Consolidated Records Retention Policy and Schedule — Pleasant Hill City Council, November 4, 2024

City of Pleasant Hill Records Retention Policy and Schedule (2024) i

CITY OF PLEASANT HILL

RECORDS RETENTION POLICY

and

SCHEDULE

Policy Adopted by the Pleasant Hill City Council September 17, 2022 by Resolution No. 75- 01 Consolidated Records Retention Policy and Records Retention Schedule Adopted July 18, 2005 by Resolution No. 47-05
Amended September 2006 by Resolution No. 53-06 (City Manager and City Clerk Schedule) Amended February 2008 by Resolution No. 02-08 (Engineering Schedule) Amended __________, 2024 by Resolution No. __-24
City of Pleasant Hill Records Retention Policy and Schedule (2024) ii

Records Retention Policy and Schedule
Table of Contents

Page Number

Part 1 Records Retention Policy 1
Part 2 Records Retention Schedule 8
Abbreviations 9
City Wide 10
Building Division 11
City Attorney 12
City Clerk 13
City Manager 15
Code Enforcement 15
Engineering Division 16
Finance Division 17
Human Resources Division 22
Maintenance Division 25
Planning Division 26
Police Department 28
Administration Division 28
Investigations Division 30
Patrol Division/Traffic 32
Support Services Division 33
City of Pleasant Hill Records Retention Policy and Schedule (2024) 1

Part 1

RECORDS RETENTION POLICY
City of Pleasant Hill Records Retention Policy and Schedule (2024) 2

1. PURPOSE OF THE RECORDS RETENTION POLICY

A written policy for a records retention program provides guidelines to ensure that an agency’s records are maintained in a manner that makes them easily accessible so that records are retained in accordance with federal and state laws, contractual requirements, and regular business practices. The City of Pleasant Hill Records Retention Policy and Schedule (RRPS) serves as a guideline for each City department to maintain its own records, which will ensure permanent availability of vital information, as well as consistent and regular disposal of non-vital records after appropriate lengths of time.

The City’s Records Retention Policy was originally adopted on September 17, 2001 by City Council Resolution No. 75-01. A consolidated Records Retention Policy and Records Retention Schedule was adopted by City Council Resolution No. 47-05 on July 18, 2005, and the City Manager and City Clerk schedules were amended on September 11, 2006 by Resolution No. 53-

06. The Engineering schedule was amended on January 14, 2008 by Resolution No. 02-08.

2. RECORDS RETENTION PROGRAM

This document is the policy part of the City’s Records Retention Program. The Records Retention Program provides the following benefits in the economy and efficiency of the City operation:
• Provides certainty that no record is destroyed prematurely and that valuable and legally required records are retained in compliance with legal retention requirements and with standard organizational practices for the retention and destruction of records. • Enables authorized employees to destroy records no longer of value. • Provides faster and more efficient retrieval of files as a result of the elimination of obsolete records.
• Improves productivity through faster access to information. • Cuts costs of filing equipment and office and storage space with the implementation of electronic document storage and elimination of obsolete original records and duplicate records.

3. RECORDS RETENTION SCHEDULE

Under the direction of the department director or division manager, each department should periodically review its own section of the Records Retention Schedule to update it in coordination with the City Clerk (Records Manager) and City Attorney and submit it to the City City of Pleasant Hill Records Retention Policy and Schedule (2024) 3 Council for review and approval. All records shall be maintained at least as long as the legal requirements for particular types of records.

City of Pleasant Hill Records Retention Policy and Schedule (2024) 4

4. ACTIVE AND INACTIVE RECORDS; DESTRUCTION OF RECORDS

Active records are retained within each department to ensure they are readily accessible.

Periodically, and at least annually, records within a department shall be reviewed to determine which are no longer active. Inactive records that are obsolete, have reached their adopted retention date, and are no longer required to be kept under the Records Retention Schedule should be submitted via a Records Destruction Certificate to the City Attorney for approval to destroy the records. All other inactive records should be sent to the Records Center, boxed in numbered standard banker’s boxes assigned by the City Clerk, and filed. A Record Transfer Notice should be sent to the City Clerk along with each box sent for storage.

The City Clerk maintains the master index lists for each department and division and administers retrieval and replacement of boxes of records in storage.

Before a record is destroyed, a list of the record, filename, or contents of boxes should be prepared by the department’s designated Records Coordinator (for boxes in storage). The list of records to be destroyed should be shown on the Records Destruction Certificate. The Records Destruction Certificate may include only a list or outline, with the Records Transfer Notice(s).

The department’s designated Records Coordinator should verify that what is scheduled for destruction is consistent with the Records Retention Schedule. The list should be sent to the department head and then to the City Attorney, for their written approval of the destruction.

The original Records Destruction Certificate should be submitted to the City Records Coordinator and the department files a copy.

The City Records Coordinator maintains a log of all destroyed documents or files removed from the Records Retention Program (records that were sent to the Records Center or entered into the electronic document repository). The destroyed document log will be made available to anyone wishing to review it. The City Records Coordinator also maintains a file of all Records Destruction Certificates for destroyed documents that were not sent the Records Center, but were maintained within the department.

5. NOT APPLICABLE TO DUPLICATES OR NON-RECORDS

This RRPS applies to original records. It does not apply to duplicate copies or to non-records, as defined here. Duplicate copies and non-records may be destroyed at any time and should be destroyed when original records are destroyed.

Duplicate copy; Reproduction. A record may be considered a duplicate copy only if the original is filed elsewhere in the City government. Examples include documents kept in departments where the original is retained by the City Clerk's Office (i.e. Council meeting agendas and minutes), or the City's Human Resources or Finance Divisions (i.e. payroll or accounts payable records), or duplicates within a department when the original is clearly kept elsewhere in the City of Pleasant Hill Records Retention Policy and Schedule (2024) 5 department.

Any record may be destroyed if it is reproduced or microphotographed strictly in accordance with Government Code section 34090.5.

City of Pleasant Hill Records Retention Policy and Schedule (2024) 6 Non-records. The following are considered non-records and need not be kept or filed:

Blank forms
Drafts, after final copy is completed
Envelopes
Extra copies
Form letters
“FYI” items
Greeting cards
Job announcements
Magazines
Materials for outside clubs or organizations
Newsletters (except The Outlook)
Newspaper clippingsNotices of meetings, retirements, holidays, etc.

Personal files
Post-it notes
Sales, catalogs, brochures, technical manuals, pamphlets, books Shorthand notes
Professional publications
Technical reference files
Transmittal and acknowledgment memos and letters
Hard copy and email working papers and notes

6. FILING GUIDELINES

The goal is to achieve the most efficient use of space while providing the easiest retrieval at the lowest cost. There are many filing practices that can help the filing function be performed more efficiently and effectively.
• Be sure all documents are dated before filing.
• Use cross-reference sheets rather than filing multiple copies in multiple places. • Note the file folder code in the upper right corner of the record to be filed. • If a letter is sent to several people, file one copy with a distribution list rather than multiple copies of the same letter.
• File records chronologically within the folder, with the most current date on the top. • Do not file multiple copies of documents.
• Do not file original documents in working files or working notes in official files. • Documents marked “confidential” should be segregated from non-confidential material.
• Do not mix records with different dispositions in one box (i.e. records with permanent retention should not be included in the same box as records with a fiveyear retention).

City of Pleasant Hill Records Retention Policy and Schedule (2024) 7

7. COMPUTER RECORDS.

Materials stored in computer hard drives and on other electronic devices are also considered records. The same principles of identification, confidentiality and disposition followed for paper records should be practiced for electronic records.

8. WORKING PAPERS.

Working papers and files may be kept by individuals within a department. They should consist only of non-record material. Often, they are incomplete because related files are in official department files. Often the creator of these is the only person who knows how the material is arranged, where it is filed, and what it means. These materials can lead to legal problems if they surface during the discovery phase of litigation. It is strongly recommended that these files be purged upon completion of a project. Any official records that may have been accidentally placed in a working file should immediately be moved to the proper file in the department’s official files.

9. PUBLIC RECORDS ACT.

The California Public Records Act (Government Code section 6254 and following) provides generally that any record containing information relating to the conduct of the public’s business prepared, owned, used or retained by the City is a public record. Such records must be available to the public for inspection and copying, unless a particular type of record is listed as exempt under the Act. Public records include any writing, map or other document, including those kept electronically. The most common exemptions (which need not be disclosed to the public) include:
• Preliminary drafts, notes or interagency memoranda that are not retained by the City in the ordinary course of business;
• Records pertaining to pending litigation;
• Personnel, medical or similar files, the disclosure of which would constitute an unwarranted invasion of personal privacy;
• Records of complaints to, or investigations conducted by, or records of intelligence information or security procedures of the police department, or any investigatory files compiled by the city for correctional, law enforcement or licensing purposes (with some exceptions);
• Employment examinations;
• Real estate appraisals or engineering or feasibility estimates and evaluations made relative to the acquisition of property or to prospective public contracts; • Information required from taxpayers in connection with the collection of local taxes City of Pleasant Hill Records Retention Policy and Schedule (2024) 8 that is received in confidence;
• Records protected by other state or federal laws.

Questions regarding disclosure of public records should be directed to the City Attorney.

City of Pleasant Hill Records Retention Policy and Schedule (2024) 8

Part 2

RECORDS RETENTION SCHEDULE

City of Pleasant Hill Records Retention Policy and Schedule (2024) 9 Abbreviations used throughout the Records Retention Schedules All time periods are in years unless stated otherwise.

General
C Completion
CL Closed
CY Current Year
E Election
MPA Municipal Pooling Authority
P Permanent
S Until superseded
S/L Statute of Limitations (See CCP 337, 337.15)
T Termination
Term Term of office

California State Codes and Regulations
B&P Business and Professions Code
CCP Code of Civil Procedure
EC Election Code
EvC Evidence Code
GC Government Code
H&S Health and Safety Code
LC Labor Code
PC Penal Code
VC Vehicle Code
WIC Welfare and Institutions Code
CCR California Code of Regulations
Federal Codes and Regulations
USC United States Code
CFR Code of Federal Regulations
City of Pleasant Hill Records Retention Policy and Schedule (2024) 10

RECORDS RETENTION SCHEDULE

CITY WIDE

City
Wide
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Accounting Files/Invoices/ Payroll Reports
(Originals in Finance; excludes Capital
Improvement Projects)
GC 34090(d) 2 Electronic only CY + 2
2 Agendas and Agenda Packets of Advisory Bodies:

Boards, Commissions, Committees &
Subcommittees (excludes City Council, Planning
Commission, Architectural Review Commission,
and Zoning Administrator)
GC 34090(d) 2 CY + 2
3 Agendas and Agenda Packets of Legislative &
Quasi-Judicial Bodies: Boards, Commissions,
Committees & Subcommittees (includes City
Council, Planning Commission, Architectural
Review Commission & Zoning Administrator)
GC 34090(d) 2 P
4 Budget Files (originals kept in Finance) GC 34090(d) 2 2 5 Chronological Files GC 34090(d) 2 CY + 2
6 Consultant/Vendor Files/Agreements & Contracts
(not for construction files)
GC 34090(d) 2 T + 2
7 Correspondence (General; refer to
departments/divisions for special &
department/division-specific correspondence)
GC 34090(d) 2 2
8 Insurance Certificates & Endorsements
(excludes Capital Improvement Projects)
GC 34090(d) 2 T + 2
9 Meeting Recordings (Audio & Video) of Advisory
Bodies: Boards, Commissions, Committees &
Subcommittees (excludes City Council, Planning
Commission, Architectural Review Commission,
and Zoning Administrator)
GC 54953.5(b)
GC 34090.7
City Council Res.

No. 106-81 & 37-92
30 days
90 days (if
minutes
exist)
5 years
S or until minutes of the
meeting are adopted by the
body
10 Meeting Recordings (Audio & Video) of Legislative
& Quasi-Judicial Bodies: Boards, Commissions,
Committees & Subcommittees (includes City
Council, Planning Commission, Architectural
Review Commission & Zoning Administrator)
GC54953.5(b)
GC 34090.7
City Council Res.

No. 106-81 & 37-92
30 days
90 days (if
minutes
exist)
5 years
P
11 Minutes of Legislative & Advisory Bodies (All City
Council, City Boards, Commissions, Committees &
Subcommittees)
GC 34090(e) P P
12 Policies & Procedures GC 34090(d) 2 S
City of Pleasant Hill Records Retention Policy and Schedule (2024) 11

RECORDS RETENTION SCHEDULE

BUILDING

If a file is not listed here, refer to the Retention for City-wide Standards.

Retention begins when the act is completed (e.g. last document + 2 years) and implies a full file folder for onsite records or a full box for records stored in the records center, since destruction is normally performed by file or box.

Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement).

Building Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Building construction, Plans & specifications
GC 34090(e)
HS 19850
2 Life of Bldg
–
Commercial
5 years – Residential
After April 4, 2023, Electronic
Records (Through EPL) will move to
“Life of the Building”
Life of Building - Commercial
2 Building Permits Reports
GC 34090(a)
HS 19850
P
P
3 Certificates of Occupancy
GC 34090(d)
HS 19850
Life of
Building
Life of Building
4 Code Books California Electrical Code,
Building, Fire, Mechanical, Plumbing &
Supplements)
P P
Starting from the 2010 Code
Cycle All Codes are available
online through ICC Digital Codes
Premium
5 Contractor files (professional services
agreements, payments & correspondence)
GC 34090(d) 2 Inactive + 2
6 Professional Associations/Community
Organizations newsletters
GC 34090(d) 2 CY + 5
7 Progress reports to City Council (original files
kept in City Manager’s office)
GC 34090(d) 2 CY + 2
8 Soils Report, foundation plan GC 34090(d)
HS 19850
2 Life of Building
9 Structural Calculations GC 34090(d)
HS 19850
2 Life of Building
City of Pleasant Hill Records Retention Policy and Schedule (2024) 12

RECORDS RETENTION SCHEDULE

CITY ATTORNEY

RECORDS RETENTION SCHEDULE

CITY CLERK

City
Attorney
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Administrative Files
Correspondence
Outside Counsel Contracts
Department Budget (Original in Finance)
League of CA Cities materials
Professional Associations
Purchase Orders/Invoices
Emergency Procedures Manual
GC 34090(d) 2
CY + 5
CY + 4
CY + 2
CY + 2
CY + 2
CY
P
2 City Attorney Work Product (References;
Project files) (Not public records. EvC §954)
GC 34090(d) 2 CY + 2
3 Claims
Claim files (Original files at MPA)
MPA Materials
GC 34090(d) 2
CY +5
CY + 10
City of Pleasant Hill Records Retention Policy and Schedule (2024) 13

City
Clerk
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Agendas and Agenda Packets: City Council
(electronic only as of 2020; see Agendas and
Agenda Packets of Legislative & Quasi-Judicial
Bodies)
GC 34090(d) 2 P
2 Assessment District Files (electronic only as of
2022)
GC34090(a) P P
3 Deeds & Promissory Notes GC34090 (a)
24 CFR 570.502
2 3
P
4 Elections
Certificates of Election
Nomination papers:

Elected officials
Unsuccessful candidates
Notifications and Publications (Proof of
publications/postings, certifications & copies of
newspaper notices)
Procedures and correspondence, candidate
packets, workshops, & briefings
GC 34090 (e)
EC 17100
GC 81009(b)
GC 34090(d)
GC 34090(d)
7 T + 4
E + 2
E + 2
2 7
Term + 4
E + 2
E + 2
2 5 Ethics (AB 1234) Training
Certificates Notices GC 53235.2 (b)
GC34090(d)
CY + 5
2 CY + 5
2 City of Pleasant Hill Records Retention Policy and Schedule (2024) 14

City
Clerk
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
6 FPPC Correspondence/Manuals GC 34090(d) CY + 2 CY +4
7 FPPC-Required Documents and Forms
Campaign Statements:

Committees
Elected officials
Unsuccessful candidates

Statements of Economic Interests
Statements of Economic Interests Log
GC 81009(c)
GC 81009(c)
GC 81009(b)
GC 81009(e)
GC 34090(d)
7 7
5 7
2 T + 7
5 T + 7; 7 if not elected
P
8 Lobbyist Statements (required under GC 86110) 2 CCR 18615(f) 5 years from the
date of the
filer's final
report for
the
calendar
year for
which the
activities
were
reported
5 years from the date of the
filer's final report for the
calendar year for which the
activities were reported
9 Ordinances of the City Council & the Municipal
Code
GC 34090(e) P P
10 Petitions: Initiative, referendum & recall
*Not a public record; petitions found to be
insufficient are open only to proponents & their
representatives (GC 6253.5)
EC 17200 8 months
after
certification
of election
results or, if
measure is
not
submitted
to the
voters, 8
months
after final
examinatio
n of petition
by the
elections
official
8 months after certification
of election results or City
Clerk's final examination of
the petition
11 Public Records Requests & Responses GC34090(d) 2 CY +2 12 Records Retention Program
Records Destruction Forms
Records Retention Schedules
GC34090(d) 2
P
S
13 Resolutions of the City Council GC 34090(e) P P
City of Pleasant Hill Records Retention Policy and Schedule (2024) 15

RECORDS RETENTION SCHEDULE

CITY MANAGER

RECORDS RETENTION SCHEDULE

CODE ENFORCEMENT

City Manager Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
City Manager Americans with Disabilities Act
Transition Plan
Grievances and Related Correspondence
(unless involved in a lawsuit)
28 CFR 35.150 (d)
GC 34090(d)
S
2 S
2 City Manager Bi-Weekly Update GC 34090(d) 2 CY + 5
City Manager Certificates of Appreciation/Recognition & Proclamations
GC 34090(d) 2 CY + 5
City Manager Committee and Commission Recruitments
Applications – Appointees
Applications – Rejected Candidates
Interview Packets/Notices/Staff reports/
Appointment letters
GC34090(d) 2
Term + 2
2 2
City Manager Outlook Newsletter GC 34090(d) 2 10
City Manager Press Releases GC 34090(d) 2 CY + 5
City Manager Special Projects Files GC 34090(d) 2 T + 2 City Manager Reference Materials: brochures, manuals,
policies, procedures and reports produced
by the Department
Statewide guidelines
propose when
superseded + 2 or 5
years; GC 34090(d)
2 S + 2
City Manager Senior Van Service
Volunteer Files
Dispatcher and Drive Calendars
Passenger Schedules
Senior Van Inspection and Maintenance
Logs
Passenger Applications
GC 34090 (d) 2
T + 2
2 2
CL + 3
Code
Enforcement
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Case Files by Type/Year GC 34090(d) 2 5
2 Contractor files (professional services
agreements/payments/correspondence)
GC 34090(d) 2 2
3 Liens & Releases Recorded GC 34090(d) 2 2
4 Procedures GC 34090(d) 2 2
5 Reports GC 34090(d) 2 2
City of Pleasant Hill Records Retention Policy and Schedule (2024) 16

RECORDS RETENTION SCHEDULE

ENGINEERING
City of Pleasant Hill Records Retention Policy and Schedule (2024) 17

RECORDS RETENTION SCHEDULE

FINANCE
Engineering Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Accounting Files/Invoices/ Payroll Reports
for Capital Improvement Projects
(Originals in Finance)
GC 34090(d) 2 5
2 Acquisitions GC 34090(a) P P
3 Aerial Photographs GC34090(d) 2 2
4 Agreements with Other Public Agencies GC34090(d) 2 P
5 Annexation Procedures/Files GC34090(a) P P
6 Assessment Districts GC34090(a) P P
7 Bike Lanes/Trails GC34090(a) P P
8 Bond Projects GC34090(d) 2 5
9 Bridges:

General/Inspections/Repairs/Grants
GC34090(d) 2 P
10 Capital Improvement Program Budget GC34090(d) 2 5
11 Construction Tracking:

Curbs/Gutters/Sidewalks
GC34090(d) 2 5
12 Drainage Maintenance & Issues GC34090(d) 2
13 Easements/Dedications/Rights-of-way
(Recorded documents keep in City Clerk's
Office)
GC34090(a) P P
14 Encroachment Permits & Violations
(except revocable)
GC34090(d) 2 5
15 Encroachment Permits Revocable GC34090(d) 2 5
16 Emergency Preparedness Plans GC34090(d) 2 2
17 Flood Issues: Storm Drains/Records/Maps GC34090(d) 2 5 18 Freeway: General/Sound Walls/Studies GC34090(d) 2 5
19 Inspector Daily Reports GC34090(d) 2 5
20 Maps & Plats/City Boundary/Surveys GC34090(a) P P
21 Minutes of Task Force Committees GC 34090(e) P P
22 National Pollution Discharge Elimination
System (NPDES)
Correspondence/Reference Materials/
Reports
GC34090(d) 2 5
23 Parking: Lots/Garages/Regulations GC34090(d) 2 2
24 Permits: Grading GC34090(a) P P
25 Planning Referrals
(commercial/residential): Engineering/New
Construction/Modifications
GC34090(d) 2 5
26 Project files: Correspondence/Architectural
Drawings/Civil Engineering Issues
GC34090(d) 2 5
27 Request for Proposals GC34090(d) 2 2
28 Signage (except for inventory): Street
repair & Striping
GC34090(d) 2 2
29 Street Widening GC34090(a) P P
30 Street/Alley Abandonment/Vacation GC34090(a) P P
31 Subdivisions/Land Divisions GC34090(a) P P
32 Surveys: Recording Data & Maps GC34090(a) P P
33 Traffic counts, traffic safety, traffic signals,
traffic studies, traffic complaints,
pedestrian crosswalks
GC34090(d) 2 2
City of Pleasant Hill Records Retention Policy and Schedule (2024) 18 (Previously approved in 1997 by Resolution No. 16-97)
If a file is not listed here, refer to the Retention for City-wide Standards.

Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement).

Finance Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Accounts Payable
Paid Vendor Files – Invoices,
Authorizations for Payment, Copies of
checks
Cash Disbursement Report by Vendor
(part of City Clerk’s Agenda Packet Files)
Copies of 1099s & Transmittal Forms
Petty Cash Checking Account Stubs/Petty
Cash Log (no Longer In use)
Check Listing Audit Trails (List by Check
No.)
Month-End Audit Trails/Reports
Calendar Year-End Audit Trails/Reports
1099 Audit Trails/Reports
P.O. Receipt Audit Trails/Reports
Cash Requirements Reports
A/P Invoice Update Reports
Invoice Print/Update Reports
7 7
7 7
3 3
3 3
3 3
3 3
2 Accounts Receivable
Paid/Written Off Invoices (Includes file
copy of City invoices, documentation
requesting City to bill, copies of any
related correspondence & log of contracts,
receipts showing payment or writeoffs/adjustments)
Uncollectible & Collection
Accounts/Records/Correspondence
Billing, Adjustment 7 Write-Off Audit Trails
Month-End Audit Trails (including aged
balances)
7 7
7 7
City of Pleasant Hill Records Retention Policy and Schedule (2024) 19 Finance Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
3 Business License
Ceased Business Files (Applications of
Businesses No Longer in Business in
Pleasant Hill)
Adjustment Audit Trails
Month-End Audit Trails
Calendar Year-End Audit Trails
Renewal & Reminder/Late Notice Audit
Trails
License Print Audit Trails
3 after cease date
3 3
3 3
3 4 Cash Receipts
Cash Receipt Activity Report (by month)
General Ledger - Daily Audit Trails,
Copies of Receipts Duplicate Copies of
Deposit Slips
5 5
5 General Ledger
Audited Financial Reports/Management
Letters/ Single Audit Reports/Compliance
Reports, Etc. (All produced by auditors
after year-end; includes Annual
Comprehensive Financial Report (ACFR))
Final (Audited) 6/30 Balance Sheets (from
Financial System); Status Reports by
Fund/Dept./Obj. & Encumbrance Detail –
Budgetary-Basis & GAAP-Basis
Detailed Transaction Activity Printout for
Entire Year, All Accounts
Printed Approved Budget Document
General Journal Entries
Assessment District Files (Improvement
Districts)
District Creation Documents
Prepayment Records and Bond Call
Reports
Other Records & Correspondence
Fixed Asset records by year (purchases/
disposals/summaries of activity/copies of
purchase documents
P
7 7
P
7 P
P
City of Pleasant Hill Records Retention Policy and Schedule (2024) 20 Finance Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
6 General Ledger
Bond files - debt for which the City was/is
responsible
a) Official statements/related debt
issuance files/ correspondence
b) Debt service schedule/payments
c) Fiscal agent statements
Bond files - conduit debt for which City
was never responsible but carries City's
name (eg. mortgage revenue bonds)
a) Official statements/related debt
issuance files/ correspondence
b) Fiscal agent statements
Upon cancellation,
redemption or maturity + 10
for a&b
5 after debt is paid off
Upon cancellation,
redemption, or maturity + 10
3 if available
7 General Ledger
Grant files (grant authorization
documents/claim
documentation/correspondence, etc.)
Journals from other modules (cash
receipts/ accts. payable/payroll/business
license receivable/accts. receivable, etc.)
updated at least monthly
Audit binders (staff-generated
spreadsheets/documentation for
independent auditors' use in annual audit)
Budgetary entry audit trails for original
approved budget
Budget revisions & transfers - authorizing
documents & posting audit trails
5 after grant completion
5 3
3 3
8 General Ledger
Monthly balance sheets (financial
software)
Monthly status reports by fund/dept/object
Monthly encumbrance details reports
Completion of audit
(2-year minimum doesn't
apply as monthly reports
are superseded by final
audited reports 6/30 reports
kept permanently)
City of Pleasant Hill Records Retention Policy and Schedule (2024) 21 Finance Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
9 Miscellaneous
Deeds Held by Finance (in safe)
State Controllers Reports, Special District
& Street Reports to State, etc.

Revenue Legislative History Files
Revenue/General Ledger Activity Files
Sales & General Use Tax Returns
Franchise Agreements
P
7 7
5 5
T + 10
10 Payroll (1 of 2)
W-2 Audit Trails (printouts)
Copies of W-2s & Transmittal Forms (Incl
LTD & YTD adj folder, calendar year
spreadsheet
PERS Printouts & Payment Copies Files
401(A) Money Purchase Plan File (PACE
& Mgmt Plans)
Correspondence File
Employee Registers (printouts showing
gross & net pay, all
deductions/withholdings, all City-paid
benefits, accounts charged, leave accruals
& usage – all by dept/employee)
Workers Comp Printouts
Federal Tax Files & Reports (including
qtrly. & annual reconciliations)
State Tax Files & Reports (including qtrly.
& annual reconciliations)
American Fidelity Files (Flex Plan &
Insurance until 2017)
457 Deferred Compensation Plan
Timesheets
Copies of Paychecks
Calendar Year-End Reports/Printouts
Fiscal Year-End Reports/Printouts
Federal & State Tax Printouts
7 7
7 7
7 7
10 7
7 7
7 7
5 5
5 5
City of Pleasant Hill Records Retention Policy and Schedule (2024) 22 * Two year minimum rule doesn’t apply because monthly reports are superseded by final audited 6/30 reports, which are kept forever.

Finance Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
11 Payroll (2 of 2)
Accrual Reports/Printouts
Payroll File Maintenance Changes
(Printouts)
Check Registers (Printouts in Check No.

Order by Month)
Journals 05 & 06 (printouts; transaction
interface w/ GL)
Garnishment Files/Misc. Vendors/Workers
Comp. Back-up
Bank & Credit Union Deduction/Direct
Deposit Files & Reports
Charity Deduction Files & Reports
Health Insurance Files & Reports
Life Insurance & Long-Term Disability
Files & Reports
Dental Insurance Files & Reports
Update Worksheets (work copies, not
printouts)
Employee Union/Association Dues Files
Month-End Audit Trails/Reports (payable
listings)
Quarterly Audit Trails/Repots (listings per
payroll)
5 5
5 5
5 5
5 5
5 5
5 5
5 5
City of Pleasant Hill Records Retention Policy and Schedule (2024) 23

RECORDS RETENTION SCHEDULE

HUMAN RESOURCES DEPARTMENT

If a file is not listed here, refer to the Retention for City-wide Standards.

Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement).

Human
Resources
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Cal PERS
Actuarial studies and contract revisions
(ERISA) 29 USC
1001-1381, at 1027;
29 CFR 1627.3(b)(2)
GC 34090
6 P
2 Correspondence (internal/external) GC34090(d) 2 CY + 10 3 Employee Benefit Plans
Medical, Dental, Vision, EAP, Disability,
IRS Section 125 Plan
GC 34090;
29 CFR 1627.3(b)(2)
2-3 CY + 6
4 Employee Rights
General employees
Safety (Police)
May include arbitration, grievances,
claims, union requests, sexual harassment
and Civil Rights complaints & disciplinary
actions
29 USC 211(c);
GC 34090(d)
2 T + 3
T + 5 or until final
disposition
5 Employee Training
Safety training attendance sheets,
handouts, employee training course
documentation
GC 12946;
GC 34090 &
29 USC 1027
T + 2 T + 10
6 Family & Medical Leave Act
(Federal)/Family Rights Act (State)
(records of leave taken, City policies
relating to leave, notices &
communications related to leave)
29 CFR 825.500;
GC 12946
2-3 CY + 3
7 General Subject Files GC34090(d) 2 CY + 2
8 Immigration (I-9s) 8 USC 1324a(b)(3) 3 T + 3
(3 years after date of hire or
one year after termination,
whichever is later.)
City of Pleasant Hill Records Retention Policy and Schedule (2024) 24

Human
Resources
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
9 Job specifications (job descriptions for
classifications within the City)
GC34090(d) 2 S + 5
10 Labor Negotiations (documents regarding
labor contract negotiations, including meet
& confer records for employee unions &
associations; may also include, but not
limited to, notes, notebooks,
correspondence, contracts,
Memorandums of Understandings
(“MOU”) & Side Letters of Agreement
Memoranda, bargaining unit
correspondence reports, petitions & bylaws)
29 USC 211(c);,
29 USC 516.6;
GC 34090;
GC 12946;
CCP 337
Active MOU
+ 2
P
11 Medical Files (may include family leave
requests/verification; pre-employment
physical examination results; workers’
compensation information; certification;
tests; correspondence & reports)
GC 12946; GC
34090; 29 USC
1027; 29 USC 1113
6 T + 6
12 MissionSquare Retirement Corporation
(formerly ICMA)
401(a) and 457 Plans
Plan documents, establishment of plan
and revisions, member statements,
general correspondence
(ERISA) 29 USC
1001-1381, at 1027;
29 CFR 1627.3(b)(2)
6 P
13 OSHA
OSHA 300 and 300A Logs
Exposure & medical records of employee
exposure to hazards such as toxic
chemicals, high levels of noise, airborne
contaminants, or blood borne pathogens
LC 6410;
8 CCR 14300.33;
29 CFR 1904.29
29 USC 657
29 CFR 1910.1020
(d)(1)(i);
8 CCR 3204(d);
5 - 30
T + 30
T + 30
T + 30
14 Payroll (Age disc.) 29 USC
626; 29 CFR 1627.3;
(FLSA) 29 USC
206(d)(1); & 29 CFR
515.6
3 P
15 Personnel Files (Official file kept in HR
Department)
GC 12946;
GC 34090;
LC 1174; &
(EEO) 29 CFR
1602.31
2-3 P
16 Personnel rules, procedures & policies GC 34090;
GC 12946
2 S + 5
City of Pleasant Hill Records Retention Policy and Schedule (2024) 25 CY – Current Year
CL – Closed
T – Termination
P – Permanent
S – Until superseded
MPA – Municipal Pooling Authority
GC – Government Code
LC – Labor Code
Human
Resources
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
17 Recruitments – Fulltime (Applications,
resumes, alternate lists/logs, indices;
ethnicity disclosures; examination
materials; answer sheets; job bulletins;
eligibility; electronic database)
GC 12946;
29 CFR 1607.4;
29 CFR 1627.3
2-3 CL + 3
18 Reports
Employee statistics, benefit activity;
liability loss, affirmative action
Equal Employment Opportunity
Commission reports (EEO – 4s)
GC 34090
29 CFR 1602.32, -
.30
2 3
CY + 10
CY + 10
19 Risk Management (MPA) Reports
Records of illness and injuries
Reports (loss analysis, safety, actuarial),
claims data and statistics
See Medical Files
and OSHA
references.

GC 34090; OMB
1220-0029; CFR
1904.4
T + 30
2 T + 30
CL + 5
20 Salary Schedule (list of salaries for all
classifications)
GC 12946 &
GC 34090
2 P
21 Social Security
Medicare information, general
correspondence
29 CFR 1627.3(2);
29 CFR 516.6;
GC 12946
2-3 CY + 3
22 Surveys and Studies
Classification wage rates & benchmark
data
GC 12946;
GC 34090;
29 CFR 516.6(2) &
29 CFR 1602.14
2 CY + 5
23 Workers Compensation
(Working files. Originals filed with MPA).

May include, but not limited to, indemnity
claims, correspondence with third party
administrator, first aid claims, predesignated doctors’ reports See also: Medical Files, OSHA, Risk
Management Reports.

USC 1027;
29 USC 1113; 29
CFR 1602; 8 CCR
3204(d); 8 CCR
10102; GC 12946;
GC 34090
5 P
City of Pleasant Hill Records Retention Policy and Schedule (2024) 26 CCR – California Code of Regulations
USC – United States Code
CFR – Code of Federal Regulations

RECORDS RETENTION SCHEDULE

MAINTENANCE

Maintenance Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Creek Abatement & Maintenance Program GC34090(d) 2 2
2 Diablo Vista Water (see specific category
for retention period)
3 Fleet: Assignment, Accident Reports &
Fueling
GC34090(d) 2 5
4 Fleet: Inventory, Ownership & Title GC34090(d) 2 Life of Vehicle + 2 Years 5 Landscaping: Plants/Tree
Maintenance/Plans (except for inventory)
GC34090(d) 2 P
6 Lighting/PG&E (except for inventory) GC34090(d) 2 2
7 Maintenance & Operations: Work
Orders/Reports/Complaints
GC34090(d) 2 2
8 Waste Management: AB939
Reports/Rates/ Contracts/Landfills/Oil
Recycling/Grants/ Hazardous
Waste/Recycling/Reuse/Composting/Yard
Waste/Meetings/Workshops
GC34090(d) 2 5
City of Pleasant Hill Records Retention Policy and Schedule (2024) 27

RECORDS RETENTION SCHEDULE

PLANNING

City of Pleasant Hill Records Retention Policy and Schedule (2024) 28

Planning Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Accounting Files/Invoices/Payroll
Reports/Purchase Orders (original files
kept in Finance)
Retention in Planning
Division not required
2 Annexation/Deannexation Files GC34090(d) 2 10
3 Boards, commissions, committee
correspondence, terms of office, salaries
GC34090(d) 2 4
4 Contractor files (professional services
agreements/payments/correspondence)
GC34090(d) 2 2
5 Emergency Planning (earthquake
preparedness, flood hazards, hazardous
waste)
GC34090(d) 2 2
6 Environmental Impact Reports by site GC34090(d) &
CEQA Guidelines
2 Same as project for which it
is for
7 Special Event, Temporary Use and
Temporary Sign Permits
GC34090(d) 2 2
8 General Plan Amendments including
various elements of plan:
noise/safety/seismic safety/
transportation/housing/scenic highways,
etc
GC34090(d) 2 P
9 General Plan background files GC34090(d) 2 General Plan adopted date + 5
10 Home Occupation and Tree Removal
Permits
GC34090(d) 2 2
11 Misc. Permits (Bingo, Carnival, Pumpkins,
Christmas Tree lots, newspaper
dispensers, tree removal, garage
exemption permits, electronic game
permits)
GC34090(d) 2 2
12 Ordinance (by subject, correspondence).
(Originals kept by City Clerk)
GC34090(d) 2 10
13 Planning Project Files: Architectural
Review Commission (ARC); Development
Plans (DP); Planning Commission (PC);
Signage (S) including sign programs,
general information; Zoning (ZA) by
address
GC34090(d) 2 Life of Project + 2
Certificate of Occupancy + 2
14 Professional Associations/Community
Organizations (APA Newsletters, League
of CA Cities, etc.)
GC34090(d) 2 2
15 Progress Reports to City Council GC34090(d) 2 2
16 Public Transportation (Caltrans, Transpac,
Pleasant Hill Sphere of Influence, BART,
CCTA)
GC34090(d) 2 2
17 Rolled Plans/Maps (Other) GC34090(d) 2
Life of
agreement
CY + 10
Life of agreement
City of Pleasant Hill Records Retention Policy and Schedule (2024) 29

Planning Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
18 State Agencies Correspondence (HCD,
DSS, DOT, etc.)
2 2
19 Regional/County Agencies
Correspondence (ABAG, Bay Area Quality
Management District, League of Women
Voters, Central Contra Costa, etc.)
GC34090(d) 2 2
20 Local Agencies Correspondence (Walnut
Creek, Concord, Martinez, Lafayette, etc.)
2 2
21 Resolutions – Planning Commission GC34090(e) P P
22 Rezoning by location GC34090(a) P P
23 Special Studies (E.g., Circulation Study,
Planning Transportation Corridors, GHG
Studies, Oak Park Specific Plan, View
Study, Taylor Boulevard Scenic Corridor,
etc)
GC34090(d) 2 15
24 Withdrawn or Closed Planning
Applications and associated Project Files
2 2
25 Zoning Information and Zoning Verification
Letters
2 2
City of Pleasant Hill Records Retention Policy and Schedule (2024) 30

RECORDS RETENTION SCHEDULE

RETENTION SCHEDULE

POLICE DEPARTMENT
(Previously adopted in 2001 by Council Resolution No. 76-01)

ADMINISTRATION DIVISION
If a file is not listed here, refer to the Retention for City-wide Standards.

Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement).

City of Pleasant Hill Records Retention Policy and Schedule (2024) 31 Police
Department
Administration
Division
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Contra Costa Community College District
correspondence and agreements
GC 34090 2 2 years after expiration of
agreement
2 Employees:

Non-Sustained Citizen complaints
If sustained Citizen complaints
Discipline records
Internal investigation reports
(EvC1045, GC12946, PC 801.5, 803(c),
VC 2547)
Personnel records
Progress file counseling notes
Overtime and time-off request slips
Grievance files (by employees)
Employment applications/background
reports when applicant not hired
Records of training attended
PC 832.5
PC 832.5
PC 832.5
PC 832.5
GC 34090
GC 34090
GC 34090
GC 34090
GC 12946
GC 34090
5 15
5 5
2 2
2 2
4 2
15 15
5 5
(Period measured from the
end of employment)
2 2
2 4
2 2
3 Equipment: phones; weapons (Manuals,
instructions, procedures)
GC 34090 2 End of use + 2 years
4 Finance
Records of department purchases
Petty cash records
GC 34090 2 2
5 Gasoline Tank & Dispenser
Correspondence & other materials
GC 34090 2 2
6 General Correspondence, including:
response letters to public inquiries
to and from material and supply vendors
(if matter is closed)
GC 34090 2 2
7 General Orders, Division Orders or
Department Directives
GC 34090 2 2 years after superseded or
expired
8 General Subject Files not otherwise
covered
GC 34090 2 2
9 Police Facility
Documents regarding operation of Police
Facility & facility support equipment
GC 34090 2 2
City of Pleasant Hill Records Retention Policy and Schedule (2024) 32 Police
Department
Administration
Division
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
10 Reserve Officers
Personnel records
Activity logs
GC 34090 2
2 (retention period
measured from time service
ends)
2 11 State Commission on Peace Officer
Standards & Training (POST)
Correspondence
GC 34090 2 2
12 Training
Lesson plans & associated materials for
in-house training classes
GC 34090 2 2
13 Vehicles in use GC 34090 2 2 years after final use
14 Volunteer files GC 34090 2
2 (retention period
measured from time service
ends)
City of Pleasant Hill Records Retention Policy and Schedule (2024) 33

RECORDS RETENTION SCHEDULE

POLICE DEPARTMENT

INVESTIGATIONS DIVISION
If a file is not listed here, refer to the Retention for City-wide Standards.

Retention begins when the act is completed (e.g. last document + 2 years), and implies a full file folder for onsite records or a full box for records stored in the records center, since destruction is normally performed by file or box.

Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement).

Police
Department
Investigations
Division
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Case assignment logs GC 34090 2 2
2 Case files
The destruction of a case files is not
permitted if it relates to or involves any of
the following:
a. an unadjudicated arrest, except for
H&S 11357 or H&S 11360 violations;
b. an unserved warrants;
c. identifiable items which have not been
recovered;
d. PC 290, PC 457.1 or H&S 11590
regulations;
e. a violations listed in PC sections 799
and 800;
f. a case which is presently involved
in either civil or criminal litigation.

GC 34090 2 2
3 Concealed weapons applications &
permits (PC 12050, 12053).

GC 34090 2 2 (Retention period
measured from the date of
denial, expiration or
revocation of permit)
4 Daily Bulletin/Schedules of officers on
duty
GC 34090 2 2
5 Federal Firearms Licensing applications
& investigations
GC 34090 2 2
6 Fingerprints
Latent fingerprint "lifts" from crime
scenes, excluding homicide
investigations, "ten print" fingerprint cards
& "palm print" cards, which are no longer
necessary for investigative purposes
GC 34090 2 2
7 National Crime Information Center
(NCIC) entry validation lists
GC 34090 2 2
8 Permit and license applications
All, including: masseuse permits, alarm
systems/false alarms (by address)
GC 34090 2 2
9 Pawn slips (B&P 21628) GC 34090 2 2
City of Pleasant Hill Records Retention Policy and Schedule (2024) 34 Police
Department
Investigations
Division
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
10 Photographs
Booking (whether stored electronically or
as a tangible photograph) which are no
longer necessary for investigative
purposes
GC 34090 2 2
11 Ride-along applications GC 34090 2 2
12 Undercover/Buy fund financial
disbursements records
GC 34090 2 2
13 Copies need not be kept when the
original is kept elsewhere, including
documents from other criminal justice
agencies:

Statistical (UCR), Uniform Crime Reports
Mandatory to DOJ (LEIC): FBI include
Return A/Supplement: Supplementary
Homicide Report; Law Enforcement
Officers Killed or Assaulted; Monthly
Return of Arson Offenses Known to Law
Enforcement; Number of Violent Crimes
Committed Against Senior Citizens;
Monthly Report of Domestic Violence
Related Calls for Assistance; Monthly
Arrest and Citation Register; Monthly
Hate Crimes Incidents; Death in Custody
Reporting.

Dealer Reports of Gun Sales sent to
DOJ (PC 12070).

Child Protective Services (CPS) Reports
(PC 11166, 11169).

Notices from ABC.

City of Pleasant Hill Records Retention Policy and Schedule (2024) 35

RECORDS RETENTION SCHEDULE

ON SCHEDULE

POLICE DEPARTMENT

PATROL DIVISION/TRAFFIC
If a file is not listed here, refer to the Retention for City-wide Standards.

Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement).

Police
Department
Patrol Division
/ Traffic
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Permit Records (i.e. tow trucks) GC 34090 2 2 from expiration 2 Personnel Scheduling; intra-department
memos
GC 34090 2 2
3 Radar calibration, during period of use GC 34090 2 2
4 Special Events Records GC 34090 2 2 after event
5 Reserve Officer Activity Logs GC 34090 2 2
6 Temporary Holding Facility (THF)
Correspondence & other materials
regarding operation, inspections &
management
GC 34090 2 2
7 Tow Company List GC 34090 2 2
8 Traffic Speed Surveys & Studies (VC
40803(c))
GC 34090 2 2 from expiration
9 Vehicles in use GC 34090 2 2 after use ends
10 Weapons Inventory GC 34090 2 2
City of Pleasant Hill Records Retention Policy and Schedule (2024) 36

RECORDS RETENTION SCHEDULE

POLICE DEPARTMENT

SUPPORT SERVICES DIVISION -- RECORDS, SERVICES, COMMUNICATIONS If a file is not listed here, refer to the Retention for City-wide Standards.

Litigation, complaints, and/or claims suspend normal retention periods (retention begins after settlement).

Police
Department
Support
Services
Division
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
1 Arrest logs (adult and juvenile) GC 34090 2 2
2 Arrest/conviction for H&S '11357
(b)(c)(d)(e) or H&S '11360(b) after 1/1/96
(marijuana), including citations for the
above violations.

H&S 11361.5 2 years
Exception:
juvenile -
retain until
age 18
2 years
Exception: juvenile - retain
until age 18
3 Bicycles (licenses & citations) GC 34090 2 2
4 Case files, investigations or police
reports with an assigned case number
(whether on paper or in electronic form),
except for homicide, kidnapping or
embezzlement of public funds.

Homicide, kidnapping or embezzlement
of public funds files (PC 799)
(See PC 799-804 re: time of
commencement of criminal actions)
GC 34090 2 2
p
5 Cash Accounting
Dispatcher's Book
GC 34090 2 2
6 Computer Equipment & Software
Software Licenses no longer being used
Records of hardware removed from
inventory
GC 34090 2 2
7 Field interrogation cards & Records or
Contacts with persons not listed in City
files as having been arrested
GC 34090 2 2
8 Mobile Data Terminal messages (paper
or electronic
GC 34090 2 2
City of Pleasant Hill Records Retention Policy and Schedule (2024) 37

Police
Department
Patrol Division
/ Traffic
Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
9 Property Sent to Auction Records GC 34090 2 2
10 Records sealed or destroyed
Adult: mandatory sealing or destruction
pursuant to court order.

Juvenile: mandatory sealing or
destruction pursuant to court order.

PC 851.8
WIC 826(a)(b) and
781(a)
Per court order
11 Registration files: arson (PC '457.1), sex
(PC'290), narcotics (H&S'11590).
(Forwarded to DOJ. Retain fingerprints,
photo and information.)
GC 34090 2 Life of registrant within PH +
2 years
12 Stolen or Recovered Property Records GC 34090 2 2
13 Subpoena logs (court schedule) GC 34090 2 2
14 Summary Report on Statistical Activity
created by the Department
GC 34090 2 2
15 Towing
Rotation list & logs
Repossession & private property towing
lists & logs
GC 34090 2
2 2
16 Traffic Citations (whether infraction or
misdemeanor) & Parking Citations,
including officer notes
GC 34090 2 2
17 Vehicles
Abandoned auto tags
Repossession/impounds
GC 34090 2
2 p
City of Pleasant Hill Records Retention Policy and Schedule (2024) 38

Pleasant Hill City CouncilNovember 4, 2024

Pleasant Hill City Council
November 4, 2024