Agenda packet — Rancho Cucamonga City Council, March 2, 2022 (part 2 of 3)

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'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.

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

Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Insurance
Certificates, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Some Grants require audits;
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),
29 CFR 97.42; OMB Circular
A-110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations; Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §§34090,
60201 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 72 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Lead Dept. CW-008
Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Finance CW-009
Audits / Audit Reports / Annual
Financial Reports CAFR -
Comprehensive Annual
Financial Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §§34090.7, 60200
CW-010 Bids: See Agreements &
Contracts
Staffing Dept. CW-011
Department Staff Meetings
(all Records, including
Minutes and Recordings,
Department Awards)
2 years 2 years Mag,
Ppr
GC §§34090 et seq., 60201 et
seq.

CW-012
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 73 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Staffing Dept. CW-013
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA

PACKETS
Minimum 2
years
Minimum 2
years Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag,
OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Staffing Dept. CW-015
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
VIDEO RECORDINGS of
Meetings / Audio Tapes
Minimum 3
years
Minimum 3
years Mag,
OD
Department Preference; Video
recording of meetings are only
required for 90 days if audio or
another record is made; GC
§§34090.7, 34090
Staffing Dept. CW-016
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

MINUTES & BYLAWS
P P
Mag,
Mfr, OD,
Ppr
S No GC §§34090, 60201 et seq.

Finance CW-017 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
Final must be filed with County
Auditor; GC §§34090.7, 60200,
40802, 53901
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 74 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Finance CW-018
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §§34090.7, 60200
Lead
(Requesting)
Dept.

CW-019 City Attorney Opinions Minimum 2
years
Minimum 2
years Mag,
Ppr
City preference; GC §§34090,
60201 et seq.

Human
Resources /
Risk
Management
CW-020 Claims
Copies -
When No
Longer
Required
(Final
Disposition)
Copies -
When No
Longer
Required
(Final
Disposition)
Yes: Before
Final
Disposition
Mag,
Mfr, OD,
Ppr
S/I
Yes: After
Final
Disposition
GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-021 Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed within 6
months; CCP §340 et seq.,
342, GC §§ 911.2, 34090,
60201 et seq.

Human
Resources CW-022 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
Ppr GC §§34090.7, 60200
CW-023 Contracts: See Agreements
Lead Dept. CW-024 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 75 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-025
Correspondence - ROUTINE
(e.g. Administrative, Chronological,
General Files, Letters,
Memorandums, Reading File,
Working Files, etc.)
2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Page 76 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda NOT retained in
the ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(e.g. calendars, checklists, e-mail
or social media posting, flyers,
invitations, instant messaging,
inventories, logs, mailing lists,
meeting room registrations,
speaker cards, staff
videoconference chats, notes and
recordings, supply inventories,
telephone messages, text
messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records
are filed and retained based
upon their CONTENT.

Records, e-mails, electronic
records, or social media
postings where the Content
relates in a substantive way to
the conduct of the public's
business, or that ARE made or
retained for the purpose of
preserving the informational
content for future reference are
saved by printing them out and
placing in a file folder, or
saving them electronically in a
folder outside the e-mail
system; If not mentioned here,
or if in question, consult the
City Attorney to determine if a
record is considered transitory
/ preliminary drafts. GC
§§34090, 60201 et seq., GC
§6252; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose
v. Superior Court (Smith).

S218066. Supreme Court of
California, 2017
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 77 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

City Clerk CW-027
Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City
Clerk; GC §§34090.7, 60200
Lead Dept. CW-028
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Ppr
Department preference; meets
auditing standards; GC
§§34090, 60201 et seq.

Lead Dept. CW-029 DMV Pull Notices
2 years After
Superseded or
Separated
2 years After
Superseded
or Separated
Mag Ppr
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, 60201 et seq.

Lead Dept. CW-030 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
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, 6252,
6254(a)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 78 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes Mag
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§§34090, 60201 et seq. et seq.

Lead Dept. CW-032 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Lead Dept. CW-033
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Ppr
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),
29 CFR 97.42; OMB Circular A-
110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 79 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Human
Resources CW-034 Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Lead Dept. CW-035
Litigation Files / Lawsuits /
Court Case Files
Send Final Settlement Agreements
to the City Clerk
Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Ppr
Department preference; CCP
§§ 337 et seq.; GC §§ 911.2,
34090, 34090.6
Lead Dept. CW-036 Leave Slips / Time Off
Requests
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary drafts not retained
in the Regular Course of
Business GC §§34090, 60201
et seq.

Page 80 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Lead Dept. CW-037
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as a
record of the chemical /
substance / agent, where &
when it was used is maintained
for 30 years; Applies to
qualified employers; 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, 60201 et seq.

City Clerk CW-038 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
City Clerk CW-039 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.

Lead Dept. CW-040 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §§34090, 60201 et seq.

Page 81 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Staffing Dept. CW-041
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §§34090,
60201 et seq.

City Clerk CW-042 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.

Human
Resources /
Risk
Management
CW-043 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Ppr GC §§34090.7, 60200
Human
Resources CW-044 Personnel Files (Department-
level Files)
Do Not Retain
in
Departments
Do Not Retain
in
Departments
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources);
GC §§34090.7, 60200
Lead Dept. CW-045 Personnel Files (Supervisor's
Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §§34090 et seq.,
60201 et seq.

Lead Dept. CW-046 Unused Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy
unnecessary photographs. GC
§§34090, 6252, 6254(a)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 82 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Lead Dept. CW-047 Public Relations / Press
Releases 2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Lead Dept. CW-048 Purchase Orders / Requisitions 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Department preference; GC
§§34090, 60201 et seq.

Lead Dept.
(Who Ordered
the Appraisal)
CW-049
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
CW-050
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years Minimum 3
years
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b); 29 CFR 97.42, GC
§§34090, 60201 et seq.; GC
§8546.7
City Clerk CW-051
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 83 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

CW-052
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-053
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by YOUR
Department
Minimum 2
years
Minimum 2
years Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§§34090, 60201 et seq.

Lead Dept. CW-054
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc:

Produced by OTHER
Departments
When
Superseded
When
Superseded Mag,
Ppr Copies; GC §§34090.7, 60200
CW-055 Reference or Working Files:

See Correspondence
Lead Dept. CW-056
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained
permanently; GC §§34090,
60201 et seq.

Page 84 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Lead Dept. CW-057
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years Mag,
Ppr
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §§34090, 60201 et seq.

City Clerk CW-058 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
Lead Dept. CW-059 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§§34090, 60201 et seq. et seq.

Lead Dept. CW-060
Surveys / Questionnaires (that
the City issues)
If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
as drafts (When No Longer
Required)
2 years 2 years Mag,
Ppr GC §§34090, 60201 et seq.

Finance /
Payroll CW-061
Time Cards / Time Sheets
(Finance keeps the originals
with employee signatures)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090.7, 60200 et seq.

Lead Dept. CW-062 Time Off Requests
When No
Longer
Required
When No
Longer
Required
Ppr
Preliminary drafts (the time
card is the final record); GC
§§34090, 60201 et seq.

Page 85 ends

Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
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).

Lead Dept. CW-063
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics,
Harassment Prevention &
Safety Training & Tailgates)
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S Yes: When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 86 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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).

ANIMAL SERVICES
Animal
Services AS-001 Animal Registration Database
Indefinite
(Minimum 3
years)
Indefinite
(Minimum 3
years)
Mag Department preference; Data is
interrelated; GC §34090
Animal
Services AS-002 Animal Registration Report
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Considered transitory /
preliminary draft (the database is
the original); GC §34090, GC
§6252
Animal
Services AS-003 Animal Trap Deposit Receipts 2 years 2 years Ppr GC §34090 et seq.

Animal
Services AS-004 Bite Reports / Rabies Control
Records 3 years 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

Animal
Services AS-005 Clinics: Spay and Neuter 3 years 3 years Ppr 3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-006 Drug Logs 3 years 3 years Ppr
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-007
Investigations / Problem Files
(barking, loose dogs, dangerous
dog reports, etc.)
Resolution +
4 years
Resolution +
4 years Mag, Ppr Department Preference; GC
§34090 et seq.

Animal
Services AS-008 Medical Records, Surgical
Records, X-rays 3 years 3 years Ppr
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-009 Meet and Greet / Animal
Adoption Contracts 3 years 3 years Ppr
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-010
Notices to Comply, Warning
Letters / Notices / Citation Books
(Off leash, etc.)
3 years 3 years Mag, Ppr Department preference; GC
§34090
RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 87 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Animal
Services AS-011 Officer's Daily Log 2 years 2 years Mag, Ppr GC §34090, GC §6252 Animal
Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag 3 years is required for animal
treatment records; FA §32003(e),
PC §597.1(d); CCP §§336(a),
337 et. seq., GC §34090
Animal
Services AS-013 Rescue Partnerships / Foster
Care Partnerships 3 years 3 years Mag, Ppr
3 years is required; FA
§32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq., GC
§34090
Animal
Services AS-014 Ride-a-Long Waivers 2 years 2 years Mag, Ppr GC §34090 et seq.

Animal
Services AS-015
Strays / Incoming Animals /
Impound Records / Impound
Cards / "Relinquishments"
3 years 3 years Mag, Ppr
3 years is required; FA
§32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq., GC
§34090
Animal
Services AS-016 Volunteer Hours 2 years 2 years Mag, Ppr GC §34090 et seq.

RANCHO CUCAMOGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 88 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

BUILDING & SAFETY
Building &
Safety BL-001 Address Assignments / Changes /
Corrections P P
Mag,
Mfr, OD,
Ppr
S / I No Department Preference; GC
§34090
Building &
Safety BL-002 Address Files / Building Permits P P Yes (all) Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
Statewide guidelines propose
permanent; GC §34090, H&S
§19850
Building &
Safety BL-003 Building Permit Database Indefinite Indefinite Yes (all) Mag Department Preference - Data
is interrelated; GC §34090, H&S
§19850
Building &
Safety BL-004 Building Plans - Cancelled,
Expired or Withdrawn
Upon
Expiration,
Cancellation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal

Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
Preliminary drafts not retained
in the ordinary course of
business; CBC §104.7;
H&S§19850, GC §34090
Building &
Safety BL-005
Building Plans - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; Law
requires for the life of the
building for commercial and
common interest dwellings only;
Statewide guidelines propose 2
years for blueprints &
specifications; CBC 104.7 &
107.5, H&S§19850, GC §34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 89 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Building &
Safety BL-006
Building Plans - Finalled -

SINGLE FAMILY RESIDENTIAL -
SFR and APPURTENANCES
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; Plans
need not be filed for: (a) Single
or multiple dwellings not more
than two stories and basement
in height.(b) Garages and other
structures appurtenant to
buildings described under
subdivision (a).(c) Farm or
ranch buildings.
(d) Any one-story building
where the span between
bearing walls does not exceed
25 feet. The exemption in this
subdivision does not, however,
apply to a steel frame or
concrete building. CBC requires
180 days from completion date;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
Building &
Safety BL-007
California Building Code /
California Standard Code (12
Parts)
When
Superseded P P Mag, Ppr
Attorney preference for
reconstruction issues; GC
§50022.6
Building &
Safety BL-008 Certificate of Occupancy (CofO) P P Yes (all) Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 90 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Building &
Safety BL-009
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
2 years 2 years Mag, Ppr GC §34090
Building &
Safety BL-010 Plan Check Comments When
Finalled
When
Finalled Mag, Ppr Preliminary Drafts; GC §34090
Building &
Safety BL-011 Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary Drafts (the database
is the original); GC §34090
Building &
Safety BL-012
Requests & Permissions to
Receive Copies of Plans (to and
from Architects)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 91 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

CITY CLERK
City Clerk CC-001
Agenda Packets: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission, All
Subcommittees of the City
Council (Public Works
Subcommittee, etc.)
2 years P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
Includes final budget and final
audit reports / CAFR; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 92 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-002
Agreements & Contracts - ALL
(INFRASTRUCTURE, OR IF
IMAGED, JPAs, MOUs,

FRANCHISES)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Infrastructure:

Architects, Buildings, bridges,
covenants, development,
environmental, Joint Powers,
MOUs, park improvements,
property & property restrictions,
redevelopment, reservoirs, sewers,
sidewalks, street & alley
improvements, settlement,
subdivisions, utilities, water, etc
Completion P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
Department Preference; All
infrastructure contracts
should be permanent for
emergency preparedness;
Statute of Limitations is 4
years; 10 years for Errors &
Omissions; land records are
permanent by law; CCP §337
et. seq., GC §34090;
Contractor has retention
requirements in 48 CFR

4.703
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 93 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-003
Agreements & Contracts - ALL
(NON-INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Non-Infrastructure:

Consultants, Landscaping,
Painting, Slurry Seals (Paving),
Tree Trimming, Leases, Personnel,
Professional Services, etc.

Completion 10 years Completion +
10 years
Yes: Before
Completion Mag, Ppr
Department Preference;
Statute of Limitations is 4
years; 10 years for Errors &
Omissions; land records are
permanent by law; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090, Contractor has
retention requirements in 48
CFR 4.703(a)
City Clerk CC-004 Articles of Incorporation P P Mag, Mfr, OD, Ppr S / I Yes: After
QC &OD
Department preference; GC
§34090
City Clerk CC-005
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-006
Board & Commission
Applications (Successful and
Unsuccessful)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 94 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-007
Bonds (Performance Bonds,
Subdivision Bonds, Letters of
Credit)
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr
Securities (Performance
Bonds, Letters of Credit,
CD's, etc.) are normally
released after the Notice of
Completion is filed. Bond /
letter may be replaced with a
Warranty Bond, which is
usually released 1 year after
the Notice of Completion
date. GC §34090
City Clerk CC-008
City Council Subcommittees:

Agendas, Minutes
(Composed solely of less than
a quorum of the City Council)
2 years 2 years Mag, Ppr
All recommendations are
presented to the City Council;
GC §§34090, 60201 et seq.

City Clerk CC-009
City Council, Board &
Commission Historical List of
Members
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC &OD
Department preference; GC
§34090
City Clerk CC-044
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):

ELECTRONICALLY FILED
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statements filed electronically
are required for 10 years;
City maintains copies only;
original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 95 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-010
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL FILED N

PAPER FORMAT
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
City maintains original
statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-011
Economic Interest Filings
(FPPC Form 602/635) -
Lobbyist Authorization
Reporting
2 years 5 years 7 years Mag, Ppr 2 CCR 18615(d), GC §34090 City Clerk CC-012 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; FPPC
Opinion; GC §81009(e
City Clerk CC-013
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr S / I Yes: After 2
years
Should post on website for 4
years; GC §81009(e)
City Clerk CC-014 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr S / I Yes: After 2 years GC §81009e
City Clerk CC-015 FPPC Form 804 (Agency
Report of New Positions) P P Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-016 FPPC Form 805 (Agency
Report of Consultants) P P Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-017
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Ppr S / I Yes: After 2
years
Must post on website GC
§34090; GC §81009(e)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 96 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

ELECTIONS - CONSOLIDATED
City Clerk CC-018
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-019
Campaign Filings (FPPC 400
Series Forms & Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
2 years P P Mag, Mfr,
OD, Ppr S Yes: After 2
years
For Electronic Filings, Data
that has been maintained for
at least 10 years may then be
archived in a secure format;
Paper must be retained for at
least 2 years; GC
§81009(b)&(g); GC §84615(i)
City Clerk CC-020
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
5 years 5 years Mag, Mfr,
OD, Ppr S Yes: After 2
years
Candidates without
committees are not required
to file their statements,
reports or copies online or
electronically; Paper must be
retained for at least 2 years;
GC §81009(b)&(g); GC
§84615
City Clerk CC-020.1
Campaign Filings (FPPC 400
Series Forms, 501 Form):

UNSUCCESSFUL

CANDIDATES,

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Ppr S/I
Statements filed electronically
are required for 10 years; GC
§81009(b)&(g); GC §84615
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-021
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-022
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
City Clerk CC-023
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
Department Preference;
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100
City Clerk CC-024
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -

UNSUCCESSFUL

CANDIDATES
Election + 4
years
Election + 4
years Mag, Ppr
Statewide guidelines
proposes 4 years for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 98 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-025
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings,
etc.)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-026
Elections - HISTORICAL
(copies of resolutions, final
results; Certificate of Election)
2 years P P Mag, Mfr,
OD, Ppr S No Retained for Historical Value,
GC §34090
City Clerk CC-027 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination
if insufficient
Results + 8
months or
Final
Examination
+ 1 year
after petition
examination if
insufficient
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 99 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-028
Historical Records,
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P Mag, Mfr,
OD, Ppr S No
City Clerk determines
historical significance;
records can address a variety
of subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life
expectancy; GC §34090
City Clerk CC-029
Minutes: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission
P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-030
Municipal Code
Administration, Distribution,
etc.
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-031 Municipal Code History /
Supplements P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference
(retain one of each
supplement); GC §34090
City Clerk CC-032
Oath of Office: City Council,
Boards & Commission
Members
Term of
Office + 4
years
P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; GC
§34090
City Clerk CC-033 Ordinances P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 100 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-034
Petitions (submitted to Council
on any subject - Dog Parks,
Parking, Traffic Calming, etc.)
See Elections for Initiative,
Recall or Referendum Petitions
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference; only
1 year is required; GC
§50115
City Clerk CC-035 Public Records Requests /
Request for Records 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City Clerk CC-036
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way,
Notices of Completion,
Recorded Agreements /
Contracts, Certificate of
Compliance, etc.

P P Yes (all) Mag, Mfr,
OD, Ppr S No Department preference; GC
§34090 et seq.

City Clerk CC-037
Recordings - AUDIO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 101 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-038
Recordings - VIDEO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
Minimum 3
years
Minimum 3
years Mag, OD
Department Preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.7, 34090
City Clerk CC-039 Records Destruction
Authorization Forms, Transfers P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference; GC
§34090
City Clerk CC-040
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P P Mag, Mfr,
OD, Ppr S / I No GC §34090 et. seq.

City Clerk CC-046
Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
10 years 10 years Mag, Ppr EC §21608(g); GC §34090
City Clerk CC-041
Resolutions: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission
P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-045
Secretary of State Statement
of Facts / Registry of Public
Agencies
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 102 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-042 Speaker Cards
When No
Longer
Required
When No
Longer
Required
Ppr Preliminary drafts used to
produce minutes; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 103 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

CITY MANAGER
City
Manager CM-014 All Hands Meeting Agendas 2 years 2 years Mag, Ppr GC §34090 City
Manager CM-001 Annual Reports / Strategic Plans P P Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; GC
§34090
City
Manager CM-015 Art in Public Places (City Projects,
not Developer Projects) 5 years P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
City
Manager CM-016 Art In Public Places Committee

AGENDAS, AGENDA PACKETS
Minimum 2
years
Minimum 2
years Mag, Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
City
Manager CM-017 Art In Public Places Committee
MINUTES & BYLAWS P P Mag, Mfr,
OD, Ppr S No GC §§34090
City
Manager CM-002 Cable TV Complaints 2 years 2 years Mag, Ppr GC §34090 City
Manager CM-003 City Council Correspondence Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC
§34090
City
Manager CM-004 Council / Commission Contact
Forms
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary documents; GC
§34090 et seq.

City
Manager CM-005
Grand Jury Reports and
Responses (Regarding City
Operations)
5 years 5 years Mag, Ppr
Department Preference (the
Grand Jury keeps their reports 5
years); GC §34090
City
Manager CM-006 Proclamations / Commendations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City
Manager CM-007
Projects, Programs, Subject &
Issues (Issues and/or projects will
vary over time)
Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC
§34090
City
Manager CM-008 Public Comment Cards 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 104 ends

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City
Manager CM-009 RCTV Message Request Forms 2 years 2 years Mag, Ppr GC §34090 et seq.

City
Manager CM-010 Speech Notes / PowerPoint
Presentations 2 years 2 years Mag, Ppr GC §34090 et seq.

Finance CM-011 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr Invoices are maintained by
Finance; GC §34090.7
City
Manager CM-012
Videos (Public activity, etc. Not
City Council or Advisory Body
Videos, nor regular, ongoing
operations of the City)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Content does not relate in a
substantive way to the conduct
of the public's business; GC
§34090 et seq.

City
Manager CM-013 Weekly Reports (News & Notes) 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §34090

COMMUNITY IMPROVEMENT
Community
Improve. CI-001 Citations Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC
§34090
Community
Improve. CI-002
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution Mag, Ppr
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 105 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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
Risk
Management CS-001 Accident / Incident Reports
(Members of the Public)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Community
Services CS-002
Activity / Special Programs /
Special Event Files & Reports /
ABC Permits, where required
After School, Children's Programs,
Cultural Arts, Sports, Seniors,
Filming, Theatre Programs etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Community
Services CS-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Community
Services CS-004
Art in Public Places / Artists in
Residence - Successful
Placements
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Community
Services CS-005
Art in Public Places / Artists in
Residence - Unsuccessful
Proposals
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Community
Services CS-006
Artist Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

Upon
Completio
n
Department preference;
Statute of Limitations:

Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 106 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 CS-007 Attendance Tracking 2 years 2 years Mag, Ppr 2 years, unless it is a preliminary draft; GC §34090
Community
Services CS-008
Capital Improvement Projects (CIP -
where Community Services is the
Lead): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary Easements,
Construction Manager's Logs, Daily
Inspections, Daily Logs, etc.

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 107 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 CS-009
Capital Improvement Projects (CIP -
where Community Services is the
Lead): Permanent File / Scanned
Records
Specifications / RFP & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations & Maintenance
Manuals (O&M Manuals,) Materials
Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

Upon
Completion P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Community
Services CS-010
Class Instructors Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

Upon
Completio
n
Department preference;
Statute of Limitations:

Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
Community
Services CS-011 Client / Provider Agreements Completion 5 years Completion + 5 years
Yes:

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

Upon
Completio
n
Department preference;
Statute of Limitations:

Page 108 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 CS-012
Community & Arts Foundation

AGENDA PACKETS & AGENDAS
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
The Foundation obtained
operational independence as
of June 2019; Original Staff
Reports are filed in the project
file; Brown Act challenges must
be filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Community
Services CS-013
Community & Arts Foundation
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; The
Foundation obtained
operational independence as
of June 2019 State law only
requires for 30 days; GC
§54953.5(b)
Community
Services CS-014
Community & Arts Foundation

MINUTES RESOLUTIONS &
BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S No
The Foundation obtained
operational independence as
of June 2019; GC §34090
Lead Dept. &
Finance CS-015 Credit Card Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090
Community
Services CS-016 Customer Relations / Member
Database Indefinite Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq.

Lead Dept. &
Finance CS-017
Deposits / Cash Receipts Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 109 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 CS-018 Donations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Community
Services CS-019 Evaluations / Surveys (of programs)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Content does not relate in a
substantive way to the conduct
of the public's business; GC
§34090
Community
Services CS-020
Event Service Agreements / ESS
Contracts / Special Event Contacts
/ Professional Service Agreements
(PSAs)
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

Upon
Completio
n
Department preference;
Statute of Limitations:

Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
Community
Services CS-021
Facility Use Rental Contracts / Field
Use Contracts / Facility Use
Requests
2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Community
Services CS-022 Fundraising Events 2 years 2 years Mag, Ppr GC §34090 Lead Dept. &
Finance CS-023 Gift Shop Sale Receipts 2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090
Community
Services CS-024
House Reports / Program Files /
Event Files / Sponsored Vouchers /
Coupons (Theatre)
Includes Contract Billing
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 110 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 CS-025 Lewis Family Playhouse
Memberships
Inactive + 5
years
Inactive + 5
years Mag, Ppr
Department preference (meets
auditing standards); GC
§34090
Community
Services CS-026
Park and Recreation Commission

AGENDA PACKETS & AGENDAS
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
2 years
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Community
Services CS-027
Park and Recreation Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
Community
Services CS-028
Park and Recreation Commission

MINUTES RESOLUTIONS &
BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090
Community
Services CS-029
Performance Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

Upon
Completio
n
Department preference;
Statute of Limitations:

Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
Community
Services CS-030 Photo Waivers 2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 111 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 CS-031 Recreation Database (Active Net) Indefinite Indefinite Mag Department Preference; data is interrelated; GC §34090
Community
Services CS-032
Registration / Applications /
Liability Forms / Release of Liability
Forms / Permissions: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
Community
Services CS-033 Safety Inspections 2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Community
Services CS-034 Schedules / Hours
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Services CS-035 Scholarships 5 years 5 years Mag, Ppr
Department Preference (meets
auditing standards); GC
§34090
Community
Services CS-037
Senior Advisory Committee - All
Records (Members are not
Appointed by the City Council)
2 years 2 years Mag, Ppr GC §34090
Community
Services CS-039 Sign-in / Sign-Out Sheets for
classes and programs 2 years 2 years Mag, Ppr GC §34090 Community
Services CS-040
Sports Advisory Committee - All
Records (Member are not
Appointed by the City Council)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 112 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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 CS-041 Sports Organizations / Non-Profit
Organizations (Little League, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Services CS-042 Sports Score Sheets, Schedules
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts / Transitory
records - NOT made or
retained for the purpose of
preserving the informational
content for future reference,
GC §34090; 64 Ops. Cal. Atty.

Gen. 317 (1981))
Community
Services CS-043 Theatre Member Files / Patron Files
(Gym, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:

Before
Event
Mag, Ppr Department Preference; GC
§34090
Community
Services CS-044 Ticket Stubs
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 113 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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. CS-045
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Lead Dept. CS-046
Volunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Courts treat volunteers as
employees;
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; 29
USC 1113
Community
Services CS-047 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 114 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

DEPARTMENT OF INNOVATION & TECHNOLOGY
Depart. of
Innovation
&
Technology
DOIT-001 Backups - DAILY
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Depart. of
Innovation
&
Technology
DOIT-002 Backups - WEEKLY
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
Purposes Only; Store off-site in
commercial storage for disaster
recovery; Considered a copy
and can be destroyed when no
longer required; retention based
on administrative value; recycle
tapes; GC §34090 et seq.

Depart. of
Innovation
&
Technology
DOIT-003 Network Configuration Maps &
Plans 2 years 2 years Yes Mag. GC §34090 et seq.

Depart. of
Innovation
&
Technology
DOIT-004
WORM / DVD-r / CD-r / Blue Ray-
R or other UNALTERABLE
MEDIA that does not permit
additions, deletions, or changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record); GC
60200, 12168.7, EVC 1550, 2
CCR 22620 et seq..

Page 115 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY
Page ED-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY Economic
Develop. /
RDA /
Successor
Agency
ED-001
Economic Development Projects,
Programs, Subject & Issues
(Issues and/or projects will vary
over time)
Minimum 2
years
Minimum 2
years Mag, Ppr Department Preference; GC
§34090
Economic
Develop. /
RDA /
Successor
Agency
ED-002 Mobile Home Accords P P Mag, Ppr Department Preference; GC §34090
Economic
Develop. /
RDA /
Successor
Agency
ED-003 Real Estate Appraisals 5 years 5 years Mag, Ppr
Department preference, meets
municipal auditing standards;
GC §34090
City Clerk ED-004
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, etc.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S No Finals are maintained by City
Clerk; GC §34090 et seq.

Economic
Develop. /
RDA /
Successor
Agency
ED-005
Redevelopment Long Range
Property Management Plans,
Oversight Plans
Completion
+ 10 years
Completion
+ 10 years Mag, Ppr Department preference; GC
§34090
Economic
Develop. /
RDA /
Successor
Agency
ED-006 Redevelopment Plans P P Mag, Ppr Department Preference for Historical Purposes; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 116 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY
Page ED-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Economic
Develop. /
RDA /
Successor
Agency
ED-007
Redevelopment Projects & Project
Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP Projects,
and City Clerk has all Real
Property records for Permanent
retention)
Completion
+ 10 years
Completion
+ 10 years Mag, Ppr
Planning, Building and
Engineering retains final
documents of construction
projects (transfer any CIP
project files to Engineering);
Covers various Statute of
Limitations; CCP §337 et seq.;
GC §34090
Economic
Develop. /
RDA /
Successor
Agency
ED-008 Relocations Completion
+ 5 years
Completion
+ 5 years Mag, Ppr
Department preference, meets
municipal auditing standards;
CCP §337 et seq.; GC §34090

HOUSING
Housing ED-009 Foreclosure Notices / Notices of
Defaults (NOD)
Disposition
+ 5 years
Disposition
+ 5 years Mag, Ppr City Attorney preference; GC
§34090
Housing ED-010
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

WITH a Recapture / Resale
Restriction
Deeds are sent to City Clerk
5 years
After the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
Mag, Mfr,
OD, Ppr S / I Yes: When
Inactive
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; 29 CFR

97.42, GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 117 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY
Page ED-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Housing ED-011
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

WITHOUT a Recapture / Resale
Restriction
Deeds and Insurance are sent to
City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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; 29 CFR 97.42, GC
§34090
Housing ED-012
Loan Applications / Potential
Buyers Denied, Cancelled or
Withdrawn (First Time Home
Buyers, Life/Safety, Rehabilitation,
HOME, etc.)
2 years 2 years Mag, Ppr GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 118 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

ENGINEERING ADMINISTRATION (SEE CITY-WIDE)

CAPITAL PROJECTS
Engineering
Services /
Capital
Projects
ENG-001
Capital Improvement Projects
(CIP): Maintenance Projects -
Not Involving Professional
Design Professional Services
(All Records)
Examples of Maintenance
Projects: Painting, Pavement
Overlays, Repairs, Ramps, Re-
Roof, Sidewalk Repairs, Slurry
Seals, etc.

Upon
Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is not
applicable; Statute of
Limitations: Contracts &
Spec's=4 years; Statewide
guidelines propose termination
+ 5 years; CCP §337 et. seq.,
GC §34090
Engineering
Services /
Capital
Projects
ENG-002
Capital Improvement Projects
(CIP): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, Photos, etc.

Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
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, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 119 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
Capital
Projects
ENG-003
Capital Improvement Projects
(CIP): Permanent File / Scanned
Records
Specifications & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations &
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Soil Reports,
Studies, Submittals, Surveys, etc.

Upon
Completion P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Engineering
Services /
Capital
Projects
ENG-004 Construction Inspection
Databases Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Engineering
Services /
Capital
Projects
ENG-005 Design & Construction Standards -
Authored by the City P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 120 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
Capital
Projects
ENG-006
Drawings, Maps, Plans and
Record Drawings, Large-Format
Drawings, Capital Improvement
Project "As-Built", Base Maps
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7

ENVIRONMENTAL PROGRAMS
Engineering
Services /
Environment
al Programs
ENG-007 CCTV - Storm Drains 2 years 2 years Mag, Ppr Department preference (Preliminary drafts); GC §34090
Engineering
Services /
Environment
al Programs
ENG-008 Construction Diversion / Deposit,
Reimbursement, etc. 10 years 10 years Mag, Ppr Department preference; GC §34090
Engineering
Services /
Environment
al Programs
ENG-009
FOG (Fats, Oil & Grease) / Source
Control / Pretreatment Annual /
Semi-Annual Reports
3 years 3 years Mag, Ppr
Department preference;
Monitoring records required for
3 years; POTW reports are
required for 3 years; 40 CFR
403.12; GC §34090
Engineering
Services /
Environment
al Programs
ENG-010
Household Hazardous Waste /
Recycling/Disposal / Participant
Logs
3 years 3 years Mag, Ppr 14 CCR 18813.4; 22 CCR
66262.40 et seq.; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 121 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
Environment
al Programs
ENG-011 Sanitary Spills and Overflows
(SSOs) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR 122.41(j)(2); GC §34090
Engineering
Services /
Environment
al Programs
ENG-012
Solid Waste Reduction /
Recycling / AB 939 Compliance /
Tonnage Reports / SB 1383
Compliance (Organic Waste
Collection and Recycling)
10 years 10 years Mag, Ppr
Department preference; SB
1383 compliance is required for
5 years; Low-Carbon Fuel
Standard regulations credits
can be received for 10 years,
and are eligible for an
extension; 14 CCR § 18995;.2
H&S §39730.7; GC §34090 et
seq.

Engineering
Services /
Environment
al Programs
ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years Mag, Ppr Department preference; GC §34090
Engineering
Services /
Environment
al Programs
ENG-014 Stormwater Illicit Discharges 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Engineering
Services /
Environment
al Programs
ENG-015 Stormwater Monitoring / NPDES
Monitoring and Inspection 5 years 5 years Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 122 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
Environment
al Programs
ENG-016 Stormwater: Business Inspections 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Engineering
Services /
Environment
al Programs
ENG-017 Stormwater: NPDES Annual
Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44
Engineering
Services /
Environment
al Programs
ENG-018 Stormwater: NPDES Permits Expiration + 5
years
Expiration +
5 years
Yes: Until
Expiration Mag, Ppr
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

Engineering
Services /
Environment
al Programs
ENG-019 Stormwater: TMDL Plan (Total
Maximum Daily Load) Plan 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC
§34090
Engineering
Services /
Environment
al Programs
ENG-020
Water Quality Management Plans
(Commercial, Private
Development)
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 123 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

GENERAL ENGINEERING
Engineering
Services /
General
Engineering
ENG-021 Aerial Maps (Analog / Historical) P P
Mag,
Mfr, OD,
Ppr
S / I No Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-022 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-023
Correspondence - Regulatory
Agencies Not Related to a CIP
(State & Federal Agencies, EPA,
Health Department, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S Yes: After
QC
Department preference; Some
correspondence from
Regulatory Agencies need to be
retained for long periods of
time; GC §34090
Engineering
Services /
General
Engineering
ENG-024
Encroachment Permits /
Excavation Permits: Temporary
(Street Permits, Temporary
Construction, Sidewalk Repairs,
Traffic Control, Utility Cuts etc.)
Includes Insurance Certificates
Final /
Completion +
2 years
Final /
Completion +
2 years
Yes: Until
Completion Mag, Ppr GC § 34090
Engineering
Services /
General
Engineering
ENG-025
Encroachments - Permanent
(Permanent structures in the City's
Right of Way)
P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-026 Engineering Permits Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 124 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
General
Engineering
ENG-027
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments
P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-028
Geotechnical and Soil Reports;
Hydrology Reports (Authored on
behalf of the City)
P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-029 Grading Plans, Grading Plans &
Grading Certificates P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-030 Lighting and Landscape Districts -
Formation and Boundaries P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-031
Master Plans: Bikeway, Park,
Pavement, Sewer, Traffic,
Transportation, Water Master
Plan, etc.

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

QC & OD
Department preference; Drafts
should be destroyed; GC
§34090
City Clerk ENG-032 Public Works Subcommittee
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 125 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk ENG-033
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, Certificate
of Compliance, etc.

Send all originals to City Clerk,
even if they are e-recorded.

Copies -
When No
Longer
Required
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Even if documents are e-
recorded, send all finals to the
City Clerk; GC §34090 et seq.

LAND DEVELOPMENT AND TRANSPORTATION
Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag, Ppr GC §34090 et seq.

Engineering
Services /
Land Dev. &
Transportatio
n
ENG-035
Private Land Development
Projects / Job Files:

Administration File
Construction Inspections,
Correspondence, Photos, Private
Lab Verifications, Testing Lab
Final Reports, etc.

Examples of Development
Projects: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans,
Subdivisions, Tract Maps, Tracts,.

TPMs, TSMs
Upon
Completion 10 years Completion +
10 years
Yes: Until
Completed Mag, Ppr
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
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 126 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
Land Dev. &
Transportatio
n
ENG-036
Private Land Development
Projects / Job Files: Permanent
Files
Drainage, Driveway, Grading
Plans, Rights of Way, Soil
Reports, Stormwater, etc.

Dedications, Easements,
Abandonments (City Clerk is OFR)
Examples of Development
Projects: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans,
Subdivisions, Tract Maps, Tracts,.

TPMs, TSMs
Upon
Completion P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
Police ENG-037 Traffic Collision Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-038 Traffic Congestion Management
Plans / Transportation Plans 10 years 10 years Mag Ppr Department preference; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 127 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
Land Dev. &
Transportatio
n
ENG-039 Traffic Counts 10 years 10 years Mag Ppr Department preference; GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-040 Traffic Investigation Reports 5 years 5 years Mag Ppr GC §34090 Engineering
Services /
Land Dev. &
Transportatio
n
ENG-041 Self-Haul Permits 2 years 2 years Mag Ppr GC §34090 Engineering
Services /
Land Dev. &
Transportatio
n
ENG-042 Traffic Speed Surveys 10 years 10 years Mag Ppr Department preference
(required every 5 years, but can
be extended to 7 or 10 years);
GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-043
Transportation Studies / Traffic
Studies / Warrants: Signals, Stop
Signs, Crossing Guards, etc.

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

QC & OD
Department preference; GC
§34090

RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES
Engineering
Services /
RCMU
RCMU-001 Applications for Service 2 years 2 years Mag, Ppr Department Preference; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 128 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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. RCMU-002 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Engineering
Services /
RCMU
RCMU-003 Armored Car Manifests 2 years 2 years Mag, Ppr GC §34090 Engineering
Services /
RCMU
RCMU-004
Bulk Power Log Sheets /
Purchasing / Suppliers
(Evaluations, Financial Data.

Reports or Studies)
10 years 10 years Mag, Ppr Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-005
Capital Improvement Projects (CIP
- RCMU): Administration File /
NOT Scanned (Electricity, Fiber or
Street Lights Only)
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Page 129 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
RCMU
RCMU-006
Capital Improvement Projects (CIP
- RCMU): Permanent File /
Scanned Records (Electricity,
Fiber or Street Lights Only
Specifications / RFP & Addenda,
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations &
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

Upon
Completion P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Engineering
Services /
RCMU
RCMU-007 Customer Information Service
(CIS) Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Engineering
Services /
RCMU
RCMU-008
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Licenses and
Regulatory Correspondence
P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-009
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Reports
P P Mag, Ppr Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 130 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk RCMU-010 Easements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After
QC (copies); GC §34090.7
Engineering
Services /
RCMU
RCMU-011 Electricity Drawings / As-Builts /
Record Drawings P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference
(Engineering has originals); GC
§34090.7
Engineering
Services /
RCMU
RCMU-012
Equipment Records (Manuals,
Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, Ppr Department Preference; CCP
§337 et. Seq., GC §34090
Engineering
Services /
RCMU
RCMU-013 Facility Histories / Infrastructure
Design P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Lead Dept. RCMU-014
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Lead Dept. RCMU-015
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Engineering
Services /
RCMU
RCMU-016 Joint Pole Agreements, History,
Maintenance (Card Files) P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-017 Joint Pole Invoices / Accounts
Receivable 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference (meets
municipal government auditing
requirements); GC §34090
Engineering
Services /
RCMU
RCMU-018 Load Records 10 years 10 years Mag, Ppr Department Preference; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 131 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
RCMU
RCMU-019 Payments / Credit Card Receipts -
RCMU 5 years 5 years Mag, Ppr Department preference (meets auditing standards); GC §34090
Engineering
Services /
RCMU
RCMU-020 Power Operations Reports /
Outage Reports 10 years 10 years Mag, Ppr Department Preference; GC §34090
Engineering
Services /
RCMU
RCMU-021 Power Outage Report Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Engineering
Services /
RCMU
RCMU-022 Power Trading / Power Scheduling
(Check Out Worksheets)
Completion +
3 years 2 years Completion +
5 years Mag, Ppr
Department Preference
(auditing standards are 5
years); GC §34090
Engineering
Services /
RCMU
RCMU-023 Power Trading / Power Scheduling
(Confirmations, Invoices) 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090
Engineering
Services /
RCMU
RCMU-024 Power Trading / Power Scheduling
(Pathing Sheets) 3 years 4 years 5 years Mag, Ppr Department Preference; GC §34090
Engineering
Services /
RCMU & Gas
RCMU-025
Regulatory Agency Audits:

CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
10 years 10 years Mag, Ppr Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-026
Regulatory Agency Compliance
Reports & Confirmations:

CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
10 years 10 years Mag, Ppr Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 132 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Engineering
Services /
RCMU & Gas
RCMU-027
Regulatory Agency
Correspondence: CEC,CFTC,

CPUC, EPA, FERC, NERC,
NPDES, WECC, etc..

When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag, Ppr Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-028
Regulatory Agency Inspections:

CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-029
Regulatory Agency Licenses:

CEC,CFTC, CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.

P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
QC)
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-030
SCADA Database (Electricity)
(Supervisory Control and Data
Acquisition)
Indefinite Indefinite Yes Mag
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
Engineering
Services /
RCMU
RCMU-031 SCADA Printouts / Reports / Log
Books
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts - if not drafts,
then 2 years; GC §34090
Engineering
Services /
RCMU
RCMU-032 Solar Power Production Operating
Data Logs / Diaries 10 years 10 years Mag, Ppr Department Preference; GC §34090
Lead Dept. RCMU-033 Underground Service Alerts
(USA's) 3 years 3 years Mag, Ppr
Department Preference
(required for 3 years); GC
§§4216.2(d) & 4216.3(d), 34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 133 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Division
Providing
Service /
Work
RCMU-034
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Division
Providing
Service /
Work
RCMU-035
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
RCMU-036
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 134 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

ACCOUNTING AND FINANCIAL REPORTING
Finance /
Accounting
& Financial
Reporting
FIN-001 1099's / 1096's 2 years 3 years 5 years Mag, Ppr 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
Finance /
Accounting
& Financial
Reporting
FIN-002
Accounts Payable / Invoices and
Backup
(Includes Invoices, Travel
Expense Reimbursements,
Warrant Request, etc.)
2 years 5 years 7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §§60201(d)(12),
34090
Finance /
Accounting
& Financial
Reporting
FIN-003
Accounts Receivable -
Miscellaneous - Damage to
Public Property, Invoices to
Outside Entities, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Accounting
& Financial
Reporting
FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Ppr Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-004.1 Audits - Annual Financial
Reports 2 years P P Mag, Ppr Department Preference GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 135 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-005
Audits - Single Audits, Grant
Audits, IRS Audits,
Transportation Audits, PERS
Audit, etc.
2 years 3 years after
Audit
5 years after
Audit Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-006
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
2 years 5 years 7 years Mag, Ppr
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR

31.6001-1
Finance /
Accounting
& Financial
Reporting
FIN-007
Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports
See Bank Statements for
statement retention.

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
Department Preference; Statute
of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP §§336 et
seq. 337.5(a); 26 CFR 1.6001-
1(e): GC §43900 et seq.

Finance /
Accounting
& Financial
Reporting
FIN-007.1 Budget Appropriation Transfer
Requests 2 years 5 years 7 years Mag, Ppr Department Preference; meets auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-008
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 2 years 7 years Mag, Ppr Department Preference; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 136 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-009
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports / Petty Cash
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Accounting
& Financial
Reporting
FIN-010 Checks / Warrants (Cashed) 3 years 4 years 7 years Mag, Mfr, OD, Ppr S Yes: After
QC
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §§ 34090,
60201(d)(12)
Finance /
Accounting
& Financial
Reporting
FIN-011
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years Mag, Ppr
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §34090
et seq.

Finance /
Accounting
& Financial
Reporting
FIN-012
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years 2 years 7 years Mag, Ppr
Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-013 Deferred Compensation (City
Statements) 2 years 5 years 7 years Mag, Ppr
Produced by Deferred Comp.

Provider; consistent with
proposed statewide guidelines;
published articles for bank
statements show 4 -7 years; GC
§304090, 26 CFR 31.6001.1
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 137 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-014 Escheat (Unclaimed money /
uncashed checks) 5 years 5 years Mag, Ppr
Department preference; All
tangible property held by
government agencies escheats
after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519;
GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-015 FEMA Reimbursement / OES
Reimbursements 1 year 9 years 10 years Mag, Ppr Department Preference; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-016 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr
Department Preference (bond
auditing purposes; IRS
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"); 26 CFR 1.6001-1(e);
GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-018 Journal Entries / Journal
Vouchers 2 years 5 years 7 years Mag, Ppr
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR

31.6001-1
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 138 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-019
Payroll File (By Employee Name)
Includes W-4, other payroll forms
Separation +
2 years 5 years Separation +
7 years Mag, Ppr
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
§60201(d)(12); GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for
SBCERA Buy-backs; GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-021
Payroll Reports - Periodic
(includes Deduction Registers,
Leave Registers, Time
Transaction Reports, etc.)
2 years 5 years 7 years Mag, Ppr
Department preference for Grant
Auditing Purposes; May contain
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
Published articles show 3 - 7
years; GC §60201(d)(12); GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-022
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR

PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 139 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-023
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Ppr Department Preference; Meets auditing standards; GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-025
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S Yes: After 2
years
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
§60201(d)(12); GC §34090
Finance /
Accounting
& Financial
Reporting
FIN-025.1 Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
Disposal Mag, Ppr Department Preference; GC
§34090
Finance /
Accounting
& Financial
Reporting
FIN-026 W-2's 2 years 5 years 7 years Mag, Ppr
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
§60201(d)(12); GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 140 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-027 W-9s
Vendor
Inactive + 3
years
Minimum 5
years
Vendor
Inactive + 3
years
Minimum 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS auditing standards;
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §34090

BUDGET MANAGEMENT
Finance /
Budget
Manage.

FIN-028
Budgets - Preliminary, Proposed,
Backup Documents
(The Final Budget is maintained
by the City Clerk)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 141 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

BUSINESS LICENSE & REVENUE
Finance /
Business
License &
Revenue
FIN-029 Business License & Permit
Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Finance /
Business
License &
Revenue
FIN-030 Business License & Permit
Applications and Changes P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (Used by
Planning for Zoning
Clearances); GC §34090 et seq.

Finance /
Business
License &
Revenue
FIN-031 Business License & Permit
Renewals 5 years 5 years Mag, Ppr
Department preference (meets
municipal government auditing
requirements); GC §34090 et
seq.

SPECIAL DISTRICTS
Finance /
Special
Districts
FIN-032
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years Mag, Ppr
Department preference; Meets
auditing standards; GC §34090
et seq.

Finance /
Special
Districts
FIN-033
Community Parks and
Landscape Citizens’ Oversight
Committee (Landscape
Maintenance Districts / Special
Districts)
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
State law only requires for 30
days; GC §54953.5(b)
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 142 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Special
Districts
FIN-034
Community Parks and
Landscape Citizens’ Oversight
Committee (Landscape
Maintenance Districts / Special
Districts)

MINUTES
P P Yes Mag, Mfr,
OD, Ppr S No
Formerly Planned Communities
Citizens' Oversight Committee;
Send originals to the City Clerk;
GC §34090.7
Finance /
Special
Districts
FIN-035
Community Parks and
Landscape Citizens’ Oversight
Committee and Landscape
Maintenance Districts Citizens'
Oversight Committee

AGENDAS & AGENDA
Minimum 2
years
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
Original Staff Reports are filed in
the project file; GC §34090

TREASURY MANAGEMENT
Finance /
Treasury
Manage.

FIN-036 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Finance /
Treasury
Manage.

FIN-037 Bankruptcies - Where a claim is
filed 10 years 10 years Mag, Ppr
Department Preference
(negative information remains on
credit ratings for 7 years); GC
§34090
Finance /
Treasury
Manage.

FIN-038 Investment Reports & Backup /
Treasury Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 143 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Treasury
Manage.

FIN-039
Investments / Arbitrage /
Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade Tickets /
LAIF (Local Agency Investment
Fund))
5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; Meets
auditing standards; Published
articles show disposal + 7 years
for security brokerage slips;
statewide guidelines propose
permanent; FTC Reg's rely on
"self-enforcement";
GC§§ 34090, 43900
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 144 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
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, claims, complaints, public records act requests, audits and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE ADMINISTRATION
Human
Resources FR-001 Career File: Equipment
Assignments (Turnouts, etc.)
Shred Upon
Separation
or Transfer
Shred Upon
Separation
or Transfer
Mag,
Ppr
City / District Preference (copies);
GC § 60200
Finance FR-002 Billings - Fire Alarm Permits, Fire
Inspections, Fire Permits
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Finance keeps originals; GC §
§60201 60201
City Clerk FR-003
Fire District Board Agendas, Audio
or Video Recordings, Minutes,
Resolutions, Notices
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
City Clerk keeps originals; GC §
§60201 60201
Fire /
Admin. FR-004 ISO Insurance Ratings 15 years 15 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (rated
every 10 years); GC §60201
Fire /
Admin. FR-005 Monthly Statistical Reports / Run
Statistics
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft /
copy (the Fire database is the
original); GC §60201 et seq.

City Clerk FR-006 Mutual Aid Agreements, Joint
Power Authorities
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §60201.7
Fire /
Admin. FR-007
Programs and Projects (e.g.

Explorer, CPR Program, Fire
Service Day, etc.)
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §
60201 et seq.

Fire /
Admin. FR-008 Requests for Fire Incident Reports
and Fire Investigation Reports 2 years 2 years Mag,
Ppr GC §60201
Fire /
Admin. FR-009 Ride-A-Long Waivers 2 years 2 years Mag,
Ppr GC §60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 145 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire /
Admin. FR-010 Standard Operating Procedures /
Policy & Procedure Manual
Superseded
+ 2 years
Superseded
+ 2 years Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§60201
Fire /
Admin. FR-011 Subpoenas (Personal Appearance -
Fire Personnel) 2 years 2 years Mag,
Ppr GC §60201
Fire /
Admin. FR-012 Telestaff Database Indefinite Indefinite Yes Mag, Ppr
Data is interrelated; GC §60201 et
seq.

Fire /
Admin. FR-013
Training Course Records / EMS
Continuing Education Training
(Attendance Rosters, Outlines and
Materials)
5 years Indefinite
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years; Calif.

Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
State Law requires 2 -3 years for
personnel actions; 8 CCR §3203
et seq., 29 CFR 1627.3(b)(1), LC
§6429(c); GC §§12946, 60201,
53235.2(b), 53237.2(b)
Fire /
Admin. FR-014 Training Database / Log (Target
Solutions) Indefinite Indefinite Mag,
Ppr
Data is interrelated; GC §60201 et
seq.

Fire /
Admin. FR-015
Underground Storage Tanks - ALL -
City or Privately owned)
Location, Soil Remediation,
Monitoring Well Records
10 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference (required
for the life of the tank); 23 CCR
2712(b), H&S §25284.2(i); GC
§60201 et. seq.

COMMUNITY AFFAIRS
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 146 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire /
Community
Affairs
FR-016 Community Outreach
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Community
Affairs
FR-017 Public Information / Education
(when produced internally)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Lead Dept. FR-018 Volunteer Applications &
Agreements - Unsuccessful 3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 60201
Lead Dept. FR-019
Volunteer Applications &
Agreements (includes emergency
contact information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Courts treat volunteers as
employees; 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, 60201; 29 USC 1113
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

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Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire /
Community
Affairs
FR-020
Volunteer Historical Lists /
Extractions from Volunteer
Database
Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§60201

COMMUNITY RISK
Fire /
Community
Risk
FR-021
Fire Construction Documents
(Submittals, Approved Plans,
Drawings, Applications, Alternate
Means & Methods, and Similar
Documents Necessary for Ongoing
Fire Code Compliance
Not Less
Than 180
days from
the date of
completion
of the
permitted
work
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
CFC §105.4 et seq. , 104.6 et
seq.; H&S §19850
Fire / Fire
Marshal &
Fire
Prevention
FR-022
Fire Inspections - Business
Inspection Files / Occupancy
Inspections (Approvals,
Inspections, Fires, Modification /
Alternative Methods or Materials)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for the Life of the
Structure or Activity, or Minimum 5
years CFC §§ 104.6 – 104.6.4
Fire / Fire
Marshal &
Fire
Prevention
FR-023 Fire Inspections - Citations /
Notice of Violations
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:

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

After QC
& OD
Department Preference; GC §
60201 et seq.

Fire /
Community
Risk
FR-024
Approved Fire Suppression, Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans.

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

After QC
& OD
Department preference (Building
keeps original); CFC 104.6 et seq.;
GC §§60200, H&S §19850
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 148 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire /
Community
Risk
FR-025 Juvenile Fire Setter Program 15 years 15 years Mag, Ppr
Department Preference; GC
§60201 et seq.

Building FR-026 New Construction Plan Review
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Building keeps originals; GC
§§34090.7, 60201
Fire /
Community
Risk
FR-027 Public Information / Education
(when produced internally)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Community
Risk
FR-028 Weed Abatement / Vegetation
Abatement / Brush Clearance
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201

EMERGENCY MANAGEMENT
Fire /
Emergency
Manage.

FR-029 Community & Business Emergency
Response Training
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
Fire /
Emergency
Manage.

FR-030
Emergency Management Programs
(Ready RC, Mitigation,
Preparedness, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 149 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire /
Emergency
Manage.

FR-031
Emergency Response & Recovery
/ FEMA / OES Reimbursement
Claims / Strike Team
Reimbursements
10 years 10 years Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No Department Preference; GC
§60201
Fire /
Emergency
Manage.

FR-032 EOC Activations, After Incident
Reports
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No Department Preference; GC
§60201

EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES
Fire / EMS FR-033
Controlled Substance Logs,
Inventories / Medic Monthly
Inventory Logs
3 years 3 years Yes Mag,
Ppr
Department Preference -
Controlled substances are
required for 2 years after inventory
or transaction; 21 CFR §1304.04,
1310.04
Fire / EMS FR-034 Emergency Medical PCR
Database Indefinite Indefinite Yes Mag Data is interrelated; GC §60201, 60201 et seq.

Fire / EMS FR-035
EMS Complaints / CQI (Continuous
Quality Improvement) / Quality
Assurance
Final
Disposition
+ 3 years
Final
Disposition
+ 3 years
Mag,
Ppr
Statute of Limitations for health
providers is 3 years; CCP §340.5,
13 CCR 1100.7, UFC §104.3.2,
§104.3.4, GC §60201 et seq.

Fire / EMS FR-036
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Superseded
+ 6 years
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
24 CFR 164.530(j)
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

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Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire / EMS FR-037 Paramedic Continuing Education
Rosters and Certificates
Separation +
4 years
Separation +
4 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Department preference;
Paramedic Continuing Education
is required for 4 years by DPH; 8
CCR §3204(d)(1) et seq., 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 60201
Fire / EMS FR-038
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits: ADULTS
(Includes e-PCR Database /
Electronic Patient Care Report
Database)
7 years 7 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
Department Preference; adults
required for 7 years; minors until 1
year after age 18, but not less than
7 years; 10 years is recommended
by AHIMA for "healthcare
providers"; Statute of Limitations
for health providers is 3 years;
CCP §340.5, GC §60201; H&S
§§1797.98(e) 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR
70751(c) & 71551(c); 22 CCR
70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub.
100-4, Chapter 1, Section 110.3
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

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Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire / EMS FR-039
Patient Care Reports / PCRs /
Paramedic Release Forms (EMS
transportation) / Consent Form with
Assignment of Benefits:

JUVENILES (Includes e-PCR
Database / Electronic Patient Care
Report Database)
Age of
Majority,
Minimum 7
years,
whichever is
longer
Age of
Majority,
Minimum 7
years,
whichever is
longer
Mag,
Mfr, OD,
Ppr
S
Yes:

EMERGENCY RESPONSE / FIRE MARSHAL
Fire /
Emergency
Response /
Fire
Marshal
FR-040 Alarm Installation Waiver Forms:

Smoke and Carbon Monoxide P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CFC §§
104.6 – 104.6.4; GC §60201 et
seq.

Fire /
Emergency
Response /
Fire
Marshal
FR-041 Fire Incident RMS Database Indefinite Indefinite Yes Mag, Ppr
Data is interrelated; GC §60201 et
seq.

RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 152 ends

Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire /
Emergency
Response /
Fire
Marshal
FR-042 Fire Investigations - Arson &
Capital Crimes Only P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference (Capital
Crimes have no statute of
limitations); GC §60201 et seq.

Fire /
Emergency
Response /
Fire
Marshal
FR-043 Fire Investigations - OTHER Than
Arson & Capital Crimes
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Ppr
Department preference; GC
§60201 et seq.

Fire /
Emergency
Response /
Fire
Marshal
FR-044
Approved Fire Suppression , Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference (Building
keeps original); CFC 104.6 et seq.;
GC §§60200, H&S §19850
Fire /
Emergency
Response /
Fire
Marshal
FR-045 Fireflow Testing (CVWD does
testing)
Life of the
Structure
Life of the
Structure or
Activity
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§60201
Fire /
Emergency
Response /
Fire
Marshal
FR-046 Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (City has
"cradle to grave" liability); 40 CFR
262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
Fire /
Emergency
Response /
Fire
Marshal
FR-047 Response Planning
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Preliminary drafts; GC §60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

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Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire /
Emergency
Response /
Fire
Marshal
FR-048
Special Event Permits / Fire Code
Permits / Operating Permits /
Explosives Permits / Fireworks
Permits / Burn Permits (assembly
permits, candle permits, tent
permits, open flame, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:

Before
Event
Mag,
Ppr
Department preference; GC
§60201 CFC §§ 104.6 – 104.6.4

STATION OPERATIONS / SUPPRESSION
Lead Dept. FR-049 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §60201
Fire / Ops FR-050 Daily Evaluations / Rookie Tests 2 years 2 years Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
GC §60201
Fire / Ops FR-051
Daily Vehicle Inspections / Daily
Equipment Checks / Safety
Equipment Inspections
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Ppr GC §60201
Fire / Ops FR-052
Fire Vehicle, Apparatus, &
Equipment History Files, Ladders,
etc.

Certifications, Maintenance,
Registrations, Safety Certifications,
etc.

Disposal of
Vehicle,
Apparatus,
or
Equipment +
2 years
Disposal of
Vehicle,
Apparatus,
or
Equipment +
2 years
Mag,
Ppr
Department Preference; If a motor
carrier, required for 18 months
after vehicle is sold; CHP requires
life of vehicle; OSHA requires 1
year; 8 CCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §60201
Lead Dept. FR-053
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag,
Ppr AQMD Rule 1470; GC §60201
Lead Dept. FR-054
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag,
Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§60201
RANCHO CUCAMONGA FIRE PROTECTION DISTRICT ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

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Ver 15.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11
Office of
Record
Records
Series # Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Fire / Ops FR-055 Pre-plan Sheets When
Superseded
When
Superseded
Yes:

Before
Event
Mag,
Ppr
Preliminary drafts; GC §60201 et
seq.

Fire / Ops FR-056 Station Log Books / Red Books /
Log Books
Minimum 2
years
Minimum 2
years
Yes:

Before
Event
Mag,
Ppr
Department preference; GC
§60201 et seq.

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Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-001
Benefit Plan Documents
(CalPERS, Optical, Dental,
etc.)
Duration of
the Contract
and/or
disposition of
any
enforcement
action + 2
years
Duration of
the Contract
and/or
disposition of
any
enforcement
action + 2
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires
1 year after benefit plan
termination; State Law
requires 2 years after action;
29 CFR 1627.3(b); 29 USC
1027; GC §§12946, 12960,
34090, 60201
Human
Resources HR-002
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum 3
years
Minimum 3
years Mag, Ppr
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, 60201
Human
Resources HR-003 Compensation Surveys &
Studies
Minimum 3
years
Minimum 3
years Mag, Ppr
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, 60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

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Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-027 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human
Resources HR-004
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims/ Harassment
Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
Department preference; All
State and Federal laws
require retention until final
disposition of formal
complaint; State requires 2
years after "fully and finally
disposed"; 2 CCR 7287.0; 2
CCR 11013 GC §§12946,
12960, 34090, 60201
Human
Resources HR-005 DMV Pull Notices
2 years After
Superseded,
or Upon
Separation
2 years After
Superseded,
or Upon
Separation
Mag, Ppr Department Preference; GC
§§34090, 60201 et seq.

Human
Resources HR-006 Drug & Alcohol Test Results
(All - Positives and Negatives) 6 years 6 years Mag Ppr Department preference;
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090, 60201; 49
CFR 655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR
653.71
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

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Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32;
GC §34090, 60201
Human
Resources HR-007 Employee Investigations
Minimum
Final
Disposition +
3 years
Minimum
Final
Disposition +
3 years
Mag, Ppr
Department preference; All
State and Federal laws
require retention until final
disposition of formal
complaint; State requires 2
years after "fully and finally
disposed"; 2 CCR 7287.0; GC
§§12946, 12960, 34090,
60201
Human
Resources HR-008
Ethics Training Certificates /
Harassment Prevention
Training Certificates
5 years 5 years Mag, Ppr GC §§53235.2(b),
53237.2(b), 34090, 60201
Human
Resources HR-009 I-9s Separation +
3 years
Separation +
3 years Mag Ppr
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"; State Law requires 2 -
3 years; 8 CFR 274a.2; 29
CFR 1627.3(b)(1); GC
§§12946, 12960, 34090,
60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

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Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-010 Job Descriptions /
Classification Specifications
Minimum
Superseded
+ 6 years
Minimum
Superseded
+ 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
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,
60201
Human
Resources HR-011
Labor Relations Files
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Documentation, etc.)
5 years Minimum 5
years
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§§34090, 60201 et seq.

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Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-012
Personnel Files - Background
Files (Fire, Executives,
Information Technology)
Separation +
3 years 3 years Separation +
6 years Mag, Ppr
Department Preference;
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), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
Human
Resources HR-013
Personnel Files - Benefit File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.

Separation +
3 years 3 years Separation +
6 years Mag, Ppr
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 -3 years; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 160 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-014
Personnel Files - Employee
File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.

Separation +
6 years
Whichever
is Longer:
24 years, or
Termination
of Benefits
+ 5 years,
or Death of
Employee +
5 years
Whichever is
Longer:

Separation +
30 years, or
Termination
of Benefits +
5 years, or
Death of
Employee + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090,
60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 161 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-016
Personnel Files - Training File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.

Separation +
3 years 3 years Separation +
6 years Mag, Ppr
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
2 -3 years; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
Human
Resources HR-027 Recruitment Database
(NeoGov) 5 years 5 years Mag, Ppr
Department preference; Per
NeoGov Policy; 29 CFR
1627.3(b)(1), 29 CFR
1602.14; 2 CCR 11013(c);
GC §§12946, 12960, 34090,
60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 162 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-017
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes,
Job Brochures, Test Data,
Testing Analysis & statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
3 years
Hiring
Decision + 4
3 years
Mag, Ppr
Department preference;
EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law
requires 2 - 3 years; 29 CFR
1627.3(b)(1), 29 CFR
1602.14; 2 CCR 7287.0(c)(2),
GC §§12946, 12960, 34090,
60201
Human
Resources HR-018
Studies & Surveys Conducted
on Behalf of the City (Sick
Leave, Attrition, Benefits, etc.)
2 years 2 years Mag, Ppr
2 years, unless it is a
preliminary draft; GC
§§34090, 60201 et seq.

RISK MANAGEMENT
Risk Manag. HR-019
Accident / Incident Reports /
Injury Reports (Potential
Claims - medical and non-
medical that do not result in a
claim.)
2 years 2 years Mag, Ppr
Department preference; CCP
§340.5, GC §§34090, 60201
et seq.

Risk Manag. HR-020 Claim Runs 5 years 5 years Ppr Department Preference; GC §§34090, 60201 et seq.

Page 163 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Risk Manag. HR-021 Claims (Includes Litigated
Claims) Resolution 5 years Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Claim must be filed within 6
months, lawsuit within 2
years; complaints against
peace officers within 5 years;
Statute of Limitations for
contracts is 4 years; wrongful
death for construction is
completion + 5 years; CCP §§
337 et seq.; GC §§ 911.2,
34090, 34090.6, 60201
Risk Manag. HR-022 Insurance Polices (City-owned
policies) P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§§34090, 60201 et seq.

Risk Manag. HR-023
OSHA Logs - 200, 300, 301,
301A, OSHA Inspections or
Citations
5 years 5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
OSHA requires 5 years; State
law requires 2 years; 8 CCR
14300.33, 8 CCR
§3203(b)(1), GC §34090; LC
§6429c
Risk Manag. HR-024 Subpoenas / Summons 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §§34090, 60201 et seq.

Human
Resources HR-025 Workers Compensation Claim
Runs / Monthly Reports 5 years 5 years Mag Ppr Meets auditing standards; GC §§34090, 60201 et seq.

Page 164 ends

Ver. 15.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-026
Workers Compensation Claims
/ Long Term Disability Claims
(Includes all Accident, Incident,
or Injury Reports from
Employees)
Separation +
10 years
Whichever
is Longer:
20 years, or
Termination
of Benefits
+ 5 years,
or Death of
Employee +
5 years
Whichever is
Longer:

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

QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090,
60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 165 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

LIBRARY
Library LIB-001
Board of Library Trustees

AGENDA PACKETS & AGENDAS
P P Yes Mag, Mfr,
OD, Ppr S
Yes:

After 10
years
Brown Act challenges must be
filed within 30 or 90 days of action;
GC §§34090, 54960.1(c)(1)
Library LIB-002
Board of Library Trustees
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Mag City Clerk maintains these
Permanently; GC §34090.7
Library LIB-003
Board of Library Trustees

MINUTES
P P Yes Mag, Mfr,
OD, Ppr S
Yes:

After 10
years
GC §34090
Lead
Dept. &
Finance
LIB-004
Cash Receipts Report / Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, Ppr City preference (not all detail is sent to Finance); GC §34090
Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Ppr GC §34090 Library LIB-006 Flyers for Library Programs
When No
Longer
Required
When No
Longer
Required
Ppr Preliminary Drafts; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 166 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Library LIB-007
Grants: LSCA (Library Services
and Construction), LSTA (Library
Services and Technology), SLRC
(State Literacy Resource Centers),
CLLS (California Library Literacy
Services); CLSA (California Library
Services Act) and PLF (Public
Library Foundation) ONLY. For all
others, follow City-wide Schedule.
(SUCCESSFUL Reports, and
Financial Information) Send copy
of application and award to Finance
2 years
Final
Expenditure
+ 3 years
Final
Expenditure
+ 5 years
Mag, Ppr
Per California State Library
Records Management Program
Requirements (April 27, 1998); GC
§34090
Library LIB-008 Library Card Applications
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Department preference (the
database is the original record);
GC §34090
Library LIB-009 Library Systems: ILS Database Indefinite Indefinite Mag, Ppr Data is interrelated; GC §34090 Library LIB-010
Library Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Waiting
2 years 2 years Ppr GC §34090
Library LIB-011 Library Volunteer / Unpaid Intern
Logs (Hours) 2 years 2 years Ppr GC §34090
Library LIB-012
Library Volunteers / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 and
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 167 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Library LIB-013 Passport Transmittals 2 years 2 years Mag, Ppr GC §34090 Library LIB-014 Problem Patron File Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC
§§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 168 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

PLANNING
Planning PL-002 Alcohol Beverage Control License
Applications (ABC Applications)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records)
Planning PL-003 Annexations / Boundaries /
Consolidations / LAFCO 1 year P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Planning PL-006
Design Review Committee
(Subcommittee of Planning
Commission)

AGENDAS, AGENDA PACKETS,

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

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Planning PL-031 Entertainment Permits / Massage
Business Permits
Expiration + 2
years
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 169 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-033
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.) / CEQA / NEPA
Correspondence submitted to,
or transferred from the agency,
and all internal agency
communications, including staff
notes related to a CEQA action
Project
Approval or
Denial + 180
days
Project
Approval or
Denial + 180
days
Mag, Ppr
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
��
compliance with respect to the
�� scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(County of San Diego, et al.,
Real Parties in Interest)
(D076605, D076924, D076993)
(4th Dist. 2020); PRC 21167,6;
GC §34090
Planning PL-009
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Inside City boundaries, Non-
Development Projects
1 year P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Usually filed in the project file;
Final environmental
determinations are required to
be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
Planning PL-010
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records; EIRs and
Negative Declarations within the
City Boundaries are with the
project file
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 170 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-011 General Plan, Elements and
Amendments 1 year P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
Planning PL-012 Historic Preservation Survey,
Evaluations and Designations 1 year P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Planning PL-024 Historic Property Files 1 year P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
Planning PL-025 Large Family Day Care Permits Expiration + 2 years
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
Planning PL-013 Master Plans, Specific Plans, Land
Use Plans, etc. 1 year P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Planning PL-014 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Planning PL-026 Mills Act Contracts 1 year P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
Planning PL-015
Planning and Historic Preservation
Commission

AGENDAS & AGENDA

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

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 171 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-016
Planning and Historic Preservation
Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag, OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Planning PL-017
Planning and Historic Preservation
Commission

MINUTES, BYLAWS &

RESOLUTIONS
P P Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090
Planning PL-001 Planning Director Approvals 1 year P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Planning PL-018 Planning Project Log of
Applications, Database Indefinite Indefinite Yes (all) Mag Department Preference - Data
is interrelated; GC §34090, H&S
§19850
Planning PL-019
Planning Project Files -
Approved Entitlements
(Includes Associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps)
Examples: Conditional Use Permits
(CUPs), Design Review, Parcel Maps,
Site Plans, Tentative Subdivisions,
Variances, Zone Changes, etc.

Project
Approved /
Final
Decision, or 1
year if Not
Approved /
No Final
Decision
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 172 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-027
Preliminary Review / Courtesy
Review - PLANS, PROPOSALS,
other Documents belonging to
Applicant
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Applicant's proposals / plans
can be destroyed When No
Longer Required, as no
application has been submitted,
and they are not City records;
GC §34090
Planning PL-020
Preliminary Review / Courtesy
Review - APPLICATIONS, other
City Records
2 years 2 years Mag, Ppr
Applicant's proposals / plans
can be destroyed When No
Longer Required, as no
application has been submitted,
and they are not City records;
GC §34090
Planning PL-028 Sign Permits
Life of Sign,
Minimum 2
years
Life of Sign,
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
Planning PL-022 Special Studies Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Planning PL-029 Street Name Assignments and
Changes 1 year P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
Planning PL-021
Temporary Permits / Special Event
Permits / Temporary Entitlements
(Approved & Unapproved):

Christmas Tree Lots, Pumpkin
Lots, Banner Permits, Tree
Removal Permits, etc.

Minimum 2
years
Minimum 2
years
Yes:

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

Page 173 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-030
Trails Committee (Subcommittee
of Planning Commission)

AGENDAS, & AGENDA

PACKETS, MINUTES
Minimum 2
years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Planning PL-024 Zoning Maps (Historically
Significant) 1 year P P Yes (all)
Mag,
Mfr, OD,
Ppr
S No Department Preference; GC
§34090.7
Planning PL-025 Zoning Ordinance Amendments,
Reclassifications / Zone Change 1 year P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(copies); GC §34090.7
Planning PL-023 Zoning Verification Letters 1 years P P Mag,
Mfr, OD,
Ppr
S / I Yes: After

Page 174 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

PROCUREMENT
Procure-
ment PUR-001 Procurement Database (Planet
Bids) Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Procure-
ment PUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Procure-
ment PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
Procure-
ment PUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I No
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Procure-
ment PUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Ppr GC §34090 RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/7/2021

Page 175 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

PUBLIC WORKS / MAINTENANCE / FACILITIES
Lead Dept. PW-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works
/ Maint. /
Facilities
PW-002 Facility Inspections 2 years 2 years Mag, Ppr GC §34090 Lead Dept. PW-003
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Lead Dept. PW-004
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Lead Dept. PW-005 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC
§34090 et. seq.

Division
Providing
Service /
Work
PW-006
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-007
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 176 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Division
Providing
Service /
Work
PW-008
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090

MAINTENANCE / PARKS & LANDSCAPE
Public Works
/ Maint. /
Parks &
Landscape
PW-009 Arbor Day / Tree City USA, etc. 2 years 2 years Mag, Ppr GC §34090 Lead Dept. PW-010 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC
§34090 et. seq.

Public Works
/ Maint. /
Parks &
Landscape
PW-011 Park Safety Checklist 10 years 10 years Mag, Ppr Department preference; GC §34090
Public Works
/ Maint. /
Parks &
Landscape
PW-012 Pesticide Use Permits &
Applications 2 years 2 years Mag, Ppr
Department Preference
(agricultural pesticide records
are required for 2 years); GC
§34090; 3 CCR 6623, 40 CFR
171.11 et seq.

Page 177 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Public Works
/ Maint. /
Parks &
Landscape
PW-013 Playground Inspections 10 years 10 years Mag, Ppr Department preference; GC §34090
Public Works
/ Maint. /
Parks &
Landscape
PW-014 Sidewalk Complaints - Parks 10 years 10 years Mag, Ppr Department preference; GC §34090
Public Works
/ Maint. /
Parks &
Landscape
PW-015 Tree Inventory Indefinite Indefinite Mag Data is interrelated; GC §34090 Public Works
/ Maint. /
Parks &
Landscape
PW-016 Tree Maintenance Work Orders 30 years 30 years Mag, Ppr Department preference; GC §34090
Division
Providing
Service /
Work
PW-017
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-018
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 178 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Division
Providing
Service /
Work
PW-019
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342; GC
§34090

MAINTENANCE / STREETS & FLEET
Public Works
/ Maint. /
Streets &
Fleets
PW-020
Aboveground Diesel Storage
Tanks (Agency Owned)
Spill Prevention Control and
Countermeasures (SPCC),
Inspections, Integrity Testing,
Maintenance, Repairs
20 years 20 years Mag, Ppr
Department Preference; applies
to both Tier I and Tier II Tanks;
(Tier II tanks are required to
have an integrity test every 20
years); GC §60201
Lead Dept. PW-021 AQMD Permits (Fuel Usage) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works
/ Maint. /
Streets &
Fleets
PW-022 Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (City
has "cradle to grave" liability);
40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 179 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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-023 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC
§34090 et. seq.

Lead Dept. PW-024
Pre-Trip Inspections / DOT
Program / CHP Inspections /
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years 2 years Ppr GC §34090; 13 CCR 1234(c)
Public Works
/ Maint. /
Streets &
Fleets
PW-025 Sidewalk Complaints - Right of
Way 10 years 10 years Mag, Ppr Department preference; GC §34090
Public Works
/ Maint. /
Streets &
Fleets
PW-026 Sidewalk Inspection Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Public Works
/ Maint. /
Streets &
Fleets
PW-027
Stormwater: Operation &
Maintenance (Catch Basins, Field,
General Cleaning, Open Channels,
Slots, Stormwater Treatment
Measures and Trash Cleaning)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC
§34090
Lead Dept. PW-028 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d), 34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 180 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Public Works
/ Maint. /
Streets &
Fleets
PW-029
Underground Storage Tanks (City-
Owned - Removed)
Location, Soil Remediation
10 years P P
Mag,
Mfr, OD,
Ppr
S Yes: After
1 year
Department Preference
(required for the life of the tank);
23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et. seq.

Public Works
/ Maint. /
Streets &
Fleets
PW-030 Used Oil Disposal 3 years 3 years Mag, Ppr
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et
seq.

Public Works
/ Maint. /
Streets &
Fleets
PW-031
Vehicle & Equipment History Files
AQMD Certifications, Maintenance,
Registrations, Safety Certifications,
etc.

Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §34090
Division
Providing
Service /
Work
PW-032
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Division
Providing
Service /
Work
PW-033
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 181 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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).

Division
Providing
Service /
Work
PW-034
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090

SAFETY / ADMINISTRATION
Public Works
/ Safety
Admin.

PW-035 Employee Training File (Training
Certificates)
Separation +
3 years
Separation +
3 years Mag, Ppr Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/7/2021

Page 182 ends

DATE:March 2, 2022
TO:President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Mike McCliman, Fire Chief
Augie Barreda, Deputy Fire Chief
Michelle Cowles, Management Analyst II
SUBJECT: Consideration to Enter into an Agreement for the Temporary Transfer of Vehicular Equipment, Type VI Wildland Fire Engine, with the State of California Office of Emergency Services and Approval of (RESOLUTION NO. FD 2022-005) (FIRE)
RECOMMENDATION:

Staff recommends authorization to enter into an Agreement for Temporary Transfer of Vehicular Equipment, 2020 Ford (HME) Type VI Wildland Fire Engine, with the State of California Office of Emergency Services (Cal OES) and approval of Resolution No. FD 2022-005.

BACKGROUND:

During the past 20 years, California has experienced an increasing number of devastating wildland/urban interface fire disasters, beyond any previously experienced in this State’s history. Rancho Cucamonga and the surrounding areas were greatly affected during October of 2003 by what was known as the Grand Prix Fire. As a result of these disasters, the State of California established a Governor’s Blue Ribbon Fire Commission to examine the issues associated with each fire siege and to offer federal, state, and local leaders a series of recommendations to minimize this type of tragedy from taking place again. One of the major findings of the commission was a recommendation to increase the number of State-owned fire engines temporarily transferred to local fire agencies.

In 2013, Cal OES notified fire departments of an enhancement to the State’s Master Mutual Aid fire equipment resources with the addition of Type Wildland/Urban Interface fire engines. Fire Agencies were asked to submit requests to participate as a Transferee in the system. In September 2015, the Fire District was selected as a transferee of one of these Cal OES Type III engines.

ANALYSIS:

The District has now been selected to receive, as a transferee, a Cal OES Type VI, OES No. 6616, Wildland Fire Engine and equipment for the period of February 1, 2022, through February 1, 2032, for all-hazard events, emergency incidents, civil defense, and disaster purposes.

Page 183 ends

Page 2 ends

1 1
5 1
Through a contractual agreement between Cal OES and the District, the State permits the use of the fire engine for mutual aid responses, local multiple alarm fires, emergency incidents, temporary replacement for out-of-service engines, training, and other local needs. In return, the transferee is required to dispatch the engine with the required personnel to any emergency.

Crowned by the San Gabriel Mountains, our geographic location coupled with the Santa Ana winds, are perpetual reminders that wildfires are a real threat to Rancho Cucamonga.

In late April of 2014, our Mutual Aid System was tested when our Community along with our cooperators successfully battled the Etiwanda Fire. Because of this threat, the first alarm response plan for the high hazard areas within the Fire District consists of an effective complement of resources, which includes our two brush engines. On occasion, for circumstances such as routine maintenance, mechanical failure, or commitments due to other emergencies, a brush engine may not be available. By entering into this agreement, the Fire District will have more depth to absorb the drawdown created by such circumstances, not to mention a significant cost saving of approximately $215,599 (fire engine) and $41,826 (equipment) to the taxpayers. This agreement is on file with the City Clerk’s office.

The Fire District currently houses and cross staffs two wildland engines and personnel are familiar with the specialized training, equipment, and maintenance required for this type of engine. The District supports the California Fire and Rescue Mutual Aid System with Type I and Type III engines, a Water Tender, and Single Resource Overhead. In addition, District personnel participates in multiple Federal Type 2 Incident Management Teams.

FISCAL IMPACT:

Becoming a Cal OES Engine transferee for use of the Type VI engine would not create a significant fiscal impact on the District. According to the terms of the transferee agreement, whenever the engine is deployed to an incident outside the District, following the terms of the California Fire Assistance Agreement (CFAA), the District would receive full cost recovery for all labor costs included, and the allowable administrative fee.

The Type VI engine is fully outfitted with all required equipment. Maintenance and repair costs for the engine are the responsibility of the District up to $100 per event. Under the agreement, pre-approved vehicle repair costs over $100 are covered and reimbursed by the State. On-going fuel and operational costs are the responsibility of the District.

The proposed agreement requires the District to assume full responsibility for the repair and replacement of the equipment, if they are consumed, lost, stolen, damaged, or destroyed at the fault of the District. In this case, the value of the engine is $215,599 and the supplied equipment is valued at $41,826. The cost to include the apparatus under the District’s insurance coverage is approximately $1,200 per year.

Page 184 ends

Page 3 ends

1 1
5 1
COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item brings together portions of the Council’s vision and core value by providing a sustainable City and promoting a safe and healthy community for all. This is accomplished by ensuring our first responders have the resources and tools necessary to respond effectively during emergency situations.

ATTACHMENTS:

Attachment 1 - Resolution No. FD 2022-005

Page 185 ends

Resolution No FD 2022-005 - Page 1 of 1
ATTACHMENT #1
RESOLUTION NO. FD 2022-005

A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA

FIRE PROTECTION DISTRICT, COUNTY OF SAN BERNARDINO, STATE OF

CALIFORNIA, AUTHORIZING THE DISTRICT TO ENTER INTO THE AGREEMENT FOR TEMPORARY TRANSFER OF VEHICULAR EQUIPMENT – TYPE VI ENGINE

WITH THE STATE OF CALIFORNIA OFFICE OF EMERGENCY SERVICES WHEREAS, the Rancho Cucamonga Fire Protection District (RCFPD) is a public agency located in the County of San Bernardino, State of California; and
WHEREAS, in 1970, the California Emergency Services Act created the Office of Emergency Services, retaining the office in the Office of the Governor; and WHEREAS, the Governor’s Office of Emergency Services Fire and Rescue Branch is responsible for the development, implementation, and coordination of the California Fire Service and Rescue Mutual Aid Plan; and
WHEREAS, the continued success of California’s unique and highly effective Fire and Mutual Aid System demands cooperation by all who use and support it; and WHEREAS, mutual aid extended under this agreement shall be available and furnished in all cases of “local emergency”, “state emergency” and “state of war emergency” as defined in the Emergency Services Act; and
WHEREAS, the Office of Emergency Services maintains a fleet of 150 fire engines assigned to local jurisdictions throughout the State under the written agreement; and WHEREAS, the Rancho Cucamonga Fire Protection District strives to provide the highest level of public safety services either locally, regionally, or statewide to assist those individuals in need of such services during natural or man-made disasters, and
WHEREAS, the Rancho Cucamonga Fire Protection District has received an offer from the California Office of Emergency Services to serve as an assignee of one Type VI State fire engine and equipment; and WHEREAS, each local agency receiving a State fire engine and equipment is required to enter into an agreement for the use of these firefighting resources, NOW, THEREFORE, the conditions set forth in this Resolution, as stated above, take effect upon adoption by the Rancho Cucamonga Fire Protection District.

PASSED, APPROVED, and ADOPTED this 2nd day of March 2022.

Page 186 ends

DATE:March 2, 2022
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: William Wittkopf, Public Works Services Director Richard Favela, Jr., Interim Streets, Storm Drains and Fleet Superintendent
Kenneth Fung, Assistant Engineer
SUBJECT: Consideration to Accept the Citywide Concrete Repair - FY 2020/2021 Project as Complete, file the Notice of Completion, and Authorize Release of Retention and Bonds. (CITY)
RECOMMENDATION:

Staff recommends the City Council:

1. Accept the Citywide Concrete Repair – FY 2020/2021 Project, Contract No. 2021-087, as complete.

2. Approve the final contract amount of $308,296.66.

3. Authorize the release of the Faithful Performance Bond in the amount of $252,796.00.

4. Authorize the release of the Labor and Materials Bond in the amount of $252,796.00, six months after the recordation of said notice if no claims have been received.

5. Authorize the Public Works Services Director to file a Notice of Completion and release of the retention in the amount of $15,414.83, 35 days after acceptance.

BACKGROUND:

The Citywide Concrete Repair – FY 2020/2021 Project scope of work consisted of the removal and replacement of damaged sidewalks, curbs and gutters, driveway approaches and related asphalt pavement work in the Mandarin Avenue area west of Beryl Street and the Orange Street area east of Beryl Street. The project scope also included sidewalk replacement at Vintage Park, Ellena Park and Paseo VG-7 of Landscape Maintenance District 2. Likewise, damaged sidewalks in Coyote Canyon Park, Milliken Park, Paseo TV-13 and Paseo TV-16 in Landscape Maintenance District 4R were removed and replaced.

Pertinent information of the project is as follows:

Budgeted Amount: $310,163.00
Publish Dates for Local Paper: April 22, 2021 and April 27, 2021 Bid Opening Date: May 18, 2021
Contract Award Date: June 16, 2021
Low Bidder: Gentry General Engineering, Inc.

Contract Amount: $252,796.00

Page 187 ends

Page 2 ends

1 1
3 4
Contingency: $57,367.00
Final Contract Amount: $308,296.66
Difference in Contract Amount: $55,500.66 (21.9%)
ANALYSIS:

The increase in the project cost was the result of additional sidewalk work and driveway approach work in the Mandarin Avenue area, additional curb and gutter work and related asphalt work in the Orange Street area, additional sidewalk work in Paseo VG-7 (LMD 2) and the addition of sidewalk work in the Old Ranch Road area of the project. Contingency funds were used to pay for the additional work.

The subject project has been completed in accordance with the approved plans and specifications and to the satisfaction of the Public Works Services Director.

FISCAL IMPACT:

The Fiscal Year 2020/21 Adopted Budget included $396,720.00 for concrete repairs in account numbers 1001318-5650/1991001-0 (Street Maintenance), 1177303-5650/1991177-0 (Measure I), 1131303-5300/0-6950 (LMD 2), and 1134303-5300/0-6950 (LMD 4R). The funding breakdown is as shown in the following table:

Account Funding Source Description Amount
1001318-5650/1991001-
0 Street Maintenance Citywide Concrete Repair $200,000
1177303-5650/1991177-
0 Measure I Citywide Concrete Repair $100,000
1131303-5300 LMD 2 Concrete Repairs – Parks $38,000
1131303-5300 LMD 2 Concrete Repairs – Paseos $38,000
1134303-5300 LMD 4R Concrete Repairs – Parks $10,360
1134303-5300 LMD 4R Concrete Repairs – Paseos $10,360
$396,720
The final project costs is $308,296.66 as shown below:

Account Funding Source Description Amount
1001318-5650/1991001-
0 Street Maintenance Citywide Concrete Repair $136,820.00 1177303-5650/1991177-
0 Measure I Citywide Concrete Repair $91,030.00
1131303-5300 LMD 2 Concrete Repairs – Parks $35,892.42
1131303-5300 LMD 2 Concrete Repairs – Paseos $32,803.70 1134303-5300 LMD 4R Concrete Repairs – Parks $5,185.02
1134303-5300 LMD 4R Concrete Repairs – Paseos $6,565.52 $308,296.66
COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This project addresses the City Council’s core vale of promoting and enhancing a safe and healthy

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community for all. Repairing sidewalks enhances the appearance and walkability of the affected neighborhoods.

ATTACHMENTS:

Attachment 1 - Notice of Completion

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DATE:March 2, 2022
TO:Mayor and Members of the City Council
FROM:John R. Gillison, City Manager
INITIATED BY: Jason C. Welday, Director of Engineering Services/City Engineer Brian Sandona, Sr. Civil Engineer
Annette Cano-Soza, Assistant Engineer
SUBJECT: Consideration of a Purchase and Sale Agreement with Cucamonga Valley Water District for the Sale of Fee Interest of a City Owned Property Located Adjacent to and Immediately West of 7209 Layton Street Described as the Southerly Terminus of Layton Street. (CITY) RECOMMENDATION:

Staff recommends that the City Council:

1. Approve the attached Purchase and Sale Agreement for the sale of fee interest of City owned property located adjacent to and immediately west of 7209 Layton Street described as southerly terminus of Layton Street; and

2. Authorize the City Manager or his designee to execute and sign all documents necessary to effectuate the proposed sale.

BACKGROUND:

The City owned property located adjacent to and immediatley west of 7209 Layton Street was granted in fee simple by the Cucamonga Water Company (now the Cucamonga Valley Water District) to the County of San Bernardino in 1962 for the planned extension of Layton Street. Upon incorporation, the County relinquished the rights-of-way to the City within its boundary, including this property. The southerly extension of Layton Street is not improved or open to public access; staff determined the property was not suitable for the City’s use.

Therefore, on September 16, 2020, the City Council adopted Resolution No 2020-104. declaring the property as exempt surplus land and not necessary for the City’s use. The parcel containing 5,932 square feet is shown as Exhibit “A” on the attached Purchase and Sale Agreement.

ANALYSIS:

The buyer, Cucamonga Valley Water District currently owns the property immediately to the east (7209 Layton) and would like to purchase the surplus land for incorporation into their planned well site at that location. Staff negotiated a proposed sale price for the property of $106,776; the attached Purchase and Sale Agreement outlines the term of sale and responsibilities of the parties and the transaction’s escrow officer.

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FISCAL IMPACT:

Proceeds, in the amount of $106,776, from the sale of the subject property will be deposited into Account No. 1025000-4440 (Sale of Fixed Asset).

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

Not applicable.

ATTACHMENTS:

Attachment 1 - Vicinity Map
Attachment 2 - Purchase & Sale Agreement

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ATTACHMENT 1
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0 7
Terminus Layton Street
Vicinity Map

NOT TO SCALE
Property Site

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04342.00109\34308445.4

Attachment 2

PURCHASE AND SALE AGREEMENT

AND JOINT ESCROW INSTRUCTIONS
This Purchase and Sale Agreement and Joint Escrow Instructions (this " Agreement") is dated as of _______________________________, 2022 for references purposes only , between CITY OF RANCHO CUCAMONGA , a general law city , ("Seller"), and CUCAMONGA VALLEY WATER DISTRICT, a public corporation ("Buyer"). The “ Effective Date ” of this Agreement is the date this Agreement is fully executed by both Buyer and Seller.

ARTICLE 1. AGREEMENT OF SALE.

Subject to and on the ter ms and conditions of this Agreement, Seller shall sell to Buyer and Buyer shall purchase from Seller all of the following (collectively, the "Property"):

1.1 Land. The real property located adjacent to and immediately west of 7209 Layton Street (APN 0202 -091-02-0000) in Rancho Cucamonga, San Bernardino County, California containing 5,932 square feet of land. The property is a city right -of-way and does not have any assessor’s parcel number (APN) but is simply described as southerly terminus of Layton Street, which is more particularly described in Exhibit A, together with (a) all privileges, rights, easements and appurtenances belonging to the real property, including without limitation all minerals, oil, gas and other hydrocarbon substances on and under the re al property, (b) all development rights, air rights, water, water rights and water stock relating to the real property, and (c) all right, title and interest of Seller in and to any streets, alleys, passages, other easements and other rights -of-way or appu rtenances included in, adjacent to or used in connection with such real property, before or after the vacation thereof (collectively, the "Land").

ARTICLE 2. PURCHASE PRICE.

2.1 Amount. The purchase price (the " Purchase Price ") for the Property shall be One Hundred and Six Thousand Seven Hundred and Seventy-Six Dollars ($106,776.00).

2.2 Deposit/Purchase Price . Within five (5) business days after the Effective Date, Buyer shall deposit Four Thousand Dollars ($ 4,000.00) into Escrow (as defined below) into an interest bearing account on behalf of Buyer (the "Deposit"). The deposit shall be non-refundable to Buyer unless (a) Seller is unable or unwilling to sell the Property as required pursuant to this Agreement, or (b) as otherwise provided in this Agreement. If the Closing of the transaction contemplated by this transaction occurs, the Deposit shall be disbursed to Seller and applied to the Purchase Price at Closing. Buyer shall pay the Purchase Price to Seller through escrow at the Closing described in Section 9.1. On or before the Closing Date (as defined below), Buyer shall deposit into Escrow the Purchase Price, subject to adjustment by reason of any applicable prorations and the allocation of closing costs described below. The Deposit and Purchase Price shall be made by wire transfer of federal funds, cashier ’s check or in another immediately available form. Notwithstanding anything herein to the contrary, One Hundred Dollars ($100.00) of the Initial Deposit (the " Independent Consideration ") shall not be refundable t o Buyer, but shall represent consideration for this Agreement and shall be paid to Seller. The

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2 Independent Consideration shall serve as consideration for the granting of the time periods herein contained for Buyer to exercise Buyer's right to satisfy and approve all of Buyer's conditions herein contained. If the Deposit is refunded to Buyer for any reason pursuant to this Agreement, the Independent Consideration shall be subtracted from the Deposit pursuant to this Section.

ARTICLE 3. DUE DILIGENCE.

3.1 Due Diligence Period; Inspection and Access.

3.1.1 Due Diligence Period . The " Due Diligence Period " means the period beginning on the Effective Date and ending at 5:00 p.m. on the date sixty (60) days later. Buyer shall have the right to extend the Due Diligence Period by o ne (1) additional thirty (30) day period upon written notice to Seller.

3.1.2 Access to Information and the Property . Buyer shall conduct its investigation of the Property during the Due Diligence Period at no cost to Seller. This investigation (" Due Diligence Investigation") may include, at Buyer's option: a physical inspection of the Land, including soil, geological and other tests, including, without limitation a Phase 1 Environmental Assessment or a Phase 2 Environmental Assessment, provided such Phase 2 a ssessment is approved by Seller which approval shall not be unreasonably withheld ; review of all governmental matters affecting the Property, including zoning, environmental matters; review of the condition of title to the Property; and review of such othe r matters pertaining to an investment in the Property as Buyer deems advisable. In addition to the Preliminary Documents delivered to Buyer pursuant to Section 3.2, Buyer and its representatives shall have the right of access to the Property during reason able business hours to conduct its investigation of the physical condition of the Property. Seller agrees that the rights granted to Buyer herein and the results of its Due Diligence Investigation shall not relieve Seller of any obligations Seller may hav e under any other provisions of this Agreement, or under other documents entered into concurrently herewith, or implied by law, nor shall they constitute a waiver by Buyer of the right to enforce any of the same. Seller shall cooperate with Buyer in its due diligence activities and provide access to the Property, its records, or provide information so long as it is within Seller's control.

3.2 Delivery of Preliminary Documents . Within five (5) days after the Effective Date, Seller shall deliver to Buyer, at S eller's expense, all of the documents described in the remaining subsections of this Section 3.2 (collectively, the " Preliminary Documents ") in Seller's possession or control.

3.2.1 Title Report and Survey . A preliminary title report or commitment for title insurance (the "Preliminary Title Report"), dated no earlier than ten (10) days before the Effective Date, covering the Property and issued by Orange Coast Title Company, located at 3536 Concours Street, Suite 120, Ontario, CA 91764; Attention: Tina Duncan (909) 987 -5433 (the "Title Company"), together with a legible copy of each document, map and survey referred to in the Preliminary Title Report. Buyer, at Buyer's sole cost, may obtain an as -built survey of the Property (the " Survey") prepared by a certi fied land surveyor in accordance with the most recent American Land Title Association standards, certified by such surveyor to Buyer and the

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3 Title Company in a form acceptable to the Title Company for the purpose of deleting any survey exception from the Title Policy described in Section 4.1.3.

3.2.2 Soils Report. Any soils report on the Land prepared at Seller's request or in the possession or control of Seller, including (if available) a report on compliance with any soils work recommended to be done prior to construction of the Improvements;

3.2.3 Reports. Any environmental or geological reports concerning the Property which have been prepared at Seller's request or which are within Seller's possession or control; and

3.2.4 Requested Information . Such other documents an d information concerning the Property as Buyer may reasonably request.

3.3 Approval/Disapproval of Due Diligence Investigations . Buyer shall approve or disapprove the results of Buyer's Due Diligence Investigation, in the exercise of Buyer's sole discretion, by written notice delivered to Seller no later than the expiration of the Due Diligence Period. Buyer's disapproval shall terminate this Agreement unless, at the time Buyer gives notice of its disapproval, Buyer also notifies Seller of Buyer's desire to e nter into negotiations with Seller for the purpose of reaching an accommodation concerning the disapproval. If Buyer so notifies Seller and the parties have not reached a written agreement satisfactory to both of them regarding the disapproval within ten (10) days after the date of the disapproval notice, Buyer, at its option, may either (a) elect to terminate this Agreement by so notifying Seller and recover the Deposit, or (b) elect to proceed with the transactions contemplated by this Agreement notwithstanding its earlier disapproval. If Buyer fails to deliver to Seller notice of its approval or disapproval of the results of its Due Diligence Investigation, Buyer shall be deemed to have disapproved such results. If Buyer elects to terminate the Agreem ent, Buyer shall return to Seller all of the Preliminary Documents and any additional documents previously delivered by Seller to Buyer within five (5) business days of such termination.

3.4 Title Review.

3.4.1 Monetary Liens . At its expense, Seller shall remove al l liens on the Property at or prior to the Closing (collectively, " Monetary Liens "): (i) all delinquent taxes, bonds and assessments and interest and penalties thereon (it being agreed that Seller shall not be required to remove any non -delinquent taxes a nd assessments imposed by any governmental agency that are paid with the property taxes for the Property); and (ii) all other monetary liens, including without limitation all those shown on the Preliminary Title Report (including judgment and mechanics' li ens, whether or not liquidated, and mortgages and deeds of trust, with Seller being fully responsible for any fees or penalties incurred in connection therewith).

3.4.2 Approval/Disapproval of Title Review. Buyer shall approve or disapprove of the Preliminary Title Report, the Survey and any exceptions to title shown thereon (other than the Monetary Liens) in the exercise of Buyer's sole discretion, within thirty (30) days after the later of (a) the Effective Date, or (b) Buyer’s receipt of such Preliminary Titl e Report, together with copies of all documents referred to therein . If Buyer disapproves, Buyer may either (a) terminate this Agreement by giving Seller written notice of termination , or (b) give Seller a

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4 written notice (" Disapproval Notice") identifying the disapproved title matters (" Disapproved Title Matters"). With respect to any Disapproved Title Matters, other than the Monetary Liens, Seller shall notify Buyer in writing within fourteen (14) days after Seller's receipt of the Disapproval Notice wh ether Seller will cause the Disapproved Title Matters to be removed or cured at or prior to Closing. If Seller elects not to remove or cure all Disapproved Title Matters, Buyer may, at its option: (i) subject to satisfaction of the other conditions to Cl osing, close the purchase of the Property and take title subject to the Disapproved Title Matters which Seller elects not to remove or cure; or (ii) terminate this Agreement in accordance with Section 9.6.1.

3.4.3 Buyer's Options . If any Disapproved Title Matte rs (including the Monetary Liens) have not been removed at least five (5) days prior to Closing or provision for their removal at the Closing has not been made to Buyer's satisfaction, Buyer may, at its option:
(i) close the purchase of the Property and t ake title subject to the Disapproved Title Matters which have not been removed; (ii) close the purchase of the Property and cure or remove the Disapproved Title Matters which have not been removed. Buyer may credit the costs of such cure or removal agains t the Purchase Price by reducing the amount of cash payable by Buyer at the Closing, but only to the extent such costs are expended to remove (A) Monetary Liens referred to in Section 3.4.1 or (B) Disapproved Title Matters which Seller agreed to remove; or (iii) terminate this Agreement in accordance with Section 9.6.1.

3.4.4 Failure to Disapprove . If Buyer fails to notify Seller of its approval or disapproval of the Preliminary Title Report, the Survey or the exceptions shown thereon by the time specified above, then Buyer shall be deemed to have disapproved the same.

ARTICLE 4. CONDITIONS PRECEDENT.

4.1 Buyer's Conditions . Buyer's obligations under this Agreement are expressly subject to the timely fulfillment of the conditions set forth in this Section 4.1 on or before the Closing Date, or such earlier date as is set forth below. Each condition may be waived in whole or in part by Buyer by written notice to Seller.

4.1.1 Due Diligence. Buyer having approved of the results of its Due Diligence Investigation pursuant to Section 3.3;

4.1.2 Title Review. Buyer having approved of the results of its review of title pursuant to Section 3.4.

4.1.3 Title Policy. Seller having caused the Title Company to deliver to Buyer (a) an A LTA Standard Owner's policy of title insurance, provided that Buyer may require an ALTA Extended Coverage Policy if Buyer pays the incremental premium for ALTA extended coverage ("Title Policy ") (or at Buyer's election a binder therefor) for the Property, or (b) the Title Company's irrevocable commitment to issue such policy of title insurance, (including such coinsurance, reinsurance and endorsements as Buyer shall require), with liability equal to the Purchase Price showing fee title to the Property vested in Buyer and subject only to: (i) the matters and exceptions which w ere approved by Buyer pursuant to Section 3.4; and (ii) the standard printed exceptions in the form of title policy called for (collectively, " Conditions of Title").

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Rancho Cucamonga City CouncilMarch 2, 2022

Rancho Cucamonga City Council
March 2, 2022