DEVELOPMENT SERVICES / ECONOMIC DEVELOtMENT
Economic Development Projects
(Business Recruitment and Business
Retention)
Minimum 2 Yes: Until Mag, Mfr,
years Resolution OD, Ppr
Yes:

SII After QC Department preference; GC §34090
& OD
I DEVELOPMENT SERVICES / FQRMER REDEVELOPMENT PROJE6TS II Redevelopment Plans, Redevelopment
Development Projects (Historical Records Only) Yes:

Services / DS -024 P Yes Mag, Mfr, S / I After QC Department preference; GC §34090 et seq.

Redevelop. Send all Deeds, Easements / Rights of OD, Ppr & OD Way to City Clerk
Development Yes:

Mag, Mfr,
Services / DS -025 Redevelopment Projects (Not Historical) 10 years Yes OD, Ppr S / I After QC Department preference; GC §34090 et seq.

Redevelop. & OD
I DEVELOPMENT SERVICES) HOUSING i
Development Housing Applications Rejected (First Yes:

Services / DS -026 Time Home Buyers, Life/Safety, 5 years Mag, Mfr, S / I After QC GC §34090 Housing Rehabilitation, HOME, etc.) OD, Ppr & OD
Housing Plans: Consolidated Annual
Performance / Evaluation Review
(CAPER) / Comprehensive Housing
Development Yes:

Affordability Strategy (CHAS) / Superseded Mag, Mfr, Required for 5 years; 24 CFR 91.105(h); 24 Services / DS -027 S / I After QC
Consolidated Action Plan / Analysis of + 5 years OD, Ppr CFR 92.508(a); GC §3409 Housing & OD
Impediments to Fair Housing Choices /
Citizen Participation Plan / Action Plans,
etc.

PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
35 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& OC'd?
Page DS -5
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Development
Services /
Housing
Development
Services /
Housing
5 years after
the
Housing Programs: Affordable Housing Affordability
Projects, HOME, Rehabilitation, CDBG- Period
funded Housing Projects, etc. Terminates,
DS -028 or the
WITH a Recapture / Resale Restriction Written
Agreement
Send all Deeds to the City Clerk Terminates,
Whichever is
Longer
DS -029
Housing Programs: Affordable Housing
Projects, HOME, Rehabilitation, CDBG-
funded Housing Projects, etc.

WITHOUT a Recapture / Resale
Restriction
Send all Deeds to the City Clerk
Loan Pay-off
+ 5 years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
Yes:

After QC
& OD
Yes:

After QC
& OD
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report; 2 CFR 200.334; 24 CFR

92.508(a)&(c) & 570.502(a)(16), 982.158,
884.214; GC §34090
HUD requires 5 years after the agreement
terminates; Consistent with Consolidated Plan
Requirements; Required for 3-4 years from
expenditure or performance report; 2 CFR
200.334; 24 CFR 92.508(a)&(c) &
570.502(a)(16), 982.158, 884.214; , GC
§34090

DEVELOPMENT SERVICES / PLANNING
Lead Dept. DS -030
Permit Database (SmartGov)
Indefinite
(Permanent)
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes
Mag, Mfr,
OD, Ppr
S/I
Yes: Department Preference - Data is interrelated
After QC and contains Building Permits and other
& OD Permanent Records; GC §34090, H&S §19850
Adopted:
36 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& Q.C'd?
Page DS -6
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Planning Projects - Discretionary/
Ministerial - Approved Permanent
Entitlements / Permits
Development
Services /
Planning
Development
Services /
Planning
(Includes Associated CEQA Noticing,
Conditions of Approval,
Environmental Determinations, Staff
Reports, Plans, Soils Reports,
Uniform Development Application,
etc.)
Examples:

DS -031 Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan
Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels
Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
DS -032
Planning Project Files - Cancelled /
Expired / Withdrawn
P
Minimum
Cancellation,
Expiration or
withdrawal +
2 years
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
Department preference; Final environmental
Yes: determinations are required to be kept a
After OC "reasonable period of time"; 14 CCR
& OD §15095(c); GC §34090, 34090.7
Yes: Department preference (project was not
After QC pursued by applicant); GC §34090
& OD
Adopted:
37 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& Q.C'd?
Page DS -7
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Development
Services / DS -033
Planning
Development
Services / DS -034
Planning
Census
Bureau
Development
Services /
Planning
Development
Services /
Planning
Development
Services /
Planning
Advanced Planning / Long Range
Planning / Project Implementation (Final
Documents only)
Annexations / Boundaries /
Consolidations / LAFCO
DS -035 Census, Demographics
DS -036
DS -037
DS -038
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Planning is the Lead
Correspondence / staff notes that
provide insight into the project / the
agency's CEQA compliance with respect
to the project
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Notice of
Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where
Planning is the Lead
General Plan, Elements / Amendments /
Master Plans, Specific Plans, Land Use
Plans / Amendments; General Plan
Interpretations
P
P
When No
Longer
Required
Project
Approval or
Denial
+ 2 years
P
P
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
Yes:

After QC
& OD
Yes:

After QC
& OD
Department Preference; GC §34090
Department preference; GC §34090
(Non -Records - Census Bureau is OFR)
Not all internal communications and notes are
required to be saved; "E-mails that do not
provide insight into the project or the agency's
CEQA compliance with respect to the project
— are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC v.

Superior Court of San Diego County (2020) 53
Cal.App.5th 733; PRC 21167,6; GC §34090
Yes: Usually filed in the project file; Final
After QC environmental determinations are required to
& OD be kept a "reasonable period of time"; 14 CCR
§15095(c); GC §34090
Yes:

After QC Department preference; GC §34090
& OD
Adopted:
38 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& Q.C'd?
Page DS -8
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Development Historical Committee - AGENDAS /
Services / DS -039 STAFF REPORTS 2 years
Planning
Development
Services / DS -040 Historical Committee - MINUTES P
Planning
Development Historical Designations / Historical
Services / DS -041 Landmarks
Planning
Development When No
Services / DS -042 Materials Boards Longer
Planning Required
Development Planning Commission - AGENDAS /
Services / DS -043 STAFF REPORTS 2 years
Planning
Development
Services / DS -044 Planning Commission - MINUTES P
Planning
Development
Services / DS -045 Pre -Applications P
Planning
Development STR Applications and Permits / Short
Services / DS 046 Term Rental Applications & Permits 2 years Planning
Development
Services / DS -047
Planning
Development
Services / DS -048
Planning
Temporary Use Permits issued by
Planning (Approved / Unapproved) -
Christmas Tree Lots, Pumpkin Lots,
Tent Sales, etc.

Zoning Clearance Forms / Zoning
Verification Letters
Expiration +
2 years
Yes
Yes:

During
Event
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
P Yes (all) Mag, Mfr,
OD, Ppr
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 S/I
S/I
S/I
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes:

After QC GC §34090
& OD
Yes:

After QC GC §34090(e)
& OD
Yes:

After QC Department preference; GC §34090
& OD
Yes: Preliminary drafts not retained in the ordinary
After QC course of business; GC §34090
& OD
Yes:

After QC GC §34090
& OD
Yes:

After QC GC §34090(e)
& OD
Yes:

After QC Department Preference (copies); GC §34090.7
& OD
Yes: Department preference (Permits are renewed
After QC annually); GC §34090
& OD
Yes:

After QC GC §34090
& OD
Yes:

After QC Department Preference; GC §34090
& OD
Adopted:
39 Ver. 4.0 RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES (Building, Code Enforcement, Economic Development, Former Redev., Housing, Planning) Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& Q.C'd?
Page DS -9
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Development
Services /
Planning
DS -049
Zoning Maps (Historically Significant)
1 P Yes (all)
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
S/I
Yes:

After QC
& OD
Department Preference; GC §34090
Adopted:
40 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
�If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder.

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

FINANCE / ADMINISTRATION
Total
Retention
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FIN -1
Finance /
Lead Div.

City Clerk
Finance /
Admin.

Finance /
Admin.

City Clerk
Finance /
Admin.

Finance /
Admin.

FIN -001
FIN -002
_Financial Services Database (Oracle / Legacy
is Central Square Finance Enterprise)
Audit Reports / Annual Consolidated Financial
Report (ACFR) / related Audit Opinions
FIN -003 Audit Work Papers
FIN -004
FIN -005
FIN -006
FIN -007
FIN -008
FIN -009
Bonds: Bid Bonds, Letters of Credit, Bid
Security, Permitee Bonds
Budgets - Adopted / Final
Budgets - Preliminary, Backup Documents
Financial Audit Oversight Committee -

AGENDA PACKETS
Financial Audit Oversight Committee - AUDIO
RECORDINGS of Meetings / Audio Tapes
Financial Audit Oversight Committee -

MINUTES, BYLAWS
Indefinite -
Minimum 5
years
Copies -
When No
Longer
Required
5 years
Release of
Bond
OR
After Award
Decision
Copies -
When No
Longer
Required
Drafts -
When No
Longer
Required
2 years
Minimum 30
days
P
Yes
Yes:

Current
Fiscal Year
Yes:

Current
Fiscal Year
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Ppr
Mag
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After Data Fields / Records are interrelated;;
QC & OD GC §34090 et seq.

Yes: After Department Preference (copies - City
QC & OD Clerk is OFR); GC §§34090.7, 60200
Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090 et seq.

Yes: After Security; GC §34090

QC & OD
Yes: After

QC & OD
Department Preference (copies - City
Clerk is OFR); Must be filed with
County Auditor; GC §§34090.7, 60200,
53901
Yes: After Drafts / Content Not Substantive; GC
QC & OD §34090 et seq.

Department preference; GC §34090
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Yes: After GC §34090(e)

QC & OD
Adopted:
41 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Total
Retention
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FIN -2
Finance /
Admin.

Finance /
Admin.

Finance /
Business
License
Finance /
Business
License
Finance /
Business
License
Finance /
Lead Div.

Finance /
Payroll
FIN -010
Measure U Citizen's Oversight Committee

AGENDAS / STAFF REPORTS
Measure U Citizen's Oversight Committee
FIN -011 AUDIO RECORDINGS of Meetings / Audio
Tapes
Measure U Citizen's Oversight Committee

MINUTES
FIN -012
FIN 013 Single Audits / Transportation Audits / PERS
Audit, etc.

FIN -014 _Financial Services Database (HdL)
FIN -015
2 years
Minimum 30
days
P
Mag, Mfr,
OD, Ppr
Mag
Mag, Mfr,
OD, Ppr
5 years Mag, Mfr,
OD, Ppr

FINANCE / BUSINESS LICENSE
Indefinite -
Minimum 5 Yes
years
Business License Applications, Registrations /
Renewals
Reports (Support for Business License):

FIN -016 Balance Sheets, Proof / Merge Reports, etc.
(MONTHLY / PERIODIC)
FIN -017
5 years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
When No Mag, Mfr,
Longer OD, Ppr
Re wired

FINANCE YENERAL ACCOUNTING
_Financial Services Database (Oracle / Legacy
is Central Square Finance Enterprise)
Indefinite -
Minimum 5
years
FIN 035 1095-C, 1094-C (Employer -Provided Health 5 years Insurance Offer / Coverage / Transmittal Form)
Yes
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department Preference; GC §34090
Department preference; Audio
Required for 30 days; GC §54953.5(b)
GC §34090(e)
Department Preference; (meets
municipal government auditing
standards); GC §34090 et seq.

S/I
S/I
S/I
S/I
S/I
Yes: After Data Fields / Records are interrelated;;
QC & OD GC §34090 et seq.

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

Yes: After Department preference; GC §34090

QC & OD
Yes: After

QC & OD
Data Fields / Records are interrelated;;
GC §34090 et seq.

Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns" GC §34090
Adopted:
42 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FIN -3
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General FIN -018
Accounting
Finance /
General FIN -019
Accounting
Finance /
General FIN -020
Accounting
Finance /
General FIN -021
Accounting
1099's, 1096's, DE542 (California Report of
Independent Contractors)
Accounts Payable / Invoices / Backup /
Purchase Oracles
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Lease Income, etc.

Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Daily Cash
Summaries, Bank Deposits, Bank Transmittal
Advice, Cashier's Reports, Wire Transfers
5 years
5 years
5 years
5 years
Mag, Mfr,
OD, Ppr
Yes: Until Mag, Mfr,
Paid OD, Ppr
Yes: Until Mag, Mfr,
Paid OD, Ppr
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After Required for Special Districts (may
QC & OD include employee reimbursement); GC
§34090(d)(12)
Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090 et seq.

Yes: After Department preference GC §34090 et
QC & OD seq. 26 CFR 31.6001-1
Adopted:
43 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FIN -4
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Department Preference; Statute of
Limitations for Bonds issued by local
governments are 10 years; IRS bond
auditing regulations state, "...material
records should generally be kept for as
long as the bonds are outstanding, plus
3 years after the final redemption date
of the bonds; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq, 337.5(a); 26
CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 et seq.

Department Preference; (meets
FIN -023 municipal government auditing
standards); GC §34090 et seq.

Finance /
General FIN -022
Accounting
Finance /
General
Accounting
Finance /
Bond Official Statements / Certificates of Fully
Participations (COPs) See Bank Statements for Defeased
statement retention. + 10 years
Cash Receipts / Daily Cash Receipts / Petty
Cash / Revenue Daily Receipt Books, etc.

Yes: Until Mag, Mfr,
Maturity OD, Ppr
Yes: Until Mag, Mfr,
Paid OD, Ppr
S/I
Yes: After

QC & OD
Yes: After

QC & OD
5 years
General FIN -024 Checks / Warrant Register Report (issued) 5 years Accounting
Finance /
General FIN -025 Checks / Warrants (Cashed / Returned / NSF) 5 years Accounting
Finance /
General FIN -026
Accounting
Finance /
General FIN -027
Accounting
Escheat (Unclaimed money / uncashed
checks)
Fixed Assets - Annual Listing (Source
Documents)
5 years
5 years
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
Yes: After Department preference; GC §34090 et
QC & OD seq.

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

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

Department Preference; (meets
municipal government auditing
standards); GC §34090 et seq.

Yes: After

QC & OD
Adopted:
44 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Office of
Record Retention No.
(OFR)
�If the recora is not listed here, refer to the Retention for City -Wide Standards (Retentions begin when the act is completed, and imply a ull file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Liti dation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Department Preference; Meets auditing
standards; FTC Reg's rely on "self -
enforcement"; GC§§ 34090, 60201 et
seq., 43900
Department preference GC §34090 et
seq., CCP § 337
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FIN -5
Comments / Reference
Finance /
General
Accounting
Finance /
General
Accounting
Finance /
General
Accounting
Investments / Arbitrage / Bonds (Receipts /
FIN -028 Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
FIN -029
Journal Entries / Journal Vouchers / Budget
Adjustments
Reports, Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance
FIN -030 Sheets, etc. (MONTHLY / PERIODIC)
Finance /
General FIN -031
Accounting
City Clerk FIN -032
Finance /
General
Accountin
Does NOT include year-end General Ledger.

Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.

Treasurer's Reports / Quarterly Budget Reports
(to Council - Copies)
FIN -033 W -9s
5 years
5 years
When No
Longer
Required
5 years
Copies -
When No
Longer
Required
Vendor
Inactive + 5
Yes: Until Mag, Mfr,
Paid OD, Ppr
ears

FINANCE / PAYROLL
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Transitory records not retained in the
ordinary course of business; Financial
system can re-create reports
accurately; GC §34090 et seq.

Yes: After Department Preference; Meets auditing
QC & OD standards; GC §34090 et seq.

Yes: After Department preference (Copies); GC
QC & OD §§34090.7, 60200
Yes: After Meets IRS auditing standards; GC
QC & OD §34090 et seq.

Lead Dept.

Finance /
Payroll
FIN -034 _Human Resources & Payroll Database (UKG)
FIN 036 CaIPERS Reports - Annual Valuation Reports,
Actuarial Valuation Reports
Indefinite -
Minimum 5 Yes
years
5 years
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
Yes: After Data Fields / Records are interrelated;;
QC & OD GC §34090 et seq.

Yes: After Department Preference; GC §34090

QC & OD
Adopted:
45 Ver. 4.0 RECORDS RETENTION SCHEDULE: FINANCE
Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Total
Retention
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FIN -6
Finance /
Payroll
Finance /
Payroll
Finance /
Payroll
Finance /
Payroll
Finance /
Payroll
Finance /
Payroll
DE -6, DE -7, DE -9, DE -43, W-3, / DE -166, 941
Forms, IRS 5500 Forms (Employee Benefit
FIN -037 Plans), PERS / FICA / Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.

FIN -038 Deferred Compensation (City Statements)
FIN -039
Payroll File (By Employee Name)
Includes payroll forms
5 years
5 years
Separation +
5 years
Payroll Reports - Periodic (includes Deduction
FIN -040 Registers, Leave Registers, Time Transaction 5 years Reports, etc.)
FIN -041
Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards
FIN -042 W -2's
5 years
5 years
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Department preference; W -4s are
required four years after the due date
of such tax for the return period to
which the records relate, or the date
such tax is paid, whichever is the later.
26 CFR 31-6001-1; GC §34090
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Department preference for Grant
Auditing Purposes; Meets municipal
government auditing standards; GC
§34090
Adopted:
46 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan OC'd?
Page FR -1
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FIRE AND LIFE SAFETY / ADMIN'STRATION
Fire and Life
Safety / FR -001
Admin.

Fire and Life
Safety / FR -002
Admin.

Fire and Life
Safety / FR -003
Admin.

Fire and Life
Safety / FR -004
Admin.

Fire and Life
Safety / FR -005
Admin.

Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -006
ISO Insurance Ratings 15 years
When No
Monthly Statistical Reports / Run Statistics Longer
Required
3 years
PPE Checklists (Personal Protective
Equipment Checklists)
Programs / Projects (e.g., CPR Program, Minimum 2
Open House, etc.) years
Ride -A -Long Waivers 2 years
Mag,
OD,
Mfr,
Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
Yes: After Department Preference (rated every 10
QC & OD years); GC §34090
Considered a preliminary draft / copy
(the Fire database is the original); GC
§34090 et seq.

Yes: After

QC & OD
Yes: After

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

Mag, Mfr,S / I Yes: After GC §34090
OD, Ppr QC & OD
FIRE AND LIFE SAFETY / FIRE MARSHAL / COMMUNITY RISk REDUCTION Fire Incident Database - Inspections / Fire
Prevention
FR 007 Invoices for Fire Prevention Services
(produced in First Due)
Indefinite -
Permanent
5 years
Yes
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
H&S §19850; GC §34090
Yes: After

QC & OD
Yes: After Department preference; meets
QC & OD municipal government auditing
standards; GC §34090
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
47 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
�If the record is not listed here, refer to the Retention for City -Wide Standards 1Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder.

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

Fire and Life
Safety / Fire
Marshal / Indefinite - Mag, Mfr, Yes: After
Community FR -008 Permit Database - Includes Fire Permits Permanent Yes OD, Ppr S / I QC & OD CFC § 104.7; GC §34090 Risk
Reduction
Fire and Life
Safety / Fire
Marshal / Yes: After
FR -009 Fire Code Books P Mag, Mfr, S / I Department preference; GC §34090 Community OD, Ppr QC & OD
Risk
Reduction
Total
Retention
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FR -2
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -010
FR -011
FR -012
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods / Materials / Citations years,
/ Notice of Violations Whichever is
Longer
Life of the
Structure or
Fire Plans / Fire Sprinkler, Fire Safety Plans Activity, or (Final, Approved by the Fire Department Minimum 5
Only) years,
Whichever is
Longer
Life of the
Structure or
Activity, or
Minimum 5
Fire Prevention Programs (Fire Prevention Minimum 2
Week, etc.) years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I
S/I
S/I
Yes: After CFC § 104.7; GC §34090

QC & OD
Yes: After CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
QC & OD H&S §19850; GC §34090
Yes: After Department Preference; GC § 34090 et
QC & OD seq.

Adopted:
48 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Office of
Record Retention No.
(OFR)
�If the record is not listed here,
(Retentions begin when the act
HOLDS: Litigation, complaints,
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
Records Description
refer to the Retention for City -Wide Standards
is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
Fire and Life
Safety / Fire
Marshal /
Community
Risk
Reduction
FR -013
FR -014
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FR -3
Comments / Reference
Fire suppression / detection reports: alarm,
hood, sprinkler, hydrant, / stand pipe reports
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, fireworks permits, tent
permits, open flame, etc.)
Permits: Fire Operational Permits (Long -
FR -015 term operations): High Piled Storage,
Sprinkler Plans, etc.

FR -016
Public Information / Education (when
produced internally)
5 years
Expiration of y
Permit + 2 Bef
Event
years
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Minimum 2
years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Yes: Before Mag, Mfr,
Event OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
Yes: After Certain Property Owners are required to
QC & OD test and certify every 5 years; GC
§34090
Yes: After CFC § 104.7; GC §34090

QC & OD
Yes: After CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
QC & OD H&S §19850; GC §34090
Yes: After Department Preference; GC §34090

QC & OD

FIRE AND LIFE SAFETY / OPERATIONS / SUPPRESSION
Fire and Life
Safety / Ops
Fire and Life
Safety / Ops
FR -017
Fire Incident Database - PCRs / ePCRs / /
Patient Care Reports
FR -018 Fire Operations / Equipment Database
Indefinite -
Minimum 20 Yes
years
Indefinite -
Life of the Yes
Equipment
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I
S/I
Yes: After CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5;
QC & OD H&S §19850; GC §34090
Yes: After Data is interrelated; GC §34090 et seq.

QC & OD
Adopted:
49 Ver. 3.0 RECORDS RETENTION SCHEDULE: FIRE AND LIFE SAFETY Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
OC'd?
Page FR -4
Comments / Reference
�If the record is not listed here, refer to the Retention for City -Wide Standards (Retentions begin when the act is completed, and imply a ull file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Department preference; statute of
FR -019 limitations on prosecution is 6 years; PC
§ §800, 801; GC §34090 et seq.

Department preference; no statute of
FR -020 limitations on prosecution; PC § §800,
801; GC §34090 et seq.

Department preference; CFC §106.4,
GC §34090 et seq.

Department preference; GC §34090
GC §34090 et seq.

Department Preference; GC §34090
Fire and Life
Safety / Ops
Fire and Life
Safety / Ops
Fire and Life
Safety / Ops
Fire and Life
Safety / Ops
Fire and Life
Safety / Ops
Fire and Life
Safet / 0
Fire Investigations - Arson NOT Resulting
in Great Bodily Injury
Mag, Mfr,
OD, Ppr
Yes: After

QC & OD
Fire Investigations - Arson Resulting in
Great Bodily Injury / Capital Crimes Only
6 years
P
Minimum 5
years
3 years
When
Superseded
Minimum 2
ears
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, P

FIRE AND LIFE SAFETY / TRAINING
S/I
Yes: After

QC & OD
FR -021
FR -022
FR -023
FR -024 Station Log Books / Red Books
Fire Investigations - OTHER Than Arson /
Capital Crimes
Fire Station Inspection Reports
Pre -Fire Plans / Map Books / Supplemental
Map Books
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Fire and Life
Safety /
Training
FR -025
Training Database (Vector Solutions)
Required Information for all Employee
Training (if records are created):

Employee Name
Training Provider's Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Indefinite -
Minimum
Separation +
5 years
Yes
Mag, Mfr,
OD, Ppr
PLACENTIA, CA. ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission S/I
Yes: After Data is interrelated; GC §34090 et seq.

QC & OD LC §1198.5
Adopted:
50 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page HR -1
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Human
Resources
Human
Resources
Human
Resources
Human
Resources
HR -001
HR -002
Human Resources Database / ERP
Database (UKG)
Benefit Plan Documents (CaIPERS, Dental,
Vision, etc.)
Indefinite -
Minimum
Separation +
6 years
Mag,
Yes Mfr, OD, S / I
Ppr
Duration of Yes: For
the Contract + Duration of
6 years Contract
California Civil Rights Department (CRD) /
HR -003 Department of Fair Employment / Housing Separation + (DFEH / EEOC) Claims / Harassment Claims 6 years
Classification / Reorganization Studies (for
HR -004 employee classifications / department
structures)
Minimum 3
years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
§1198.5
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(1)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final
disposition of formal complaint; State
requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Adopted:
51 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Total
Retention
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page HR -2
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
HR -005 Compensation Surveys / Studies
Minimum 3
years
Mag,
Mfr, OD,
Ppr
Contracts for Investigators (Employees Only) Completion + Yes: Before Mag, HR 006 Mfr, OD,
Excludes Police 5 years Completion
Ppr
HR -007
DE -34 (California EDD Report of New
Employees)
HR -008 Deferred Compensation (City Statements)
HR -009 DMV Pull Notices
EDD Claims / Forms (Employment
HR -010 Development Department) / Unemployment
Claims
HR -010 EEO -4 Reports
5 years
5 years
When
Superseded
or
Upon
Separation
Close + 5
years
3 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Department Preference; meets municipal
government auditing standards; GC
§34090
29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090, 60201
Adopted:
52 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Office of
Record Retention No. Records Description Vital? Comments / Reference (OFR)
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Total
Retention
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page HR -3
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
HR -011
Employee Investigations
Excludes Police
Separation +
6 years
Employee Notifications: Know Your Rights,
HR -012 Emergency Contact for Workplace Arrest or 3 years Detentions, etc.

HR -013 Grievances (EMPLOYEE — excludes Police) Separation + 6 years
HR -014 I -9s
HR -015
HR -016
Job Descriptions / Job Classification / Job
Specifications
Labor Relations / Negotiation Notes (MOUS,
side letters, grievances filed by the
association, PERB filings, mediation,
arbitration, etc.)
Separation +
3 years
Minimum
Superseded +
4 years
6 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State
Law requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
GC §34090; LC §1553(e)
State Law requires 4 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC §1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; 8 CFR 274a.2; 29 CFR
1627.3(b)(1); GC §§12946, 12960, 34090
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Yes: After Department Preference; GC §34090 et
QC & OD seq.

Adopted:
53 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page HR -4
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Human
Resources
Human
Resources
Human
Resources
Human
Resources
Litigation - Employee Related -
HR -017 Final Settlement, Records with P
Significant Historical Value
Litigation - Employee Related
HR -018 OTHER than Final Settlement, Records
with Significant Historical Value)
HR -019 OSHA Citations / Inspections
HR -020
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Oath of Office, Policy
Acknowledgements, PAF / Personnel Action
Forms, Training Certificates, etc.)
Minimum
Final
Resolution +
4 years
5 years
Separation +
6 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Yes: Until Mag,
Separation Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

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

State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1), GC §§12946,
12960, 34090;
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; W -4s
are required four years after the due date
of such tax for the return period to which
the records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC §1198.5
Adopted:
54 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page HR -5
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
HR -021 Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Department preference to allow for
successful selection and hiring;; State
Law requires 4 years for employment
actions; EEOC / FLSA / ADEA (Age)
requires 1-3 years; 29 CFR 1627.3(b)(1),
29 CFR 1602.14 et seq.2 CCR 11013(c);
GC §§12946, 12960, 34090; LC §1198.5
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Personnel Files - Medical File / Long Term
Disability Claims / Short Term Disability
Claims
Medical Records, Pre -Employment Medical
Clearance; ADA Accommodations, Fit for
Duty, Respiratory Fit Tests, etc.

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

QC & OD
HR -022 Recruitment Database / NeoGov Database
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
HR -023 unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
/ statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

HR -024
Verification of Employment from outside
companies / Employment Verifications from
outside companies (for employee
mortgages, car purchases, etc.)
5 years
Expiration of
Eligibility List
+ 4 years
When No
Longer
Required
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 S/I
Mag,
Yes Mfr, OD, S / I
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/1
S/1
Yes: After

QC & OD
Yes: After

QC & OD
State Law requires 4 years for
employment actions; EEOC / FLSA /
ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Content Not Substantive; does not pertain
to the conduct of City business; City of
San Jose v. Superior Court (2017) 2
Ca1.5th 608 Jose vs. Superior Court, 5
Cal. 5th 608 (2017); GC §34090
Adopted:
55 Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Office of
Record Retention No.
(OFR)
Records Description
Total
Retention
Vital?
Image:

Media I=Import
Options M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Page HR -6
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090
Courts may treat volunteers as
employees in some actions;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 2 -3 years; retirement benefits is
6 years from last action; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090; 29
USC 1113
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Human
Resources
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
HR -025 Applicants
(except VolunTEEN Program, retained by
Community Services)
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
HR -026 information) - Successful Applicants
(except VolunTEEN Program, retained by
Community Services)
HR -027 W -4's
Workers Compensation Claims (Includes all
HR -028 Accident, Incident, / Injury Reports from
Employees)
Workplace Violence — Hazard identification,
HR -029 evaluation, correction, incident logs,
investigations, etc.
3 years
Inactive /
Separation +
3 years
No Longer in
Effect + 4
years
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
5 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
Yes: After LC §6401.9(f), GC §34090

QC & OD
Adopted:
56 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -1
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e..q. last document + 2 years), since destruction is normally performed by file folder.

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

POLICE / ADMINISTRATIVE SERVICES / OFFICE OF THE CHIEF OF POLICE Police /
Operations
Police /
Administrative
Services / Chief
Police /
Administrative
Services / Chief
Police /
Administrative
Services / Chief
Police /
Administrative
Services / Chief
State of
California /
Department of
Justice
Police /
Administrative
Services / Chief
Police /
Administrative
Services / Chief
Police /
Administrative
Services / Chief
PD -001
PD -002
PD -003
PD -004
PD -005
PD -006
PD -007
PD -008
PD -009
Canine (Police Service Dogs) Program
Files: Service Animal Files
Community Relations Programs /
Community Outreach / Coffee with a Cop,
etc.

Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Press Releases - Police Only
Reports / Studies - Historical (e.g.

Department Annual Reports)
Reports to State / Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, / judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
/ disposition of complaints made against its
officers
Veterans Advisory Committee - AGENDAS

AND STAFF REPORTS
Veterans Advisory Committee - AUDIO
RECORDINGS of Meetings / Audio Tapes
Veterans Advisory Committee - MINUTES,
BYLAWS
Separation + 2
years
Minimum 2
years
Superseded +
2 years
2 years
P
When No
Longer
Required
2 years
Minimum 30
days
P
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After Department preference; GC §34090 et
QC & OD seq.

Yes: After GC §34090

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

Yes: After GC §34090

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

Yes: After Entered Directly into POST & DOJ's
QC & OD portals (a State record)
Yes: After Department preference; GC §34090

QC & OD
Department preference; Audio
Required for 30 days; GC §54953.5(b)
Yes: After GC §34090

QC & OD
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
57 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

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

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

POLICE / ADMINISTRATIVE SERVICES / DETECTIVES
State of
California / ABC
Police /
Administrative
Services /
Detectives
Police /
Administrative
Services /
Detectives
Police /
Administrative
Services /
Detectives
Police /
Administrative
Services /
Detectives
Police /
Administrative
Services /
Detectives
PD -010
Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
PD -011 Criminal Intelligence Files
PD -012 Detectives Investigation Files / Arrest Files
PD -013 Informant Files
PD -014 Registrants: Gang Adults
PD -015
When No
Longer
Required
Last Entry + 5
years
Transferred
into Record's
Crime Report
Files
Minimum 2
years
Minimum 5
years
Registrants: Gang Adults- Shared Gang 5 years After
Databases / Written Attestations / CalGang Last Reset
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Not a City record
Files contain criminal intelligence
information concerning an individual
only if there is reasonable suspicion
that the individual is involved in
criminal conduct or activity and the
Yes: After information is relevant to that criminal
QC & OD conduct or activity. Misleading,
obsolete or unreliable information is
required to be destroyed; remaining
records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC
§34090
Yes: After Transfer all Official Reports to Records
QC & OD to be placed in the Crime Report Files.

Informant information; Does not
Yes: After contain criminal intelligence information
QC & OD concerning individuals; Department
preference; GC §34090
Yes: After Department Preference (registration
QC & OD pursuant to PC 186.30(a)); GC §34090
Yes: After 11 CCR 773.8; 11 CCR 774.7 GC
QC & OD §34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
58 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -3
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Administrative
Services /
Detectives
Police /
Administrative
Services /
Detectives
PD -016 Registrants: Gang Juveniles
Registrants: Gang Juveniles - Shared
PD -017 Gang Databases / Written Attestations /
CalGang
3 years, or
Sealing Date +
5 years, or
Court Order
3 years After
Last Reset
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
Department Preference (registration
Yes: After pursuant to PC 186.30(a)); Records
QC & OD are destroyed pursuant to W&I
§781;GC §34090
Yes: After 11 CCR 774; 11 CCR 774.7 GC
QC & OD §34090

POLICE / ADMINISTRATIVE SERVICES / PROFESSIONAL STANDARDS Police /
Administrative
Services /
Professional
Standards
Police /
Administrative
Services /
Professional
Standards
Police /
Administrative
Services /
Professional
Standards
PD -018
PD -019
Background Files - Successful Employee
Applicants / Volunteers (Police
Department Employees, including
Explorers, Reserves; Excludes Dispatchers)
Background Files - Unsuccessful
Employee Applicants / Volunteers (Police
Department Employees, including
Explorers, Reserves; Excludes Dispatchers)
CCW Applications / Renewals (Carry
PD -020 Concealed Weapon Applications / Permits)
- UNSUCCESSFUL / DENIED
Upon
Separation,
Transfer
Human
Resources
4 years
2 years
Yes: Until Mag, Mfr,
Separation OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

Record (OFR)
Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page PD -4
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Administrative CCW Applications / Renewals (Carry Expiration + 2 Mag, Mfr, Yes: After Department Preference; GC § 34090 et Services / PD 021 Concealed Weapon Applications / Permits) years OD, Ppr S / 1 QC & OD seq.

Professional - SUCCESSFUL / APPROVED
Standards
Police /
Administrative Complaints - Internal Affairs Investigations Final Services / PD -022 WITHOUT Sustained Finding of Disposition + 5 Professional Misconduct years
Standards
Police /
Administrative
Services /
Professional
Standards
Police /
Administrative
Services /
Professional
Standards
PD -023
PD -024
Complaints - Internal Affairs Investigations
WITH Sustained Finding of Misconduct
Reviews: On -Duty Traffic Accidents, Use
of Force, Vehicle Pursuits - Not as a result
of a complaint from a member of the
public
Final
Disposition +
15 years
2 years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/1
S/1
Consistent with Lexipol Policy; State
requires for at least 5 years for
complaints by members of the public;
other State & Federal laws require
retention until final disposition of formal
Yes: After complaint; State requires 4 years after
QC & OD action is taken; Statute of Limitations is
4 years for misconduct after the
discovery of the offense for misconduct
in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5,
803(c), 832.5, 832.7, VC §2547
Yes: After PC §§832.5(b), 832.7; GC§ 34090

QC & OD
Yes: After Department Preference; GC §§12946,
QC & OD 12960, 34090
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
60 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -5
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Training - Department Training Records -

EMPLOYEE FILE
Police /
Administrative
Services /
Professional
Standards
Training Certificates / Training Records
Required Information for all Employee
PD -025 Training (if records are created):

Employee Name
Training Provider's Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Training Presented by Staff - COURSE
Police / RECORDS
Administrative
Services /
Professional
Standards
Police /
Administrative
Services /
Professional
Standards
PD -026 (Attendance Rosters / Sign -in Sheets,
Outlines / Materials; includes Ethics, Fiscal
& Financial, Harassment, Workplace
Violence, Safety Training, Tailgates)
Weapons Inventory: Department -owned
PD -027 weapons, personal weapons, alternate
weapons, secondary handguns, etc.

Upon
Separation,
Transfer
Human
Resources
Minimum 5
years
P
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department preference; Rosters are
sent to POST; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -3
years; 8 CCR §3203 et seq., 29 CFR
1602.31 ; LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b) LC
§1198.5
Rosters are sent to POST; OSHA
requires safety, Ethics, Fiscal and
Financial, Harassment & Workplace
Violence training 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 8 CCR §3203 et seq.,
29 CFR 1602.31 ; LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b); LC §6401.9(f)
Yes: After Department preference; GC §34090

QC & OD
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
61 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page PD -6
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

POLICE / ADMINISTRATIVE §ERVICES PROPERTY and EVENCE
Police /
Administrative Indefinite-
Services / PD 028 Property / Evidence Database Follows the Yes Mag, Mfr, S / I Yes: After Department Preference (data is Property & Retention of OD, Ppr QC & OD interrelated); GC §34090 Evidence the Evidence
Police /
Administrative Follows the Mag, Mfr, Yes: After
Services / PD -029 Crime Report Photos Retention of OD, Ppr S / I QC & OD Department Preference; GC §34090 Property & the Evidence
Evidence
Police /
Administrative Gun / Narcotics Destruction Log Mag, Mfr, Yes: After Services / PD -030 (Documents related to) 2 years OD, Ppr S / I QC & OD GC §34090 Property &
Evidence
Police /
Administrative Property / Evidence Logs / Destruction Mag, Mfr, Yes: After Services / PD -031 Authorizations 2 years OD, Ppr S / I QC & OD GC §34090 Property &
Evidence
Police /
Administrative Safekeeping: Lost / Found Property Mag, Mfr, Yes: After Services / PD -032 (Documents related to) 2 years OD, Ppr S / I QC & OD GC §34090 Property &
Evidence 1
POLICE / OPERATIONS (Explorers„ Patrol, School Resource, SWAT, Temp?rare Holding Facilityp Traffic) Police / fter
PD -033 Citizens Academy Applications 2 years Mag, Mfr, S / I Yes: AGC §34090 et seq.

Operations OD, Ppr QC & OD
Police / PD -034 Ops Plans (Fourth of July, etc.) Minimum 2 Mag, Mfr, S / I Yes: After Department preference; GC §34090 et Operations years OD, Ppr QC & OD seq.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -7
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Police /
Operations
Police /
Operations
Police /
Operations
Police /
Operations
Police /
Operations
Police /
Operations
Police /
Operations
Police /
Operations
Police /
Operations
PD -035
PD -036
PD -037
PD -038
PD -039
PD -040
PAS Device Calibration Logs
Patrol Briefing Log
Patrol Schedules
Recordings: Automated License Plate
Readers (ALPR)
Recordings: Video Recordings -
Temporary Holding Cell (Juveniles /
Adults)
Ride -A -Long Waiver Form
PD -041 Speedometer Calibration Logs
PD -042 Traffic Control: Radar Calibration Records
PD -043 Traffic Control: Radar Trailer Surveys, etc.

Police / Records PD -044
State of
California / CHP
RMS Database
CHP Forms: Pursuit Report (CHP 187A),
PD -045 Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
2 years
When No
Longer
Required
When No
Longer
Required
When No
Longer
Required
1 year
2 years
2 years
Life of the
Equipment
Minimum 2
Years

POLICE/RECORDS
Indefinite -
Follows the
Retention of Yes
the Crime
Report
2 years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag
Mag
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag,
S/I
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

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

Yes: After

QC & OD
GC §34090 et seq.

Preliminary drafts (the timecard /
timesheet is the final); GC §34090 et
seq.

Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G );
Records regular and ongoing
operations; GC §34090.6 et seq,
GC §34090 et seq.

GC §34090 et seq.

Yes: After Data Fields / Records are interrelated;
QC & OD GC §34090
Entered Directly into CHP's portal (a
State record)
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
63 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -8
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana / Mag, Mfr,
Police / Records PD -046 Cannabis), Animal, Code Enforcement, 2 years Yes S / I OD, Ppr
Administrative Citations (Includes requests
for dismissals, cancellations, / appeals.

CRIME REPORTS / SEALED RECORDS:

Police / Records PD -047
Police / Records PD -048
Police / Records PD -049
Police / Records PD -050
Police / Records PD -051
Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
CRIME REPORTS:

Lost / Stolen Firearms entered into
CLETS (if not Permanent Retention)
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined)
P
Age of Majority
+ 22 years
Yes
Yes
Per Court
Order (Subject
26 years old / Yes
Sealing Date +
5 years)
Until Found or
Recovered
P
Yes
Yes
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/M/I
S/M/I
Yes: After GC §34090 et seq.

QC & OD
Yes: After Department preference to
QC & OD accommodate statute of limitations for
victims; CCP §§340.1, GC §34090
Yes: After Department preference to
QC & OD accommodate statute of limitations for
victims; CCP §§340.1, GC §34090
S/M/I Yes: After W&I §§389(a), 781(d), GC §34090;

QC & OD
S/M/I
S/M/I
Yes: After

QC & OD
Yes: After

QC & OD
Department Preference to facilitate
Three Strikes law and ease of
document imaging administration; PC§
11108.2(b); GC §34090
Department Preference; DOJ retains
CACI (Child Abuse Central Index)
information for adults 100 years; Most
have no limitations on commencement
of action; PC §§ 261, 286, 288, 288a,
288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
64 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page PD -9
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CRIME REPORTS: No Further
Report on Mag, Mfr, Yes: After
Police / Records PD -052 Child Abuse / Neglect Investigation Reports Suspected OD, Ppr S/M/I OC & OD PC §§11169(c),11170(a)(3) - Unsubstantiated / Inconclusive Abuser + 10
years
CRIME REPORTS:

Police / Records PD -053 Except those specifically mentioned in the schedule (ALL Others, Including
Felonies / Misdemeanors)
Police / Records PD -054
Police / Records PD -055
CRIME REPORTS:

Misdemeanor / Infraction - Adult
Marijuana / Cannabis - HS
§11357(b)(c)(d)(e) / HS §11360(b) (with
procedure in HS §11361.5) - Except those
with outstanding stolen property, including
firearms, / lost firearms
CRIME REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(€) -
Except those with outstanding stolen
property, including firearms, / lost firearms
Minimum 10
years
Conviction or
Arrest (If No
Conviction) +
2 years
2 years or
Juvenile 18
years old
Yes
Yes:

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

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

S/M/I Yes: After ("Shall" Destroy); GC §§68152(c)(8);
QC & OD H&S §11361.5
Yes: Mag, Mfr, Yes: After If no subsequent conviction ("Shall" Before S/M/I
OD, Ppr QC & OD Destroy); H&S §11361.5
Disposition
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
65 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -10
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

P
(If Returned,
Follows the
Retention for
the Crime
Report)
Police / Records PD -056
Police / Records PD -057
Police / Records PD -058
Police / Records PD -059
State of
California /
Department of
Justice
CRIME REPORTS:

Missing Persons
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
CRIME REPORTS:

Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in HS §11361.5)
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / Sexual Violence
(Nonviolent Crimes)
Crime Statistics / National Incident -Based
PD -060 Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr
Date of Arrest Yes: Mag, Mfr,
+ 3 years Before OD, Ppr
Disposition
Offender is 18 Yes: Mag, Mfr,
Years Old Before
Disposition OD, Ppr
Court Order +
1 year
When No
Longer
Required
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/M/I Yes: After Department Preference; GC §34090

QC & OD
S/M/I
S/M/I
S/M/I
Yes: After

QC & OD
Individual petitions District Attorney;
Sheriff concurs that person is factually
innocent, then seals record ("Shall"
Destroy); GC §34090; PC §851.8(a)
Yes: After (Courts and other Agencies "Shall"
QC & OD destroy); H&S§ 11361.5 et seq.,
11357(e)
Yes: After Individual petitions Court ("Shall"
QC & OD Destroy); GC §34090; PC §§236.14(k);
236.15(k)
S/M/I Yes: After Entered Directly into DOJ's portal (a
QC & OD State record)
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
66 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -11
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e..q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

State of When No
California / PD 061 Department of Justice Validation Lists Longer Mag, Mfr, S/M/I Yes: After Entered Directly into DOJ's portal (a Department of Required OD, Ppr QC & OD State record)
Justice
Police / Records PD -062 Holding Cell Logs, Reports & Schedule Police / Records PD -063 Livescan Application Forms / Logs Police / Records
Police / Records
Police / Records
Police / Records
Police / Records
Police / Records
Police / Records
PD -064 Local Criminal History Checks
2 years
2 years
When No
Longer
Required
Recordings: Body -Worn Cameras —
PD -065 Accidental Recordings Reviewed and After Approval Approved for Deletion (Non -evidentiary)!
PD -066
PD -067
PD -068
PD -069
PD -070
Recordings: Body -Worn Cameras — LOGS
of Access / Deletion of Data
Recordings: Body -Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention / Arrest /
Complaints
Recordings: Body -Worn Cameras - that
are NOT evidence
Recordings: Drone (Unmanned Aerial
Vehicle)
Recordings: Video Recordings - Public
Areas / Public Activity
P
Follows
retention for
Evidence,
Minimum 2
years
1 year
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag,
Mag,
Mag,
Mag,
Mag
Mag
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
GC §34090 et seq.

GC §34090
Yes: After These are copies / printouts from the
QC & OD RMS database; GC §34090 et seq.

Department preference; consistent with
Lexipol policies (review, supervisory
authorization, and documentation
required); PC§ 832.18 et seq. GC
§34090.6 et seq.

PC§ 832.18(b)(5)(E); GC §34090.6 et
seq.

PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Department preference (law
recommends 60 days); PC§
832.18(b)(5)(A); GC §34090.6 et seq.

Does not record regular and ongoing
operations; GC §34090.6 et seq,
Does not record regular and ongoing
operations; GC §34090.6 et seq,
PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
67 Ver. 8.0 RECORDS RETENTION SCHEDULE: POLICE
Office of Retention No.

Record (OFR)
Records Description
Total
Retention
Vital?
Media
Options
Image: Destroy
I=Import Paper after
M=Mfr Imaged &
S=Scan QC'd?
Page PD -12
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.q. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Department preference; Pursuant to
PC §457.1 et seq.; required to register
PD -071 for life; If released from DOJJ, records
are destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
Pursuant to PC §457 1 et seg ; If
Police / Records
Police / Records PD -072
Police / Records PD -073
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr
Yes: After

QC & OD
Police / Records PD -074
Police / Records
Police / Records
Court or District
Attorney
PD -075
PD -076
Registrants: Arson Registrations: Adults
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Registrants: Sex Offender Registrations:

Adults
Registrants: Sex Offender Registrations:

Juveniles
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
STOP Source Data, Audit Log / Racial /
Identity Profiling Act (RIPA) Annual Report
Subpoenas - Civil and Criminal /
PD -077 Subpoenas Duces Tecum / Personal
Appearance
Age 25 or
Sealing Date +
5 years
P,
or Death of
Registrant
P or Sealing
Date + 5 years
(or Court
Order), or
Death of
Registrant
Expiration of
the Order
3 years
2 years
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
Department Preference; After 2021,
Offenders can petition Court for
removal 10 or 20 years after offense,
provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

Department Preference; After 2021,
Offenders can petition Court for
removal 10 or 20 years after offense,
provided there are no subsequent
offenses; Pursuant to PC §290 et seq.

S/M/I Yes: After Not a City record

QC & OD
S/M/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Also entered into DOJ's database; 11
CCR 999.228; 11 CCR 999.229; GC
§34090
Department preference; Court or
District Attorney records; GC §34090 et
seq.

PLACENTIA, CA. ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
68 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
Q.C'd?
Page PW -1
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. PW -001
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
PW -002
PUBLIC WORKS / ENGINEERINGjCIP, Land Development, Transportation Engineering) Permit Database - (OpenGov)
Assessment Districts / Special Assessment
Districts / Community Facilities Districts /
Enhanced Infrastructure Financing Districts
(EIFDs) / Landscape Districts / Street Lighting
Districts: FORMATION, BOUNDARIES,

ENGINEERS REPORTS
Assessment Districts / Special Assessment
Districts / Community Facilities Districts /
PW -003 Enhanced Infrastructure Financing Districts
(EIFDs) / Landscape Districts / Street Lighting
Districts: APPLICATIONS, PETITIONS
PW -004 Benchmarks
PW 005 Bonds: Bid Bonds, Labor & Materials Bonds,
Performance Bonds, Payment Bonds
Indefinite
(Perm)
P
2 years
P
After Release
by the City
Engineer
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Yes Mfr, OD, S / I
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
Department Preference - Data is
Yes: After interrelated; Building Permits are required
QC & OD to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Yes: After

QC & OD
Department Preference; Statute of
Limitations is 4 - 10 years (for Errors &
Omissions); CCP §§337. 337.1(a),
337.15, 343; GC §34090
Yes: After GC §34090
QC&OD
Yes: After Department Preference; GC §34090

QC & OD
Yes: After Security; GC §34090

QC & OD
Adopted:
69 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR) Retention No.

Records Description
Total
Retention
Vital?
Image: Destroy
Media I=Import Paper after
Options M=Mfr Imaged &
S=Scan QC'd?
Page PW -2
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept.
(Managing the
Project)
Lead Dept.
(Managing the
Project)
PW -006
Capital Improvement Projects (CIP):

MAINTENANCE -ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications /
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Capital Improvement Projects (CIP):

Administration File / Construction
Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
PW -007 Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
Preliminary Notices, Project Schedules, Public
Relations, Meeting Agendas / Minutes, Monthly
Reports, Notices, Real Estate Appraisals, RFIs /
RFQs , Safety. SWPPP / WPCP, etc.

Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Yes: Until
Completed
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department preference - meets municipal
government auditing standards; Statute
of Limitations for Errors & Omissions not
applicable; Some grant funding agencies
require audits; Statute of Limitations:

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Adopted:
70 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR) Retention No.

Records Description
Image: Destroy
Total Media I=Import Paper after
Retention Options M=Mfr Imaged &
S=Scan QC'd?
Vital?
Page PW -3
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Capital Improvement Projects (CIP):

Permanent File
Lead Dept.
(Managing the
Project)
Lead Dept.
(Managing the
Project)
Public Works /
Engineering
Lead Dept.
(Managing the
Project)
Public Works /
Engineering
Public Works /
Engineering
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders, EIRs,
PW -008 Negative Declarations, Categorical Exemptions,
Materials Testing Reports (Asbestos, Lead -
Based Paint, etc.), Grading Permits, Hazardous
Materials, Notice of Completion, Photos,
Record Drawings Soils Reports, Studies,
Submittals, Surveys, etc.

Capital Improvement Projects (CIP):

Design / Construction Standards - Authored
by the City for Construction of City Infrastructure
(CIP / Land Development)
PW -009
PW -010
Construction Permits / Demolition Permits:

Applications, Deposits, Certificates
Drawings, Maps Record Drawings, Large -
PW -011 Format Drawings, Survey Record Maps,
Capital Improvement Project "As -Built"
Encroachment Permits: Temporary Permits
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Street Cuts, Expiration + Yes: Until Mag, PW -012 Tree Removal, Traffic Control, Transportation Mfr, OD, 2 years Completion
Permits, Utility Cuts (Installation / Patching), Ppr
etc.)
Includes Insurance Certificates
P
2 years
P
Yes: Until Mag,
Completed Mfr' OD'
Ppr
S/I
Mag,
Mfr, OD, S/I
Ppr
Mag,
Mfr, OD, S / I
Ppr
Mag,
Yes (all) Mfr, OD, S / I
Ppr
Encroachment Permits: Permanent (Structures
PW -013 in the City's Right of Way, Retaining Walls, etc.) Includes Insurance Certificates
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 S/I
Yes: Until Mag,
Completion Mfr, OD, S / I
Ppr
Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Yes: After Department Preference; GC §34090

QC & OD
Yes: After GC §34090
QC&OD
Yes: After Drafts should be destroyed; GC §34090

QC & OD
Yes: After GC § 34090

QC & OD
Yes: After Department Preference; GC §34090

QC & OD
Adopted:
71 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR) Retention No.

Records Description
Image: Destroy
Total Media I=Import Paper after
Retention Options M=Mfr Imaged &
S=Scan QC'd?
Vital?
Page PW -4
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Yes: Until Mag, Yes: After
PW -014 Grading Permits P Completed Mfrr,,pr OD, S/I QC & OD Department Preference; GC §34090 Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
City Clerk
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
Private Development: Administrative Records Completion + Yes: Until Mag, PW -015 Construction Inspections, Photos, Progress Mfr, OD, 10 years Completed
Meetings, Project Schedules, etc. Ppr
PW -016
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical / Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

Recorded Documents / Real Property:

PW -017 Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
PW -018
Streetscape and Transportation Advisory
Commission - AGENDAS / STAFF REPORTS
PW 019 Streetscape and Transportation Advisory
Commission - MINUTES
PW -020 Subdivision Maps / Parcel Maps
PW -021
Surveys, Record of Survey
P
2 years
p
P
P
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 ag,
Yes: Until Mfr, OD,
Completed Ppr
Yes (all)
Yes (all)
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Yes: After Department Preference; GC §34090 et
QC & OD seq.

Yes: After GC §34090
QC&OD
Yes: After GC §34090(e)

QC & OD
Yes: After Department Preference; GC §34090

QC & OD
Adopted:
72 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR)
Retention No.

Records Description
Image: Destroy
Total Media I=Import Paper after
Retention Options M=Mfr Imaged &
S=Scan Q.C'd?
Vital?
Page PW -5
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Mag
Public Works /
Engineering
Public Works or
State of
California
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
Public Works /
Engineering
PW 022 Traffic Calming Requests (Speed Humps, Red
Curbs, Stop Signs, etc.)
PW -023 Traffic Collision Reports / SWTRS
PW -024 Traffic Counts / Traffic Studies
PW -025 Traffic Speed Surveys
PW -026 Traffic Stop Sign Warrants
PW -027 Transportation Plans / Master Plans
Minimum 10
years
Copies -
When No
Longer
Required
10 years
10 years
10 years
P
PW -028 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
PW -029
Wide Load Permits / Oversize Load Permits
Includes Insurance Certificates
Public Works /
Maintenance
PW -030
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Expiration + Yes: Until Mag,
2 years Completion Mfr, OD, S /1
P
PUBLIC WORKS / ENVIRONMENTAL SERVICES (FOG, Solid Waste) 1 Yes: After

QC & OD
Department preference; GC §34090
Yes: After copies; GC §34090.7
QC&OD
Yes: After Department preference; GC §34090

QC & OD
Yes: After Department preference; GC §34090

QC & OD
Yes: After

QC & OD
Department preference; GC §34090
Department Preference; entered into
DigAlert Software the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain the
notice for 3 years; GC §§4216.2(f) GC
§60201
GC § 34090
FOG (Fats, Oil / Grease) Inspections /
Pretreatment Annual / Quarterly Reports
1 3 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, OD,
Ppr
S/I
Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Adopted:
73 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR) Retention No.

Records Description
Image: Destroy
Total Media I=Import Paper after
Retention Options M=Mfr Imaged &
S=Scan QC'd?
Vital?
Page PW -6
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Environmental
Services
Public Works /
Environmental
Services
Public Works /
Environmental
Services
Division
Providing
Service / Work
Division
Providing
Service / Work
Division
Providing
Service / Work
PW -031
Solid Waste Franchise Agreement
Management
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection and Recycling) . CalRecycle Annual
PW -032 Waste Diversion Report / Measure D annual
report / Form 303 report (HHW report) /
CaIREcycle Used Oil report / CaIREcycle
Bottles & Cans report, etc.

PW -033
PW -034
PW -035
Solid Waste Services / Hauler Quarterly
Reports

PUBLIC WORKS / MAINTENANCE - ALL
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ partial information entered into
PW -036 CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
10 years
10 years
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
10 years Mfr, OD, S /1 Department Preference; GC §34090 P�r
DIVISIONS EXCEPT FLEET, includes Sewer Collections]
Data is interrelated; Databases where
Indefinite - Mag, Yes: After sewer records may be stored are required Minimum 5 Yes Mfr, OD, S /1 QC & OD for 5 years; SWRCB Order 2022-0103- years Ppr DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
S/I
S/I
Yes: After

QC & OD
Department Preference; GC §34090
Yes: After Department preference; SB 1383
QC & OD compliance is required for 5 years; 14
CCR § 18995.2; GC §34090
Yes: After

QC & OD
When No
Longer
Required
5 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Yes Mfr, OD, S / I
Ppr
Mag,
Yes Mfr, OD, S / 1
Ppr
Yes: After Preliminary drafts (the database is the
QC & OD original); GC §34090
May contain sewer records, which are
Yes: After required for 5 years; SWRCB Order 2022 -
QC & OD 0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, GC §34090
Adopted:
74 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR)
Retention No.

Records Description
Image: Destroy
Total Media I=Import Paper after
Retention Options M=Mfr Imaged &
S=Scan QC'd?
Vital?
Page PW -7
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Mag
Public Works /
Lead Div.

Public Works /
Maintenance
Public Works /
Maintenance
Public Works /
Lead Div.

Public Works /
Lead Div.

Public Works /
Maintenance
Public Works /
Lead Div.

Public Works /
Maintenance
PW -037 APCD / AQMD Permits - for Generators, etc.

Issue Date +
5 years
When No
PW -038 CCTV Traffic Signals, Intersection Recordings Longer Required
PW -039 CCTV Videos of Sewer Lines 5 years
PW -040 Generator Operation Logs / Inspections 5 years
PW -041
PW -042
PW -043
Operations / Maintenance Manuals (O&M
Manuals)
Playground Inspections (both Certified
Inspections and Non -Certified Inspections).

Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
PW -044 Sanitary Spills / Overflows (SSOs)
Life of
Facility or
Equipment
5 years
30 years
5 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mfr, OD,
Ppr
Mag
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
40 CFR 70.6; GC §34090
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Department preference; GC §34090
Yes: After APCD Rule 1470; Form 400—E -13a
QC & OD instructions; GC §34090
Yes: After Department Preference; GC §34090 et.

QC & OD seq.

Yes: After
QC'd & OD
Yes: After

QC & OD
Yes: After

QC & OD
Department preference, GC §34090
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 40 CFR
122.41(j)(2); GC §34090
Adopted:
75 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
Q.C'd?
Page PW -8
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Mag,
PW -045 5 years Mfr, OD, S /1 Department preference; GC §34090 Ppr
Public Works /
Maintenance
Public Works /
Maintenance
Public Works /
Maintenance
Public Works /
Maintenance
Public Works /
Maintenance
Public Works /
Lead Div.

Sewer Odor Complaints / Gas Detection
Results / Investigations
Yes: After

QC & OD
PW -046
Sewer System Management Plans (SSMP) /
Audits / Sanitary Spills Overflow Prevention Superseded Plan (SSOPP) / Sanitary Sewer Overflow + 5 years
Response Plan
PW 047 Spray Permits / Weed Abatement / Herbicide
Application Forms / Pesticide Application Forms
2 years
Indefinite -
PW -048 Tree DATABASE (West Coast Arborists) Minimum 5
years
PW -049 Tree Maintenance, Trimming, Arborists Reports 5 years PW -050
Underground Storage Tanks (USTs) - Location,
Removal, Soil Remediation, Site Assessments,
Substance Compatibility Repairs, Lining,
U•.rades, etc.

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

QC & OD
Yes: After

QC & OD
Department preference; SSMPs are
required to be retained 5 years and
updated every 6 years; SSOs are
required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB General Order
2022-0103-DWQ; GC §34090
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
Yes: After Data is interrelated; GC §34090

QC & OD
Yes: After Department preference; GC §34090

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

PUBLIC WORKS / FLEET MAINTENANCE
Public Works /
Equipment &
Fleet
PW -051
Fleet - Pre -Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
1 2 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 1 Mag,
Mfr, OD,
Ppr
S/I
Yes: After

QC & OD
GC §34090; 13 CCR 1234(c)
Adopted:
76 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR)
Retention No.

Records Description
Total
Retention
Vital?
Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
Q.C'd?
Page PW -9
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Equipment &
Fleet
Public Works /
Equipment &
Fleet
Public Works /
Equipment &
Fleet
Public Works /
Equipment &
Fleet
Public Works /
Equipment &
Fleet
Public Works /
Equipment &
Fleet
PW -052 Fleet - Tire Disposal / Waste Manifests
PW -053 Fleet - Used Oil Disposal Manifests
PW -054
Fleet - Vehicle / Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

PW -055 Inspections / Audits by the CHP (Fleet)
PW 056 Pressure Vessel Certifications / Permits (Air
Compressors, Propane, etc.)
PW -057 Vehicle Titles (Pink Slips)
3 years
3 years
Disposal of
Vehicle or
Equipment +
2 years
5 years
Expiration of
Certificate or
Permit
Upon Sale of
Vehicle
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Ppr
S/I
S/I
S/I
S/I
S/I
Yes: After

QC & OD
14 CCR 18459.3; GC §34090
Yes: After 22 CCR 66266.130(c)(5), H&S
QC & OD §25250.18(b), 25250.19(a)(3) et seq.

Yes: After

QC & OD
Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Yes: After Department preference; GC §34090 et.

QC & OD seq.

DMV record provided to new owner

PUBLIC WORKS / STORMWATER QUALITY / NPDES
Public Works /
NPDES
Public Works /
NPDES
PW -058
NPDES / Stormwater Quality Compliance:

Inspections
PW -059 NPDES / Stormwater Quality Permits
5 years
Superseded
+ 5 years
PLACENTIA, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
S/I
S/I
Yes: After

QC & OD
Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

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

Adopted:
77 Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Environmental Services, Maintenance and Sewer Collections, Stormwater) Office of
Record (OFR) Retention No.

Records Description
Image: Destroy
Total Media I=Import Paper after
Retention Options M=Mfr Imaged &
S=Scan QC'd?
Vital?
Page PW -10
Comments / Reference
If the record is not listed here, refer to the Retention for City -Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Department Preference; NPDES
Public Works / Mag, Yes: After Monitoring records required for 3 years; NPDES PW -060 NPDES / Stormwater Quality Reports 5 years Mfr, S / I QC & OD 40 CFR §§122.21, 122.41, 122.44; GC §34090 CCP §337 et seq.

Placentia City CouncilJune 16, 2026

Placentia City Council
June 16, 2026