Agenda packet, regular meeting — Rancho Cucamonga City Council, August 20, 2025 (part 3 of 6)

Page 2 ends

2 9
6 3
Low Bidder: Gentry General Engineering, Inc.

Contract Amount: $419,094.85
Contingency: $41,990.48
Final Contract Amount: $458,076.97
Difference in Contract Amount: $38,982.12 (9.3%)
ANALYSIS:

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

The net increase in the total cost of the project is a result of additional sections of damaged concrete sidewalk being removed and replaced.

FISCAL IMPACT:

There was no negative impact to the General Fund as a result of this project. Funds for this project were appropriated from the City’s Community Development Block Grant (CDBG) allocation. An appropriation, in the amount of $750,000.00, was requested from CDBG fund balance to F204 CC314 SC7004 7000 GR-000018.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

By removing and replacing damaged sidewalks, curbs and gutters, and drive approaches, the CDBG Concrete Rehabilitation Project provided continuous improvement and a nurturing and high quality of life for all.

ATTACHMENTS:

Attachment 1 – Vicinity Map

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ATTACHMENT 1

CDBG CONCRETE REHABILITATION PROJECT
FY 24-25 VARIOUS LOCATIONS

VICINITY MAP

NOT TO SCALE

Project Site

Page 266 ends

DATE:August 20, 2025
TO:Mayor and Members of the City Council
President and Members of the Board of Directors
FROM:John R. Gillison, City Manager
INITIATED BY: Julie A. Sowles, Deputy City Manager of Community Programs Linda A. Troyan, City Clerk Services Director
Patricia Bravo-Valdez, Deputy Director of City Clerk Services Justine Finn, Records Management Analyst
SUBJECT: Consideration of Resolutions Adopting Updated Records Retention Schedules, Authorizing Destruction and Rescinding Previous Records Retention Schedules. (RESOLUTION NO. 2025-063) (RESOLUTION NO. FD 2025-020) (CITY/FIRE)
RECOMMENDATION:

Staff recommends the City Council and Board of Directors of the Fire Protection District adopt Resolutions adopting updated Records Retention Schedules, authorizing destruction of certain obsolete City Records, and rescinding previous Records Retention Schedules.

BACKGROUND:

The Records Retention Schedules of the City/Fire District were last revised in 2024. These schedules play a vital role in maintaining an efficient records management program. They help the City/Fire District in identifying which records need to be kept in the office or temporary storage, which records have historical or research value, and which records can be discarded as they no longer hold any administrative, operational, fiscal, or legal significance.

ANALYSIS:

It is recommended by general records management principles to periodically review and update retention schedules. The City/Fire District updates its Records Retention Schedules every two years or sooner if necessary. The City Clerk Services Department collaborated closely with the City's records consultant, various City Departments, and the City Attorney's Office to update the schedules.

The revisions proposed for this year's schedules have been made in accordance with new laws since 2024, as well as best practices in the industry. The attached Records Retention Schedules have been updated, and changes have been marked in colored and strike-out format. These changes in law and best practices include the following revisions to schedules: adding a video monitoring retention category to the Department of Innovation and Technology Retention Schedule, updates to schedules to reflect current organization structure, modifications made to records descriptions to be more concise, and updates to legal citations to reflect current laws and regulations.

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2 9
7 2
Staff recommends the City Council/Board of Directors of the Fire Protection District approve the revised Records Retention Schedules and Resolutions to ensure compliance with legal and administrative retention requirements.

FISCAL IMPACT:

The City/Fire District will realize savings in records storage expenses.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item supports the City Council’s Core Values of intentionally embracing and anticipating the future, working together cooperatively and respectfully with each other, staff, and all stakeholders, and the relentless pursuit of improvement by taking actions to proactively keep records retention schedules current with changes in law and best practices to ensure compliance with state law.

ATTACHMENTS:

Attachment 1 — Resolution No. 2025-063 and Records Retention Schedules Attachment 2 — Resolution No. FD 2025-020 and Records Retention Schedules

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Resolution No. 2025-063 - Page 1 of 3
RESOLUTION NO. 2025-063

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO

CUCAMONGA, CALIFORNIA, ADOPTING REVISED RECORDS

RETENTION SCHEDULES, AUTHORIZING DESTRUCTIO N OF
CERTAIN CITY RECORDS, AND RESCINDING RESOLUTION NO. 2024- 039
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 Government Code Section 34090 provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and WHEREAS, the State of California has adopted records retention guidelines for various government records; and
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 34090; and
WHEREAS, the City Council of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2024.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA DOES FIND AND RESOLVE AS FOLLOWS:

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

Section 2. Resolution No. 2024-039 is hereby rescinded.

Section 3. The City Council hereby adopts the revised City-wide Records Retention Schedules set forth in Exhibit “A”, attached hereto and incorporated herein by this reference, as the City’s Records Retention Schedules. Records identified in the Schedules set forth in Exhibit A that are no longer required by law to be maintained and are no longer needed for any City purpose, are hereby authorized to be destroyed as provided by California Government Code Section 34090 and in accordance with the provision s of the Schedules, upon the request of a Department Head and with the consent in writing of the Department Director, Deputy City Manager, City Clerk Services Director, City Manager and City Attorney, without further action by the City Council of the City of Rancho Cucamonga.

Section 4. Minor updates are hereby authorized to be made to the Records Retention Schedules , without any further action by the City Council, 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, ATTACHMENT 1

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Resolution No. 2025-063 - Page 2 of 3
writings, and/or papers, regardless of media, as defined by the California Public Records Act , and as those terms are used in Government Code Section 34090, et seq.

Section 6. The City Clerk 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.

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Resolution No. 2025-063 - Page 3 of 3

PASSED, APPROVED, AND ADOPTED this 20th day of August 2025.

___________________________________
L. Dennis Michael, Mayor
ATTEST:

_________________________________
Kim Sevy, City Clerk

STATE OF CALIFORNIA )

COUNTY OF SAN BERNARDINO ) ss

CITY OF RANCHO CUCAMONGA )

I, Kim Sevy, City Clerk of the City of Rancho Cucamonga, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the City Council of the City of Rancho Cucamonga, at a Regular Meeting of said Council held on the 20th day of August 2025.

AYES:

NOES:

ABSENT:

ABSTAINED:

Executed this 21st day of August 2025, at Rancho Cucamonga, California.

______________________________________
Kim Sevy, City Clerk
APPROVED AS TO FORM:

Nicholas R. Ghirelli, City Attorney
Richards, Watson & Gershon

Page 271 ends

HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS

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

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

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:

• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records

AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.

• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”

• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

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

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RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

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

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

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

Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) terms used in State law: 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 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 (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

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

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

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Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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)
Human
Resources /
Risk
Management
CW-001
Accident, Incident, Injury
reports: PUBLIC &
EMPLOYEES, with associated
MSDS, if a chemical was
involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies retained for reference;
GC §§34090.7, 60200
Finance CW-002
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
etc.

ALL backup is forwarded to
Finance
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All originals go to Finance
(these are copies); GC
§§34090.7, 60200
Lead Dept. CW-002.1 Administrative Hearings 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090
Lead Dept. CW-003
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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)
City Clerk CW-004 Agenda Packets / Staff
Reports: City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD GC §§34090.7, 60200
City Clerk CW-005 Agreements & Contracts ALL

ORIGINALS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Upon
Completio
n
Ensure the City Clerk receives
all original agreements; GC
§§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

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Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Agreement /
Contract)
CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Insurance
Certificates, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Upon
Completio
n
Some Grants require audits;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular
A-110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
Lead Dept.
(Managing the
Agreement /
Contract)
CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, RFP, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Upon
Completio
n
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 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: 6/5/2024

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Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Agreement /
Contract)
CW-008
Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201 et seq.

Finance CW-009 Audits / Audit Reports / Annual
Financial Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §§34090.7, 60200
CW-010 Bids: See Agreements &
Contracts
Staffing Dept. CW-011
Department Staff Meetings
(all Records, including
Minutes and Recordings,
Department Awards)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
GC §§34090 et seq., 60201 et
seq.

CW-012
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

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Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

CITY COUNCIL

AGENDAS, AGENDA

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

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

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

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

CITY COUNCIL

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

QC & OD
No
GC §§34090, 60201 et seq.

Finance CW-017 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC & OD 5
years
Final must be filed with County
Auditor; GC §§34090.7, 60200,
40802, 53901
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

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Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance CW-018
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090.7, 60200
Lead
(Requesting)
Dept.

CW-019 City Attorney Opinions Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; GC §§34090,
60201 et seq.

Human
Resources /
Risk
Management
CW-020 Claims
Copies -
When No
Longer
Required
(Final
Disposition)
Copies -
When No
Longer
Required
(Final
Disposition)
Yes: Before
Final
Disposition
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Final
Disposition
GC §§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-021 Complaints / Concerns from
Citizens
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed within 6
months; CCP §340 et seq.,
342, GC §§ 911.2, 34090,
60201 et seq.

Human
Resources CW-022 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090.7, 60200
CW-023 Contracts: See Agreements
Lead Dept. CW-024 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

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Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-025
Correspondence - ROUTINE
(IF CONTENT relates in a
SUBSTANTIVE way to the
conduct of the public's
business)
(e.g. Administrative Files,
Chronological Files e-mail /
email with SUBSTANTIVE
content, General Files, Letters,
Memorandums, Miscellaneous
Reports, Press Releases,
Public Records Requests,
Reading Files, Working Files ,
etc.)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Only if content relates in a
substantive way to the conduct
of the public's business; City of
San Jose v. Superior Court
(2017) 2 Cal.5th 608; 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: 6/5/2024

Page 279 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda NOT retained in
the ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for future
reference
(e.g. calendars, checklists, e-
mail / email 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 /
returned mail, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

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

Gen. 317 (1981));City of San
Jose v. Superior Court (2017)
2 Cal.5th 608
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: 6/5/2024

Page 280 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CW-027
Deeds, Easements, Final
Orders of Condemnations,
Liens, Recorded Documents,
Rights of Ways (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

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

QC & OD
Send all originals to the City
Clerk; GC §§34090.7, 60200
Lead Dept. CW-028
Deposit Accounts / Trust
Accounts / Refundable
Deposits
Close + 5
years
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets
auditing standards; GC
§§34090, 60201 et seq.

Lead Dept. CW-029 DMV Pull Notices
2 years After
Superseded or
Separated
2 years After
Superseded
or Separated
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory or source records
not retained in the ordinary
course of business; CHP
audits every 2 years; Bureau of
National Affairs recommends 2
years for all supplementary
Personnel records; GC
§§34090, 60201 et seq.

Lead Dept. CW-030 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required

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

QC & OD
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §§34090
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: 6/5/2024

Page 281 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output for
historical purposes;
Department Preference
(Preliminary documents); GC
§§34090, 60201 et seq. et seq.

Lead Dept.
(Managing the
Grant)
CW-032 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201 et seq.

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

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

QC & OD
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a),
29 CFR 97.42; OMB Circular A-
110 & A-133; GC §§34090,
60201 et seq.; GC §8546.7
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 282 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources CW-034 Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Lead Dept. CW-035
Litigation Files / Lawsuits /
Court Case Files
Send Final Settlement
Agreements to the City Clerk
Final
Resolution + 5
years
Final
Resolution + 5
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CCP
§§ 337 et seq.; GC §§ 911.2,
34090, 34090.6
Lead Dept. CW-036 Leave Slips / Time Off
Requests
When No
Longer
Required
When No
Longer
Required

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

QC & OD
Preliminary drafts not retained
in the Regular Course of
Business GC §§34090, 60201
et seq.

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

QC & OD
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as a
record of the chemical /
substance / agent, where &
when it was used is maintained
for 30 years; Applies to
qualified employers; Claims
can be made for 30 years for
toxic substance exposures; 8
CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(I), GC
§§34090, 60201 et seq.

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: 6/5/2024

Page 283 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-11
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CW-038 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
City Clerk CW-039 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

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

QC & OD
No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.

Lead Dept. CW-040 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required

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

QC & OD
Non-records - may be obtained
from the newspaper company;
GC §§34090, 60201 et seq.

Staffing Dept. CW-041
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §§34090,
60201 et seq.

City Clerk CW-042 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Originals maintained by City
Clerk Permanently; GC
§§34090, 60201 et seq.

Human
Resources /
Risk
Management
CW-043 OSHA Inspections or Citations
Send to
Human
Resources
Send to
Human
Resources
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090.7, 60200
Human
Resources CW-044 Personnel Files (Department-
level Files)
Do Not Retain
in
Departments
Do Not Retain
in
Departments
Before
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources);
GC §§34090.7, 60200
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 284 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-12
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-045 Personnel Files (Supervisor's
Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate
folder to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §§34090 et seq.,
60201 et seq.

Lead Dept. CW-046 Unused Photographs
When No
Longer
Required
When No
Longer
Required

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

QC & OD
Preliminary Drafts; (retention is
placed on the record the
photograph is used in -
Brochure, Report, etc.);
destroy unnecessary
photographs. GC §§34090
Lead Dept. CW-047 Public Relations / Press
Releases 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090, 60201 et seq.

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

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

Property NOT purchased,
Loans not funded, etc.
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public;
GC §§34090, 60201 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-050
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years Minimum 3
years
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Not accessible to the public
until purchase has been
completed; meets municipal
government auditing
standards; GC §§34090,
60201 7928.705
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: 6/5/2024

Page 285 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-13
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CW-051
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§34090.7, 60200
CW-052
Reference Materials: Policies,
Procedures, Handbooks,
Brochures, Flyers, Manuals,
Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies or
Reports (if not provided in the
schedule.) Newsletters, etc.:

Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-Records
Lead Dept. CW-053
Reference Materials: Policies,
Procedures, Handbooks,
Brochures, Flyers, Manuals,
Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies or
Reports (if not provided in the
schedule.) Newsletters, etc.:

Produced by YOUR
Department
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 286 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-14
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-054
Reference Materials: Policies,
Procedures, Handbooks,
Brochures, Flyers, Manuals,
Plans (if not provided in the
schedule.) Standard Operating
Procedures (SOPs), Studies or
Reports (if not provided in the
schedule.) Newsletters, etc.:

Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §§34090.7, 60200
CW-055 Reference or Working Files:

See Correspondence
Lead Dept. CW-056
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
10 years
Administratively and
Historically significant,
therefore retained
permanently; GC §§34090,
60201 et seq.

Lead Dept. CW-057
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference;
Information is outdated after 10
years; GC §34090
City Clerk CW-058 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
Originals maintained by City
Clerk Permanently; GC
§§34090.7, 60200
Lead Dept. CW-059 Special Projects / Subject Files
/ Issue Files
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Page 287 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-15
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

Lead Dept. CW-062 Time Off Requests / Leave
Slips / Time Off Requests
2 years
When No
Longer
Required
2 years
When No
Longer
Required

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

QC & OD
Salaried employees do not
have timecards; Preliminary
drafts (the time card is the final
record); GC §§34090, 60201 et
seq.

Page 288 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-16
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CW-063
Training Presented by City
Staff - ALL COURSE

RECORDS
(Attendance Rosters or sign-in
sheets, Outlines and Materials;
includes Ethics, Harassment
Prevention, Workplace
Violence & Safety Training &
Tailgates)
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
When
Inactive
Department preference; Ethics,
Harassment & Workplace
Violence Training is 5 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 4 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1627.3(b)(ii1), LC §6429(c);
GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b); LC
§6401.9(f),
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: 6/5/2024

Page 289 ends

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

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

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

ANIMAL SERVICES
Animal
Services AS-001 Animal Registration Database
Indefinite -
Minimum 3
years
Indefinite -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Data is
interrelated; GC §34090
Animal
Services AS-002 Animal Registration Report
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Considered transitory /
preliminary draft (the database is
the original); GC §34090, GC
§6252
Animal
Services AS-003 Animal Trap Deposit Receipts 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Animal
Services AS-004 Bite Reports / Rabies Control
Records 3 years 3 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

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

Animal
Services AS-005 Clinics: Spay and Neuter 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-006 Drug Logs 3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-007
Investigations / Problem Files
(barking, loose dogs, dangerous
dog reports, etc.)
Resolution +
4 years
Resolution +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Animal
Services AS-008 Medical Records, Surgical
Records, X-rays 3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-009 Meet and Greet / Animal
Adoption Contracts 3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
3 years is required; FA
§32003(e), CCP §§336(a), 337
et. seq., GC §34090
Animal
Services AS-010
Notices to Comply, Warning
Letters / Notices / Citation Books
(Off leash, etc.)
3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 290 ends

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

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

Animal
Services AS-011 Officer's Daily Log 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090, GC §6252 7920.530
Animal
Services AS-012 Rabies Vaccination Clinics 3 years 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
3 years is required for animal
treatment records; FA §32003(e),
PC §597.1(d); CCP §§336(a),
337 et. seq., GC §34090
Animal
Services AS-012.5
Record of All Efforts to Contact
Owner and/or Microchip’s
Primary Registrant
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
FA §§31108.3 and 31752.1; GC
§34090
Animal
Services AS-013 Rescue Partnerships / Foster
Care Partnerships 3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
3 years is required; FA
§32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq., GC
§34090
Animal
Services AS-014 Ride-a-Long Waivers 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Animal
Services AS-015
Strays / Incoming Animals /
Impound Records / Impound
Cards / "Relinquishments"
3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
3 years is required; FA
§32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq., GC
§34090
Animal
Services AS-016 Volunteer Hours 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 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: 6/5/2024

Page 291 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT (Building & Safety, Community Improvement)
Page BL-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

BUILDING & SAFETY
Building &
Safety BL-001 Address Assignments /
Changes / Corrections P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

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

QC & OD
Department preference; GC
§34090, H&S §19850
Building &
Safety BL-003 Building Permit Database Indefinite -
Permanent
Indefinite -
Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Permits are
required for the Life of the
Building ; GC §34090; H&S
§19850
Building &
Safety BL-004 Building Plans - Cancelled,
Expired or Withdrawn
Upon
Expiration,
Cancellation
or Withdrawal
Upon
Expiration,
Cancellation
or
Withdrawal

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

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

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

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

QC & OD
Department Preference; Law
requires for the life of the
building for commercial and
common interest dwellings only;
CBC 104.7 & 107.5,
H&S§19850, GC §34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 292 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT (Building & Safety, Community Improvement)
Page BL-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Building &
Safety BL-006
Building Plans - Finalled -

SINGLE FAMILY
RESIDENTIAL - SFR and

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

QC & OD
Department preference; Plans
need not be filed for: (a) Single
or multiple dwellings not more
than two stories and basement
in height.(b) Garages and other
structures appurtenant to
buildings described under
subdivision (a).(c) Farm or ranch
buildings.
(d) Any one-story building where
the span between bearing walls
does not exceed 25 feet. The
exemption in this subdivision
does not, however, apply to a
steel frame or concrete building.

CBC requires 180 days from
completion date; CBC 104.7 &
107.5, H&S§19850, GC §34090
Building &
Safety BL-007
California Building Code /
California Standard Code (12
Parts)
When
Superseded P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Attorney preference for
reconstruction issues; GC
§50022.6
Building &
Safety BL-008 Certificate of Occupancy
(CofO) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Building &
Safety BL-009
Construction Notices /
Inspection Notices
(correction notices, compliance
orders, stop work notices, etc.)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 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: 6/5/2024

Page 293 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: BUILDING & CODE ENFORCEMENT (Building & Safety, Community Improvement)
Page BL-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Building &
Safety BL-010 Plan Check Comments When
Finalled
When
Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Preliminary Drafts; GC §34090
Building &
Safety BL-011 Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary Drafts (the database
is the original); GC §34090
Building &
Safety BL-012
Requests & Permissions to
Receive Copies of Plans (to
and from Architects)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090

BUILDING & SAFETY / CITY MANAGER / COMMUNITY IMPROVEMENT Building &
Safety City
Manager /
Community
Improve.

BL-013
CI-001 Citations Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Building &
Safety City
Manager /
Community
Improve.

BL-014
CI-002
Code Enforcement / Abatement
Case Files (Includes appeals
and Code Enforcement
Complaint Letters)
Minimum 2
years
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, 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: 6/5/2024

Page 294 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

QC & OD
Department preference;
Includes final budget and final
audit reports / CAFR; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 295 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

Architects, Buildings, bridges,
covenants, development,
environmental, Joint Powers,
MOUs, park improvements,
property & property
restrictions, redevelopment,
reservoirs, sewers, sidewalks,
street & alley improvements,
settlement, subdivisions,
utilities, water, etc.

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

QC & OD
Upon
Completion
Department Preference; All
infrastructure contracts
should be permanent for
emergency preparedness;
Statute of Limitations is 4
years; 10 years for Errors &
Omissions; land records are
permanent by law; CCP §337
et. seq., GC §34090;
Contractor has retention
requirements in 48 CFR

4.703
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 296 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-003
Agreements & Contracts - ALL
(NON-INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Non-
Infrastructure: Consultants,
Landscaping, Painting, Slurry
Seals (Paving), Tree Trimming,
Leases, Personnel,
Professional Services, etc.

Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference;
Statute of Limitations is 4
years; 10 years for Errors &
Omissions; land records are
permanent by law; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090, Contractor has
retention requirements in 48
CFR 4.703(a)
City Clerk CC-004 Articles of Incorporation P P Mag, Mfr, OD, Ppr S / I Yes: After
QC &OD
Department preference; GC
§34090
City Clerk CC-005
Board & Commission /
Committee Maddy Act Lists /
Vacancy Notices
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-006
Board & Commission
Applications (Successful and
Unsuccessful)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
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: 6/5/2024

Page 297 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-007
Bonds (Performance Bonds,
Subdivision Bonds, Letters of
Credit)
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Agendas, Minutes
(Composed solely of less than
a quorum of the City Council)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
All recommendations are
presented to the City Council;
GC §§34090, 60201 et seq.

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

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

QC & OD
Statements filed electronically
are required for 10 years;
City maintains copies only;
original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
City Clerk CC-010
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL FILED N

PAPER FORMAT
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
City maintains original
statements; GC
§81009(d)(e)(f)&(g)
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: 6/5/2024

Page 298 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-011
Economic Interest Filings
(FPPC Form 602/635) -
Lobbyist Authorization
Reporting
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years 2 CCR 18615(f), GC §34090
City Clerk CC-012 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
Must post on website; FPPC
Opinion; GC §81009(e
City Clerk CC-013
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
Should post on website for 4
years; GC §81009(e)
City Clerk CC-014 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years GC §81009e
City Clerk CC-015 FPPC Form 804 (Agency
Report of New Positions) P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-016 FPPC Form 805 (Agency
Report of Consultants) P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-017
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
Must post on website; 2 CCR
18702.5(b)(3); GC §34090;
GC §81009(e)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 299 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

CITY CLERK / ELECTIONS - CONSOLIDATED
City Clerk /
Elections CC-018
Assessment District Ballots,
Protest Letters, & Envelopes -
Prop. 218 proceedings
2 years 2 years Ppr GC §§53753(e)(2), 53755(d)
City Clerk /
Elections CC-019
Campaign Filings (FPPC 400
Series Forms & Form 501):

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

UNSUCCESSFUL

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

UNSUCCESSFUL

CANDIDATES,

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Statements filed electronically
are required for 10 years; GC
§81009(b)&(g); GC §84615
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 300 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

REQUIRED TO FILE

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

CANDIDATES
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Ppr
CA law states term of office
and 4 years after the
expiration of term for
Nomination Papers; EC
§17100
City Clerk /
Elections CC-024
Candidate File: Nomination
Papers, Candidate Statement
Forms, etc. -

UNSUCCESSFUL

CANDIDATES
Election + 4
years
Election + 4
years Mag, Ppr
Department Preference; CA
law states term of office and 4
years after the expiration of
term for Nomination Papers;
EC §17100
City Clerk /
Elections CC-025
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Precinct
Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, Polling
Locations and Precinct Board
Members, Notices, Postings,
etc.)
2 years 2 years Mag, Ppr GC §34090
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: 6/5/2024

Page 301 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk /
Elections CC-026
Elections - HISTORICAL
(copies of resolutions, final
results; Certificate of Election)
2 years P P Mag, Mfr,
OD, Ppr S No Retained for Historical Value,
GC §34090
City Clerk /
Elections CC-27.1
Elections - Petitions (Initiative,
Recall or Referendum) - IF

INSUFFICIENT
Final
Examination
+ 1 year after
petition
examination
Final
Examination
+ 1 year after
petition
examination
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-27.2
Elections - Petitions (Initiative,
Recall or Referendum) - IF

SUFFICIENT
Results + 8
months
Results + 8
months Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk CC-027 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
+ 1 year after
petition
examination
if insufficient
Results + 8
months or
Final
Examination
+ 1 year
after petition
examination if
insufficient
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
(End of Elections Section)
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 302 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-028
Historical Records,
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
P P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
City Clerk determines
historical significance;
records can address a variety
of subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life
expectancy; GC §34090
City Clerk CC-029
Minutes: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission
P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-030
Municipal Code
Administration, Distribution,
etc.
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-031 Municipal Code History /
Supplements P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference
(retain one of each
supplement); GC §34090.7
City Clerk CC-032
Oath of Office: City Council,
Boards & Commission
Members
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; GC
§34090
City Clerk CC-033 Ordinances P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 303 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

QC & OD
No
Department preference; GC
§34090 et seq.

City Clerk CC-037
Recordings - AUDIO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
2 years 2 years Mag
OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk CC-038
Recordings - VIDEO of City
Council, Redevelopment
Agency, Successor Agency,
Oversight Board, Fire
Protection District Board,
Public Safety Commission
Minimum 3
years
Minimum 3
years Mag
OD
Department Preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.7, 34090
City Clerk CC-039 Records Destruction
Authorization Forms, Transfers P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference; GC
§34090
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: 6/5/2024

Page 304 ends

Ver. 20 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-11
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-040
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090 et. seq.

City Clerk CC-046
Redistricting Web Page /
District Boundary Web Page
(Map, Redistricting Process,
Agendas, Calendars, Notice,
etc.)
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
EC §21160(i) 21608(g); GC
§34090
City Clerk CC-041
Resolutions: City Council,
Redevelopment Agency,
Successor Agency, Oversight
Board, Fire Protection District
Board, Public Safety
Commission
P P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §34090
City Clerk CC-045
Secretary of State Statement
of Facts / Registry of Public
Agencies
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-042 Speaker Cards
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts used to
produce minutes; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 305 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

QC & OD
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
City
Manager CM-017 Art In Public Places Committee
MINUTES & BYLAWS P P Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
GC §§34090
City
Manager CM-002 Cable TV Complaints 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-003 City Council Correspondence Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
City
Manager CM-004 Council / Commission Contact
Forms
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary documents; GC
§34090 et seq.

City
Manager CM-005
Grand Jury Reports and
Responses (Regarding City
Operations)
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (the
Grand Jury keeps their reports 5
years); GC §34090
City
Manager CM-006 Proclamations / Commendations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City
Manager CM-007
Projects, Programs, Subject &
Issues (Issues and/or projects will
vary over time)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
City
Manager CM-008 Public Comment Cards 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024

Page 306 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

City
Manager CM-009 RCTV Message Request Forms 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

City
Manager CM-010 Speech Notes / PowerPoint
Presentations 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Finance CM-011 Travel / Conferences
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Invoices are maintained by
Finance; GC §34090.7
City
Manager CM-012
Videos (Public activity, etc. Not
City Council or Advisory Body
Videos, nor regular, ongoing
operations of the City)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Content does not relate in a
substantive way to the conduct
of the public's business; GC
§34090 et seq.

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

CITY MANAGER / COMMUNITY IMPROVEMENT
City
Manager /
Community
Improve.

CI-001 Citations Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
City
Manager /
Community
Improve.

CI-002
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
Minimum 2
years
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024

Page 307 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY SERVICES
Risk
Management CS-001 Accident / Incident Reports
(Members of the Public)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Community
Services CS-002
Activity / Special Programs /
Special Event Files & Reports /
ABC Permits, where required
After School, Children's Programs,
Cultural Arts, Sports, Seniors,
Filming, Theatre Programs etc.

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

QC & OD
Department preference; GC
§34090
Community
Services CS-003 Armored Car Manifests 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services CS-004
Art in Public Places / Artists in
Residence - Successful
Placements
P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Community
Services CS-005
Art in Public Places / Artists in
Residence - Unsuccessful
Proposals
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Community
Services CS-006
Artist Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

QC & OD
Upon
Completio
n
Department preference;
Statute of Limitations:

Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 308 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Community
Services CS-007 Attendance Tracking 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
2 years, unless it is a
preliminary draft; GC §34090
Community
Services CS-008
Capital Improvement Projects (CIP -
where Community Services is the
Lead): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, etc.

Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Some
grant funding agencies require
audits; Statute of Limitations
for Errors & Omissions is 10
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; CCP §337 et. seq., GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 309 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

QC & OD
Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes; GC
§34090
Community
Services CS-010
Class Instructors Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

QC & OD
Upon
Completio
n
Department preference;
Statute of Limitations:

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

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

QC & OD
Upon
Completio
n
Department preference;
Statute of Limitations:

Page 310 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. &
Finance CS-015 Credit Card Receipts 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference (not all detail is
sent to Finance); GC §34090
Community
Services CS-016 Customer Relations / Member
Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data fields are inter-related;
GC §34090 et seq.

Lead Dept. &
Finance CS-017
Deposits / Cash Receipts Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference (not all detail is
sent to Finance); GC §34090
Community
Services CS-018 Donations Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Community
Services CS-019 Evaluations / Surveys (of programs)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content does not relate in a
substantive way to the conduct
of the public's business; GC
§34090
Community
Services CS-020
Event Service Agreements / ESS
Contracts / Special Event Contacts
/ Professional Service Agreements
(PSAs)
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

QC & OD
Upon
Completio
n
Department preference;
Statute of Limitations:

Contracts & Spec's=4 years;
CCP §337 et. seq., GC §34090
Community
Services CS-021
Facility Use Rental Contracts / Field
Use Contracts / Facility Use
Requests (includes insurance
certificates and/or ABC Permit)
2 years 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services CS-022 Fundraising Events 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
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: 6/5/2024

Page 311 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. &
Finance CS-023 Gift Shop Sale Receipts 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference (not all detail is
sent to Finance); GC §34090
Community
Services CS-024
House Reports / Program Files /
Event Files / Sponsored Vouchers /
Coupons (Theatre)
Includes Contract Billing
Minimum 2
years
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Community
Services CS-025 Lewis Family Playhouse
Memberships
Inactive + 5
years
Inactive + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (meets
auditing standards); GC
§34090
Community
Services CS-026
Park and Recreation Commission

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

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

MINUTES RESOLUTIONS &
BYLAWS
P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
No
GC §34090
Community
Services CS-029
Performance Contracts
Includes Insurance Certificates and
Administration Records
Completion 5 years Completion +
5 years
Yes:

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

QC & OD
Upon
Completio
n
Department preference;
Statute of Limitations:

Page 312 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Community
Services CS-030 Photo Waivers 2 years 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services CS-031 Recreation Database (Active Net)
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; data is
interrelated; GC §34090
Community
Services CS-032
Registration / Applications /
Liability Forms / Release of Liability
Forms / Permissions: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years
Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services CS-033 Safety Inspections 2 years 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services CS-034 Schedules / Hours
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Services CS-035 Scholarships 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (meets
auditing standards); GC
§34090
Community
Services CS-037
Senior Advisory Committee - All
Records (Members are not
Appointed by the City Council)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services CS-039 Sign-in / Sign-Out Sheets for
classes and programs 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Services CS-040
Sports Advisory Committee - All
Records (Member are not
Appointed by the City Council)
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
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: 6/5/2024

Page 313 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Community
Services CS-041 Sports Organizations / Non-Profit
Organizations (Little League, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Services CS-042 Sports Score Sheets, Schedules
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts / Transitory
records - NOT made or
retained for the purpose of
preserving the informational
content for future reference,
GC §34090; 64 Ops. Cal. Atty.

Gen. 317 (1981))
Community
Services CS-043 Theatre Member Files / Patron Files
(Gym, etc.)
Minimum 2
years
Minimum 2
years
Yes:

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

QC & OD
Department Preference; GC
§34090
Community
Services CS-044 Ticket Stubs
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Lead Dept. CS-045
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
§§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: 6/5/2024

Page 314 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CS-046
Volunteer / Unpaid Intern
Applications & Agreements
(includes emergency contact
information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
1 year
Courts treat volunteers as
employees; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years; 29
CFR 1602.31 & 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12960, 34090; 29 USC 1113
Community
Services CS-047 Waivers of Liability 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
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: 6/5/2024

Page 315 ends

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

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

DEPARTMENT OF INNOVATION & TECHNOLOGY
Depart. of
Innovation
&
Technology
DOIT-001
Backups / Computer Backups
(ALL Disaster Recovery Computer
Backups)
When No
Longer
Required
When No
Longer
Required
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

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

Depart. of
Innovation
&
Technology
DOIT-003 Network Configuration Maps &
Plans 2 years 2 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Depart. of
Innovation
&
Technology
DOIT-003.5 Routine Video Monitoring 1 year 1 year Yes Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090.6(a)
Depart. of
Innovation
&
Technology
DOIT-004

UNALTERABLE MEDIA /

IMMUTABLE MEDIA (CLOUD

IMMUTABLE BACKUP) / WORM /
DVD-r / CD-r / Blue Ray-R or other
UNALTERABLE MEDIA that does
not permit additions, deletions, or
changes
P
P
Follows
Retention of
Official
Electronic
Record
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Page 316 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA), SUCCESSOR AGENCY Page ED-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

ECONOMIC DEVELOPMENT / FORMER REDEVELOPMENT / SUCCESSOR AGENCY Economic
Develop. /
Former
Redevelop
ment RDA /
Successor
Agency
ED-001
Economic Development Projects,
Programs, Subject & Issues
(Issues and/or projects will vary
over time)
Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Economic
Develop. /
Former
Redevelop
ment RDA /
Successor
Agency
ED-002 Mobile Home Accords P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Economic
Develop. /
Former /
Successor
Agency
ED-003 Real Estate Appraisals 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference, meets
municipal auditing standards;
GC §34090
City Clerk ED-004
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, etc.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
No
Finals are maintained by City
Clerk; GC §34090 et seq.

Economic
Develop. /
Former /
Successor
Agency
ED-005
Redevelopment Long Range
Property Management Plans,
Oversight Plans
Completion
+ 10 years
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024

Page 317 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA), SUCCESSOR AGENCY Page ED-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Economic
Develop. /
Former /
Successor
Agency
ED-006 Redevelopment Plans P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference for
Historical Purposes; GC §34090
Economic
Develop. /
Former /
Successor
Agency
ED-007
Redevelopment Projects & Project
Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP Projects,
and City Clerk has all Real
Property records for Permanent
retention)
Completion
+ 10 years
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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. /
Former /
Successor
Agency
ED-008 Relocations Completion
+ 5 years
Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference, meets
municipal auditing standards;
CCP §337 et seq.; GC §34090

ECONOMIC DEVELOPMENT / HOUSING
Economic
Develop. /
Housing
ED-009 Foreclosure Notices / Notices of
Defaults (NOD)
Disposition +
5 years
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Attorney preference; GC
§34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024

Page 318 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA), SUCCESSOR AGENCY Page ED-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Economic
Develop. /
Housing
ED-010
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

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

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

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR

97.42, GC §34090
Economic
Develop. /
Housing
ED-011
Housing Programs: Affordable
Housing Projects, Rehabilitation,
CDBG-funded Housing Projects,
etc.

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

QC & OD
HUD requires 5 years after the
agreement terminates;
Consistent with Consolidated
Plan Requirements; Required for
3-4 years from expenditure or
performance report; 2 CFR
200.334; 24 CFR 92.508(a)&(c)
& 570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC
§34090
Economic
Develop. /
Housing
ED-012
Loan Applications / Potential
Buyers Denied, Cancelled or
Withdrawn (First Time Home
Buyers, Life/Safety, Rehabilitation,
HOME, etc.)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024

Page 319 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT, (FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA), SUCCESSOR AGENCY Page ED-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Economic
Develop. /
Housing
ED-013
Preliminary Application Form
(required for a housing
development project that includes
residential units; form is provided
by California Department of
Housing & Community
Development
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Various benchmarks are placed
using the number of residential
dwelling units on the project site
within the last five years; GC
§§34090, 66300.

Page 320 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

ENGINEERING ADMINISTRATION (SEE CITY-WIDE)

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

Upon
Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
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; CCP §337 et.
seq., GC §34090
Engineering
Services /
Capital
Projects
ENG-002
Capital Improvement Projects
(CIP): Administration File / NOT
Scanned
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs &
Responses, Temporary
Easements, Construction
Manager's Logs, Daily Inspections,
Daily Logs, Photos, etc.

After QC
& OD
Department preference; Some
grant funding agencies require
audits; Statute of Limitations for
Errors & Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 321 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

After QC
& OD
Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes; GC
§34090
Engineering
Services /
Capital
Projects
ENG-004 Construction Inspection
Databases
Indefinite -
Minimum 10
years
Indefinite -
Minimum 10
years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Data Fields / Records are
interrelated; Covers Statute of
Limitations for Errors &
Omissions; GC §34090, CCP§
337.1 and 337.15
Engineering
Services /
Capital
Projects
ENG-005 Design & Construction Standards -
Authored by the City P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 322 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
Capital
Projects
ENG-006
Drawings, Maps, Plans and
Record Drawings, Large-Format
Drawings, Capital Improvement
Project "As-Built", Base Maps
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
No
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7

ENVIRONMENTAL PROGRAMS
Engineering
Services /
Environment
al Programs
ENG-007 CCTV - Storm Drains 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference
(Preliminary drafts); GC §34090
Engineering
Services /
Environment
al Programs
ENG-008 Construction Diversion / Deposit,
Reimbursement, etc. 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§34090
Engineering
Services /
Environment
al Programs
ENG-009
FOG (Fats, Oil & Grease) / Source
Control / Pretreatment Annual /
Semi-Annual Reports
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference;
Monitoring records required for
3 years; POTW reports are
required for 3 years; 40 CFR
403.12; GC §34090
Engineering
Services /
Environment
al Programs
ENG-010
Household Hazardous Waste /
Recycling/Disposal / Participant
Logs
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
14 CCR 18813.4; 22 CCR
66262.40 et seq.; GC §34090
Engineering
Services /
Environment
al Programs
ENG-011 Sanitary Spills and Overflows
(SSOs) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for a minimum of 5
years; SWRCB Order 2002-
0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); 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: 6/5/2024

Page 323 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
Environment
al Programs
ENG-011.5
Sewer System Management Plans
(SSMP) and Audits / Sanitary
Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer
Overflow Response Plan
Superseded +
5 years
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; SSMPs
are required to be updated
every 6 years; SSOs are
required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB General Order 2006-
03; & 2022-0103-DWQ; GC
§34090
Engineering
Services /
Environment
al Programs
ENG-012
Solid Waste Reduction /
Recycling / AB 939 Compliance /
Tonnage Reports / SB 1383
Compliance (Organic Waste
Collection and Recycling)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; SB
1383 compliance is required for
5 years; Low-Carbon Fuel
Standard regulations credits can
be received for 10 years, and
are eligible for an extension; 14
CCR § 18995;.2 H&S §39730.7;
GC §34090 et seq.

Engineering
Services /
Environment
al Programs
ENG-013 Solid Waste Tonnage / AB 939 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§34090
Engineering
Services /
Environment
al Programs
ENG-014 Stormwater Illicit Discharges 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD 2
years
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
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: 6/5/2024

Page 324 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
Environment
al Programs
ENG-015 Stormwater Monitoring / NPDES
Monitoring and Inspection 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

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

After QC
& OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Engineering
Services /
Environment
al Programs
ENG-017 Stormwater: NPDES Annual
Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes:

After QC
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44
Engineering
Services /
Environment
al Programs
ENG-018 Stormwater: NPDES Permits Expiration + 5
years
Expiration +
5 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44; CCP §337 et
seq.

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

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

After QC
& OD
Department preference; GC
§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 325 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

ENGINEERING SERVICES / GENERAL ENGINEERING
Engineering
Services /
General
Engineering
ENG-021 Aerial Maps (Analog / Historical) P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
No
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-022 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-023
Correspondence - Regulatory
Agencies Not Related to a CIP
(State & Federal Agencies, EPA,
Health Department, etc.)
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Some
correspondence from
Regulatory Agencies need to be
retained for long periods of time;
GC §34090
Engineering
Services /
General
Engineering
ENG-024
Encroachment Permits /
Excavation Permits: Temporary
(Street Permits, Temporary
Construction, Sidewalk Repairs,
Traffic Control, Utility Cuts etc.)
Includes Insurance Certificates
Final /
Completion +
2 years
Final /
Completion +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC § 34090
Engineering
Services /
General
Engineering
ENG-025
Encroachments - Permanent
(Permanent structures in the City's
Right of Way)
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
General
Engineering
ENG-026 Engineering Permits Database Indefinite -
Permanent
Indefinite -
Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Data Fields / Records are
interrelated; Some
Encroachment Permits are
Permanent; 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: 6/5/2024

Page 326 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

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

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

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

After QC
& OD
Department preference; Drafts
should be destroyed; GC
§34090
City Clerk ENG-032 Public Works Subcommittee
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090.7
City Clerk ENG-033
Recorded Documents: ALL -
Deeds, Easements, Liens &
Releases, Rights of Way, Notices
of Completion, Recorded
Agreements / Contracts, Certificate
of Compliance, etc.

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

Copies -
When No
Longer
Required
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
No
Even if documents are e-
recorded, send all finals to the
City Clerk; GC §34090 et seq.

Page 327 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

ENGINEERING SERVICES / LAND DEVELOPMENT AND TRANSPORTATION Building ENG-034 Plan Checks for Building Permits 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090 et seq.

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

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

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

TPMs, TSMs
Upon
Completion 10 years Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Statute of Limitations for Errors
& Omissions is 10 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
CCP §337 et. seq., GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 328 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

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

After QC
& OD
Department preference;
retained for disaster
preparedness purposes; GC
§34090
Police ENG-037 Traffic Collision Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
copies; GC §34090.7
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-038 Traffic Congestion Management
Plans / Transportation Plans 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 329 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-10
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
Land Dev. &
Transportatio
n
ENG-039 Traffic Counts 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-040 Traffic Investigation Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-041 Self-Haul Permits 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-042 Traffic Speed Surveys 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference
(required every 5 years, but can
be extended to 7 or 10 years);
GC §34090
Engineering
Services /
Land Dev. &
Transportatio
n
ENG-043
Transportation Studies / Traffic
Studies / Warrants: Signals, Stop
Signs, Crossing Guards, etc.

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

After QC
& OD
Department preference; GC
§34090

ENGINEERING SERVICES / RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES Engineering
Services /
RCMU
RCMU-001 Applications for Service 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 330 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-11
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. RCMU-002 AQMD Permits (Generators, etc.) 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Engineering
Services /
RCMU
RCMU-003 Armored Car Manifests 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Engineering
Services /
RCMU
RCMU-004
Bulk Power Log Sheets /
Purchasing / Suppliers
(Evaluations, Financial Data.

Reports or Studies)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

Page 331 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-12
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

After QC
& OD
Complet.
+ 10
years
Department preference;
retained for disaster
preparedness purposes; GC
§34090
Engineering
Services /
RCMU
RCMU-007 Customer Information Service
(CIS) Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years

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

After QC
& OD
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Engineering
Services /
RCMU
RCMU-008
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Licenses and
Regulatory Correspondence
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-009
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Reports
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 332 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-13
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk RCMU-010 Easements
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(copies); GC §34090.7
Engineering
Services /
RCMU
RCMU-011 Electricity Drawings / As-Builts /
Record Drawings P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference
(Engineering has originals); GC
§34090.7
Engineering
Services /
RCMU
RCMU-012
Equipment Records (Manuals,
Tests, Inspections, Studies,
Reports)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; CCP
§337 et. Seq., GC §34090
Engineering
Services /
RCMU
RCMU-013 Facility Histories / Infrastructure
Design P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Lead Dept. RCMU-014
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
AQMD Rule 1470; GC §34090
Lead Dept. RCMU-015
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Engineering
Services /
RCMU
RCMU-016 Joint Pole Agreements, History,
Maintenance (Card Files) P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-017 Joint Pole Invoices / Accounts
Receivable 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (meets
municipal government auditing
requirements); GC §34090
Engineering
Services /
RCMU
RCMU-018 Load Records 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 333 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-14
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
RCMU
RCMU-019 Payments / Credit Card Receipts -
RCMU 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference (meets
auditing standards); GC §34090
Engineering
Services /
RCMU
RCMU-020 Power Operations Reports /
Outage Reports 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-021 Power Outage Report Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090
Engineering
Services /
RCMU
RCMU-022 Power Trading / Power Scheduling
(Check Out Worksheets)
Completion +
3 years 2 years Completion +
5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference
(auditing standards are 5
years); GC §34090
Engineering
Services /
RCMU
RCMU-023 Power Trading / Power Scheduling
(Confirmations, Invoices) 3 years 4 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-024 Power Trading / Power Scheduling
(Pathing Sheets) 3 years 4 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-025
Regulatory Agency Audits: CEC,

CFTC, CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-026
Regulatory Agency Compliance
Reports & Confirmations: ,

CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-027
Regulatory Agency
Correspondence: , CPUC, EPA,

FERC, NERC, NPDES, WECC,
etc..

Minimum 10
years
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 334 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-15
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
RCMU & Gas
RCMU-028
Regulatory Agency Inspections: ,

CPUC, EPA, FERC, NERC,
NPDES, WECC, etc.
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU & Gas
RCMU-029
Regulatory Agency Licenses: ,

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

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

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-030
SCADA Database (Electricity)
(Supervisory Control and Data
Acquisition)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Data is interrelated; Databases
where sewer records may be
stored are required for 5 years;
SWRCB Order 2022-0103-
DWQ; GC §§34090, 12168.7
Engineering
Services /
RCMU
RCMU-031 SCADA Printouts / Reports / Log
Books
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Data is interrelated; Databases
where sewer records may be
stored are required for 5 years;
SWRCB Order 2022-0103-
DWQ; Preliminary drafts - if not
drafts, then 2 years; GC
§§34090,12168.7
Engineering
Services /
RCMU
RCMU-032 Solar Power Production Operating
Data Logs / Diaries 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Lead Dept. RCMU-033 Underground Service Alerts
(USA's) 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference
(required for 3 years); GC
§§4216.2(d) & 4216.3(d), 34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 335 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES (CIP, General Eng, Land Dev. Transportation)
Page ENG-16
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years

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

After QC
& OD
Data is interrelated; Databases
where sewer records may be
stored are required for 5 years;
SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340
et seq., 342, GC §34090
Division
Providing
Service /
Work
RCMU-035
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required

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

After QC
& OD
Preliminary drafts (the database
is the original); GC §34090
Division
Providing
Service /
Work
RCMU-036
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
City Preference; May contain
sewer records, which are
required for 5 years; SWRCB
Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342;
CCP §§338 et seq., 340 et seq.,
342, GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 336 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

ENVIRONMENTAL PROGRAMS
Engineering
Services /
Environment
al Programs
ENV-001 CCTV - Storm Drains 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference
(Preliminary drafts); GC §34090
Engineering
Services /
Environment
al Programs
ENV-002 Construction Diversion / Deposit,
Reimbursement, etc. 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§34090
Engineering
Services /
Environment
al Programs
ENV-003
FOG (Fats, Oil & Grease) / Source
Control / Pretreatment Annual /
Semi-Annual Reports
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
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
ENV-004
Household Hazardous Waste /
Recycling/Disposal / Participant
Logs
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
14 CCR 18813.4; 22 CCR
66262.40 et seq.; GC §34090
Engineering
Services /
Environment
al Programs
ENV-005 Sanitary Spills and Overflows
(SSOs) 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for a minimum of 5
years; SWRCB Order 2022-
0103-DWQ; 2002-0103-DWQ
& 2006-03; 40 CFR 122.41(j)(2);
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: 6/5/2024

Page 337 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
Environment
al Programs
ENV-006
Sewer System Management Plans
(SSMP) and Audits / Sanitary
Spills Overflow Prevention Plan
(SSOPP) and Sanitary Sewer
Overflow Response Plan
Superseded +
5 years
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; SSMPs
are required to be retained 5
years, and updated every 6
years; SSOs are required for a
minimum of 5 years; 40 CFR
122.41(j)(2); SWRCB General
Order 2006-03; & 2022-0103-
DWQ; GC §34090
Engineering
Services /
Environment
al Programs
ENV-007
Solid Waste Reduction /
Recycling / AB 939 Compliance /
Tonnage Reports / SB 1383
Compliance (Organic Waste
Collection and Recycling)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Engineering
Services /
Environment
al Programs
ENV-008 Solid Waste Tonnage / AB 939 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC
§34090
Engineering
Services /
Environment
al Programs
ENV-009 Stormwater Illicit Discharges 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 338 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Engineering
Services /
Environment
al Programs
ENV-010 Stormwater Monitoring / NPDES
Monitoring and Inspection 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
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
ENV-011 Stormwater: Business Inspections 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44;
GC §34090
Engineering
Services /
Environment
al Programs
ENV-012 Stormwater: NPDES Annual
Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes:

After QC
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41, 122.44
Engineering
Services /
Environment
al Programs
ENV-013 Stormwater: NPDES Permits Expiration + 5
years
Expiration +
5 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
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
ENV-014 Stormwater: TMDL Plan (Total
Maximum Daily Load) Plan 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
40 CFR §§122.21, 122.41,
122.44; GC §34090
Engineering
Services /
Environment
al Programs
ENV-015
Water Quality Management Plans
(Commercial, Private
Development)
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 339 ends

Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

FINANCE / ACCOUNTING AND FINANCIAL REPORTING
Finance /
Accounting
& Financial
Reporting
FIN-001
1099's / 1096's / DE542
(California Report of Independent
Contractors)
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530, GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-002
Accounts Payable / Invoices and
Backup
(Includes Invoices, Travel
Expense Reimbursements,
Warrant Request, etc.)
2 years 5 years 7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 1
year
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
GC §§60201(d)(12), 34090
Finance /
Accounting
& Financial
Reporting
FIN-003
Accounts Receivable -
Miscellaneous - Damage to
Public Property, Invoices to
Outside Entities, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC
§§34090, 60201 et seq.

Finance /
Accounting
& Financial
Reporting
FIN-004 Audit Work Papers 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-004.1 Audits - Annual Financial
Reports 2 years P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-005
Audits - Single Audits, Grant
Audits, IRS Audits,
Transportation Audits, PERS
Audit, etc.
2 years 3 years after
Audit
5 years after
Audit
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards);GC §§34090, 60201
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: 6/5/2024

Page 340 ends

Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-006
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

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

Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Accounting
& Financial
Reporting
FIN-007.1 Budget Appropriation Transfer
Requests 2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
auditing standards; GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-008
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 2 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-009
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Cash Reports / Petty Cash
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC
§§34090, 60201 et seq.

Page 341 ends

Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-010 Checks / Warrants (Cashed) 3 years 4 years 7 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
May contain Fire District
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
GC §§ 34090, 60201(d)(12)
Finance /
Accounting
& Financial
Reporting
FIN-011
Collections / Collection Agency
Case Files & Statements /
Delinquent Accounts
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
Delinquencies remain on credit
reports for 7 years; GC
§§34090, 60201 et seq.

Finance /
Accounting
& Financial
Reporting
FIN-012
DE-6, DE-7, DE-9, DE-43, W-3, &
DE-166, 941 Forms, IRS 5500
Forms (Employee Benefit Plans),
PERS / FICA & Medicare
Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years 2 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

FTB: 3 years; IRS Reg
§31.6001-1(e)(2), R&T §19530;
29CFR 516.5 - 516.6, 29USC
436, GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-013 Deferred Compensation (City
Statements) 2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Produced by Deferred Comp.

Provider; GC §34090, 26 CFR

31.6001.1
Finance /
Accounting
& Financial
Reporting
FIN-014 Escheat (Unclaimed money /
uncashed checks) 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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), 1355.
1519; 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: 6/5/2024

Page 342 ends

Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-015 FEMA Reimbursement / OES
Reimbursements 1 year 9 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-016 Financial Services Database
Indefinite -
Minimum 7
years
Indefinite -
Minimum 7
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data is interrelated; Meets
municipal government auditing
standards; May include
Employee Reimbursement; GC
§§34090; 60201(d)(12)
Finance /
Accounting
& Financial
Reporting
FIN-017 Fixed Assets 2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (bond
auditing purposes; IRS
regulations state, "…material
records should generally be kept
for as long as the bonds are
outstanding, plus 3 years after
the final redemption date of the
bonds"); 26 CFR 1.6001-1(e);
GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-018 Journal Entries / Journal
Vouchers 2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

31.6001-1
Finance /
Accounting
& Financial
Reporting
FIN-019
Payroll File (By Employee Name)
Includes W-4, other payroll forms
Separation +
2 years 5 years Separation +
7 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
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: 6/5/2024

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Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-020 Payroll Reports - Annual Detail P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for
SBCERA Buy-backs; GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-021
Payroll Reports - Periodic
(includes Deduction Registers,
Leave Registers, Time
Transaction Reports, etc.)
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Grant
Auditing Purposes; May contain
independent contractor's
compensation, expense
reimbursement, or District credit
card records; Meets municipal
government auditing standards;
GC §60201(d)(12); GC §§34090,
60201
Finance /
Accounting
& Financial
Reporting
FIN-022
Reports / Finance Reports
created from Database;
Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue & Expenditure
Reports, etc. (MONTHLY OR

PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (The
Financial System Database is
the original; reports are
considered drafts or copies); GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-023
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas Tax,
MOE (Maintenance of Effort)
Report, Street Report, etc.
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC
§§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-024 Returned Checks / NSF Checks 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC
§§34090, 60201
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: 6/5/2024

Page 344 ends

Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Accounting
& Financial
Reporting
FIN-025
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD 2
years
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; GC §60201(d)(12);
GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-025.1 Vehicle Titles (Pink Slips) - All
Vehicles
Sale or
Disposal
Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I
Department Preference; this is a
State record, must be given to
the buyer; GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-026 W-2's 2 years 5 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Grant
Auditing Purposes; Meets
municipal government auditing
standards; GC §60201(d)(12);
GC §§34090, 60201
Finance /
Accounting
& Financial
Reporting
FIN-027 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS auditing standards;
GC §§34090, 60201
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: 6/5/2024

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Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

FINANCE / BUDGET MANAGEMENT
Finance /
Budget
Manage.

FIN-028
Budgets - Preliminary, Proposed,
Backup Documents
(The Final Budget is maintained
by the City Clerk)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts; GC §§34090,
60201

FINANCE / BUSINESS LICENSE & REVENUE
Finance /
Business
License &
Revenue
FIN-029 Business License & Permit
Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §§34090, 60201
Finance /
Business
License &
Revenue
FIN-030 Business License & Permit
Applications and Changes P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (Used by
Planning for Zoning
Clearances); GC §§34090,
60201 et seq.

Finance /
Business
License &
Revenue
FIN-031 Business License & Permit
Renewals 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (meets
municipal government auditing
requirements); GC §§34090,
60201 et seq.

FINANCE / SPECIAL DISTRICTS
Finance /
Special
Districts
FIN-031.5
Assessment Districts, Street
Lighting and Landscape Districts
Formation and Boundaries /
Engineer’s Reports (Proposed
Annual Assessments for Districts)
P P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§§34090, 60201
Finance /
Special
Districts
FIN-032
Assessment Rolls / Lighting and
Landscape Districts / Special
District Assessment Rolls (to Tax
Assessor for Tax Rolls)
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC
§§34090, 60201 et seq.

Page 346 ends

Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Finance /
Special
Districts
FIN-033
Community Parks and Landscape
Citizens’ Oversight Committee
(Landscape Maintenance
Districts / Special Districts)
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag
OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
State law only requires for 30
days; GC §54953.5(b)
Finance /
Special
Districts
FIN-034
Community Parks and Landscape
Citizens’ Oversight Committee
(Landscape Maintenance
Districts / Special Districts)

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

QC & OD
No
Formerly Planned Communities
Citizens' Oversight Committee;
Send originals to the City Clerk;
GC §§34090, 60201.7
Finance /
Special
Districts
FIN-035
Community Parks and Landscape
Citizens’ Oversight Committee
and Landscape Maintenance
Districts Citizens' Oversight
Committee

AGENDAS & AGENDA

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

QC & OD
Department preference;
Formerly Planned Communities
Citizens' Oversight Committee;
Original Staff Reports are filed in
the project file; GC §§34090,
60201
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: 6/5/2024

Page 347 ends

Ver. 24.0 RECORDS RETENTION SCHEDULE: FINANCE
(Accounting and Financial Reporting, Budget Man., Business Lic. Rev., Special Districts, Treasury Man.) Page FIN-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

FINANCE / TREASURY MANAGEMENT
Finance /
Treasury
Manage.

FIN-036 Bankruptcies - NOT pursued
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts not retained in
the ordinary course of business;
GC §§34090, 60201
Finance /
Treasury
Manage.

FIN-037 Bankruptcies - Where a claim is
filed 10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference
(negative information remains on
credit ratings for 7 years); GC
§§34090, 60201
Finance /
Treasury
Manage.

FIN-038 Investment Reports & Backup /
Treasury Reports 2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§§34090, 60201
Finance /
Treasury
Manage.

FIN-039
Investments / Arbitrage /
Certificate of Deposit / Investment
Bonds (Receipts / Advisor
Reports / Trade Tickets / LAIF
(Local Agency Investment Fund))
5 years 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; FTC Reg's
rely on "self-enforcement";
GC§§ 34090, 43900
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024

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Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-001
Benefit Plan Documents
(CalPERS, Optical, Dental,
etc.)
Duration of
the Contract
and/or
disposition of
any
enforcement
action + 2
years
Duration of
the Contract
and/or
disposition of
any
enforcement
action + 2
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires
1 year after benefit plan
termination; State Law
requires 2 years after action;
29 CFR 1627.3(b); 29 USC
1027; GC §§12946, 12960,
34090, 60201
Human
Resources HR-002
Classification / Reorganization
Studies (for employee
classifications and department
structures)
Minimum 3
years
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are
1 or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946,
12960, 34090, 60201
Human
Resources HR-003 Compensation Surveys &
Studies
Minimum 3
years
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 HR-027 COVID-19 Notifications to
Employees 3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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: 6/5/2024

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Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-004
California Civil Rights
Department (CRD) /
Department of Fair
Employment & Housing (DFEH
or EEOC) Claims / Harassment
Claims
Final
Disposition +
4 years
Final
Disposition +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 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
Human
Resources HR-005 DMV Pull Notices
2 years After
Superseded,
or Upon
Separation
2 years After
Superseded,
or Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

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

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Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-006 Drug & Alcohol Test Results
(All - Positives and Negatives) 6 years 6 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference;
D.O.T. Requires 5 years for
positive tests, 1 year for
negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090, 60201; 49
CFR 655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR
653.71
Human
Resources HR-006.1 EEO-4 Reports 3 years 3 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32;
GC §34090, 60201
Human
Resources HR-007 Employee Investigations
Minimum
Final
Disposition +
4 years
Minimum
Final
Disposition +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; All
State and Federal laws
require retention until final
disposition of formal
complaint; State requires 4
years after "fully and finally
disposed"; 2 CCR 11013
7287.0; GC §§12946, 12960,
34090, 60201
Human
Resources HR-008
Ethics Training Certificates /
Harassment Prevention
Training Certificates
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
GC §§53235.2(b),
53237.2(b), 34090, 60201
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Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-009 I-9s Separation +
3 years
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

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

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

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

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Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-012
Personnel Files - Background
Files (Fire, Executives,
Information Technology)
Separation +
3 years 3 years Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for
promotion, demotion,
transfer, selection, or
discharge; State Law requires
4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
Human
Resources HR-013
Personnel Files - Benefit File
Includes Application,
Evaluations, Policies, Oaths of
Office, PAFs (Personnel
Action Forms), etc.

Separation +
3 years 3 years Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

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Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Separation +
3 years 3 years Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
Human
Resources HR-015
Personnel Files - Medical File
(all employees)
Pre-employment Medical
Clearances, ADA
Accommodations, Respirator
Fit Tests, etc.

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

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

QC & OD
Separation +
1 year
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090,
60201
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Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Separation +
3 years 3 years Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090, 60201;
29 USC 1113
Human
Resources HR-027 Recruitment Database
(NeoGov) 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 HR-017
Recruitment and Testing File
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes,
Job Brochures, Test Data,
Testing Analysis & statistical
Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 11013
7287.0(c)(2), GC §§12946,
12960, 34090, 60201
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Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-018
Studies & Surveys Conducted
on Behalf of the City (Sick
Leave, Attrition, Benefits, etc.)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
2 years, unless it is a
preliminary draft; GC
§§34090, 60201 et seq.

Human
Resources HR-018.5
Verifications of Employment,
Child Support: Third party
form requests for verification of
employment, child support, etc.
2 years
When No
Longer
Required
2 years
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Not an Agency record /
Content does NOT relate in a
substantive way to the
conduct of the public's
business; GC §34090 et seq
Human
Resources HR-018.6
Workplace Violence – Hazard
identification, evaluation,
correction, incident logs,
investigations, etc.
5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD LC §6401.9(f), GC §34090

RISK MANAGEMENT
Human
Resources /
Risk Manag.

HR-019
Accident / Incident Reports /
Injury Reports (Potential
Claims - medical and non-
medical that do not result in a
claim.)
32 years 32 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CCP
§340.5, GC §§34090, 60201
et seq.

Human
Resources /
Risk Manag.

HR-020 Claim Runs 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Page 356 ends

Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources /
Risk Manag.

HR-021 Claims (Includes Litigated
Claims) Resolution 5 years Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Settled
Claim must be filed within 6
months, lawsuit within 2
years; complaints against
peace officers within 5 years;
Statute of Limitations for
contracts is 4 years; wrongful
death for construction is
completion + 5 years; CCP §§
337 et seq.; GC §§ 911.2,
34090, 34090.6, 60201
Human
Resources /
Risk Manag.

HR-022 Insurance Polices (City-owned
policies) P P Mag, Mfr,
OD, Ppr S / I Yes: After

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

Human
Resources /
Risk Manag.

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

QC & OD
OSHA requires 5 years; State
law requires 2 years; 8 CCR
14300.33, 8 CCR
§3203(b)(1), GC §34090; LC
§6429c
Human
Resources /
Risk Manag.

HR-024 Subpoenas / Summons 2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §§34090, 60201 et seq.

Human
Resources /
Risk Manag.

HR-025 Workers Compensation Claim
Runs / Monthly Reports 5 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets auditing standards; GC
§§34090, 60201 et seq.

Page 357 ends

Ver. 21.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & RISK MANAGEMENT Page HR-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources /
Risk Manag.

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

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

QC & OD
Department preference; Files
maintained separately;
Claims can be made for 30
years for toxic substance
exposure; 8 CCR 5144, 8
CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC
§§12946, 12960, 34090,
60201
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 358 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

LIBRARY
Library LIB-001
Board of Library Trustees

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

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

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

After QC
& OD 10
years
GC §34090
Lead Dept.
& Finance LIB-004
Cash Receipts Report / Detail /
Backup / Accounts Receivable
Detail / Refund Detail
2 years 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
City preference (not all detail is
sent to Finance); GC §34090
Library LIB-005 Complaints and Compliments 2 years 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LIB-006 Flyers for Library Programs
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Drafts; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 359 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Library LIB-007
Grants: LSCA (Library Services
and Construction), LSTA (Library
Services and Technology), SLRC
(State Literacy Resource Centers),
CLLS (California Library Literacy
Services); CLSA (California Library
Services Act) and PLF (Public
Library Foundation) ONLY. For all
others, follow City-wide Schedule.
(SUCCESSFUL Reports, and
Financial Information) Send copy
of application and award to Finance
2 years
Final
Expenditure
+ 3 years
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Per California State Library
Records Management Program
Requirements (April 27, 1998); GC
§34090
Library LIB-008 Library Card Applications
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
When
Inactive
Department preference (the
database is the original record);
GC §34090
Library LIB-009 Library Systems: ILS Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090
Library LIB-010
Library Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Waiting
2 years 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LIB-011 Library Volunteer / Unpaid Intern
Logs (Hours) 2 years 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After 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: 6/5/2024

Page 360 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

Library LIB-012
Library Volunteers / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion,
transfer, selection, or discharge;
29 CFR 1602.31 and
1627.3(b)(1)(i)&(ii), GC §§ 12960,
34090
Library LIB-013 Passport Transmittals 2 years 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LIB-014 Problem Patron File Minimum 2
years
Minimum 2
years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC
§§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 361 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

PLANNING
State of
California
Planning
PL-002 Alcohol Beverage Control License
Applications (ABC Applications)
2 years
When No
Longer
Required
2 years
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(Non-Records)
Planning PL-003 Annexations / Boundaries /
Consolidations / LAFCO 1 year P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Land Records; GC §34090
Planning PL-006
Design Review Committee
(Subcommittee of Planning
Commission)

AGENDAS, AGENDA PACKETS,

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

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

After QC
& OD
Department preference;
GC§§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 362 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-033
Environmental Impact Reports
(EIRs), Negative Declarations,
etc.) / CEQA / NEPA
Correspondence and staff notes
that provide insight into the project
or the agency’s CEQA compliance
with respect to the project
Project
Approval or
Denial + 2
years
Project
Approval or
Denial + 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
or the agency’s CEQA
compliance with respect to the
project — are not within the
scope of section 21167.6,
subdivision (e) and need not be
retained." Golden Door
Properties, LLC v. Superior
Court of San Diego County
(County of San Diego, et al.,
Real Parties in Interest)
(D076605, D076924, D076993)
(4th Dist. 2020); PRC 21167,6;
GC §34090
Planning PL-009
Environmental Determinations:

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

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

Environmental Impact Reports
(EIRs), Negative Declarations,
etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Non-records; EIRs and Negative
Declarations within the City
Boundaries are with the project
file
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 363 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

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

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

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

After QC
& OD
Department Preference; GC
§34090
Planning PL-014 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Planning PL-026 Mills Act Contracts 1 year P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

AGENDAS & AGENDA

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

After QC
& OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Planning PL-016
Planning and Historic Preservation
Commission
AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Mag
OD
Department preference; State
law only requires for 30 days;
GC §54953.5(b)
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: 6/5/2024

Page 364 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-017
Planning and Historic Preservation
Commission

MINUTES, BYLAWS &

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

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

After QC
& OD
Department preference; GC
§34090
Planning PL-018 Planning Project Log of
Applications, Database
Indefinite -
Permanent
Indefinite -
Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

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

After QC
& OD
Department preference; Final
environmental determinations
are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC§§34090,
34090.7
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 365 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Planning PL-027
Preliminary Review / Courtesy
Review - PLANS, PROPOSALS,
other Documents belonging to
Applicant
When No
Longer
Required
When No
Longer
Required

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

After QC
& OD
Applicant's proposals / plans
can be destroyed When No
Longer Required, as no
application has been submitted,
and they are not City records;
GC §34090
Planning PL-020
Preliminary Review / Courtesy
Review - APPLICATIONS, other
City Records
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Applicant's proposals / plans
can be destroyed When No
Longer Required, as no
application has been submitted,
and they are not City records;
GC §34090
Planning PL-028 Sign Permits
Life of Sign,
Minimum 2
years
Life of Sign,
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

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

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

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

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

Minimum 2
years
Minimum 2
years
Yes:

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

After QC
& OD
Department preference;
GC§§34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 366 ends

Ver. 19.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

AGENDAS, & AGENDA

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

After QC
& OD
Department preference; Original
Staff Reports are filed in the
project file; GC §34090
Planning PL-024 Zoning Maps (Historically
Significant) 1 year P P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
No
Department Preference; GC
§34090.7
Planning PL-025 Zoning Ordinance Amendments,
Reclassifications / Zone Change 1 year P P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD 1
year
Department Preference
(copies); GC §34090.7
Planning PL-023 Zoning Verification Letters 1 years P P Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 367 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

PROCUREMENT
Procure-
ment PUR-001 Procurement Database (Planet
Bids)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Procure-
ment PUR-002 Purchase Orders / Requisitions 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years GC §34090, CCP §
337
Procure-
ment PUR-003 Request for Proposals 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC
§34090
Procure-
ment PUR-004 Surplused Equipment / Disposal 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I
Yes: After

QC & OD
No
Department Preference; meets
municipal government auditing
standards; Statute of Limitations
is 4 years GC §34090, CCP §
337
Procure-
ment PUR-005 Unsuccessful Bids / Evaluations 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 6/5/2024

Page 368 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / MAINTENANCE / FACILITIES
Lead Dept. PW-001 AQMD Permits (Generators, etc.) 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works
/ Maint. /
Facilities
PW-002 Facility Inspections 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. PW-003
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD AQMD Rule 1470; GC §34090
Lead Dept. PW-004
Generator Operation Logs &
Inspections - Portable /
Emergency Generators
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Lead Dept. PW-005 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Division
Providing
Service /
Work
PW-006
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management
System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years

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

QC & OD
Data is interrelated; Databases
where sewer records may be
stored are required for 5 years;
SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340
et seq., 342, GC §34090
Division
Providing
Service /
Work
PW-007
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database
is the original); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 369 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service /
Work
PW-008
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; May contain
sewer records, which are
required for 5 years; SWRCB
Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342;
CCP §§338 et seq., 340 et seq.,
342, GC §34090

MAINTENANCE / PARKS & LANDSCAPE
Public Works
/ Maint. /
Parks &
Landscape
PW-009 Arbor Day / Tree City USA, etc. 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. PW-010 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works
/ Maint. /
Parks &
Landscape
PW-011 Park Safety Checklist 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Maint. /
Parks &
Landscape
PW-012 Pesticide Use Permits &
Applications 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference
(agricultural pesticide records
are required for 2 years); GC
§34090; 3 CCR 6623
Public Works
/ Maint. /
Parks &
Landscape
PW-013 Playground Inspections 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Page 370 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Public Works
/ Maint. /
Parks &
Landscape
PW-014 Sidewalk Complaints - Parks 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Maint. /
Parks &
Landscape
PW-015 Tree Inventory
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works
/ Maint. /
Parks &
Landscape
PW-016 Tree Maintenance Work Orders 30 years 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Division
Providing
Service /
Work
PW-017
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management
System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years

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

QC & OD
Data is interrelated; Databases
where sewer records may be
stored are required for 5 years;
SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340
et seq., 342, GC §34090
Division
Providing
Service /
Work
PW-018
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required

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

Page 371 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service /
Work
PW-019
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; May contain
sewer records, which are
required for 5 years; SWRCB
Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342;
CCP §§338 et seq., 340 et seq.,
342, GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 6/5/2024

Page 372 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

MAINTENANCE / STREETS & FLEET
Public Works
/ Maint. /
Streets &
Fleets
PW-020
Aboveground Diesel Storage
Tanks (Agency Owned)
Spill Prevention Control and
Countermeasures (SPCC),
Inspections, Integrity Testing,
Maintenance, Repairs
Life of the
Tank
20 years
Life of the
Tank
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; EPA
FAQs recommend Life of the
Tank; applies to both Tier I and
Tier II Tanks; (Tier II tanks are
required to have an integrity test
every 20 years); GC §§34090,
60201
Lead Dept. PW-021 AQMD Permits (Fuel Usage) 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works
/ Maint. /
Streets &
Fleets
PW-022 Hazardous Waste Manifests /
Certificates of Disposal 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (City
has "cradle to grave" liability);
40 CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40
Lead Dept. PW-023 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. PW-024
Pre-Trip Inspections / DOT
Program / CHP Inspections /
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
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: 6/5/2024

Page 373 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Public Works
/ Maint. /
Streets &
Fleets
PW-025 Sidewalk Complaints - Right of
Way 10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC
§34090
Public Works
/ Maint. /
Streets &
Fleets
PW-026 Sidewalk Inspection Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works
/ Maint. /
Streets &
Fleets
PW-027
Stormwater: Operation &
Maintenance (Catch Basins, Field,
General Cleaning, Open Channels,
Slots, Stormwater Treatment
Measures and Trash Cleaning)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
40 CFR §§122.21, 122.41,
122.44; GC §34090
Lead Dept. PW-028 Underground Service Alerts
(USA's) / Dig Alerts 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; entered
into DigAlert Software the
Excavator, Operator and the
Regional Notification Center has
the obligation to retain the
notice Required for 3 years; GC
§§4216.2(f) & 4216.3(d), GC
§34090
Public Works
/ Maint. /
Streets &
Fleets
PW-029
Underground Storage Tanks (City-
Owned - Removed)
Location, Soil Remediation
10 years P P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
1 year
Department Preference
(required for the life of the tank);
23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et. seq.

Page 374 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Public Works
/ Maint. /
Streets &
Fleets
PW-030 Used Oil Disposal 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et
seq.

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

Disposal of
Vehicle or
Equipment +
2 years
Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. Seq., GC §34090
Division
Providing
Service /
Work
PW-032
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management
System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years

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

QC & OD
Data is interrelated; Databases
where sewer records may be
stored are required for 5 years;
SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340
et seq., 342, GC §34090
Division
Providing
Service /
Work
PW-033
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required

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

Page 375 ends

Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service /
Work
PW-034
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; May contain
sewer records, which are
required for 5 years; SWRCB
Order 2022-0103-DWQ; CCP
§§338 et seq., 340 et seq., 342;
CCP §§338 et seq., 340 et seq.,
342, GC §34090

SAFETY / ADMINISTRATION
Public Works
/ Safety
Admin.

PW-035 Employee Training File (Training
Certificates)
Separation +
3 years
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Page 376 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES
Engineering
Services /
RCMU
RCMU-001 Applications for Service 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC
§34090
Lead Dept. RCMU-002 AQMD Permits (Generators, etc.) 5 years 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Engineering
Services /
RCMU
RCMU-003 Armored Car Manifests 2 years 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Engineering
Services /
RCMU
RCMU-004
Bulk Power Log Sheets /
Purchasing / Suppliers
(Evaluations, Financial Data.

Reports or Studies)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 377 ends

Ver. 25.0 RECORDS RETENTION SCHEDULE: RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

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

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

After QC
& OD
Department Preference; GC
§34090
Engineering
Services /
RCMU
RCMU-009
Department of Energy (DOE) &
Federal Energy Regulatory
Commission (FERC) Reports
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Page 378 ends

Rancho Cucamonga City CouncilAugust 20, 2025

Rancho Cucamonga City Council
August 20, 2025