1 AU - Audit
CL -
Closed/Complete
d CY -
Current year
E - Election
L - Life
P - Permanent
S - Until Superseded
S/L - Statute of Limitations (See CCP 337, 337.15)
T - Terminated
Term - Term of office
B&P - Business & Professions
CAC - CA Administrative Code
CCP - Code of Civil Procedures
CCR - Code of CA Regulations
CEQA - CA Environmental Quality
Act
CFR - Code of Federal Regulations
EC - Election Code
EvC - Evidence Code
FMLA - Family & Medical Leave Act
GC - Government Code
H&S - Health & Safety Code
LC - Labor Code
OSHA - Occupational Safety &
Health Act
PC - Penal Code
VC - Vehicle Code
USC - United States Code
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
City Wide Accounting Files/Invoices/ Payroll Reports
(Originals in Finance; excludes Capital
Improvement Projects)
GC 34090(d) 2 Electronic only CY + 2
City Wide 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
City Wide 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
City Wide Budget Files (originals kept in Finance) GC 34090(d) 2 2 City Wide Chronological Files GC 34090(d) 2 CY + 2
City Wide Consultant/Vendor Files/Agreements & Contracts (not for construction files)
GC 34090(d) 2 T + 2
City Wide Correspondence (General; refer to
departments/divisions for special &
department/division-specific correspondence)
GC 34090(d) 2 2
City Wide Insurance Certificates & Endorsements
(excludes Capital Improvement Projects)
GC 34090(d) 2 T + 2
2 City Wide 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
City Wide 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
City Wide Minutes of Legislative & Advisory Bodies (All City Council, City Boards, Commissions, Committees &
Subcommittees)
GC 34090(e) P P
City Wide Policies & Procedures GC 34090(d) 2 S
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Building
Building construction, blueprints Plans &
specifications
GC 34090(e)
HS 19850
2 Life of Bldg
–
Commercial
5 years – Residential
After April 4th 2023 Electronic
Records (Through EPL) will
move to “Life of the Building”
Life of Building - Commercial
Building
Building Permits Reports
GC 34090(a)
HS 19850
P
P
Building
Certificates of Occupancy
GC 34090(d)
HS 19850
Life of
Building
Life of Building
Building Code Books (National California Electrical Code, Uniform Building, Fire, Mechanical, Plumbing &
Supplements)
P P
Starting from the 2010 Code
Cycle All Codes are available
online through ICC Digital
Codes Premium
Building Contractor files (professional services agreements, payments & correspondence)
GC 34090(d) 2 Inactive + 2
3 Building Professional Associations/Community
Organizations newsletters
GC 34090(d) 2 CY + 5
Building Progress reports to City Council (original files kept in City Manager’s office)
GC 34090(d) 2 CY + 2
Building Rolled Plans/Maps GC 34090(d)
HS19850
2 Commercial
– life of
building
5 years – Residential
Life of Building - Commercial
Building Soils Report, foundation plan GC 34090(d)
HS 19850
2 Life of Building
Building Structural Calculations GC 34090(d)
HS 19850
2 Life of Building
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
City Attorney Administrative Files
Outside Counsel Contracts
Administrative
Department Budget (Original in Finance)
League of CA Cities materials
Professional Associations
Purchase Orders/Invoices
Emergency Procedures Manual
GC 34090(d) 2
CY + 4
CY + 2
CY + 2
CY + 2
CY
P
City Attorney City Attorney Work Product (References; Project files) (Not public records. EvC §954)
GC 34090(d) 2 CY + 2
City Attorney City Council-Related Files
City Attorney Reports
Closed Session Records & Minutes
Conflict of Interest Issues
Correspondence
Council Rules and Procedures
Election issues
GC 34090(d) 2
CY + 10
P
CY + 5
CY + 5
CY + 4
CY + 10
4 City Attorney Claims
Claim files (Original files at MPA)
MPA Materials
GC 34090(d) 2
CY +5
CY + 10
City Attorney Code Enforcement files
(Non-litigation)
GC 34090(d) 2 CY + 10
City Attorney Contracts
Project files re: City contracts (w/ significant
involvement by this office)
Franchise Agreements (Cable, Solid Waste)
GC 34090(d) 2
CY + 2
P
City Attorney Litigation
Annual audit letters (Original in Finance)
Pleadings
Correspondence
Sealed records
GC 34090(d)
GC 34090(b)
GC 34090(d)
GC 34090(d)
2 P
2 2 or terms
required
upon
sealing
CY + 3
P
CY + 5
Tenure of employee + 10
unless agreement provides
otherwise
City Attorney Ordinance Background materials (Original
ordinance in City Clerk's Office)
GC 34090(d) 2 CY + 10
City Attorney Personnel Related Files (Original in HR except for sealed records. See Litigation.)
GC 34090(d) 2 Tenure of employee + 10
City Attorney Project Files (Duplicate of most materials kept in other department files)
GC 34090(d) 2 CY + 5
City Attorney Public Finance Authority files (Original bond files kept in Finance)
GC 34090(e) P P
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
5 City Clerk 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
City Clerk Assessment District Files (electronic only as of 2022)
GC34090(a) P P
City Clerk Deeds & Promissory Notes GC34090 (a)
24 CFR 570.502
2 3
P
City Clerk 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 City Clerk Ethics (AB 1234) Training
Certificates Notices
GC 53235.2 (b)
GC34090(d)
CY + 5
2 CY + 5
2 City Clerk FPPC Correspondence/Manuals GC 34090(d) CY + 2 CY +4 City Clerk 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 P
5 7
2 T + 7
P
5 T + 7; 7 if not elected
P
City Clerk Lobbyist Statements (required under GC 86110) 2 CCR 18615(f) 5 years from the
5 years from the date of the
filer's final report for the
6 date of the
filer's final
report for
the
calendar
year for
which the
activities
were
reported
calendar year for which the
activities were reported
City Clerk Ordinances of the City Council & the Municipal Code
GC 34090(e) P P
City Clerk 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
City Clerk Public Records Requests & Responses GC34090(d) 2 CY +2 City Clerk Records Retention Program
Records Destruction Forms
Records Retention Schedules
GC34090(d) 2
P
S
City Clerk Resolutions of the City Council GC 34090(e) P P Office of Record Description Citation Minimum
Legal
City Retention Period
(in Years)
7 Retention
(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
8 Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Code
Enforcement
Case Files by Type/Year GC 34090(d) 2 5
Code
Enforcement
Contractor files (professional services
agreements/payments/correspondence)
GC 34090(d) 2 2
Code
Enforcement
Liens & Releases Recorded GC 34090(d) 2 2
Code
Enforcement
Procedures GC 34090(d) 2 2
Code
Enforcement
Reports GC 34090(d) 2 2
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Engineering Accounting Files/Invoices/ Payroll Reports for Capital Improvement Projects (Originals in Finance)
GC 34090(d) 2 5
Engineering Acquisitions GC 34090(a) P P
Engineering Aerial Photographs GC34090(d) 2 2
Engineering Agreements with Other Public Agencies GC34090(d) 2 P Engineering Annexation Procedures/Files GC34090(a) P P
Engineering Assessment Districts GC34090(a) P P
Engineering Bike Lanes/Trails GC34090(a) P P
Engineering Bond Projects GC34090(d) 2 5
Engineering Bridges: General/Inspections/Repairs/Grants GC34090(d) 2 P Engineering Capital Improvement Program Budget GC34090(d) 2 5 Engineering Construction Tracking: Curbs/Gutters/Sidewalks GC34090(d) 2 5 Engineering Drainage Maintenance & Issues GC34090(d) 2
Engineering Easements/Dedications/Rights-of-way (Recorded documents keep in City Clerk's Office)
GC34090(a) P P
Engineering Encroachment Permits & Violations (except
revocable)
GC34090(d) 2 5
Engineering Encroachment Permits Revocable GC34090(d) 2 5 Engineering Emergency Preparedness Plans GC34090(d) 2 2 9 Engineering Flood Issues: Storm Drains/Records/Maps GC34090(d)25 Engineering Freeway: General/Sound Walls/Studies GC34090(d)25 Engineering Inspector Daily Reports GC34090(d)25
Engineering Maps & Plats/City Boundary/Surveys GC34090(a)PP Engineering Minutes of Task Force Committees GC 34090(e) PP Engineering National Pollution Discharge Elimination System (NPDES) Correspondence/Reference Materials/
Reports
GC34090(d)25
Engineering Parking: Lots/Garages/Regulations GC34090(d)22 Engineering Permits: Grading GC34090(a)PP
Engineering Planning Referrals (commercial/residential):
Engineering/New Construction/Modifications
GC34090(d)25
Engineering Project files: Correspondence/Architectural Drawings/Civil Engineering Issues
GC34090(d)25
Engineering Request for Proposals GC34090(d)22
Engineering Signage (except for inventory): Street repair & Striping
GC34090(d)22
Engineering Street Widening GC34090(a)PP
Engineering Street/Alley Abandonment/Vacation GC34090(a)PP Engineering Subdivisions/Land Divisions GC34090(a)PP
Engineering Surveys: Recording Data & Maps GC34090(a)PP Engineering Traffic counts, traffic safety, traffic signals, traffic studies, traffic complaints, pedestrian crosswalks
GC34090(d)22
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Finance 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.)
7777
10 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
33333333
Finance 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 write-
offs/adjustments)
Uncollectible & Collection
Accounts/Records/Correspondence
Billing, Adjustment 7 Write-Off Audit Trails
Month-End Audit Trails (including aged balances)
7777
Finance 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 33333
Finance Cash Receipts
Cash Receipt Activity Report (by month)
General Ledger - Daily Audit Trails, Copies of
Receipts Duplicate Copies of Deposit Slips
55 Finance General Ledger
Audited Financial Reports/Management Letters/
11 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
SystemMOMS); Status Reports by Fund/Dept./Obj.
& Encumbrance Detail – Budgetary-Basis & GAAPBasis
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
P7
P7
P
P7
P
P
Finance 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
PUpon cancellation, redemption
or maturity + 10 for a&b
P
5 after debt is paid off
12 revenue bonds)
a) Official statements/related debt issuance files/
correspondence
b) Fiscal agent statements Upon cancellation, redemption or maturity + 10 P
3 if available
Finance 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
Finance 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)
13 Finance 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
PP7 P755
T + 10
Finance 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
P7P7 P7P7 P7
107
107777755
14 Fiscal Year-End Reports/Printouts
Federal & State Tax Printouts
5 5
Finance 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
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Human
Resources
Cal PERS
Actuarial studies and contract revisions
(ERISA) 29 USC 1001-1381, at
1027; 29 CFR 1627.3(b)(2)
GC 34090
6 P
Human
Resources
Correspondence (internal/external) GC34090(d) 2 CY + 10 Human
Resources
Employee Benefit Plans
Medical, Dental, Vision, EAP, Disability, IRS
Section 125 Plan
GC 34090;
29 CFR 1627.3(b)(2)
2-3 CY + 6
15 Human
Resources
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
Human
Resources
Employee Training
Safety training attendance sheets, handouts,
employee training course documentation
GC 12946;
GC 34090 &
29 USC 1027
T + 2 T + 10
Human
Resources
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
Human
Resources
General Subject Files GC34090(d) 2 CY + 2
Human
Resources
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.)
Human
Resources
Job specifications (job descriptions for
classifications within the City)
GC34090(d) 2 S + 5
Human
Resources
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 & by-laws)
29 USC 211(c);,
29 USC 516.6;
GC 34090;
GC 12946;
CCP 337
Active MOU
+ 2
P
Human
Resources
Medical Files (may include family leave
requests/verification; pre-employment physical
GC 12946; GC 34090; 29 USC
1027; 29 USC 1113
6 T + 6
16 examination results; workers’ compensation
information; certification; tests; correspondence &
reports)
Human
Resources
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
Human
Resources
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
Human
Resources
Payroll (Age disc.) 29 USC 626; 29 CFR
1627.3;
(FLSA) 29 USC 206(d)(1); & 29
CFR 515.6
3 P
Human
Resources
Personnel Files (Official file kept in HR Department) GC 12946; GC 34090;
LC 1174; &
(EEO) 29 CFR 1602.31
2-3 P
Human
Resources
Personnel rules, procedures & policies GC 34090;
GC 12946
2 S + 5
Human
Resources
Recruitments – Fulltime (Applications, resumes,
alternate lists/logs, indices; ethnicity disclosures;
examination materials; answer sheets; job bulletins;
GC 12946;
29 CFR 1607.4;
29 CFR 1627.3
2-3 CL + 3
17 eligibility; electronic database)
Human
Resources
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
Human
Resources
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
Human
Resources
Salary Schedule (list of salaries for all
classifications)
GC 12946 &
GC 34090
2 P
Human
Resources
Social Security
Medicare information, general correspondence
29 CFR 1627.3(2);
29 CFR 516.6;
GC 12946
2-3 CY + 3
Human
Resources
Surveys and Studies
Classification wage rates & benchmark data
GC 12946;
GC 34090;
29 CFR 516.6(2) &
29 CFR 1602.14
2 CY + 5
Human
Resources
Workers Compensation
(Working files. Originals filed with MPA). May
include, but not limited to, indemnity claims,
correspondence with third party administrator, first
aid claims, pre-designated 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
18 Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Maintenance Creek Abatement & Maintenance Program GC34090(d) 2 2 Maintenance Diablo Vista Water (see specific category for retention period)
Maintenance Fleet: Assignment, Accident Reports & Fueling GC34090(d) 2 5 Maintenance Fleet: Inventory, Ownership & Title GC34090(d) 2 Life of Vehicle + 2 Years Maintenance Landscaping: Plants/Tree Maintenance/Plans
(except for inventory)
GC34090(d) 2 P2
Maintenance Lighting/PG&E (except for inventory) GC34090(d) 2 2 Maintenance Maintenance & Operations: Work
Orders/Reports/Complaints
GC34090(d) 2 2
Maintenance Waste Management: AB939 Reports/Rates/
Contracts/Landfills/Oil Recycling/Grants/ Hazardous
Waste/Recycling/Reuse/Composting/Yard
Waste/Meetings/Workshops
GC34090(d) 2 5
Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Accounting Files/Invoices/Payroll Reports/Purchase
Orders (original files kept in Finance)
Retention in Planning Division
not required
Planning Annexation/Deannexation Files GC34090(d) 2 10
Planning Boards, commissions, committee correspondence, terms of office, salaries
GC34090(d) 2 4
Planning Contractor files (professional services
agreements/payments/correspondence)
GC34090(d) 2 2
Planning Emergency Planning (earthquake preparedness,
flood hazards, hazardous waste)
GC34090(d) 2 2
Planning Environmental Impact Reports by site GC34090(d) & CEQA Guidelines 2 Same as project for which it is for
Planning Special Event, Temporary Use and Temporary Sign Permits
GC34090(d) 2 2
19 Planning General Plan Amendments including various
elements of plan: noise/safety/seismic safety/
transportation/housing/scenic highways, etc
GC34090(d) 2 P
Planning General Plan background files GC34090(d) 2 General Plan adopted date + 5 Planning Home Occupation and Tree Removal Permits GC34090(d) 2 2 Planning Misc. Permits (Bingo, Carnival, Pumpkins,
Christmas Tree lots, newspaper dispensers, tree
removal, garage exemption permits, electronic
game permits)
GC34090(d) 2 2
Planning Ordinance (by subject, correspondence). (Originals kept by City Clerk)
GC34090(d) 2 10
Planning 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
Planning Professional Associations/Community
Organizations (APA Newsletters, League of CA
Cities, Pleasant Hill Historical Society, etc.)
GC34090(d) 2 2
Planning Progress Reports to City Council GC34090(d) 2 2 Planning Public Ttransportation (Caltrans, Transpac,
Pleasant Hill Sphere of Influence, BART, CCTA)
GC34090(d) 2 2
Planning Rolled Plans/Maps (Other)
Rolled Plans/Map Relating to Landscaping
Maintenance Agreements
GC34090(d) 2
Life of
agreement
CY + 10
Life of agreement
Planning State Agencies Correspondence (HCD, DSS, DOT,
etc.)
2 2
Planning Regional/County Agencies Correspondence
(ABAG, Bay Area Quality Management District,
League of Women Voters, Central Contra Costa,
etc.)
GC34090(d) 2 2
Planning Local Agencies Correspondence (Walnut Creek,
Concord, Martinez, Lafayette, etc.)
2 2
Planning Resolutions – Planning Commission GC34090(e) P P Planning Rezoning by location GC34090(a) P P
20 Planning Special Area Studies (E.g., Circulation Study, Planning Transportation Corridors Vineyards, GHG
StudiesCC Golf & Country Club, Oak Park Specific
Plan, Pacheco AnnexationView Study, Taylor
Boulevard Scenic Corridor, etc)
GC34090(d) 2 15
Planning Withdrawn or Closed Planning Applications and
associated Project Files
2 2
Planning Zoning Information and Zoning Verification Letters 2 2 Office of Record Description Citation Minimum
Legal
Retention
(in Years)
City Retention Period
(in Years)
Police -
Administration
Division
Contra Costa Community College District
correspondence and agreements
GC 34090 2 2 years after expiration of
agreement
Police -
Administration
Division
Employees:
Non-sustained Citizen complaints against personnel
Sustained civilian 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 24
15 15
5 5
(Period measured from the end
of employment)
2 2
2 4
24 Police -
Administration
Division
Equipment: phones; weapons (Manuals,
instructions, procedures)
GC 34090 2 End of use + 2 years
Police -
Administration
Division
Finance
Records of department purchases
Petty cash records
GC 34090 2 2
21 Police -
Administration
Division
Gasoline Tank & Dispenser Correspondence &
other materials
GC 34090 2 2
Police -
Administration
Division
General Correspondence, including:
response letters to public inquiries
to and from material and supply vendors (if matter
is closed)
GC 34090 2 2
Police -
Administration
Division
General Orders, Division Orders or Department
Directives
GC 34090 2 2 years after superseded or
expired
Police -
Administration
Division
General Subject Files not otherwise covered GC 34090 2 2 Police -
Administration
Division
Police Facility
Documents regarding operation of Police Facility &
facility support equipment
GC 34090 2 2
Police -
Administration
Division
Reserve Officers
Personnel records
Activity logs
GC 34090 2
2 (retention period measured
from time service ends)
2 Police -
Administration
Division
State Commission on Peace Officer Standards &
Training (POST) Correspondence
GC 34090 2 2
Police -
Administration
Division
Training
Lesson plans & associated materials for in-house
training classes
GC 34090 2 2
Police -
Administration
Division
Vehicles in use GC 34090 2 2 years after final use
Police -
Administration
Division
Volunteer files GC 34090 2
2 (retention period measured
from time service ends)
22 Police -
Investigations
Division
Case assignment logs GC 34090 2 2
Police -
Investigations
Division
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
Police -
Investigations
Division
Concealed weapons applications & permits (PC
12050, 12053).
GC 34090 2 2 (Retention period measured
from the date of denial,
expiration or revocation of
permit)
Police -
Investigations
Division
Daily Bulletin/Schedules of officers on duty GC 34090 2 2 Police -
Investigations
Division
Federal Firearms Licensing applications &
investigations
GC 34090 2 2
Police -
Investigations
Division
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
Police -
Investigations
Division
National Crime Information Center (NCIC) entry
validation lists
GC 34090 2 2
Police -
Investigations
Division
Permit and license applications
All, including: masseuse permits, alarm
GC 34090 2 2
23 systems/false alarms (by address)
Police -
Investigations
Division
Pawn slips (B&P 21628) GC 3409022
Police -
Investigations
Division
Photographs
Booking (whether stored electronically or as a
tangible photograph) which are no longer necessary
for investigative purposes
GC 3409022
Police -
Investigations
Division
Ride-along applications GC 3409022
Police -
Investigations
Division
Undercover/Buy fund financial disbursements
records
GC 3409022
Police -
Investigations
Division
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.
Police - Patrol
Division/Traffic
Permit Records (i.e. tow trucks) GC 340902 2 from expiration Police - Patrol
Division/Traffic
Personnel Scheduling; intra-department memos GC 3409022 24 Police - Patrol
Division/Traffic
Radar calibration, during period of use GC 34090 2 2
Police - Patrol
Division/Traffic
Special Events Records GC 34090 2 2 after event
Police - Patrol
Division/Traffic
Reserve Officer Activity Logs GC 34090 2 2
Police - Patrol
Division/Traffic
Temporary Holding Facility (THF)
Correspondence & other materials regarding
operation, inspections & management
GC 34090 2 2
Police - Patrol
Division/Traffic
Tow Company List GC 34090 2 2
Police - Patrol
Division/Traffic
Traffic Speed Surveys & Studies (VC 40803(c)) GC 34090 2 2 from expiration Police - Patrol
Division/Traffic
Vehicles in use GC 34090 2 2 after use ends
Police - Patrol
Division/Traffic
Weapons Inventory GC 34090 2 2
Police - Support
Services
Division
Arrest logs (adult and juvenile) GC 34090 2 2
p
Police - Support
Services
Division
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
Police - Support
Services
Division
Bicycles (licenses & citations) GC 34090 2 2
Police - Support
Services
Division
Case files, investigations or police reports with an
assigned case number (whether on paper or in
electronic form), except for homicide, kidnapping or
GC 34090 2 2
25 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)
p
Police - Support
Services
Division
Cash Accounting
Dispatcher's Book
GC 34090 2 2
Police - Support
Services
Division
Computer Equipment & Software
Software Licenses no longer being used
Records of hardware removed from inventory
GC 34090 2 2
Police - Support
Services
Division
Field interrogation cards & Records or Contacts
with persons not listed in City files as having been
arrested
GC 34090 2 2
Police - Support
Services
Division
Mobile Data Terminal messages (paper or
electronic
GC 34090 2 2
Police - Support
Services
Division
Property Sent to Auction Records GC 34090 2 2
Police - Support
Services
Division
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
Police - Support
Services
Division
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
Police - Support
Services
Division
Stolen or Recovered Property Records GC 34090 2 2
26 p
Police - Support
Services
Division
Subpoena logs (court schedule) GC 34090 2 2
p
Police - Support
Services
Division
Summary Report on Statistical Activity created by
the Department
GC 34090 2 2
p
Police - Support
Services
Division
Towing
Rotation list & logs
Repossession & private property towing lists & logs
GC 34090 2 2
p
Police - Support
Services
Division
Traffic Citations (whether infraction or
misdemeanor) & Parking Citations, including officer
notes
GC 34090 2 2
p
27 Police - Support
Services
Division
Vehicles
Abandoned auto tags
Repossession/impounds
GC 34090 2
2 p