Agenda packet — Rancho Cucamonga City Council, June 5, 2024 (part 5 of 7)

Ver. 9.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT Page BL-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Media I=Import
Options M=Mfr
S=Scan
Inactive
(Records
Center)
Active
(in office)(OFR) Vital?Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Construction Notices /
Building &
Safety
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
BL-009 2 years 2 years Mag, Ppr GC §34090
Building &
Safety
When
Finalled
When No
Longer
When
Finalled
When No
Longer
BL-010
BL-011
Plan Check Comments Mag, Ppr
Mag, Ppr
Preliminary Drafts; GC §34090
Building &
Safety
Preliminary Drafts (the database
is the original); GC §34090Reports: Building Activity
Required Required
Requests & Permissions to
Receive Copies of Plans (to and
from Architects)
Building &
Safety BL-012 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: 4/19/2023

Page 614 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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
Agenda Packets: City Council,
Redevelopment Agency,
Successor Agency, Oversight Department preference;
Yes: After Includes final budget and final
QC & OD audit reports / CAFR; GC
§34090
Board, Fire Protection District
Board, Public Safety
Commission, All
Subcommittees of the City
Council (Public Works
Subcommittee, etc.)
Mag, Mfr,
OD, PprCity Clerk CC-001 2 years P P S / I
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: 4/19/2023

Page 615 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

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)
Department Preference; All
infrastructure contracts
should be permanent for
emergency preparedness;
Statute of Limitations is 4
Yes: Upon years; 10 years for Errors &
Completion Omissions; land records are
permanent by law; CCP §337
et. seq., GC §34090;
Yes: Before Mag, Mfr,
Completion OD, PprCity Clerk CC-002 Completion P P S
Examples of Infrastructure:

Architects, Buildings, bridges,
covenants, development, Contractor has retention
environmental, Joint Powers,
MOUs, park improvements,
property & property restrictions,
redevelopment, reservoirs, sewers,
sidewalks, street & alley
requirements in 48 CFR

4.703
improvements, settlement,
subdivisions, utilities, water, etc.

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: 4/19/2023

Page 616 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Agreements & Contracts - ALL
(NON-INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED) 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)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Completion + Yes: BeforeCity Clerk CC-003 Completion 10 years Mag, Ppr10 years Completion Examples of Non-Infrastructure:

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

Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC &OD §34090City Clerk
City Clerk
CC-004
CC-005
Articles of Incorporation P P S / I
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
Board & Commission
Applications (Successful and
Unsuccessful)
2 years 2 years Mag, Ppr
Mag, Ppr
GC §34090
GC §34090City Clerk CC-006 2 years 2 years
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: 4/19/2023

Page 617 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

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
Bonds (Performance Bonds,
Subdivision Bonds, Letters of
Credit)
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
City Clerk CC-007 Mag, Ppr
City Council Subcommittees:

Agendas, Minutes All recommendations are
presented to the City Council;
GC §§34090, 60201 et seq.

City Clerk
City Clerk
CC-008
CC-009
2 years
P
2 years
P
Mag, Ppr(Composed solely of less than
a quorum of the City Council)
City Council, Board &
Commission Historical List of
Members
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC &OD §34090S / I
S / I
Statements filed electronically
are required for 10 years;
Yes: After City maintains copies only;
QC & OD original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):

Mag, Mfr,
OD, PprCity Clerk
City Clerk
CC-044
CC-010
10 years
7 years
10 years
7 years

ELECTRONICALLY FILED
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL FILED N

PAPER FORMAT
City maintains original
statements; GC
§81009(d)(e)(f)&(g)
Mag, Mfr,
OD, Ppr
Yes: After 2
yearsS / I
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: 4/19/2023

Page 618 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Economic Interest Filings
(FPPC Form 602/635) -
Lobbyist Authorization
Reporting
City Clerk CC-011 2 years 5 years 7 years Mag, Ppr 2 CCR 18615(f), GC §34090 FPPC Form 801 (Gift to
Agency Report)
Yes: After 2 Must post on website; FPPCCity Clerk
City Clerk
CC-012
CC-013
7 years
7 years
7 years
7 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
S / I
S / I
years Opinion; GC §81009(e
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
FPPC Form 803 (Behested
Payment Report)
FPPC Form 804 (Agency
Report of New Positions)
FPPC Form 805 (Agency
Report of Consultants)
FPPC Form 806 (Agency
Report of Public Official
Appointments)
Yes: After 2 Should post on website for 4
years years; GC §81009(e)
GC §81009eYes: After 2
yearsCity Clerk
City Clerk
City Clerk
CC-014
CC-015
CC-016
7 years 7 years S / I
S / I
S / I
Mag, Mfr,
OD, Ppr
Mag, Mfr,
OD, Ppr
Yes: After 2 FPPC Regulation 18734(c);
years GC §81009e
Yes: After 2 FPPC Regulation 18734(c);
years GC §81009e
P
P
P
P
Yes: After 2 Must post on website GC
years §34090; GC §81009(e)City Clerk CC-017 7 years 7 years Mag, Ppr S / I 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: 4/19/2023

Page 619 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

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

SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
Mag, Mfr,
OD, Ppr
Yes: After 2
years2 years P P S
§81009(b)&(g); GC §84615(i)
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL
Candidates without
committees are not required
to file their statements,
CANDIDATES Mag, Mfr,
OD, Ppr
Yes: After 2 reports or copies online orCity Clerk CC-020 5 years 5 years SIncludes Unsuccessful Candidates Without
Committees that Don't File
Electronically
years electronically; Paper must be
retained for at least 2 years;
GC §81009(b)&(g); GC
§84615
Campaign Filings (FPPC 400
Series Forms, 501 Form):

UNSUCCESSFUL Statements filed electronically
are required for 10 years; GC
§81009(b)&(g); GC §84615
City Clerk CC-020.1 CANDIDATES, 10 years 10 years Mag, Ppr S/I

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
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: 4/19/2023

Page 620 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk
City Clerk
CC-021
CC-022
4 years
7 years
4 years
7 years
Mag, Ppr
Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)&(g)
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 for
Nomination Papers and does
not delineate between the
two; EC §17100
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. - SUCCESSFUL

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
City Clerk CC-023 Mag, Ppr
Department Preference;
Statewide guidelines
proposes 4 years forCandidate File: Nomination
Papers, Candidate Statement
Forms, etc. -

UNSUCCESSFUL

CANDIDATES
successful candidates, 2
years for unsuccessful; CA law
states term of office and 4 years
after the expiration of term for
Nomination Papers and does
not delineate between the
two; EC §17100
Election + 4
years
Election + 4
yearsCity Clerk CC-024 Mag, Ppr
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: 4/19/2023

Page 621 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
City Clerk CC-025 Services, Candidate 2 years
2 years
2 years Mag, Ppr GC §34090
Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings,
etc.)
Elections - HISTORICAL
(copies of resolutions, final
results; Certificate of Election)
Mag, Mfr,
OD, Ppr
Retained for Historical Value,
GC §34090City Clerk
City Clerk
CC-026
CC-027
P P S No
Results + 8
months or
Final
Results + 8
months or
Final
Examination
+ 1 year after
petition
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
Elections - Petitions (Initiative, Examination PprRecall or Referendum) + 1 year after petition
examination
if insufficient
examination if
insufficient §§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: 4/19/2023

Page 622 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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 determines
historical significance;Historical Records, 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
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
Mag, Mfr,
OD, PprCity Clerk CC-028
CC-029
P
P
P
P
S No
No
expectancy; GC §34090
Minutes: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission
Municipal Code
Administration, Distribution,
etc.

Mag, Mfr,
OD, PprCity Clerk S / I GC §34090
GC §34090City Clerk
City Clerk
CC-030
CC-031
2 years
P
2 years
P
Mag, Ppr
Department preference
(retain one of each
supplement); GC §34090.7
Municipal Code History /
Supplements
Mag, Mfr,
OD, Ppr
Yes: After
QC'd & ODS / I
Oath of Office: City Council,
Boards & Commission
Members
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC
QC'd & OD §34090City Clerk
City Clerk
CC-032
CC-033
S / I
S / IMag, Mfr,
OD, Ppr
Yes: AfterOrdinances P P GC §34090QC'd & OD
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: 4/19/2023

Page 623 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

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

Mag, Mfr,
OD, Ppr
Department preference; GC
§34090 et seq.P P Yes (all) S No
Recordings - AUDIO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk
City Clerk
CC-037
CC-038
2 years 2 years Mag, OD
Mag, OD
Recordings - VIDEO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
Department Preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.7, 34090
Minimum 3
years
Minimum 3
years
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: 4/19/2023

Page 624 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Records Destruction
Authorization Forms, Transfers
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC'd & OD §34090City Clerk
City Clerk
CC-039
CC-040
P P
P
S / I
S / I
Records Retention Schedules /
Amendments to Records
Retention Schedules
Mag, Mfr,
OD, Ppr10 years P No GC §34090 et. seq.

Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
City Clerk
City Clerk
CC-046
CC-041
10 years 10 years Mag, Ppr EC §21608(g); GC §34090
Resolutions: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Mag, Mfr,
OD, PprP P S / I No GC §34090
GC §34090
Commission
Secretary of State Statement of
Facts / Registry of Public
Agencies
City Clerk
City Clerk
CC-045
CC-042
2 years 2 years Mag, Ppr
Ppr
When No
Longer
Required
When No
Longer
Required
Preliminary drafts used to
produce minutes; GC §34090Speaker Cards
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: 4/19/2023

Page 625 ends

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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 MANAGER
City
Manager CM-014
CM-001
All Hands Meeting Agendas 2 years
P
2 years Mag, Ppr GC §34090
City
Manager
Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC
QC'd & OD §34090Annual Reports / Strategic Plans P S / I S / ICity
Manager
Art in Public Places (City Projects,
not Developer Projects)
Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §34090CM-015
CM-016
CM-017
5 years P P
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
City
Manager
Art In Public Places Committee

AGENDAS, AGENDA PACKETS
Minimum 2
years
Minimum 2
years Mag, Ppr
54960.1(c)(1)
City
Manager
Art In Public Places Committee

MINUTES & BYLAWS
Mag, Mfr,
OD, PprP P S No GC §§34090
City
Manager
City
CM-002
CM-003
Cable TV Complaints 2 years 2 years Mag, Ppr
Mag, Ppr
GC §34090
Minimum 2
years
Minimum 2
years
Department Preference; GC
§34090City Council CorrespondenceManager
When No
Longer
Required
When No
Longer
Required
City
Manager
Council / Commission Contact
Forms
Preliminary documents; GC
§34090 et seq.CM-004
CM-005
CM-006
Mag, Ppr
Mag, Ppr
Grand Jury Reports and
Responses (Regarding City
Operations)
Department Preference (the
Grand Jury keeps their reports 5
years); GC §34090
City
Manager 5 years
2 years
5 years
2 yearsCity
Manager
Mag, Mfr,
OD, Ppr
Yes: After
QC'd & ODProclamations / Commendations S / I 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: 4/19/2023

Page 626 ends

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Projects, Programs, Subject &
Issues (Issues and/or projects will
vary over time)
City
Manager
Minimum 2
years
Minimum 2
years
Department Preference; GC
§34090CM-007
CM-008
Mag, Ppr
City
Manager
Mag, Mfr,
OD, Ppr
Yes: After
QC'd & ODPublic Comment Cards 2 years 2 years S / I GC §34090 City
Manager
City
CM-009
CM-010
RCTV Message Request Forms 2 years
2 years
2 years
2 years
Mag, Ppr
Mag, Ppr
GC §34090 et seq.

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

When No
Longer
Required
When No
Longer
Required
City
Manager CM-012
CM-013
CI-001
CI-002
City
Manager
Mag, Mfr,
OD, Ppr
Yes: After
QC'd & ODWeekly Reports (News & Notes) 2 years 2 years S / I GC §34090

COMMUNITY IMPROVEMENT
Community
Improve.

Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Department Preference; GC
§34090Citations Mag, Ppr
Mag, Ppr
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, GC §34090
Community
Improve.

Yes: Until
Resolution
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: 4/19/2023

Page 627 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

COMMUNITY SERVICES
Copies -
When No
Longer
Copies -
When No
Longer
Risk
Management
Accident / Incident Reports
(Members of the Public)CS-001
CS-002
Mag, Ppr GC §34090.7
Required Required
Activity / Special Programs / Special
Event Files & Reports / ABC
Permits, where required
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Community
Services
Department preference; GC
§34090Mag, Ppr
Mag, Ppr
After School, Children's Programs,
Cultural Arts, Sports, Seniors,
Filming, Theatre Programs etc.

Community
Services CS-003
CS-004
Armored Car Manifests 2 years
P
2 years
P
GC §34090
Art in Public Places / Artists in
Residence - Successful
Placements
Mag,
Mfr, OD,
Ppr
Community
Services
Yes: After Department preference; GC
QC & OD §34090S / I
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Art in Public Places / Artists in
Residence - Unsuccessful
Proposals
Community
Services
Department preference; GC
§34090CS-005 Mag, Ppr
Yes:

Upon
Department preference;
Statute of Limitations:Artist Contracts
Includes Insurance Certificates and Completion
Administration Records
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
Community
Services
Completion +
5 yearsCS-006
CS-007
5 years S/I Completio Contracts & Spec's=4 years;
n CCP §337 et. seq., GC §34090
Community
Services
2 years, unless it is a
preliminary draft; GC §34090Attendance Tracking 2 years 2 years Mag, Ppr 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: 4/19/2023

Page 628 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Capital Improvement Projects (CIP -
where Community Services is the
Lead): Administration File / NOT
Scanned
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
10 years or Completion +
After 10 years or
Funding After FundingProject 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.

Community
Services
Upon
Completion
Agency
Audit, if
required,
Agency
Audit, if
required,
Yes: Until
CompletedCS-008 Mag, Ppr
whichever is whichever is
longer longer
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: 4/19/2023

Page 629 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Capital Improvement Projects (CIP -
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
Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Mag,
Mfr, OD,
Ppr
Yes:

Complet.
+ 10 years
Community
Services
Upon
Completion
Yes: Until
CompletedCS-009 P P S/I
Reports, Studies, Submittals,
Surveys, etc.

Yes:

Upon
Department preference;
Statute of Limitations:Class Instructors Contracts
Includes Insurance Certificates and Completion
Administration Records
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
Community
Services
Completion +
5 yearsCS-010 5 years
5 years
S/I
S/I
Completio Contracts & Spec's=4 years;
n CCP §337 et. seq., GC §34090
Yes:

Upon
Department preference;
Statute of Limitations:Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
Community
Services
Completion +
5 yearsCS-011
CS-015
Client / Provider Agreements
Credit Card Receipts
Completion
2 years
Completio Contracts & Spec's=4 years;
n CCP §337 et. seq., GC §34090
Lead Dept. &
Finance
City preference (not all detail is
sent to Finance); GC §340902 years Mag, Ppr
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: 4/19/2023

Page 630 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Community
Services
Customer Relations / Member
Database
Data fields are inter-related;
GC §34090 et seq.CS-016
CS-017
Mag, Ppr
Mag, Ppr
Deposits / Cash Receipts Detail /
Backup / Accounts Receivable
Detail / Refund Detail
Lead Dept. &
Finance
City preference (not all detail is
sent to Finance); GC §340902 years 2 years
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Community
Services
Department Preference; GC
§34090CS-018
CS-019
Donations Mag, Ppr
Mag, Ppr
Content does not relate in a
substantive way to the conduct
of the public's business; GC
§34090
When No
Longer
Required
When No
Longer
Required
Community
Services Evaluations / Surveys (of programs)
Event Service Agreements / ESS
Contracts / Special Event Contacts /
Professional Service Agreements
(PSAs)
Includes Insurance Certificates and
Administration Records
Yes:

Upon
Department preference;
Statute of Limitations:Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
Community
Services
Completion +
5 yearsCS-020 Completion 5 years S/I Completio Contracts & Spec's=4 years; n CCP §337 et. seq., GC §34090
Facility Use Rental Contracts / Field
Use Contracts / Facility Use
Requests (includes insurance
certificates and/or ABC Permit)
Yes:

Before
Event
Community
Services CS-021
CS-022
2 years
2 years
2 years
2 years
Mag, Ppr
Mag, Ppr
GC §34090
GC §34090Community
Services Fundraising Events
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: 4/19/2023

Page 631 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Lead Dept. &
Finance
City preference (not all detail is
sent to Finance); GC §34090CS-023
CS-024
CS-025
CS-026
Gift Shop Sale Receipts 2 years 2 years Mag, Ppr
Mag, Ppr
Mag, Ppr
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
House Reports / Program Files /
Event Files / Sponsored Vouchers /
Coupons (Theatre)
Community
Services
Department Preference; GC
§34090
Includes Contract Billing
Department preference (meets
auditing standards); GC
§34090
Community
Services
Lewis Family Playhouse
Memberships
Inactive + 5
years
Inactive + 5
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)
Park and Recreation Commission

AGENDA PACKETS & AGENDAS
Park and Recreation Commission
Mag,
Mfr, OD,
Ppr
Community
Services
Yes: After
2 yearsP P S / I
City preference; State law only
requires for 30 days; GC
§54953.5(b)
Community
Services
Tape
(Mag)CS-027
CS-028
2 years
P
2 years
P
AUDIO RECORDINGS of Meetings
/ Audio Tapes
Park and Recreation Commission Mag,
Mfr, OD,
Ppr
Community
Services Yes S No GC §34090MINUTES RESOLUTIONS &
BYLAWS
Yes:

Upon
Department preference;
Statute of Limitations:Performance Contracts
Includes Insurance Certificates and Completion
Administration Records
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
Community
Services
Completion +
5 yearsCS-029 5 years S/I Completio Contracts & Spec's=4 years; CCP §337 et. seq., GC §34090n
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: 4/19/2023

Page 632 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Yes:

Before
Event
Community
Services CS-030
CS-031
Photo Waivers 2 years 2 years Mag, Ppr
Mag
GC §34090
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Community
Services
Department Preference; data is
interrelated; GC §34090Recreation Database (Active Net) Registration / Applications /
Liability Forms / Release of Liability
Forms / Permissions: Camps, Field
Trips, Authorization to give
Medicine, etc.

Yes:

During
Class or
Program
Community
Services CS-032 2 years
2 years
2 years
2 years
Mag, Ppr GC §34090
Yes:

Before
Event
Community
Services CS-033
CS-034
CS-035
Safety Inspections
Schedules / Hours
Scholarships
Mag, Ppr
Mag, Ppr
Mag, Ppr
GC §34090
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Department Preference (meets
auditing standards); GC
§34090
Community
Services
Community
Services 5 years 5 years
Senior Advisory Committee - All
Records (Members are not
Appointed by the City Council)
Sign-in / Sign-Out Sheets for
classes and programs
Sports Advisory Committee - All
Records (Member are not
Appointed by the City Council)
Community
Services CS-037
CS-039
CS-040
2 years
2 years
2 years
2 years
2 years
2 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
GC §34090
GC §34090
GC §34090
Community
Services
Community
Services
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: 4/19/2023

Page 633 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Services
Sports Organizations / Non-Profit
Organizations (Little League, etc.)CS-041 Mag, Ppr
Preliminary drafts / Transitory
records - NOT made or
When No
Longer
Required
When No
Longer
Required
retained for the purpose of
preserving the informational
content for future reference,
GC §34090; 64 Ops. Cal. Atty.

Gen. 317 (1981))
Community
Services CS-042 Sports Score Sheets, Schedules Mag, Ppr When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes:

Before
Event
Community
Services
Theatre Member Files / Patron Files
(Gym, etc.)
Department Preference; GC
§34090CS-043
CS-044
Mag, Ppr
Mag, Ppr
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Services Ticket Stubs
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
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
Lead Dept. CS-045 3 years 3 years Ppr
§3204(d)(1) et seq., 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: 4/19/2023

Page 634 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Courts treat volunteers as
employees; EEOC/FLSA/ADEA
(Age) requires 3 years forVolunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
promotion, demotion, transfer,Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
Yes: 1 selection, or discharge; StateLead Dept. CS-046
CS-047
S year 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 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: 4/19/2023

Page 635 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION & TECHNOLOGY Page DOIT-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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
Used for Disaster Recovery
Depart. of
Innovation
&
Purposes Only; Considered a
copy and can be destroyed
when no longer required; tapes
are in autochangers and are
overwritten; GC §34090 et seq.

Backups / Computer Backups
DOIT-001 (ALL Disaster Recovery
Computer Backups) - DAILY
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Mag.

Technology
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
&
When No
Longer
Required
When No
Longer
Required
DOIT-002 Backups - WEEKLY Yes
Yes
Technology
Depart. of
Innovation
&
Network Configuration Maps &
PlansDOIT-003
DOIT-004
2 years 2 years Mag.

OD
GC §34090 et seq.

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

Depart. of
Innovation
&

IMMUTABLE CLOUD BACKUP /
WORM / DVD-r / CD-r / Blue Ray-
R or other UNALTERABLE
MEDIA that does not permit
additions, deletions, or changes
P P
Technology
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: 4/19/2023

Page 636 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY
Page ED-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

ECONOMIC DEVELOPMENT / FORMER REDEVELOPMENT / SUCCESSOR AGENCY Economic
Develop. /
RDA /
Successor
Agency
Economic
Develop. /
RDA /
Successor
Agency
Economic
Develop. /
RDA /
Economic Development Projects,
Programs, Subject & Issues
(Issues and/or projects will vary
over time)
Minimum 2
years
Minimum 2
years
Department Preference; GC
§34090ED-001
ED-002
ED-003
ED-004
ED-005
Mag, Ppr
Mag, Ppr
Mag, Ppr
Department Preference; GC
§34090Mobile Home Accords
Real Estate Appraisals
P P
Department preference, meets
municipal auditing standards;
GC §34090
5 years 5 years
Successor
Agency
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Copies -
When No
Longer
Copies -
When No
Longer
Mag, Mfr,
OD, Ppr
Finals are maintained by City
Clerk; GC §34090 et seq.City Clerk Yes (all) S No
Required RequiredAgreements / Contracts, etc.

Economic
Develop. /
RDA /
Successor
Agency
Redevelopment Long Range
Property Management Plans,
Oversight Plans
Completion
+ 10 years
Completion
+ 10 years
Department preference; GC
§34090Mag, Ppr
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: 4/19/2023

Page 637 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY
Page ED-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Economic
Develop. /
RDA /
Successor
Agency
Department Preference for
Historical Purposes; GC §34090ED-006 Redevelopment Plans P P Mag, Ppr Mag, Ppr
Redevelopment Projects & Project
Areas 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
(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 yearsED-007
Economic
Develop. /
RDA /
Successor
Agency
Department preference, meets
municipal auditing standards;
CCP §337 et seq.; GC §34090
Completion
+ 5 years
Completion
+ 5 yearsED-008
ED-009
Relocations Mag, Ppr
Mag, Ppr

HOUSING
Foreclosure Notices / Notices of Disposition +
Defaults (NOD) 5 years
Disposition +
5 years
City Attorney preference; GC
§34090Housing
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: 4/19/2023

Page 638 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY
Page ED-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

HUD requires 5 years after the
project completion; documents
imposing recapture / resale
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
After the
Affordability
Period
Terminates,
or the
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.
restrictions are 5 years after the
affordability period terminates;
Yes: When Uniform Admin. Requirements
Inactive for Grants to Local Governments
is 3 years from expenditure
Mag, Mfr,
OD, PprHousing ED-010 5 years S / IWrittenWITH a Recapture / Resale Restriction Agreement
Terminates,
Whichever is
Longer
report; 2 CFR 200.334; 24 CFR

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFRDeeds are sent to City Clerk

97.42, GC §34090
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required for
Yes: After 3-4 years from expenditure or
QC & OD performance report; 2 CFR
200.334; 24 CFR 92.508(a)&(c)
& 570.502(a)(16), 982.158,
Loan Pay-off
OR
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag, Mfr,
OD, PprHousing
Housing
ED-011
ED-012
S / IWITHOUT a Recapture / Resale Forgiveness
Restriction + 5 years
Deeds and Insurance are sent to
City Clerk
884.214; 29 CFR 97.42, GC
§34090
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: 4/19/2023

Page 639 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,

HOUSING, RDA, SUCCESSOR AGENCY
Page ED-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Preliminary Application Form
(required for a housing Various benchmarks are placed
using the number of residential
dwelling units on the project site
within the last five years; GC
§§34090, 66300.
development project that includes
residential units; form is provided
by California Department of
Housing & Community
Housing ED-013 5 years 5 years Mag, Ppr
Development
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: 4/19/2023

Page 640 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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
Capital Improvement Projects 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
(CIP): Maintenance Projects -
Not Involving Professional
Design Professional Services
(All Records)
5 years or Completion +
After 5 years or
Funding After FundingEngineering
Services /
Capital
Upon
Completion
Agency
Audit, if
required,
Agency
Audit, if
required,
Yes: Until
CompletedENG-001 Mag, Ppr
Examples of Maintenance
Projects: Painting, Pavement
Overlays, Repairs, Ramps, Re-
Roof, Sidewalk Repairs, Slurry
Seals, etc.

Projects
whichever is whichever is
longer longer
Capital Improvement Projects
(CIP): Administration File / NOT
Scanned
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
10 years or Completion +
After 10 years or
Funding After FundingProject 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.

Engineering
Services /
Capital
Upon
Completion
Agency
Audit, if
required,
Agency
Audit, if
required,
Yes: Until
CompletedENG-002 Mag, Ppr
Projects
whichever is whichever is
longer longer
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: 4/19/2023

Page 641 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Capital Improvement Projects
(CIP): Permanent File / Scanned
Records
Specifications & Addenda, Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Agreement / Contract (copy),
Successful Proposal, Change
Orders, Geotechnical Studies &
Reports, Operations &
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Engineering
Services /
Capital
Mag,
Mfr, OD,
Ppr
Yes:

Complet.
+ 10 years
Upon
Completion
Yes: Until
CompletedENG-003 P P S/I
Projects
Hazardous Materials Plans, Notice
of Completion, Soil Reports,
Studies, Submittals, Surveys, etc.

Data Fields / Records are
interrelated; Covers Statute of
Limitations for Errors &
Omissions; GC §34090, CCP§
3371 and 337.15
Engineering
Services /
Capital
Indefinite -
Minimum 10
years
Indefinite -
Minimum 10
years
Construction Inspection
DatabasesENG-004
ENG-005
Yes Mag
Projects
Engineering
Services /
Capital
Mag,
Mfr, OD,
Ppr
Design & Construction Standards -
Authored by the City
Yes: After Department Preference; GC
QC & OD §34090P P S/I
Projects
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: 4/19/2023

Page 642 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Drafts should be destroyed;
Engineering
Services /
Capital
Drawings, Maps, Plans and Some maps are also retained
by Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7
Mag,
Yes (all) Mfr, OD,
Ppr
Record Drawings, Large-Format
Drawings, Capital Improvement
Project "As-Built", Base Maps
ENG-006 P P S No
Projects
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: 4/19/2023

Page 643 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

ENVIRONMENTAL PROGRAMS
Engineering
Services /
Environment
al Programs
Department preference
(Preliminary drafts); GC §34090ENG-007
ENG-008
CCTV - Storm Drains 2 years 2 years Mag, Ppr
Mag, Ppr
Engineering
Services /
Environment
al Programs
Construction Diversion / Deposit,
Reimbursement, etc.

Department preference; GC
§3409010 years 10 years
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
FOG (Fats, Oil & Grease) / Source
Control / Pretreatment Annual /
Semi-Annual Reports
ENG-009 3 years 3 years Mag, Ppr
Mag, Ppr
Engineering
Services /
Environment
al Programs
Household Hazardous Waste /
Recycling/Disposal / Participant
Logs
14 CCR 18813.4; 22 CCR
66262.40 et seq.; GC §34090ENG-010
ENG-011
3 years
5 years
3 years
5 years
Engineering
Services /
Environment
al Programs
Required for a minimum of 5
Yes: After years; SWRCB Order 2002-
QC & OD 0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); GC §34090
Mag,
Mfr, OD,
Ppr
Sanitary Spills and Overflows
(SSOs) S / I
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: 4/19/2023

Page 644 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Department preference; SSMPs
are required to be updatedSewer System Management Plans (SSMP) and Audits / Sanitary
ENG-011.5 Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer
Engineering
Services /
Environment
al Programs
every 6 years; SSOs are
Yes: After required for a minimum of 5
QC & OD years; 40 CFR 122.41(j)(2);
SWRCB General Order 2006-
03; & 2022-0103-DWQ; GC
§34090
Mag,
Mfr, OD,
Ppr
Superseded +
5 years
Superseded
+ 5 years S / I
Overflow Response Plan
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.

Solid Waste Reduction /
Recycling / AB 939 Compliance /
Tonnage Reports / SB 1383
Compliance (Organic Waste
Collection and Recycling)
Engineering
Services /
Environment
al Programs
ENG-012 10 years 10 years Mag, Ppr
Mag, Ppr
Engineering
Services /
Environment
al Programs
Department preference; GC
§34090ENG-013
ENG-014
Solid Waste Tonnage / AB 939
Stormwater Illicit Discharges
10 years
5 years
10 years
5 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
Mag,
Mfr, OD,
Ppr
Yes (after
2 years)S / I
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: 4/19/2023

Page 645 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Department Preference;Engineering
Services /
Environment
al Programs
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

Stormwater Monitoring / NPDES
Monitoring and InspectionENG-015 5 years 5 years
5 years
Mag, Ppr
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
Mag,
Mfr, OD,
Ppr
Yes: After
QC & ODENG-016
ENG-017
ENG-018
Stormwater: Business Inspections 5 years
5 years
S / I
S / I
Engineering
Services /
Environment
al Programs
Department preference;
Yes: After Monitoring records required forMag,
Mfr, OD,
Ppr
Stormwater: NPDES Annual
Reports 5 years QC 3 years; 40 CFR §§122.21,
122.41, 122.44
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
Expiration + 5
years
Expiration + Yes: UntilStormwater: NPDES Permits Mag, Ppr5 years 5 years
P
Expiration
Department preference; plans
must be updated every 5 years,
Yes: After audits are required every 2
QC & OD years; SWRCB Order 2006-03;
40 CFR §§122.21, 122.41,
Engineering
Services /
Environment
al Programs
Mag,
Mfr, OD,
Ppr
Stormwater: TMDL Plan (Total
Maximum Daily Load) PlanENG-019
ENG-020
5 years S / I
S / I
122.44; GC §34090
Engineering
Services /
Environment
al Programs
Water Quality Management Plans
(Commercial, Private
Development)
Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC
QC & OD §34090P
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: 4/19/2023

Page 646 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-7 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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
Mag,
Mfr, OD,
Ppr
Department Preference; GC
§34090ENG-021
ENG-022
Aerial Maps (Analog / Historical)
Benchmarks
P
P
P
P
S / I
S/I
No
Engineering
Engineering
Services /
General
Mag,
Mfr, OD,
Ppr
Yes: After Department Preference; GC
QC & OD §34090
Engineering
Department preference; Some
correspondence from
Regulatory Agencies need to be
retained for long periods of time;
GC §34090
Engineering
Services /
General
Correspondence - Regulatory
Agencies Not Related to a CIP
(State & Federal Agencies, EPA,
Health Department, etc.)
Yes: While Mag,Minimum 2
years
Minimum 2
years
Yes: After
QCENG-023
ENG-024
Active
Issues
Mfr, OD,
Ppr
S
Engineering
Encroachment Permits /
Engineering
Services /
General
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
Engineering
Services /
General
Encroachments - Permanent
(Permanent structures in the City's
Right of Way)
Mag,
Mfr, OD,
Ppr
Yes: After Department Preference; GC
QC & OD §34090ENG-025
ENG-026
P P S
Engineering
Engineering
Services /
General
Data Fields / Records are
interrelated; Some
Encroachment Permits are
Permanent; GC §34090
Indefinite -
Permanent
Indefinite -
PermanentEngineering Permits Database Yes Mag
Engineering
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: 4/19/2023

Page 647 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-8 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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 Studies / Surveys -
Preliminary Studies / Project
Assessments
Mag,
Mfr, OD,
Ppr
Yes: After Department Preference; GC
QC & OD §34090ENG-027
ENG-028
ENG-029
ENG-031
ENG-032
P
P
P
P
P
P
P
P
S/I
S
Engineering
Engineering
Services /
General
Geotechnical and Soil Reports;
Hydrology Reports (Authored on
behalf of the City)
Mag,
Mfr, OD,
Ppr
Yes: After Department Preference; GC
QC & OD §34090
Engineering
Engineering
Services /
General
Mag,
Mfr, OD,
Ppr
Grading Plans, Grading Plans &
Grading Certificates
Yes: After Department Preference; GC
QC & OD §34090S
Engineering
Engineering
Services /
General
Master Plans: Bikeway, Park,
Pavement, Sewer, Traffic,
Transportation, Water Master Plan,
etc.

Mag,
Mfr, OD,
Ppr
Department preference; Drafts
should be destroyed; GC
§34090
Yes: After

QC & ODS
Engineering
Copies -
When No
Longer
Copies -
When No
LongerCity Clerk Public Works Subcommittee Mag Ppr GC §34090.7 Required Required
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, Certificate
of Compliance, etc.

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

City Clerk ENG-033 P P S No
Required
Send all originals to City Clerk,
even if they are e-recorded.

Page 648 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-9 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

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

Private Land Development
Projects / Job Files:

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

Statute of Limitations for Errors
& Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Engineering
Services /
Land Dev. &
Transportatio
n
Upon
Completion
Completion + Yes: UntilENG-035 10 years Mag, Ppr10 years Completed Examples of Development
Projects: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans,
Subdivisions, Tract Maps, Tracts,.

TPMs, TSMs
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
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Page 649 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-10 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Private Land Development
Projects / Job Files: Permanent
Files
Drainage, Driveway, Grading
Plans, Rights of Way, Soil Reports,
Engineering
Services /
Land Dev. &
Transportatio
n
Stormwater, etc. Department preference;
Yes: After retained for disaster
QC & OD preparedness purposes; GC
§34090
Mag,
Mfr, OD,
Ppr
Upon
Completion
Yes: Until
CompletedENG-036 Dedications, Easements,
Abandonments (City Clerk is OFR)

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

TPMs, TSMs
Copies -
When No
Longer
Copies -
When No
LongerPolice ENG-037
ENG-038
Traffic Collision Reports Mag Ppr
Mag Ppr
copies; GC §34090.7
Required Required
Engineering
Services /
Land Dev. &
Transportatio
n
Traffic Congestion Management
Plans / Transportation Plans
Department preference; GC
§3409010 years 10 years
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Page 650 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-11 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC
QC & OD §34090S/I

RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES
2 years 2 years
Engineering
Services /
RCMU
Department Preference; GC
§34090RCMU-001 Applications for Service Mag, Ppr
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Page 651 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-12 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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 Bulk Power Log Sheets /
Purchasing / Suppliers
(Evaluations, Financial Data.

Reports or Studies)
Engineering
Services /
RCMU
Department Preference; GC
§34090RCMU-004 10 years 10 years Mag, Ppr
Capital Improvement Projects (CIP
- RCMU): Administration File /
NOT Scanned (Electricity, Fiber or
Street Lights Only)
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
10 years or Completion +
After 10 years or
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.

Funding After FundingEngineering
Services /
RCMU
Upon
Completion
Agency
Audit, if
required,
Agency
Audit, if
required,
Yes: Until
CompletedRCMU-005 Mag, Ppr
whichever is whichever is
longer longer
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: 4/19/2023

Page 652 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-13 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Capital Improvement Projects (CIP
- RCMU): Permanent File /
Scanned Records (Electricity,
Fiber or Street Lights Only
Specifications / RFP & Addenda, Department preference;
retained for disaster
preparedness purposes;
Statewide guidelines propose
Permanent for Infrastructure
plans; GC §34090
Agreement / Contract (copy),
Successful Proposal, Change
RCMU-006 Orders, Geotechnical Studies &
Reports, Operations &
Engineering
Services /
RCMU
Mag,
Mfr, OD,
Ppr
Yes:

Complet.
+ 10 years
Upon
Completion
Yes: Until
CompletedP P S/I
Maintenance Manuals (O&M
Manuals,) Materials Testing
Reports, Grading Permits,
Hazardous Materials Plans, Notice
of Completion, Photos, Soil
Reports, Studies, Submittals,
Surveys, etc.

Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Engineering
Services /
RCMU
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Customer Information Service
(CIS) DatabaseRCMU-007
RCMU-008
Mag
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Licenses and
Regulatory Correspondence
Engineering
Services /
RCMU
Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GCP
P
P
P
S / I QC) §34090
Engineering
Services /
RCMU
Department of Energy (DOE) &
RCMU-009 Federal Energy Regulatory
Commission (FERC) Reports
Department Preference; GC
§34090Mag, Ppr
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: 4/19/2023

Page 653 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-14 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Yes: After
QCCity Clerk RCMU-010 Easements S (copies); GC §34090.7 Required Required
Engineering
Services /
RCMU
Mag,
Mfr, OD,
Ppr
Department Preference
(Engineering has originals); GC
§34090.7
Electricity Drawings / As-Builts /
Record Drawings
Yes (after
QC)RCMU-011 P P S / I
Engineering
Services /
RCMU
Equipment Records (Manuals,
RCMU-012 Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Department Preference; CCP
§337 et. Seq., GC §34090Mag, Ppr
Engineering
Services /
RCMU
Mag,
Mfr, OD,
Ppr
Facility Histories / Infrastructure
Design
Yes (after Department Preference; GCRCMU-013 P P S / I QC) §34090 Generator Operation Logs &
Lead Dept.

Lead Dept.

RCMU-014 Inspections - Fixed / Stationary
Generators
Generator Operation Logs &
RCMU-015 Inspections - Portable /
Emergency Generators
3 years
5 years
P
3 years
5 years
P
Mag, Ppr
Mag, Ppr
AQMD Rule 1470; GC §34090
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Engineering
Services /
RCMU
Mag,
Mfr, OD,
Ppr
Joint Pole Agreements, History,
Maintenance (Card Files)
Yes (after Department Preference; GCRCMU-016
RCMU-017
S / I
S / I
QC) §34090
Engineering
Services /
RCMU
Mag,
Mfr, OD,
Ppr
Department Preference (meets
municipal government auditing
requirements); GC §34090
Joint Pole Invoices / Accounts
Receivable
Yes (after
QC)5 years
10 years
5 years
10 years
Engineering
Services /
RCMU
Department Preference; GC
§34090RCMU-018 Load Records Mag, Ppr
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: 4/19/2023

Page 654 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-15 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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
Payments / Credit Card Receipts -
RCMU
Department preference (meets
auditing standards); GC §34090RCMU-019
RCMU-020
5 years 5 years Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Mag, Ppr
Engineering
Services /
RCMU
Power Operations Reports /
Outage Reports
Department Preference; GC
§3409010 years 10 years
Engineering
Services /
RCMU
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
RCMU-021 Power Outage Report Database Data is interrelated; GC §34090 Engineering
Services /
RCMU
Department Preference
(auditing standards are 5
years); GC §34090
Power Trading / Power Scheduling Completion +
(Check Out Worksheets)
Completion +
5 yearsRCMU-022
RCMU-023
RCMU-024
2 years
4 years
4 years
3 years
Engineering
Services /
RCMU
Power Trading / Power Scheduling
(Confirmations, Invoices)
Department Preference; GC
§340903 years 5 years
5 years
Engineering
Services /
RCMU
Power Trading / Power Scheduling
(Pathing Sheets)
Department Preference; GC
§340903 years
Engineering
Services /
RCMU & Gas
Regulatory Agency Audits: CEC,
RCMU-025 CFTC, CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

Department Preference; GC
§3409010 years 10 years
10 years
Mag, Ppr
Mag, Ppr
Regulatory Agency Compliance
Reports & Confirmations: ,

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

Engineering
Services /
RCMU & Gas
Department Preference; GC
§34090RCMU-026 10 years
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: 4/19/2023

Page 655 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-16 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Regulatory AgencyEngineering
Services /
RCMU & Gas
Correspondence: , CPUC, EPA,

FERC, NERC, NPDES, WECC,
etc..

Department Preference; GC
§34090RCMU-027 Mag, Ppr
Engineering
Services /
RCMU & Gas
Regulatory Agency Inspections: ,
RCMU-028 CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GC10 years 10 years S / I S / I
QC) §34090
Engineering
Services /
RCMU & Gas
Regulatory Agency Licenses: ,
RCMU-029 CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.

Mag,
Mfr, OD,
Ppr
Yes (after Department Preference; GCP P QC) §34090
Engineering
Services /
RCMU
SCADA Database (Electricity)
RCMU-030 (Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Data is interrelated; system
qualifies as a "trusted system";
GC §§34090, 12168.7
Yes Mag
Engineering
Services /
RCMU
When No
Longer
Required
When No
Longer
Required
SCADA Printouts / Reports / Log
Books
Preliminary drafts - if not drafts,
then 2 years; GC §34090RCMU-031
RCMU-032
Mag, Ppr
Mag, Ppr
Engineering
Services /
RCMU
Solar Power Production Operating
Data Logs / Diaries
Department Preference; GC
§3409010 years
3 years
10 years
3 years
Department Preference
(required for 3 years); GC
§§4216.2(d) & 4216.3(d), 34090
Underground Service Alerts
(USA's)Lead Dept. RCMU-033 Mag, Ppr
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: 4/19/2023

Page 656 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES Page ENG-17 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Work Orders / Service Requests -
All Information Entered in CMMS
Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
RCMU-034
RCMU-035
Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database
is the original); GC §34090Mag Ppr
(Paper drafts)
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
Division
Providing
Service /
Work
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
RCMU-036 5 years 5 years Mag Ppr
(Division providing service retains
originals; Division requesting
service is considered a copy)
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: 4/19/2023

Page 657 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

ACCOUNTING AND FINANCIAL REPORTING
Department Preference; IRS: 4
Finance /
Accounting
& Financial
Reporting
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, 60201
1099's / 1096's / DE542
(California Report of Independent
Contractors)
FIN-001
FIN-002
2 years 3 years 5 years Mag, Ppr
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
Accounts Payable / Invoices and
BackupFinance /
Accounting
& Financial
Reporting
Yes: Until Mag, Mfr, Yes: After 1
year2 years 5 years 7 years S / I(Includes Invoices, Travel Expense Reimbursements,
Warrant Request, etc.)
Paid OD, Ppr
Finance /
Accounting
& Financial
Reporting
Accounts Receivable - Department preference; Meets
auditing standards; GC
§§34090, 60201 et seq.

Miscellaneous - Damage to
Public Property, Invoices to
Outside Entities, etc.

Mag, Mfr,
OD, Ppr
Yes: After
QC & ODFIN-003
FIN-004
2 years
2 years
3 years
3 years
5 years
5 years
S / I
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
Audit Work Papers Mag, Ppr
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: 4/19/2023

Page 658 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Finance /
Accounting
& Financial
Reporting
Audits - Annual Financial
Reports
Department Preference GC
§§34090, 60201FIN-004.1 2 years P P Mag, Ppr
Department Preference (meets
municipal government auditing
standards); Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
years; GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
Audits - Single Audits, Grant
Audits, IRS Audits,
Transportation Audits, PERS
Audit, etc.
3 years after 5 years afterFIN-005 2 years Mag, PprAudit Audit Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
Finance /
Accounting
& Financial
Reporting
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR

31.6001-1
FIN-006 2 years 5 years 7 years Mag, Ppr
Department Preference; Statute
of Limitations for bonds,Bonds (Revenue) Official
Statements / Transcripts /
Certificates of Participations
(COPs) - Includes Continuing
Disclosure Reports, and all
Special District 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
Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
MaturityFIN-007 Mag, Ppr
Mag, Ppr
See Bank Statements for
statement retention.

Finance /
Accounting
& Financial
Reporting
Department Preference; meets
auditing standards; GC
§§34090, 60201
Budget Appropriation Transfer
RequestsFIN-007.1 2 years 5 years 7 years
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: 4/19/2023

Page 659 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Finance / CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
Accounting
& Financial
Reporting
Finance /
Accounting
& Financial
Reporting
Department Preference; GC
§§34090, 60201FIN-008
FIN-009
2 years
2 years
2 years
3 years
7 years
5 years
Mag, Ppr
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports / Petty Cash
Department preference; Meets
auditing standards; GC
§§34090, 60201 et seq.

Mag, Mfr,
OD, Ppr
Yes: After

QC & ODS / I
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,
Finance /
Accounting
& Financial
Reporting
Mag, Mfr,
OD, Ppr
Yes: After
QCFIN-010 Checks / Warrants (Cashed) 3 years 4 years 7 years S 60201(d)(12)
Finance /
Accounting
& Financial
Reporting
Department preference;
Delinquencies remain on credit
reports for 7 years; GC §§34090,
60201 et seq.

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, 60201
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
FIN-011
FIN-012
7 years
5 years
7 years
7 years
Mag, Ppr
Mag, Ppr
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.

Finance /
Accounting
& Financial
Reporting
2 years
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: 4/19/2023

Page 660 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Produced by Deferred Comp.

Finance /
Accounting
& Financial
Reporting
Provider; consistent with
Deferred Compensation (City
Statements)
proposed statewide guidelines;
published articles for bank
statements show 4 -7 years; GC
§34090, 26 CFR 31.6001.1
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, 60201
FIN-013 2 years 5 years 7 years Mag, Ppr
Finance /
Accounting
& Financial
Reporting
Escheat (Unclaimed money /
uncashed checks)FIN-014 5 years
1 year
5 years Mag, Ppr
Finance /
Accounting
& Financial
Reporting
FEMA Reimbursement / OES
Reimbursements
Department Preference; GC
§§34090, 60201FIN-015
FIN-016
9 years 10 years Mag, Ppr
Mag
Data is interrelated; Meets
municipal government auditing
standards; May include
Employee Reimbursement; GC
§§34090; 60201(d)(12)
Finance /
Accounting
& Financial
Reporting
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Financial Services Database Yes
Department Preference (bond
auditing purposes; IRS
r e g u l a t i o n s s t aFinance /
Accounting
& Financial
Reporting
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, 60201
FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Ppr
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: 4/19/2023

Page 661 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Finance /
Accounting
& Financial
Reporting
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR

31.6001-1
Department preference; W-4s
are required four years after the
due date of such tax for the
return period to which the
records relate, or the date such
tax is paid, whichever is the
later. 26 CFR 31-6001-1; GC
§60201(d)(12); GC §§34090,
60201
Journal Entries / Journal
VouchersFIN-018
FIN-019
FIN-020
2 years 5 years
5 years
7 years Mag, Ppr
Mag, Ppr
Finance /
Accounting
& Financial
Reporting
Payroll File (By Employee Name)
Includes W-4, other payroll forms
Separation +
2 years
Separation +
7 years
Finance /
Accounting
& Financial
Reporting
Department preference for
SBCERA Buy-backs; GC
§§34090, 60201
Mag, Mfr,
OD, Ppr
Yes: After
QC & ODPayroll Reports - Annual Detail P P S / I
Department preference for Grant
Auditing Purposes; May contain
independent contractor's
Finance /
Accounting
& Financial
Reporting
Payroll Reports - Periodic
(includes Deduction Registers,
Leave Registers, Time
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, 60201
FIN-021 2 years 5 years 7 years Mag, Ppr
Transaction Reports, etc.)
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Page 662 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Reports / Finance Reports
created from Database;
Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR

PERIODIC)
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
When No
Longer
Required
When No
Longer
Required
FIN-022 Mag, Ppr
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.

Finance /
Accounting
& Financial
Reporting
Department Preference; Meets
auditing standards; GC
§§34090, 60201
Mag, Mfr,
OD, Ppr
Yes: After
QC & ODFIN-023
FIN-024
2 years
5 years
3 years 5 years
5 years
S / I
Finance /
Accounting
& Financial
Reporting
Department Preference; Meets
auditing standards; GC
§§34090, 60201
Returned Checks / NSF Checks Mag, Ppr
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
Finance /
Accounting
& Financial
Reporting
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
Mag, Mfr,
OD, Ppr
Yes: After 2
yearsFIN-025 2 years 5 years 7 years S
§60201(d)(12); GC §§34090,
60201
Finance /
Accounting
& Financial
Reporting
Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
Disposal
Department Preference; GC
§§34090, 60201FIN-025.1 Mag, Ppr
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: 4/19/2023

Page 663 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Department preference for Grant
Auditing Purposes; MeetsFinance /
Accounting
& Financial
Reporting
municipal government auditing
standards; Published articles
show 3 - 7 years; GC
§60201(d)(12); GC §§34090,
60201
FIN-026
FIN-027
W-2's
W-9s
2 years 5 years 7 years Mag, Ppr
Finance /
Accounting
& Financial
Reporting
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Yes: Until Mag, Mfr, Yes: After Meets IRS auditing standards; QC & OD GC §§34090, 60201S / IPaid OD, Ppr
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: 4/19/2023

Page 664 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

BUDGET MANAGEMENT
Budgets - Preliminary, Proposed,
Finance /
Budget
Manage.

Backup Documents When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §§34090,
60201FIN-028 Mag, Ppr
(The Final Budget is maintained
by the City Clerk)

BUSINESS LICENSE & REVENUE
Finance /
Business
License &
Revenue
Finance /
Business
License &
Revenue
Finance /
Business
License &
Revenue
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §§34090, 60201
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Business License & Permit
DatabaseFIN-029
FIN-030
FIN-031
Yes Mag
Department preference (Used by
Planning for Zoning Clearances);
GC §§34090, 60201 et seq.

Business License & Permit
Applications and Changes
Mag, Mfr,
OD, Ppr
Yes: After

QC & ODP P S / I
Department preference (meets
municipal government auditing
requirements); GC §§34090,
60201 et seq.

Business License & Permit
Renewals 5 years 5 years Mag, Ppr

SPECIAL DISTRICTS
Assessment Districts, Street
Finance /
Special
Districts
Lighting and Landscape Districts
FIN-031.5 Formation and Boundaries / Mag, Mfr,
OD, Ppr
Yes: After Department preference; GC
QC & OD §§34090, 60201P P S
E n g i n e e r ’ s R e p o r
Annual Assessments for Districts)
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
Finance /
Special
Districts
Department preference; Meets
auditing standards; GC
§§34090, 60201 et seq.

FIN-032 5 years 5 years Mag, Ppr
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: 4/19/2023

Page 665 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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 Parks and Landscape
C i t i z e n s ’ O v e r s i Department preference;
Finance /
Special
Districts
(Landscape Maintenance
Districts / Special Districts)
Formerly Planned Communities
Citizens' Oversight Committee;
State law only requires for 30
days; GC §54953.5(b)
FIN-033
FIN-034
FIN-035
2 years 2 years Mag, OD
AUDIO RECORDINGS of
Meetings / Audio Tapes
Community Parks and Landscape
C i t i z e n s ’ O v e r s i Formerly Planned Communities Citizens' Oversight Committee;
Send originals to the City Clerk;
GC §§34090, 60201.7
Finance /
Special
Districts
(Landscape Maintenance
Districts / Special Districts)
Mag, Mfr,
OD, PprP P Yes S No

MINUTES
Community Parks and Landscape
C i t i z e n s ’ O v e r s i Department preference;
Formerly Planned Communities
Yes: After Citizens' Oversight Committee;
QC & OD Original Staff Reports are filed in
the project file; GC §§34090,
60201
and Landscape Maintenance
Districts Citizens' Oversight
Committee
Finance /
Special
Districts
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I

AGENDAS & AGENDA

PACKETS

TREASURY MANAGEMENT
Finance /
Treasury
Manage.

When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in
the ordinary course of business;
GC §§34090, 60201
FIN-036
FIN-037
Bankruptcies - NOT pursued Mag, Ppr
Mag, Ppr
Department PreferenceFinance /
Treasury
Manage.

Bankruptcies - Where a claim is
filed
(negative information remains on
credit ratings for 7 years); GC
§§34090, 60201
10 years 10 years
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: 4/19/2023

Page 666 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Image: Destroy
Active
(in office)
Total Media I=Import Paper after(OFR) (Records
Center)
Vital?Retention Options M=Mfr
S=Scan
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).

Finance /
Treasury
Manage.

Investment Reports & Backup /
Treasury Reports
Department Preference; GC
§§34090, 60201FIN-038 2 years 3 years 5 years Mag, Ppr
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";
Investments / Arbitrage /
Certificate of Deposit / Investment
Bonds (Receipts / Advisor
Reports / Trade Tickets / LAIF
(Local Agency Investment Fund))
Finance /
Treasury
Manage.

Yes: Until
PaidFIN-039 5 years 5 years
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: 4/19/2023

Page 667 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

Active
(in office)
Total Media I=Import
Options M=Mfr
S=Scan
(OFR) (Records
Center)
Vital?Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

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

After QC
& OD
Fire /
Admin.

Department Preference (rated
every 10 years); GC §60201FR-004
FR-005
ISO Insurance Ratings 15 years 15 years S
When No
Longer
Required
Copies -
When No
Longer
When No
Longer
Required
Copies -
When No
Longer
Considered a preliminary draft /
copy (the Fire database is the
original); GC §60201 et seq.

Fire /
Admin.

Monthly Statistical Reports / Run
Statistics
Mag,
Ppr
Originals Maintained by City Clerk
or County Clerk of the Board
Permanently; GC §60201.7
Mutual Aid Agreements, Joint
Power Authorities
Mag,
PprCity Clerk FR-006
Required Required
Programs and Projects (e.g.

Explorer, CPR Program, Fire
Service Day, etc.)
Fire /
Admin.

Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department Preference; GC §
60201 et seq.FR-007
FR-008Fire /
Admin.

Requests for Fire Incident Reports
and Fire Investigation Reports
Mag,
Ppr2 years 2 years GC §60201
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 668 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

Fire /
Admin.

Mag,
PprFR-009
FR-010
FR-011
Ride-A-Long Waivers 2 years 2 years GC §60201
Department preference; Statewide
guidelines propose superseded +
2 or 5 years; GC §60201
Fire /
Admin.

Standard Operating Procedures /
Policy & Procedure Manual
Superseded
+ 2 years
Superseded
+ 2 years
Mag,
Ppr
Fire /
Admin.

Subpoenas (Personal Appearance
- Fire Personnel)
Mag,
Ppr2 years 2 years GC §60201
Data is interrelated; Meets
municipal government auditing
standards; May include Employee
Reimbursement; GC
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Fire /
Admin.

Mag,
PprFR-012 Telestaff Database Yes
§60201(d)(12)
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)
Training Course Records / EMS
Continuing Education Training Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Mfr,
OD, Ppr
Yes:

When
Inactive
Fire /
Admin. FR-013 S
(Attendance Rosters, Outlines and
Materials)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Fire /
Admin.

Training Database / Log (Target
Solutions / Vector Solutions)
Mag,
Ppr
Data is interrelated; GC §60201 et
seq.FR-014
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 669 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

Underground Storage Tanks - ALL
- City or Privately owned)
Location, Soil Remediation,
Monitoring Well Records
Department Preference (requiredMag,
Mfr,
OD, Ppr
Yes:

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

FR-015 10 years P P S / I
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 670 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

COMMUNITY AFFAIRS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Fire /
Community
Affairs
Mag,
Ppr
Department Preference; GC
§60201FR-016
FR-017
Community Outreach
Fire /
Community
Affairs
Public Information / Education
(when produced internally)
Mag,
Ppr
Department Preference; GC
§60201
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
Volunteer Applications &
Agreements - UnsuccessfulLead Dept. FR-018 3 years 3 years Ppr RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 671 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

Courts treat volunteers as
employees; EEOC/FLSA/ADEA
(Age) requires 3 years forVolunteer Applications &
Agreements (includes emergency
contact information) - Successful
Applicants
Inactive /
Separation
+ 3 years
Inactive /
Separation
+ 3 years
Mag,
Mfr,
OD, Ppr
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
Yes: 1
yearLead Dept. FR-019
FR-020
FR-021
S
Fire /
Community
Affairs
Volunteer Historical Lists /
Extractions from Volunteer
Database
Minimum 10
years
Minimum 10
years
Mag,
Ppr
Department Preference; GC
§60201

COMMUNITY RISK
Not Less
Than 180
days from
the date of
completion
of the
Life of the
Structure or Structure or
Activity, or
Minimum 5 Minimum 5
years, years,
Whichever Whichever
Life of theFire Construction Documents
(Submittals, Approved Plans,
Drawings, Applications, Alternate
Means & Methods, and Similar
Documents Necessary for
Fire /
Community
Risk
Activity, or Mag,
Mfr,
OD, Ppr
Yes:

After QC
& OD
CFC §105.4 et seq. , 104.6 et
seq.; H&S §19850S / I
Ongoing Fire Code Compliance permitted
work is Longer is Longer
Life of the
Structure or
Activity, or
Minimum 5
years,
Life of the
Structure or
Activity, or
Minimum 5
years,
Fire Inspections - Business
Inspection Files / Occupancy
Inspections (Approvals,
Fire / Fire
Marshal &
Fire
Mag,
Mfr,
OD, Ppr
Yes: Required for the Life of the
FR-022 S / I After QC Structure or Activity, or Minimum 5 & OD years CFC §§ 104.6 – 104.6.4Inspections, Fires, Modification /Prevention Alternative Methods or Materials) Whichever Whichever is Longeris Longer
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 672 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Fire / Fire
Marshal &
Fire
Yes:

Before
Event
Mag,
Mfr,
OD, Ppr
Yes:

After QC
& OD
Fire Inspections - Citations /
Notice of Violations
Department Preference; GC §
60201 et seq.FR-023 S / I
S / I
Prevention
Approved Fire Suppression, Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans.

Fire /
Community
Risk
Mag,
Mfr,
OD, Ppr
Yes: Department preference (Building
FR-024
FR-025
FR-026
P P After QC keeps original); CFC 104.6 et
& OD seq.; GC §§60200, H&S §19850
Fire /
Community
Risk
Mag,
Ppr
Department Preference; GC
§60201 et seq.Juvenile Fire Setter Program 15 years 15 years Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Ppr
Building keeps originals; GC
§§34090.7, 60201Building New Construction Plan Review
Required
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Required
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Fire /
Community
Risk
Public Information / Education
(when produced internally)
Mag,
Ppr
Department Preference; GC
§60201FR-027
FR-028
Fire /
Community
Risk
Weed Abatement / Vegetation
Abatement / Brush Clearance
Mag,
Ppr
Department Preference; GC
§60201
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 673 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

EMERGENCY MANAGEMENT
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Fire /
Emergency
Manage.

Community & Business
Emergency Response Training
Mag,
Ppr
Department Preference; GC
§60201FR-029
Does NOT record regular and
ongoing operations; For
recordings that are evidence, see
Fire Investigations (FR-042 or FR-
043); GC §§60201, 53160
Drone (Unmanned Aerial Vehicle)
Recordings that are NOT evidence
/ Does NOT record regular and
ongoing operations
Fire /
Emergency
Manage.

When No
Longer
Required
When No
Longer
Required
FR-029.5 Mag
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Fire /
Emergency
Manage.

Emergency Management
Programs (Ready RC, Mitigation,
Preparedness, etc.)
Mag,
Ppr
Department Preference; GC
§60201FR-030
FR-031
FR-032
Emergency Response & Recovery
/ FEMA / OES Reimbursement
Claims / Strike Team
Fire /
Emergency
Manage.

Mag,
Mfr,
OD, Ppr
Department Preference; GC
§6020110 years 10 years Yes (all)
Yes (all)
S/I
S/I
No
No
Reimbursements
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Fire /
Emergency
Manage.

Mag,
Mfr,
OD, Ppr
EOC Activations, After Incident
Reports
Department Preference; GC
§60201

EMERGENCY RESPONSE / EMERGENCY MEDICAL SERVICES
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 674 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-8
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

Department Preference -
Controlled Substance Logs,
Inventories / Medic Monthly
Inventory Logs
Controlled substances are
required for 2 years after inventory
or transaction; 21 CFR §1304.04,
1310.04
Mag,
PprFire / EMS FR-033 3 years 3 years Yes
Data is interrelated; Minors until 1
year after age 18, but not less
than 7 years; 10 years (see
Patient Care Reports) GC §60201
Statute of Limitations for health
providers is 3 years; CCP §340.5,
GC §60201 et seq.

Indefinite -
Minimum 20
years
Indefinite -
Minimum 20
years
Emergency Medical PCR
DatabaseFire / EMS
Fire / EMS
Fire / EMS
FR-034
FR-035
FR-036
Yes Mag
EMS Complaints / CQI Final Final
Disposition
+ 3 years
Mag,
Ppr(Continuous Quality Improvement) Disposition
/ Quality Assurance + 3 years
HIPAA Policies and Procedures
(Health Insurance Portability and
Accountability Act)
Mag,
Mfr,
OD, Ppr
Yes:Superseded
+ 6 years
Superseded
+ 6 years S
S
After 1 24 CFR 164.530(j)
year
Department preference;
Paramedic Continuing Education
is required for 4 years by DPH; 8Mag,
Mfr,
OD, Ppr
Yes:Paramedic Continuing Education
Rosters and Certificates
Separation
+ 4 years
Separation
+ 4 yearsFire / EMS FR-037 When CCR §3204(d)(1) et seq., 8 CCR Inactive §3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 60201
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 675 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-9
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

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 §§1797.98e 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
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)
Mag,
Mfr,
OD, Ppr
Yes:

After 1
year
Fire / EMS FR-038 7 years 7 years S
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 676 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-10
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

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
Yes:

After 1
year
Fire / EMS FR-039 S

EMERGENCY RESPONSE / FIRE MARSHAL
Fire / Mag,
Mfr,
OD, Ppr
Yes: Department preference; CFC §§Emergency
Response /
Fire Marshal
Alarm Installation Waiver Forms:

Smoke and Carbon MonoxideFR-040
FR-041
P P S / I After QC 104.6 – 104.6.4; GC §60201 et
& OD seq.

Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Indefinite -
Life of the
Structure or
Activity, or
Minimum 5
years,
Data is interrelated; California Fire
Code requires 5 years or Life of
the Structure or Activity for
Approvals, Inspections, Fires,
Modification / Alternative Methods
or Materials; CFC §§ 104.6 –
104.6.4; GC §34090
Fire /
Emergency
Response /
Fire Marshal
Mag,
PprFire Incident RMS Database Yes
Whichever
is Longer
Whichever
is Longer
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 677 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-11
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

Fire / Mag,
Mfr,
OD, Ppr
Yes: Department preference (CapitalEmergency
Response /
Fire Marshal
Fire Investigations - Arson &
Capital Crimes OnlyFR-042
FR-043
FR-044
FR-045
FR-046
FR-047
P P S / I After QC Crimes have no statute of
& OD limitations); GC §60201 et seq.

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

Fire / Approved Fire Suppression , Fire
Sprinkler, Fire Alarm, Private Fire
Underground, and High-Piled
Combustible Storage Plans
Mag,
Mfr,
OD, Ppr
Yes: Department preference (BuildingEmergency
Response /
Fire Marshal

P P S / I
S / I
S / I
After QC keeps original); CFC 104.6 et
& OD seq.; GC §§60200, H&S §19850
Fire / Life of the
Structure or
Activity
Mag,
Mfr,
OD, Ppr
Yes:

After QC
& OD
Emergency
Response /
Fire Marshal
Fireflow Testing (CVWD does
testing)
Life of the
Structure
Department preference; GC
§60201
Fire / Department Preference (City has
"cradle to grave" liability); 40 CFR
262.40, 8 CCR 3204(d)(1)(A), 22
CCR 66262.40
Mag,
Mfr,
OD, Ppr
Yes:

After QC
& OD
Emergency
Response /
Fire Marshal
Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Fire / When No
Longer
Required
When No
Longer
Required
Emergency
Response /
Fire Marshal
Mag,
PprResponse Planning Preliminary drafts; GC §60201
RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 678 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-12
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

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

Before
Event
Emergency
Response /
Fire Marshal
Mag,
Ppr
Department preference; GC
§60201 CFC §§ 104.6 – 104.6.4FR-048

STATION OPERATIONS / SUPPRESSION
Mag,
Ppr
Mag,
Mfr,
Lead Dept.

Fire / Ops
FR-049
FR-050
AQMD Permits (Generators, etc.)
Daily Evaluations / Rookie Tests
5 years 5 years 40 CFR 70.6; GC §60201
Yes:
2 years 2 years S When GC §60201
InactiveOD, Ppr
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Daily Vehicle Inspections / Daily
Equipment Checks / Safety
Equipment Inspections
Fire / Ops FR-051 Ppr GC §60201
Fire Vehicle, Apparatus, &
Equipment History Files, Ladders,
etc.

Department Preference; If a motorDisposal of
Vehicle,
Apparatus,
or
Equipment
+ 2 years
Disposal of
Vehicle,
Apparatus,
or
Equipment
+ 2 years
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
Mag,
PprFire / Ops FR-052
FR-053
Certifications, Maintenance,
Registrations, Safety
Certifications, etc.

Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
Mag,
PprLead Dept. 3 years 3 years AQMD Rule 1470; GC §60201 RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 679 ends

Ver 17.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-13
Office of
Record
Records
Series # Records Description Retention / Disposition
Inactive
Comments / Reference
Destroy
Paper
after
Imaged
& QC'd
Image:

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

Generator Operation Logs &
Inspections - Portable /
Emergency Generators
AQMD Rule 1470; Form
400–E–13a instructions; GC
§60201
Mag,
PprLead Dept.

Fire / Ops
Fire / Ops
FR-054
FR-055
FR-056
5 years 5 years
Yes:

Before
Event
Yes:

Before
Event
When
Superseded
When
Superseded
Mag,
Ppr
Preliminary drafts; GC §60201 et
seq.Pre-plan Sheets
Station Log Books / Red Books /
Log Books
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Department preference; GC
§60201 et seq.

RANCHO CUCAMONGA FIRE PROTECTION DIST. ©1995-2019 Gladwell Governmental Services, Inc (909) 337-3516 all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 4/19/2023

Page 680 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

HUMAN RESOURCES
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
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
Benefit Plan Documents
(CalPERS, Optical, Dental,
etc.)
Yes: For
Duration of Mag, Ppr
Contract
Human
Resources HR-001
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,
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Human
Resources
Minimum 3
years
Minimum 3
yearsHR-002 Mag, Ppr
12960, 34090, 60201
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
Human
Resources
Compensation Surveys &
Studies
Minimum 3
years
Minimum 3
yearsHR-003
HR-027
Mag, Ppr
Mag, PprHuman
Resources
COVID-19 Notifications to
Employees 3 years 3 years LC §6409.6(k), 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: 4/19/2023

Page 681 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

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
4 2 -3 years; 29 CFR
1602.14, 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946,
12960, 34090; 29 USC 1113,
LC §1198.5, 6 CFR 31.6001-
1(e)(2); GC §3105
California Civil Rights
Department (CRD) /
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims / Harassment
Claims
Final
Disposition +
4 3 years
Final
Disposition +
4 3 years
Human
Resources HR-004 Mag, Ppr
2 years After
Superseded,
or Upon
2 years After
Superseded,
or Upon
Human
Resources
Department Preference; GC
§§34090, 60201 et seq.HR-005 DMV Pull Notices Mag, Ppr
Separation Separation
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: 4/19/2023

Page 682 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Department preference;
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physicalHuman
Resources
Drug & Alcohol Test Results
(All - Positives and Negatives)HR-006 6 years 6 years Mag Ppr 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
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32;
GC §34090, 60201
Human
Resources HR-006.1
HR-007
HR-008
EEO-4 Reports 3 years 3 years Mag, Ppr
Mag, Ppr
Mag, Ppr
Department preference; All
State and Federal laws
require retention until final
disposition of formal
complaint; State requires 4 2
years after "fully and finally
disposed"; 2 CCR 7287.0; GC
§§12946, 12960, 34090,
60201
Minimum
Final
Disposition +
4 3 years
Minimum
Final
Disposition +
4 3 years
Human
Resources Employee Investigations
Ethics Training Certificates /
Harassment Prevention
Training Certificates
Human
Resources
GC §§53235.2(b),
53237.2(b), 34090, 602015 years 5 years
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: 4/19/2023

Page 683 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

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
Human
Resources
Separation +
3 years
Separation +
3 yearsHR-009 I-9s Mag Ppr
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, orMinimum
Superseded
+ 6 years
Minimum
Superseded
+ 6 years
Human
Resources
Job Descriptions /
Classification Specifications
Mag, Mfr,
OD, Ppr
Yes: After discharge; State Law requires
QC & OD 4 2 -3 years; retirement
benefits is 6 years from last
action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR
HR-010 S / I
§3204(d)(1) et seq., GC
§§12946, 34090, 60201
Labor Relations Files
Human
Resources
(Negotiation Notes,
Correspondence, Interpretation
of MOU Provisions,
Minimum 5 Minimum 10 Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC
QC & OD §§34090, 60201 et seq.HR-011 5 years S / Iyears years Documentation, etc.)
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: 4/19/2023

Page 684 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Department Preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 2 -3 years; 29 CFR
Personnel Files - Background
Files (Fire, Executives,
Information Technology)
Human
Resources
Separation +
3 years
Separation +
6 yearsHR-012 3 years Mag, Ppr
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090, 60201; 29 USC 1113
Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;Personnel Files - Benefit File
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 2 -3 years; 29 CFR
Includes Application,Human
Resources
Separation +
3 years
Separation +
6 yearsHR-013 Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.
3 years Mag, Ppr
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: 4/19/2023

Page 685 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Department Preference;
statute of limitations for
retirement benefits is 6 years
from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
Personnel Files - Employee
File
Human
Resources
Includes Application, Separation +
3 years
Separation +
6 yearsHR-014 3 years Mag, Ppr promotion, demotion,
transfer, selection, orEvaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc. discharge; State Law requires
4 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090, 60201; 29 USC 1113
Whichever is
Longer:

Separation +
30 years, or
Termination
of Benefits + Separation OD, Ppr
5 years, or
Death of
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
Whichever
is Longer:
24 years, or
Termination
of Benefits
+ 5 years, or
Death of
Personnel Files - Medical File
(all employees)
Yes: After
Separation +
1 year
Human
Resources
Separation +
6 years
Yes: Until Mag, Mfr,HR-015 Pre-employment Medical
Clearances, ADA
Accommodations, Respirator
Fit Tests, etc.

S
Employee +
5 years Employee + 5
years
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: 4/19/2023

Page 686 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Department Preference;
statute of limitations for
retirement benefits is 6 years
Personnel Files - Training File from last action;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
Includes Application,Human
Resources
Separation +
3 years
Separation +
6 yearsHR-016 Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.
3 years Mag, Ppr
transfer, selection, or
discharge; State Law requires
4 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC
§§ 3105, 12946, 12960,
34090, 60201; 29 USC 1113
Department preference; Per
NeoGov Policy; 29 CFR
1627.3(b)(1), 29 CFR
1602.14; 2 CCR 11013(c);
GC §§12946, 12960, 34090,
60201
Human
Resources
Recruitment Database
(NeoGov)HR-027 5 years 5 years Mag, Ppr
Recruitment and Testing File
State Law requires 4 years
EEOC / FLSA / ADEA (Age)
requires 1-3 years; ; 29 CFR
1627.3(b)(1), 29 CFR
1602.14; 2 CCR 7287.0(c)(2),
GC §§12946, 12960, 34090,
60201
(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
years
Hiring
Decision + 4
years
Human
Resources HR-017
HR-018
Mag, Ppr
Mag, Ppr
Studies & Surveys Conducted
on Behalf of the City (Sick
Leave, Attrition, Benefits, etc.)
2 years, unless it is a
preliminary draft; GC
§§34090, 60201 et seq.

Human
Resources 2 years 2 years
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: 4/19/2023

Page 687 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

Not an Agency record /
Content does NOT relate in a
substantive way to the
conduct of the public's
business; GC §34090 et seq
Verifications of Employment,
Child Support: Third party form
requests for verification of
When No
Longer
Required
When No
Longer
Required
Human
Resources HR-018.5
HR-018.6
Mag Ppr
Mag Ppr
employment, child support, etc.

Workplace Violence – Hazard
identification, evaluation,
correction, incident logs,
investigations, etc.

Human
Resources 5 years 5 years LC §6401.9(f), GC §34090

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

Risk Manag.

HR-019
HR-020
2 years
5 years
2 years
5 years
Mag, Ppr
Ppr Department Preference; GC
§§34090, 60201 et seq.Claim Runs
Claim must be filed within 6
months, lawsuit within 2
years; complaints against
peace officers within 5 years;
Yes: After Statute of Limitations forClaims (Includes Litigated Claims)
Resolution + Yes: Until Mag, Mfr,Risk Manag.

Risk Manag.

HR-021
HR-022
Resolution 5 years S5 years Resolution OD, Ppr Settled contracts is 4 years; wrongful death for construction is
completion + 5 years; CCP §§
337 et seq.; GC §§ 911.2,
34090, 34090.6, 60201
Insurance Polices (City-owned
policies)
Mag, Mfr,
OD, Ppr
Yes: After Department Preference; GC
QC & OD §§34090, 60201 et seq.P P S / I
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: 4/19/2023

Page 688 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

OSHA requires 5 years; State
OSHA Logs - 200, 300, 301,
301A, OSHA Inspections or
Citations
law requires 2 years; 8 CCR
14300.33, 8 CCR
§3203(b)(1), GC §34090; LC
§6429c
Mag, Mfr,
OD, Ppr
Yes: After
QC & ODRisk Manag. HR-023 5 years 5 years S
Mag, Mfr,
OD, Ppr
Yes: After
QC'd & ODRisk Manag. HR-024
HR-025
Subpoenas / Summons 2 years
5 years
2 years
5 years
S / I GC §§34090, 60201 et seq.

Human
Resources
Workers Compensation Claim
Runs / Monthly Reports
Meets auditing standards; GC
§§34090, 60201 et seq.Mag Ppr
Whichever is
Longer:

Separation +
30 years, or
Termination
of Benefits + Separation OD, Ppr
5 years, or
Death of
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
Whichever
is Longer:
20 years, or
Termination
of Benefits
+ 5 years, or
Death of
Workers Compensation Claims
/ Long Term Disability Claims
(Includes all Accident, Incident,
or Injury Reports from
Human
Resources
Separation +
10 years
Yes: Until Mag, Mfr, Yes: After exposure; 8 CCR 5144, 8 QC & OD CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
HR-026 S
Employees)
Employee +
5 years Employee + 5
years
§§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: 4/19/2023

Page 689 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

I=Import
M=Mfr
Active
(in office)
Total Media(OFR) (Off-site, Vital?Retention OptionsOD or Mfr) S=Scan 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
Board of Library Trustees Yes: Brown Act challenges must beMag, Mfr, OD, PprLibrary LIB-001 P P Yes S
S
After 10 filed within 30 or 90 days of action;
years GC §§34090, 54960.1(c)(1)AGENDA PACKETS & AGENDAS Board of Library Trustees
City Clerk maintains these
Permanently; GC §34090.7Library
Library
LIB-002
LIB-003
2 years 2 years MagAUDIO RECORDINGS of Meetings
/ Audio Tapes
Board of Library Trustees Yes:Mag, Mfr,
OD, PprP P Yes After 10 GC §34090
yearsMINUTES
Cash Receipts Report / Detail /
Backup / Accounts Receivable
Detail / Refund Detail
Lead Dept.
& Finance
City preference (not all detail is
sent to Finance); GC §34090LIB-004
LIB-005
LIB-006
2 years 2 years Mag, Ppr
Mag, Ppr
Ppr
Library
Library
Complaints and Compliments 2 years
When No
Longer
2 years
When No
Longer
GC §34090
Flyers for Library Programs Preliminary Drafts; GC §34090 Required Required
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: 4/19/2023

Page 690 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

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
Per California State LibraryFinal Final Records Management Program Requirements (April 27, 1998); GC
§34090
Library LIB-007 2 years Expenditure Expenditure
+ 3 years
Mag, Ppr
+ 5 years
Financial Information) Send copy
of application and award to Finance
When No
Longer
Required
Indefinite -
Minimum 2
years
When No
Longer
Required
Indefinite -
Minimum 2
years
Yes: Department preference (theMag, Mfr,
OD, PprLibrary
Library
LIB-008
LIB-009
Library Card Applications S When database is the original record); Inactive GC §34090
Library Systems: ILS Database Mag, Ppr Data is interrelated; GC §34090 Library Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Waiting
Library Volunteer / Unpaid Intern
Logs (Hours)
Library
Library
LIB-010
LIB-011
2 years
2 years
2 years
2 years
Ppr
Ppr
GC §34090
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: 4/19/2023

Page 691 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

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
Library Volunteers / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Library LIB-012 Ppr
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
Library
Library
LIB-013
LIB-014
Passport Transmittals
Problem Patron File
2 years
Minimum 2
years
2 years
Minimum 2
years
Mag, Ppr
Mag, Ppr
GC §34090
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: 4/19/2023

Page 692 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

PLANNING
When No
Longer
Required
When No
Longer
Required
Alcohol Beverage Control License
Applications (ABC Applications)Planning
Planning
PL-002
PL-003
Mag, Ppr (Non-Records)
Mag,
Mfr, OD,
Ppr
Annexations / Boundaries /
Consolidations / LAFCO
Yes: After
QC & OD1 year P
P
P
P
S / I
S / I
S
Land Records; GC §34090
Design Review Committee
(Subcommittee of Planning
Commission)

AGENDAS, AGENDA PACKETS,

MINUTES
Mag,
Mfr, OD,
Ppr
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Minimum 2
years
Yes: After
QC & ODPlanning
Planning
PL-006
PL-031
Mag,
Mfr, OD,
Ppr
Entertainment Permits / Massage Expiration + 2
Business Permits years
Expiration +
2 years
Yes: After Department preference;
QC & 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: 4/19/2023

Page 693 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
or the agency’s CEQA
compliance with respect to the
project — are not within the
scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
/ CEQA / NEPA Project
Approval or
Project
Approval or
Denial + 2
years
Planning PL-033 Mag, PprCorrespondence and staff notes Denial + 2 that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
years 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
Usually filed in the project file;
Final environmental
Yes: After determinations are required to
QC & OD be kept a "reasonable period of
time"; 14 CCR §15095(c); GC
§34090
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Inside City boundaries, Non-
Development Projects
Mag,
Mfr, OD,
Ppr
Planning
Planning
PL-009
PL-010
1 year P P S
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Outside City boundaries
Non-records; EIRs and Negative
Declarations within the City
Boundaries are with the project
file
When No
Longer
Required
When No
Longer
Required
Ppr
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: 4/19/2023

Page 694 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
General Plan, Elements and
Amendments
Yes: After
QC & ODPlanning
Planning
Planning
Planning
Planning
Planning
Planning
PL-011
PL-012
PL-024
PL-025
PL-013
PL-014
PL-026
1 year
1 year
1 year
P
P
P
P
P
P
S / I
S / I
S
Historic Preservation Survey,
Evaluations and Designations
Yes: After Department Preference; GC
QC & OD §34090
Yes: After Department preference;
QC & OD GC§§34090Historic Property Files
Expiration + 2
years
Expiration +
2 years
Yes: After Department preference;
QC & OD GC§§34090Large Family Day Care Permits S
Mag,
Mfr, OD,
Ppr
Master Plans, Specific Plans, Land
Use Plans, etc.

Yes: After Department Preference; GC
QC & OD §340901 year P P S / I
When No
Longer
Required
When No
Longer
Required
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Materials Boards Mag, Ppr
Mag,
Mfr, OD,
Ppr
Yes: After Department preference;
QC & OD GC§§34090Mills Act Contracts 1 year
1 year
P
P
P
P
S
Planning and Historic Preservation
Commission

AGENDAS & AGENDA

PACKETS
Mag,
Mfr, OD,
Ppr
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Yes: After
QC & ODPlanning PL-015 S / I
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: 4/19/2023

Page 695 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

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

MINUTES, BYLAWS &

RESOLUTIONS
Mag,
Mfr, OD,
Ppr
P P
P
Yes S No GC §34090
Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC
QC & OD §34090Planning
Planning
PL-001
PL-018
Planning Director Approvals 1 year P S / I
Department Preference - Data is
interrelated; GC §34090, H&S
§19850
Planning Project Log of
Applications, Database
Indefinite -
Permanent
Indefinite -
Permanent Yes (all) Mag
Planning Project Files -
Approved Entitlements
Project
Approved /
Final
Decision, or 1
year if Not
Approved / No
Final Decision
(Includes Associated CEQA
Noticing, Conditions of Approval,
Public Noticing, Environmental
Determinations, Staff Reports,
Plans & Maps)
Department preference; Final
environmental determinations
Yes: After are required to be kept a
QC & OD "reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
Mag,
Mfr, OD,
Ppr
Planning PL-019 P P Yes S
Examples: Conditional Use Permits
(CUPs), Design Review, Parcel Maps,
Site Plans, Tentative Subdivisions,
Variances, Zone Changes, etc.

Page 696 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Applicant's proposals / plans
Preliminary Review / Courtesy
Review - PLANS, PROPOSALS,
other Documents belonging to
Applicant
can be destroyed When No
Longer Required, as no
application has been submitted,
and they are not City records;
GC §34090
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
When No
Longer
Required
When No
Longer
Required
Planning
Planning
PL-027
PL-020
Mag, Ppr
Mag, Ppr
Preliminary Review / Courtesy
Review - APPLICATIONS, other
City Records
2 years 2 years
Life of Sign,
Minimum 2
years
Life of Sign,
Minimum 2
years
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Mfr, OD,
Ppr
Yes: After Department preference;
QC & OD GC§§34090Planning
Planning
Planning
PL-028
PL-022
PL-029
Sign Permits S
S
S
Minimum 2
years
Minimum 2
years
Yes: After Department Preference; GC
QC & OD §34090Special Studies
Street Name Assignments and
Changes
Yes: After Department preference;
QC & OD GC§§340901 year P P
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: 4/19/2023

Page 697 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of
Record Retention No. Records Description Retention / Disposition Inactive
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Temporary Permits / Special Event
Permits / Temporary Entitlements
(Approved & Unapproved): Yes:

During
Event
Mag,
Mfr, OD,
Ppr
Minimum 2
years
Minimum 2
years
Yes: After Department preference;
QC & OD GC§§34090Planning
Planning
PL-021
PL-030
S
Christmas Tree Lots, Pumpkin
Lots, Banner Permits, Tree
Removal Permits, etc.

Trails Committee (Subcommittee of
Planning Commission)

AGENDAS, & AGENDA

PACKETS, MINUTES
Mag,
Mfr, OD,
Ppr
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Minimum 2
years
Yes: After

QC & ODP P S / I
Mag,
Yes (all) Mfr, OD,Zoning Maps (Historically
Significant)
Department Preference; GC
§34090.7Planning
Planning
Planning
PL-024
PL-025
PL-023
1 year
1 year
1 years
P
P
P
P
P
P
S No
Ppr
Mag,
Mfr, OD,
Ppr
Mag,
Zoning Ordinance Amendments,
Reclassifications / Zone Change
Yes: After Department Preference
1 year (copies); GC §34090.7Yes S / I
S / I Yes: After Department preference; GC
QC & OD §34090Zoning Verification Letters Mfr, OD,
Ppr
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: 4/19/2023

Page 698 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference Image: DestroyInactive
(Records
Center)
Active
(in office)
Total
Retention
Media I=Import Paper after
Options M=Mfr
S=Scan
(OFR) Vital? 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).

PROCUREMENT
Data Fields / Records areIndefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Procure-
ment
Procurement Database (Planet
Bids)
interrelated; meets municipal
government auditing standards;
GC §34090
PUR-001 Yes Mag
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
Mag, Mfr,
OD, PprPUR-002
PUR-003
PUR-004
PUR-005
Purchase Orders / Requisitions
Request for Proposals
2 years
2 years
2 years
2 years
3 years
3 years
3 years
5 years
5 years
5 years
2 years
S / I No
Procure-
ment
Department Preference; GC
§34090Mag, Ppr
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
Mag, Mfr,
OD, PprSurplused Equipment / Disposal
Unsuccessful Bids / Evaluations
S / I No
Procure-
ment 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: 4/19/2023

Page 699 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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
PW-002
AQMD Permits (Generators, etc.)
Facility Inspections
5 years 5 years Mag, Ppr
Mag, Ppr
40 CFR 70.6; GC §34090
GC §34090
Public Works
/ Maint. / 2 years 2 years
Facilities
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
Lead Dept.

Lead Dept.

PW-003
PW-004
PW-005
3 years
5 years
3 years
5 years
Mag, Ppr
Mag, Ppr
Mag, Ppr
AQMD Rule 1470; GC §34090
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Life of
Facility or
Equipment
Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Department Preference; GC
§34090 et. seq.

Division
Providing
Service /
Work
Work Orders / Service Requests

Page 700 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

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

MAINTENANCE / PARKS & LANDSCAPE
Public Works
/ Maint. /
Parks &
Landscape
PW-009
PW-010
PW-011
Arbor Day / Tree City USA, etc. 2 years 2 years Mag, Ppr Mag, Ppr
Mag, Ppr
GC §34090
Life of
Facility or
Equipment
Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Department Preference; GC
§34090 et. seq.Lead Dept.

Public Works
/ Maint. / Department preference; GC
§34090Park Safety Checklist 10 years
2 years
10 years
2 years
Parks &
Landscape
Public Works
/ Maint. /
Department Preference
(agricultural pesticide records
are required for 2 years); GC
§34090; 3 CCR 6623
Pesticide Use Permits &
ApplicationsPW-012
PW-013
Mag, Ppr
Mag, Ppr
Parks &
Landscape
Public Works
/ Maint. / Department preference; GC
§34090Playground Inspections 10 years 10 yearsParks &
Landscape
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: 4/19/2023

Page 701 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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
Department preference; GC
§34090PW-014
PW-015
PW-016
PW-017
Sidewalk Complaints - Parks
Tree Inventory
10 years 10 years Mag, Ppr
Mag
Public Works
/ Maint. /
Parks &
Landscape
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Data is interrelated; GC §34090
Public Works
/ Maint. /
Parks &
Landscape
Department preference; GC
§34090Tree Maintenance Work Orders 30 years 30 years Mag, Ppr Mag
Division
Providing
Service /
Work
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Data is interrelated; GC §34090
Work Orders / Service Requests -
All Information Entered in CMMS
Database
Division
Providing
Service /
Work
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database
is the original); GC §34090PW-018
PW-019
Mag Ppr
Mag Ppr
(Paper drafts)
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
Division
Providing
Service /
Work
City Preference; CCP §§338 et
seq., 340 et seq., 342; GC
§34090
5 years 5 years
(Division providing service retains
originals; Division requesting
service is considered a copy)
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: 4/19/2023

Page 702 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

MAINTENANCE / STREETS & FLEET
Aboveground Diesel Storage
Tanks (Agency Owned) 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
Public Works
/ Maint. /
Streets &
Fleets
PW-020 20 years 20 years Mag, Ppr
Mag, Ppr
Spill Prevention Control and
Countermeasures (SPCC), Inspections,
Integrity Testing, Maintenance, Repairs
Lead Dept. PW-021
PW-022
AQMD Permits (Fuel Usage) 5 years
5 years
5 years
P
40 CFR 70.6; GC §34090
Department Preference (City
has "cradle to grave" liability);
40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
Public Works
/ Maint. /
Streets &
Fleets
Mag,
Mfr, OD,
Ppr
Hazardous Waste Manifests /
Certificates of Disposal
Yes: After

QC & ODP S
Life of
Facility or
Equipment
Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Department Preference; GC
§34090 et. seq.Lead Dept.

Lead Dept.

PW-023
PW-024
Mag, Ppr
Ppr
Pre-Trip Inspections / DOT
Program / CHP Inspections /
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years 2 years GC §34090; 13 CCR 1234(c)
Public Works
/ Maint. /
Streets &
Fleets
Sidewalk Complaints - Right of
Way
Department preference; GC
§34090PW-025 10 years 10 years Mag, Ppr
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: 4/19/2023

Page 703 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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

Public Works Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
/ Maint. /
Streets &
Fleets
PW-026
PW-027
Sidewalk Inspection Database Mag Data is interrelated; GC §34090 Department preference; plans
must be updated every 5 years,
Yes: After audits are required every 2
QC & OD years; SWRCB Order 2006-03;
40 CFR §§122.21, 122.41,
Stormwater: Operation &Public Works
/ Maint. /
Streets &
Fleets
Maintenance (Catch Basins, Field,
General Cleaning, Open Channels,
Slots, Stormwater Treatment
Measures and Trash Cleaning)
Mag,
Mfr, OD,
Ppr
5 years 5 years S / I
122.44; GC §34090
Underground Service Alerts
(USA's) / Dig Alerts
Required for 3 years; GC
§§4216.2(f) & 4216.3(d), 34090Lead Dept. PW-028
PW-029
3 years 3 years
P
Mag, Ppr
Public Works
/ Maint. /
Streets &
Fleets
Department Preference
Yes: After (required for the life of the tank);
1 year 23 CCR 2712(b), H&S
Underground Storage Tanks (City-
Owned - Removed)
Location, Soil Remediation
Mag,
Mfr, OD,
Ppr
10 years P S
§25284.2(i); GC §34090 et. seq.

Public Works
/ Maint. /
Streets &
Fleets
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et
seq.

PW-030
PW-031
Used Oil Disposal 3 years 3 years Mag, Ppr
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
Vehicle & Equipment History FilesPublic Works
/ Maint. /
Streets &
Fleets
Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
AQMD Certifications, Maintenance,
Registrations, Safety Certifications,
etc. 396.21(b)(1); 49 CFR 396.3(c);
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: 4/19/2023

Page 704 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

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
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
PW-032 Mag Data is interrelated; GC §34090
Work Orders / Service Requests -
All Information Entered in CMMS
Database
Division
Providing
Service /
Work
When No
Longer
Required
When No
Longer
Required
Preliminary drafts (the database
is the original); GC §34090PW-033 Mag Ppr
(Paper drafts)
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
Division
Providing
Service /
Work
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
PW-034
PW-035
5 years 5 years Mag Ppr
Mag, Ppr
(Division providing service retains
originals; Division requesting
service is considered a copy)

SAFETY / ADMINISTRATION
Public Works
/ Safety Employee Training File (Training
Certificates)
Separation +
3 years
Separation +
3 years
Department preference; GC
§34090Admin.

Page 705 ends

RESOLUTION NO. FD 2024-007

A RESOLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO

CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING REVISED

RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF

CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RECORDS

RETENTION SCHEDULES
WHEREAS, the objective of a records management program and retention schedule is to control costs, increase space availability, streamline information and consistent record keeping systems, and improve productivity by providing records and information in a timely manner to individuals requiring them; and
WHEREAS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and
WHEREAS, California Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed;
WHEREAS, the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; WHEREAS, the City Attorney has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 60201; and
WHEREAS, the District previously adopted Resolution No. 2023-004 adopting records retention schedules.

NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE RANCHO CUCAMONGA FIRE PROTECTION DISTRICT DOES FIND AND RESOLVE AS FOLLOWS:

Section 1. The facts set forth in the Recitals, above in this resolution, are true and correct.

Section 2. Resolution No. FD 2023-004 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein.

Section 3. The Board of Directors hereby adopts as its District Records Retention Schedules, the District Records Retention Schedules set forth in Exhibit “A” attached hereto and incorporated by reference herein. The Board of Directors hereby finds that the destruction or disposition of records in Exhibit A that have exceeded the retention periods set forth therein, and are no longer required for any District purpose, will not adversely affect any interest of the District ATTACHMENT 2RESOLUTION NO. FD 2024-007 - Page 1 of 3

Page 706 ends

or the public.

Section 4. The records of the Rancho Cucamonga Fire Protection District, as set forth in the Fire District Records Retention Schedules, Exhibit A, and that are no longer required for any District purpose, are hereby authorized to be destroyed as provided by California Health & Safety Code Section 13868, and Government Code Section 60200, et seq., and in accordance with the provisions of said Schedule and District policies and procedures, without further action by the District’s Board of Directors.

Section 5. Minor updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the District’s Board of Directors, that do not alter the retention period or delete records specified in the schedule, with the consent of the City Clerk Services Director, City Attorney and City Manager. Minor updates are defined as improvement in Records Descriptions, changes in Office of Record / Inactive timeframes (but not the Total Retention Period), whether to Image a record, and the Justification.

Section 5. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health & Safety Code Section 13868 and Government Code Section 60200, et seq.

Section 6. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 7. This resolution shall become effective immediately upon its passage and adoption.

RESOLUTION NO. FD 2024-007 - Page 2 of 3

Page 707 ends

PASSED, APPROVED AND ADOPTED this 5th day of June 2024. _____________________________
L. Dennis Michael, President
ATTEST:
_
Janice C. Reynolds, Clerk
I, JANICE C. REYNOLDS, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 5th day of June 2024.

AYES:

NOES:

ABSENT:

ABSTAINED:

Executed this 6th day of June 2024, at Rancho Cucamonga, California.

Janice C. Reynolds, Clerk
APPROVED AS TO FORM:

Nicholas R. Ghirelli, City Attorney
Richards, Watson & Gershon
RESOLUTION NO. FD 2024-007 - Page 3 of 3

Page 708 ends

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

The term “records” shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining the official (original) record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”

Page 709 ends

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

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

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

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

Page 710 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
Image:

Media I=Import
Options M=Mfr
S=Scan
Inactive
(Records
Center)
Active
(in office)(OFR) Vital?Retention
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).

CITY-WIDE (Used by All Departments)
Accident, Incident, InjuryHuman
Resources /
Risk
Copies -
When No
Longer
Copies -
When No
Longer
reports: PUBLIC &
EMPLOYEES, with associated
MSDS, if a chemical was
involved
Mag,
Ppr
Copies retained for reference;
GC §§34090.7, 60200CW-001
Management Required Required
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
etc.

Copies -
When No
Longer
Copies -
When No
Longer
All originals go to Finance
(these are copies); GC
§§34090.7, 60200
Yes: Before Mag,Finance CW-002 Payment Ppr
ALL backup is forwarded to
Finance
Required Required
Mag,
PprLead Dept.

Lead Dept.

CW-002.1 Administrative Hearings 2 years
2 years
2 years
2 years
GC §§34090
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; GC
§§34090, 54960.1(c)(1)
Affidavits of Publications / Mag,
Mfr, OD,
Ppr
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
CW-003
Copies -
When No
Longer
Required
Copies -
When No
Longer
Copies -
When No
Longer
Required
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Agenda Packets / Staff
Reports: City Council
Yes: After
QC &ODCity Clerk
City Clerk
CW-004
CW-005
S
S
GC §§34090.7, 60200
Mag,
Mfr, OD,
Ppr
Yes: Upon Ensure the City Clerk receives
Completio all original agreements; GCAgreements & Contracts ALL ORIGINALS n §§34090.7, 60200Required Required
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: 4/19/2023

Page 711 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Some Grants require audits;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
10 years or
After
Funding
Agency
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
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
Mag,
Mfr, OD,
Ppr
Yes: Upon
Completio
n
Yes: Before
CompletionLead Dept. CW-006 (Correspondence, Insurance
Certificates, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion S/IAudit, if
required,
whichever is
longer
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Standards=4-7 years; Statute
Agreements & Contracts:

ADMINISTRATIVE FILES
Mag,
Mfr, OD,
Ppr
Yes: Upon of Limitations: Contracts &
Completio Spec's=4 years, WrongfulCompletion + Yes: Before 10 years CompletionLead Dept. CW-007 (Correspondence, Project Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion 10 years S/I
n Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§337 et. seq., GC §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: 4/19/2023

Page 712 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

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
Mag,
PprLead Dept. CW-008 2 years 2 years GC §§34090, 60201 et seq.

Copies; GC §§34090.7, 60200
Copies -
When No
Longer
Copies -
When No
Longer
Audits / Audit Reports / Annual
Financial Reports
Mag,
PprFinance CW-009
CW-010
CW-011
Required Required
Bids: See Agreements &
Contracts
Department Staff Meetings
(all Records, including
Minutes and Recordings,
Department Awards)
Boards, Commissions, &
Committees: External
Organizations
Mag,
Ppr
GC §§34090 et seq., 60201 et
seq.Staffing Dept. 2 years 2 years
When No
Longer
Required
When No
Longer
Required
Mag,
PprCW-012 Non-records
(e.g. County Board of
Supervisors)
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: 4/19/2023

Page 713 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA

PACKETS
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
AUDIO RECORDINGS of
Meetings / Audio Tapes
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
Minimum 2
years
Minimum 2
years
Mag,
PprStaffing Dept.

Staffing Dept.

CW-013
CW-014
CW-015
54960.1(c)(1)
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
Mag,
OD2 years 2 years
Department Preference; Video
recording of meetings are only
required for 90 days if audio or
another record is made; GC
§§34090.7, 34090
Minimum 3
years
Minimum 3
years
Mag,
OD
VIDEO RECORDINGS of
Meetings / Audio Tapes
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL
Mag,
Mfr, OD,
Ppr
Staffing Dept.

Finance
CW-016
CW-017
P P S No GC §§34090, 60201 et seq.

MINUTES & BYLAWS
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Final must be filed with County
Auditor; GC §§34090.7, 60200,
40802, 53901
Yes: Current
Fiscal Year
Yes: After
5 yearsBudgets - Finals S/I
Required Required
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: 4/19/2023

Page 714 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Copies -
When No
Longer
Copies -
When No
Longer
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Mag,
PprFinance CW-018
CW-019
GC §§34090.7, 60200
Required Required
Lead
(Requesting)
Dept.

Minimum 2
years
Minimum 2
years
Mag,
Ppr
City preference; GC §§34090,
60201 et seq.City Attorney Opinions
Copies -
When No
Longer
Required
(Final
Copies -
When No
Longer
Required
(Final
Human
Resources /
Risk
Yes: Before Mag, Yes: After
Final
Disposition
CW-020
CW-021
Claims Final
Disposition
Mfr, OD,
Ppr
S/I GC §§34090.7, 34090.6
Management
Disposition) Disposition)
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.

Lead
(Responding)
Dept.

Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years
Mag,
Ppr
Send to
Human
Resources
Send to
Human
Resources
Human
Resources
Mag,
PprCW-022
CW-023
Complaints Against Employees
Contracts: See Agreements
GC §§34090.7, 60200
Copies -
When No
Longer
Copies -
When No
Longer
Copies or duplicates of any
recordLead Dept. CW-024 Mag Ppr GC §§34090.7, 60200
Required Required
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: 4/19/2023

Page 715 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
ONLY IF the Content relates inDept. that
Authors
Document
or
Receives the
City's Original
Document
a substantive way to the
conduct of the public's
business; City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017; GC §§34090,
60201
(e.g. Administrative,
Chronological Files, e-mail,
General Files, Letters,
Memorandums, Miscellaneous
Reports, Press Releases,
Public Records Requests,
Reading Files, Working Files,
etc.)
Mag,
PprCW-025 2 years 2 years
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's
business
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: 4/19/2023

Page 716 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Electronic and paper recordsCorrespondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda NOT retained in
the ordinary course of business
are categorized, filed and
retained based upon the
CONTENT of the record.

Records where either the
Content relates in a
substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the informational
content for future reference
are saved by placing them in
an electronic or paper (project)
file folder and retained for the
applicable retention period. If
not mentioned here, consult
the City Attorney to determine
if a record is considered
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
Dept. that
Authors
Document
or
Receives the
City's Original
Document
When No
Longer
Required
When No
Longer
Required
Mag,
PprCW-026
(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,
transitory / preliminary draft.

GC §§34090, 7927.500,
7928.705. 6252, 6254(a); 64
Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017
webpages, etc.)
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: 4/19/2023

Page 717 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

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

Close + 5
years
Close + 5
years
Mag,
PprLead Dept.

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
2 years After
Superseded or
Separated
2 years After
Superseded
or Separated
Lead Dept. CW-029 DMV Pull Notices Mag Ppr
§§34090, 60201 et seq.

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
When No
Longer
Required
When No
Longer
Required
Drafts & Notes: Drafts that are
revised (retain final version)
Mag,
PprLead Dept. CW-030
draft. GC §§34090, 7927.500,
7928.705 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: 4/19/2023

Page 718 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

The Lead Department should
print out historical documents
(or save source data) prior to
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
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-031
CW-032
Yes Mag
Grants (UNSUCCESSFUL
Applications, Correspondence)
Mag,
Ppr2 years 2 years GC §§34090, 60201 et seq.

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
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
After
Funding
Agency
Audit, if
Required - Minimum 5
Minimum 5
years
After Funding
Agency Audit,
if required - Mag,
PprLead Dept. CW-033 2 years
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
years
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: 4/19/2023

Page 719 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Send all grievances to Human
Resources; All State andCopies -
When No
Longer
Copies -
When No
Longer
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Human
Resources
Grievances and Informal
Complaints (Employees)
Yes: Before
Disposition
Mag,
PprCW-034
Required Required
Litigation Files / Lawsuits /
Court Case Files Final
Resolution + 5
years
Final
Resolution + 5
years
Department preference; CCP
§§ 337 et seq.; GC §§ 911.2,
34090, 34090.6
Yes: Until
Settlement
Mag,
PprLead Dept.

Lead Dept.

CW-035
CW-036
Send Final Settlement Agreements
to the City Clerk
Preliminary drafts not retained
in the Regular Course of
Business GC §§34090, 60201
et seq.

When No
Longer
Required
When No
Longer
Required
Leave Slips / Time Off
Requests
Mag,
Ppr
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.

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
Mag,
Mfr, OD,
Ppr
Yes - After
QC & ODLead Dept. CW-037 30 years 30 years S
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: 4/19/2023

Page 720 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

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

Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Municipal Code (these are
copies)
Yes: Current
OriginalCity Clerk CW-039 I No
Required Required
When No
Longer
Required
When No
Longer
Required
Non-records - may be obtained
from the newspaper company;
GC §§34090, 60201 et seq.

Lead Dept.

Staffing Dept.

City Clerk
CW-040
CW-041
CW-042
CW-043
Newspaper Clippings Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §§34090,
60201 et seq.

Notices: Public Hearing
Notices and Proofs of
Publications
Mag,
Ppr2 years 2 years
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.

Ordinances - City Council Yes (all) S No
Required Required
Human
Resources /
Risk
Send to
Human
Resources
Send to
Human
Resources
OSHA Inspections or Citations Ppr GC §§34090.7, 60200
Management
Ensure records kept in
Do Not Retain
in
Departments
Do Not Retain
in
Departments
Department files comply with
City policy (all originals are
sent to Human Resources); GC
§§34090.7, 60200
Human
Resources
Personnel Files (Department-
level Files)
Before
Separation
Mag,
PprCW-044
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: 4/19/2023

Page 721 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or Evaluation
Documented
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §§34090 et seq.,
60201 et seq.

Before
AnnualPersonnel Files (Supervisor's
Notes)
Mag,
PprLead Dept.

Lead Dept.

CW-045
CW-046
Discipline
Preliminary Drafts; (retention is
placed on the record the
photograph is used in -
Brochure, Report, etc.); destroy
unnecessary photographs. GC
§§34090
When No
Longer
Required
When No
Longer
Required
Mag,
PprUnused Photographs
Public Relations / Press
Releases
Mag,
PprLead Dept.

Lead Dept.

CW-047
CW-048
2 years
2 years
2 years
5 years
GC §§34090, 60201 et seq.

Mag,
Mfr, OD,
Ppr
Yes: After Department preference; GC
QC &OD §§34090, 60201 et seq.Purchase Orders / Requisitions 3 years S Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 60201
7928.705 6254(h)
Lead Dept.
(Who Ordered
the Appraisal)
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.

Mag,
PprCW-049 2 years 2 years
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: 4/19/2023

Page 722 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Not accessible to the public
until purchase has been
completed; meets municipal
Yes: After government auditing
QC &OD standards; Statewide
Lead Dept.
(Who Ordered
the Appraisal)
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
Mag,
Mfr, OD,
Ppr
Minimum 3
years
Minimum 5
yearsCW-050 2 years S
Guidelines show 2 years; GC
§§34090, 60201, 6254(h)
7928.705
Copies -
When No
Longer
Copies -
When No
Longer
Records Destruction Lists /
Certificate of Records
Destruction
Mag,
PprCity Clerk CW-051
CW-052
GC §§34090.7, 60200
Non-Records
Required Required
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
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by YOUR
Department preference;
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
Minimum 2
years
Minimum 2
years
Mag,
PprLead Dept.

Lead Dept.

CW-053
CW-054
Department
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by OTHER
When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §§34090.7, 60200
Departments
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: 4/19/2023

Page 723 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Reference or Working Files:CW-055 See Correspondence
Administratively and
Yes: After Historically significant,
10 years therefore retained permanently;
GC §§34090, 60201 et seq.

Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
Mag,
Mfr, OD,
Ppr
Lead Dept.

Lead Dept.

CW-056 10 years
10 years

P P S/I
Department preference;
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
Mag,
PprCW-057 10 years
Copies -
When No
Longer
Copies -
When No
Longer
Mag,
Mfr, OD,
Ppr
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
City Clerk CW-058
CW-059
Resolutions - City Council Yes (all) S No
Required Required
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.

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)
Mag,
PprLead Dept. CW-060 2 years 2 years 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: 4/19/2023

Page 724 ends

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Total
Comments / Reference
Destroy
Paper
after
Imaged &
QC'd?
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).

Copies -
When No
Longer
Required
When No
Longer
Copies -
When No
Longer
Required
When No
Longer
Time Cards / Time Sheets
(Finance keeps the originals
with employee signatures)
Mag,
Mfr, OD,
Ppr
Finance /
Payroll
Yes: After
QC & ODCW-061
CW-062
S / I GC §§34090.7, 60200 et seq.

Preliminary drafts (the time
card is the final record); GC
§§34090, 60201 et seq.

Lead Dept. Time Off Requests Ppr
Required Required
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
Training - ALL COURSE

RECORDS
Mag,
Mfr, OD,
Ppr
Yes: When (Age) requires 3 years for
Inactive promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
Lead Dept. CW-063 (Attendance Rosters, Outlines
and Materials; includes Ethics,
Harassment Prevention &
Safety Training & Tailgates)
2 years 5 years 7 years S
§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: 4/19/2023

Page 725 ends

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

Miscellaneous - Damage to
Public Property, Invoices to
Outside Entities, etc.

Page 726 ends

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
Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
MaturityFIN-007 Mag, Ppr
Mag, Ppr
See Bank Statements for
statement retention.

Page 727 ends

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

Mag, Mfr,
OD, Ppr
Yes: After

Department Preference; IRS: 4
yrs after tax is due or paid; Ca.

Page 728 ends

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

Produced by Deferred Comp.

Page 729 ends

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
Department Preference; meets
auditing standards; GC
§§60201(d)(12), 34090, 26 CFR

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

Reports / Finance Reports
created from Database;
Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR

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

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

BUDGET MANAGEMENT
Budgets - Preliminary, Proposed,
Finance /
Budget
Manage.

Backup Documents When No
Longer
Required
When No
Longer
Required
Preliminary drafts; GC §§34090,
60201FIN-028 Mag, Ppr
(The Final Budget is maintained
by the City Clerk)

Business License & Permit
Applications and Changes
Mag, Mfr,
OD, Ppr
Yes: After

QC & ODP P S / I
Department preference (meets
municipal government auditing
requirements); GC §§34090,
60201 et seq.

Business License & Permit
Renewals 5 years 5 years Mag, Ppr

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

AGENDAS & AGENDA

PACKETS

TREASURY MANAGEMENT
Finance /
Treasury
Manage.

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Rancho Cucamonga City CouncilJune 5, 2024

Rancho Cucamonga City Council
June 5, 2024