Rancho Cucamonga City Council
May 6, 2026

Docusign Envelope ID: 507B7D65-6EBB-4A6D-A35D-9A6EE93BEDF9 ATTACHMENT 2

Docusign Envelope ID: 507B7D65-6EBB-4A6D-A35D-9A6EE93BEDF9 4/1/2026 | 9:15 AM PDT

Docusign Envelope ID: 507B7D65-6EBB-4A6D-A35D-9A6EE93BEDF9

DATE: May 6, 2026
TO: Mayor and Members of the City Council
FROM: Elisa C. Cox, City Manager
INITIATED BY: Jennifer Hunt Gracia, Deputy City Manager Michael Parmer, Engagement and Special Programs Director SUBJECT: Consideration to Approve Amendment No. 1 of Professional Services Agreement 2025-067 with Willdan Engineering for Consulting Services on the City Electric System Infrastructure Extending the Agreement Terms and Contract Amount for a Not-to-Exceed $172,800 from the Purchased Power Account (Fund 705). (CITY)
RECOMMENDATION:

Staff recommends the City Council approve amendment no. 1 of Professional Services Agreement 2025-067 with Willdan Engineering for consulting services on the City Electric System Infrastructure exercising the first option to renew for an additional year and increasing the total compensation from $172,800 to $345,600.

BACKGROUND:

A vacancy in staffing at the professional management level within the Rancho Cucamonga Municipal Utility (RCMU) has created a skills and technical knowledge gap in the division. While this vacancy was filled in early Fiscal Year 2025/2026, electric utilities are highly regulated and require specialized expertise to navigate and interpret regulations, oversee power resource requirements and schedule power resource needs, review electrical utility rate structures, and more. Further, there are critical upcoming projects that need specialized knowledge to ensure they are supported from design through construction. One such project is the development of a second substation. RCMU’s first substation was built in 2003 when RCMU first began providing electric services to customers. The current substation is approaching its capacity limit and building a second substation will allow RCMU to accommodate future growth.

ANALYSIS:

For over 30 years, Willdan Engineering has assisted over 90 local governments and utilities to deliver energy efficiency, load capacity procurement, new construction, and demand response.

Willdan runs electric utility operations primarily on the east coast of the United States; however, they have an extensive network of utility experts that they can leverage to meet the needs of RCMU. Contracting with Willdan Engineering will enable RCMU to continue to leverage their expertise in the operation and maintenance of RCMU’s electric system infrastructure, provide input and direction on utility system extensions (such as the second substation), advise on RCMU’s upcoming electrical utility rate structure for the forthcoming electric substation, and will advise City staff on utility division business and work plans to meet City goals and objectives.

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On May 21, 2025, the City entered into a contract with Willdan Engineering to provide the City and Rancho Cucamonga Municipal Utility consulting services on the City Electric System Infrastructure. The original agreement terms were for one (1) year with the option to renew in one (1) year increments to a total of three (3) years. This will be the first option to renew, extending the contract an additional year from May 22, 2026 through May 21, 2027, and increasing the total not-to-exceed compensation under the agreement to $345,600.

FISCAL IMPACT:

The cost for these services for an additional year is for an amount not-to-exceed $172,800 and will be covered through the Purchased Power account (F705 SC1409).

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This item addresses the City Council’s core value for promoting and enhancing a safe and healthy community for all by ensuring that the City’s electric infrastructure is well-maintained, reliable, and is able to serve the needs of customers, while growing strategically.

ATTACHMENTS:

Attachment 1 - CO2025-067 Amendment No. 1
Attachment 2 - CO2025-067

ATTACHMENT 1
AMENDMENT NO. 1
to
Professional Services Agreement (CO# 2025-067)
between
Willdan Engineering (hereinafter “Consultant”)
and
City of Rancho Cucamonga (hereinafter the “City”)
This Amendment No. 1 will serve to amend the Professional Services Agreement (hereinafter “Agreement”), CO# 2025-067, to incorporate the following:

The above mentioned PSA has been in effect for one (1) year and the Consultant and City mutually agree to extend the Agreement for one (1) year.

This Amendment serves as the City exercising its first one (1) year option, extending the Agreement Term Date to May 21, 2027. This is the first one (1) year option of a total of three (3) one (1) year increment extensions pursuant to Agreement CO#2025-067 Section 2. Term of Agreement.

Section 3.1 Compensation.

City shall compensate Consultant as set forth in Exhibit A, provided, however, that full, total and complete amount payable to Consultant shall not exceed $345,600.

All other Terms and Conditions of the original Agreement CO# 2025-067, will remain in full effect.

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Amendment by way of signature by both parties and on the date indicated below. Please return two (2) original signed copies to the City no later than 06/04/2026. The City will process both copies for signature and provide Consultant with one (1) fully executed copy of the Amendment.

Willdan Engineering
By:

Name Date
City of Rancho Cucamonga
By:

Name Date
Title Title
By:

Name Date
By:

Name Date
Title
(two signatures required if corporation)
Title


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DATE: May 6, 2026
TO: Mayor and Members of the City Council
FROM: Elisa C. Cox, City Manager
INITIATED BY: Julie A. Sowles, Deputy City Manager
Jevin Kaye, Finance Director
Rick Flinchum, Deputy Finance Director
SUBJECT: Consideration to Approve Amendment No. 3 of Contract Number 2025-026 with Eide Bailly, LLP for an Amount Not-to-Exceed $1,070,000 to Continue to Provide Accounting and Financial Consulting. (CITY) RECOMMENDATION:

Staff recommends the City Council approve Amendment No. 3 of Contract Number 2025-026 with Eide Bailly, LLP for an amount not to exceed $1,070,000 to continue to provide accounting and financial consulting services on a limited term basis, focused on completing critical financial stabilization efforts and transitioning responsibility to City staff.

BACKGROUND:

Over the last two years, the City’s Finance Department has experienced significant turnover in key leadership and technical positions, resulting in gaps in institutional knowledge, delays in core financial processes, and increased reliance on external support to maintain operational continuity.

Since March 2025, Eide Bailly, LLP has been engaged to stabilize Finance Department operations and rebuild foundational practices. Their work has included development of monthly and year-end closing procedures, reconciliation of bank accounts, capitalization of fixed assets in Workday, audit preparation support, and implementation of process improvements designed to strengthen internal controls and financial reports.

ANALYSIS:

While meaningful progress has been made over the past year, the Finance Department remains in a transitional phase. Amendment No. 3 is intended to provide targeted, short-term support to complete remaining critical workstreams and ensure a successful transition to fully staffed internal operations.

Key reasons for continuing the contract include:
•Completion of Critical Backlog and Audit Readiness: while foundational processes have been established, several time-intensive activities – such as completing bank reconciliations, refining Workday financial processes, and preparing for the upcoming audit cycle – remain in progress and require continuity of support to avoid disruption. •Knowledge Transfer to Newly Hired Staff: the Department has recently filled several key positions, including a Finance Manager and additional accounting staff. This amendment prioritizes structured knowledge transfer from Eide Bailly to City staff to ensure long-term

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sustainability and reduce reliance on consultants.
•Stabilization of Core Financial Functions: the Department is transitioning from recovery phase to stabilization phase. Continued support will allow for refinement of processes, documentation, and internal controls to ensure consistency and audit readiness going forward.

This amendment is also structured with the expectation that reliance on Eide Bailly will phase down towards the end of FY 2026-27. Key transition triggers include:
•Completion of backlog items
•Successful completion of the FY 2025-26 audit cycle without significant reliance on consultant-led preparation
•Demonstrated ability of internal staff to independently perform monthly and year-end close processes
•Full transition of Workday-related accounting processes and reporting to City staff FISCAL IMPACT:

Additional appropriation has been recommended in the 3rd Quarter budget report and will be requested, if necessary, in any future recommended budget or quarterly report.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

The approval of this item supports the City Council’s core value of providing a sustainable future and the City’s commitment to prosperity.

ATTACHMENTS:

Attachment 1 – Eide Bailly Amendment Letter

eidebailly.com
901 Via Piemonte, Ste. 450 • Ontario, CA 91764-8504 • T 909.466.4410 • F 909.466.4431 • EOE February 10, 2026
Jevin Kaye, Fi
nance Director
City of Rancho Cucamonga
10500 Civic Center Drive
Rancho Cucamonga, CA. 91730
Dear Mr. Kaye,
Thank you for giving Eide Bailly the opportunity to provide continued services to the City. Pursuant to our Agreement for professional services dated March 10, 2025, we have prepared this amendment to our Agreement to increase the compensation set forth in Section 3.1 of the Agreement. The fee for this amendment is $500,000 bringing the Agreement total to $1,195,000.

The terms and definitions used herein are those set forth in the Agreement.

There shall be no change to the Scope of Work.

This Amendment and the Agreement contain the entire agreement between the Parties wi th respect to the
subject matter hereof, and they supersede all prior or contemporaneous agreements in connection with the subject matter. Nothing in this Amendment relieves the Consultant of its obligation to perform as required by the Agreement or any previous Addendums or Amendments unless expressly stated herein. No modification of this Amendment or the Agreement shall be binding unless executed in writing by the Parties hereto. Except as expressly modified herein, the terms and provisions of the Original Agreement remain in full force and effect.

This Amendment and other actions and documents related to the original Agreement may be executed in any number of counterparts, each of
which when executed and delivered will for all purposes be deemed to be an original, and all of which taken together will constitute one and the same document. The counterparts of this Amendment and all other actions and documents executed in connection herewith may be executed and delivered by facsimile or other electronic signature by any of the parties to any other party and the receiving party may rely on the receipt of such document so executed and delivered by facsimile or other electronic means as if the original had been received. The parties agree that the electronic signature of a party to this Amendment and any other actions and documents related to the original Agreement, shall be as valid as an original signature of such party and shall be effective to bind such party to this Amendment. The parties agree that any electronically signed document (including this Amendment) shall be deemed (i) to be “written” or “in writing,” (ii) to have been signed and (iii) to constitute a record established and maintained in the ordinary course of business and an original written record when printed from electronic files.

ATTACHMENT 1

For fiscal years subsequent to the one ending June 30, 2026, Eide Bailly will increase its rates by 3.5%.

Accordingly, our fees will be invoiced on an hourly basis pursuant to the chart below.

EB Staff Hourly Rate Hourly Rate*
Partner
Director
Senior Manager
$396
$374
$339
$410
$387
$351
Manager
Supervisor
$284
$251
$294
$260
Senior Associate $215 $223
Staff Associate $170 $176
*effective July 1, 2026
Services are
expected to be performed remotely. Where an on-site visit seems warranted, we will make every effort to accommodate it.

It is expected that the City accepts responsibility for the results of the services being provided and agrees to perform the following functions in connection with this engagement:
 Make all management decisions and perform all management functions,  Designate a
competent individual to oversee the services,
 Evaluate
the adequacy and results of the services performed,
 Acce
pt responsibility for the results of the services, and
 Establish and maintain internal controls, including monitoring ongoing activiti es.

Sincere
ly,
Dr. Bradford Rockabrand, CPA
Partner
*************************************************************** RESPONSE:

This letter correctly sets forth our understanding.

Acknowledged and agreed on behalf of City of Rancho Cucamonga by:

Name: _______________________________________________________________ Title: ________________________________________________________________ Date: ________________________________________________________________

DATE:May 6, 2026
TO:Mayor and Members of the City Council
President and Members of the Board of Directors
FROM:Elisa C. Cox, City Manager
INITIATED BY: Peter Castro, Deputy City Manager
Maritza Martinez, Public Works Services Director
Danny Akers, Public Works Services Deputy Director
Mike McCliman, Fire Chief
Andy Miller, Facilities Superintendent
Mark Medina, Management Analyst I
SUBJECT: Consideration of Amendment No. 4 to Contract No. 2022-069 with Able Building Maintenance (ABM) for Window Cleaning Services in an Amount Not to Exceed $130,000 for City and Fire District Facilities for FY 2026-

27. (CITY/FIRE)
RECOMMENDATION:

Staff recommends the City Council and Fire Board of the Rancho Cucamonga Fire Protection District approve Amendment No. 4 to Contract No. 2022-069 with Able Building Maintenance extending the term of the contract to June 30, 2027, in an amount not to exceed $130,000 for City and Fire District facilities during FY 2026-2027.

BACKGROUND:

On June 1, 2022, the City Council and Board of Directors accepted the bids received for window cleaning services and awarded Contract No. 2022-069 to Able Building Maintenance. The contract has an option to renew in one year increments up to a total contract term of seven years ending June 30, 2029. With the third year coming to an end, staff is requesting the City Council and Board of Directors renew Contract No. 2022-069 with Able Building Maintenance for an additional year for window cleaning services with an annual not to exceed amount of $130,000.

ANALYSIS:

Able Building Maintenance has submitted a Letter of Intent expressing their desire to continue providing window cleaning services for the City and Fire District during FY 2026-27 with a 3% rate increase. Able Building Maintenance has been competitive, responsive and continues to provide great service to the City and Fire District. If approved, Amendment 4 to Contract No. 2022-069 will extend the term of the contract to June 30, 2027 with a 3% rate increase to the service provided. A copy of this agreement is available in the City Clerk’s Office.

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FISCAL IMPACT:

Appropriation will be included in the 2026-27 Proposed Budget for Council review in the following account numbers in Fund 001 (general fund), Fund 700 (sports complex fund) and Fund 281 (fire fund):

Account No. Funding Source Description Amount
F001CC312SC2101 General Fund General Facilities $100,000 F700CC312SC2101 General Fund Sports Complex $23,993
F281CC529SC2101P0128 Fire Fund Fire Facilities $6,007
The contract spending limit of $130,000 includes a contingency of $30,430 for unforeseen extra work.

COUNCIL MISSION / VISION / GOAL(S) ADDRESSED:

This item addresses the City Council’s core value of promoting a safe and healthy community.

ATTACHMENTS:

Attachment 1 - Amendment No. 4
Attachment 2 - LOI and Rate Sheet

Initials
Contract 2022-069 Amendment 4

AMENDMENT NO. 4
to
Agreement (CO 2022-069)
between
Able Building Maintenance (hereinafter Contractor)
and
City of Rancho Cucamonga (hereinafter “City”)
and the
Rancho Cucamonga Fire Protection District (RCFPD)

This Amendment No. 4 will serve to amend the Professional Services Agreement (hereinafter “Agreement”), CO# 2022-069 to incorporate the following:

RECITALS
A. City, RCFPD and Contractor entered into the Agreement on June 1, 2022 pursuant to which Contractor is in the business of citywide window cleaning services; and B. Customer and Contractor desire to set forth in this Amendment Number Four (4) certain modifications to the Agreement, and
C. In all other respects, the Agreement, as amended shall control the relationship between the Parties.

NOW, THEREFORE, in consideration of the Recitals and for other goods and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

Item 1: The term of the agreement is hereby extended to June 30, 2027 in an amount that shall not exceed $130,000 for City and RCFPD facilities during the period July 1, 2026 through June 30, 2027.

Said extension will be in accordance with Contractor’s letter of intent dated March 31, 2026, attached hereto as Exhibit A.

Item 2: Contract rates effective July 1, 2026 through June 30, 2027 are attached hereto as Exhibit B.

All other Terms and Conditions of the original Agreement CO 2022-069 will remain in full effect.

IN WITNESS WHEREOF, the parties, through their respective authorized representatives, have executed this Amendment by way of e-signature by both parties and on the date indicated below. Please electronically sign through Docusign no later than May 5, 2026. The Contractor will be provided one (1) fully executed copy of the Amendment once all e-signatures are obtained.

Rancho Cucamonga
CONTRACT NO.

CO 2022-069
ATTACHMENT 1

Initials
Contract 2022-069 Amendment 4

Able Building Maintenance

By:

Name Date
City of Rancho Cucamonga

By:

Name Date

Title Title

Rancho Cucamonga Fire Protection District

By:

Name Date
By:

Name Date

Title
(two signatures required if corporation)

Exhibit A

14201 Franklin Avenue, Tustin, CA 92780

March 31st, 2026

Mark Medina, MBA | Management Analyst I

Public Works Services Department | City of Rancho Cucamonga

8794 Lion Street, Rancho Cucamonga, CA 91730

RE: City of Rancho Cucamonga Window Cleaning Services Contract

Dear Mr. Medina,

This letter is to notify the City of Rancho Cucamonga of ABM’s intent to continue providing window cleaning services for the Rancho Cucamonga Portfolio for the fiscal year starting on July 1, 2026, and ending on June 30, 2027.

Below you will find the pricing sheet for fiscal year 2026 - 2027.

Please feel free to contact me at Jonathan Barrales at (925) 941-7512 or via email at [email protected], should you have any questions or concerns.

Best Regards,

Jonathan Barrales
Branch Manager
ATTACHMENT 2

Exhibit B

Vendor: Able Building Maintenance
Project: Window Cleaning Services for Various City Facilities Subject: Pricing for July 1, 2026 through June 30, 2027

Item No. Bldg/Site Frequency Annual Periods Periodic Price Annual Price

City Hall
Cleaning interior Glass and Sills (less Cupola and Main 1 Entrance)
Cleaning Exterior Glass and sills (less Cupola and Main 2 Entrance
3 Cleaning Interior Main Entrance Façade and doors
4 Cleaning Exterior Main Entrance Façade and doors
5 Cleaning Interior Cupola
6 Cleaning Exterior Cupola

Public Safety
7 Cleaning Interior Glass and Sills
8 Cleaning Exterior Glass and Sill

Victoria Gardens Cultural Center
Cleaning Interior Glass and Sills (less Cupola and Main Semi Annual
Quarterly
Bi Monthly
Bi Monthly
Semi Annual
Semi Annual

Quarterly
Quarterly

2 $ 711.90

4 $ 711.90
6 $ 203.94
6 $ 203.94
2 $ 153.47
2 $ 153.47

4 $ 713.79
4 $ 713.79

$ 1,423.8

$ 2,846.6
$ 1,223.64
$ 1,223.64
$ 306.94
$ 306.94
$ 7,331.56.

$ 2,855.16
$ 2,855.16
$ 5,710.32
9 Entrance) Semi Annual 2
Cleaning Exterior Glass and Sill (less Cupola and Main
$ 1,427.58 $ 2,855.16

10 Entrance) Bi Monthly 6 $ 713.79 $ 4,282.74
11 Cleaning Interior Main Entrance Façade and Doors Monthly 12 $ 407.88 $ 4,894.56 12 Cleaning Exterior Main Entrance Façade and doors Monthly 12 $ 407.88 $ 4,894.56 13 Cleaning Interior Cupola Semi Annual 2 $ 153.47 $ 306.94 14 Cleaning Exterior Cupola Semi Annual 2 $ 153.47 $ 306.94 $ 17,540.9
Victoria Gardens Public Safety
15 Cleaning Interior Glass and Sills Semi Annual 2 $ 153.47 $ 306.94 16 Cleaning Exterior Glass and Sills Bi Monthly 6 $ 153.47 $ 920.82 $ 1,227.76
Central Park/Community Centers
17 Cleaning Int. Glass Incl. Entry Arch and Partisans Bi Monthly 6 $ 1,697.44 $ 10,184.64 18 Cleaning Exterior Glass and Sills Monthly 12 $ 1,083.56 $ 13,002.72 $ 23,187.36
Epicenter/Sports Complex
Cleaning exterior concourse (includes all 3 levels of 19 Epicenter & Exterior concessions) Monthly 12 $407.88 $4,894.56
Cleaning interior concourse (includes 5 interior arches,

20 gift shop and interior concessions) 29 $ 203.94 $ 5,914.26 21 Cleaning interior stadium (includes exterior side of suites) 29 $ 203.94 $ 5,914.26 $ 16,723.08
Archibald Library
22 Cleaning Int. Glass Incl. Entry Arch Semi Annual 2 $ 713.79 $ 1,427.58 23 Cleaning Exterior Glass and Sills Quarterly 4 $ 713.79 $ 2,855.16 $ 4,282.74
Lions Center ‐ East
24 Cleaning Interior Glass and Sills Quarterly 4 $ 153.47 $ 613.88 25 Cleaning Exterior Glass and Sills Bi Monthly 6 $ 153.47 $ 920.82 $ 1,534.7

Exhibit B

Vendor: Able Building Maintenance
Project: Window Cleaning Services for Various City Facilities Subject: Pricing for July 1, 2026 through June 30, 2027

Item No. Bldg/Site
Lions Center ‐ West
Frequency Annual Periods Periodic Price Annual Price
26 Cleaning Interior Glass and Sills Quarterly 4 $ 153.47 $ 613.88 27 Cleaning Exterior Glass and Sills Bi Monthly 6 $ 153.47 $ 920.82 RC Family Resource Center
$ 1,534.7
28 Cleaning Interior Glass and Sills Bi Monthly 6 $ 153.47 $ 920.82 29 Cleaning Exterior Glass and Sills Bi Monthly 6 $ 153.47 $ 920.82 9th Street Corporate Yard
$ 1,841.64
30 Cleaning Interior Glass and Sills Quarterly 4 $ 103.00 $ 412.00 31 Cleaning Exterior Glass and Sills Quarterly 4 $ 103.00 $ 412.00 Animal Care and Adoption Center
$ 824.00
32 Cleaning Interior Glass and Sills Quarterly 4 $ 305.91 $ 1,223.64 33 Cleaning Exterior Glass and Sills Quarterly 4 $ 305.91 $ 1,223.64 Public Works Services Administration Building
$ 2,447.28
34 Cleaning Interior Glass and Sills Quarterly 4 $ 407.88 $ 1,631.52 35 Cleaning Exterior Glass and Sills Quarterly 4 $ 407.88 $ 1,631.52 RC Sports Center
$ 3,263.04
36 Cleaning of the Exterior Windows Semi Annual 2 $ 713.79 $ 1,427.58 37 Cleaning of the Interior Windows Annual 1 $ 713.79 $ 713.79 38 Cleaning of the Interior Partition Glass Quarterly 4 $ 153.47 $ 613.88 Fire Station 8
$ 2,755.25
39 Cleaning Interior Glass and Sills Quarterly 4 $ 394.43 $ 1,577.75 40 Cleaning Exterior Glass and Sills Quarterly 4 $ 554.14 $ 2,216.56 $3,794.31
Service Calls ‐ Outside the basic services
1a Service Call Cleaning (interior) 1b Service Call Cleaning (exterior) Per Man-hour Per Man-hour
39 Regular Working Hours Per Man-hour $ 149.00
40 After Hours Per Man-hour $ 149.00
41 Holiday Hours Per Man-hour $ 149.00
$ 93,998.64

Janitorial/Custodial Services
Day Porter Service
Ambassador Service
Parking
Transportation
Facilities Engineering
HVAC/Mechanical
EV Charging Stations
Other

DATE: May 6, 2026
TO: Mayor and Members of the City Council
FROM: Elisa C. Cox, City Manager
INITIATED BY: Jennifer Hunt Gracia, Deputy City Manager Michael Parmer, Engagement and Special Programs Director Trina Valdez, Utilities Operations Supervisor
SUBJECT: Consideration of Amendment No. 18 to the Agreement with Pacific Utility Installation, Inc. (Contract No. 19-085) in the Amount of $145,700, Plus a 10% Contingency and Appropriation of Funds in the Amount of $160,270 from the Municipal Utility Fund (Fund 705) for the CVWD Well Pump Project. (CITY)
RECOMMENDATION:

Staff recommend the City Council:

1. Approve the plans and specifications for the CVWD Well Pump (Project) on file with the City Engineer;

2. Conditionally award and authorize the execution of an amendment to the existing agreement with Pacific Utility Installation, Inc. (CO19-085), the lowest responsive bidder for the Project, in the amount of $145,700;

3. Authorize the expenditure of a 10% contingency in the amount of $14,570;

4. Authorize the appropriation in the amount of $160,270 to account number F705CC304SC7009 (Utility Infrastructure); and

5. Authorize the inclusion of additional revenue in the amount of $145,700 into account number F705CC000RC4401 (Reimbursement from Applicant) into the current fiscal year budget.

BACKGROUND:

The Rancho Cucamonga Municipal Utility is preparing to serve a Cucamonga Valley Water District (CVWD) Well Pump located at the northwest corner of Sixth Street and Utica Avenue.

This project will require a 12 kilovolt (kV) line extension from an existing switch on Utica Avenue to a new transformer on Sixth Street which will include approximately 820 feet of cable, interception of existing conduit and trenching approximately 106 feet to add new conduit.

ANALYSIS:

A Request for Proposals for the Project was prepared and sent out to RCMU’s three (3) pre- qualified vendors on March 11, 2026. On March 26, 2026, three (3) bids were received for the Project. Staff reviewed the bids and found Pacific Utility Installation, Inc., the lowest responsive bidder for the Project. Staff find the bid to be reasonable and meet the requirements of the bid documents. A copy of Amendment No. 18 to the Agreement with Pacific Utility Installation, Inc. is on file with the City Clerk’s office.

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The scope of the proposed award will be funded by the Applicant. To meet the Applicant’s timeline for energizing the project, staff is seeking a conditional award effective upon receipt of the funds from the Applicant.

FISCAL IMPACT:

The total cost of the Project is $145,700. Staff anticipates receiving funding up to $145,700 from the Applicant for the scope of work under the proposed amendment. Expenditures and revenue for this project have not been included in the Fiscal Year 2025/26 Adopted Budget, therefore, an appropriation is needed for project expenditures and to amend the budget for revenue reimbursed by the applicant in the following accounts and amounts:

Account No. Funding Source Description Amount
F705CC304SC7009 Municipal Utility Fund
(Fund 705)
CVWD Well Pump $160,270
F705CC000RC4401 Municipal Utility Fund
(Fund 705)
Reimbursement from
Applicant
$145,700
COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

This item addresses the City Council’s vision for the City by ensuring the construction and maintenance of high-quality public improvements that promote a world class community.

ATTACHMENTS:

None.

DATE: May 6, 2026
TO: Mayor and Members of the City Council
FROM: Elisa C. Cox, City Manager
INITIATED BY: Matt Marquez, Economic Development Director Jason Welday, Engineering Services Director
Flavio Nunez, Management Analyst II
SUBJECT: Consideration of Resolution No. 2026-025 Declaring Certain City-Owned Property (APN 1108-011-17-0000) as Exempt Surplus Land Pursuant to Government Code Section 54221(f)(1)(N) and Finding Exemption from the California Environmental Quality Act. (RESOLUTION NO. 2026- 025) (CITY)
RECOMMENDATION:

Staff recommend the City Council adopt Resolution No. 2026-025 Declaring City-Owned Property (APN 1108-011-17-0000) as exempt surplus land pursuant to Government Code Section 54221(f)(1)(N) and Finding Exemption from the California Environmental Quality Act.

BACKGROUND:

The subject property, identified as Assessor Parcel Number (APN) 1108-011-17-0000, is located along Cherry Avenue, immediately west of Interstate 15, within the City of Rancho Cucamonga.

The parcel was acquired by the City from the California Department of Transportation (Caltrans) as surplus land. At the time of acquisition, a specific project was not identified for the property, but its acquisition provided an opportunity for development of potential recreation or green space to serve the immediate community and region. However, since its purchase, it has been determined that such green space or recreational facilities would be better suited to be included in the future development of vacant land to the north of the site. As a result, the property is currently not being utilized for any City purpose.

In accordance with the Surplus Land Act (Government Code Section 54220 et seq.), public agencies must formally declare property as either “surplus land” or “exempt surplus land” prior to disposition. Government Code Section 54221(f)(1)(N) updated the definition of "Agency's Use" to include sites for broadband equipment or wireless facilities. As such the subject Parcel, if sold, would be used for a State broadband and/or wireless facility project which aligns with the City’s goals for expansion of internet and fiber technology to serve our community.

ANALYSIS:

Staff has evaluated the subject property and determined that its size and irregular configuration make it unsuitable for City operations or use. Additionally, the parcel does not contain, nor is it needed for any future right-of-way or infrastructure improvements. Based on this determination, the City must take formal action under the Surplus Land Act prior to any future disposition of the

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property.

The property qualifies as Exempt Surplus Land pursuant to Government Code Section 54221(f) (1)(N).

Declaring the property as exempt surplus land provides the City with flexibility to evaluate and pursue the most appropriate next steps, which may include sale, transfer, or other disposition strategies. This action does not commit the City to a specific course of action but ensures compliance with State law and establishes a framework for future decision-making.

FISCAL IMPACT:

There is no immediate fiscal impact associated with the declaration of the property as exempt surplus land. Future actions related to the disposition of the property may result in revenue to the City.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

N/A
ATTACHMENTS:

Attachment 1 – Resolution No. 2026-025
Attachment 2 – Vicinity Map

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RESOLUTION NO. 2026- 025

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

RANCHO CUCAMONGA DECLARING PURSUANT TO
GOVERNMENT CODE SECTIONS 54221(f)(1)(N) AND
54221(f)(1)(E) THAT CERTAIN REAL PROPERTY OWNED BY

THE CITY GENERALLY LOCATED AT INTERSECTION OF
CHERRY AVENUE AND I-15 FREEWAY IN THE CITY OF
RANCHO CUCAMONGA (APN 1108-011-17-0000) IS EXEMPT
SURPLUS LAND AND NOT NECESSARY FOR THE CITY’S USE,

FINDING THAT SUCH DECLARATION IS EXEMPT FROM

ENVIRONMENTAL REVIEW UNDER THE CALIFORNIA

ENVIRONMENTAL QUALITY ACT, AND MAKING RELATED

FINDINGS
WHEREAS, the City of Rancho Cucamonga (“City) is the owner in fee simple of a certain parcel of real property generally located at intersection of Cherry Avenue and the I-15 Fwy. in the City of Rancho Cucamonga and described in Exhibit “A”, attached hereto and made a part of hereof (the “Parcel”); and
WHEREAS, under Section 54221(b) of the Surplus Land Act, Government Code Sections 54220-54234 (the “Act”), surplus land is land owned in fee simple by the City for which the City Council takes formal action in a regular public meeting declaring the land is surplus and not necessary for the City’s use. The Act provides that land must be declared either surplus land or exempt surplus land before the City may take any action to dispose of it consistent with the City’s policies or procedures; and WHEREAS, under the Act, land is necessary for the City’s use if the land is being used, or is planned to be used pursuant to a written plan adopted by the City Council, for City work or operations; and
WHEREAS, the Parcel is approximately 145,022 square feet (3.33 acres) and generally located at the intersection of Cherry Avenue and the I-15 Fwy. The City acquired the Parcel as surplus land from the California Department of Transportation; and WHEREAS, City staff has evaluated the Parcel for its potential to be used for other City municipal use or operations and has determined that the Parcel is not suitable for the City’s use because it (1) the size and irregular shape of the parcel renders it unusable for any City operations; and (2) the Parcel lacks any improvements that are needed by the City for future use or operations; and
WHEREAS, Government Code Section 54221(f)(1)(N) updated the definition of "Agency's Use" to include sites for broadband equipment or wireless facilities.

WHEREAS, the Parcel will be used for a State broadband and/or wireless facility project ; and

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WHEREAS, the City Council desires to declare that the Parcel is exempt surplus land pursuant to Government Code Sections 54221(f)(1)(N) and not necessary for the City’s use; and
WHEREAS, the Act provides that the City may dispose of property declared exempt surplus land without further regard to the requirements of the Act, except for the requirement to notify the California Department of Housing and Community Development (“HCD”) at least 30 days prior to disposition of the property.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rancho Cucamonga as follows:

Section 1.The above recitals are true and correct and are a substantive part of this Resolution.

Section 2.Pursuant to Government Code Sections 54221(b), the City Council hereby declares that the Parcel is exempt surplus land and not necessary for the City’s use.

Section 3.The Parcel constitutes exempt surplus land pursuant to statutory exemptions under Government Code Sections 54221(f)(1)(N).

Section 4. The City Council has reviewed this Resolution with respect to the applicability of the California Environmental Quality Act (Public Resources Code Section 21000 et seq.) (“CEQA”). The City Council hereby finds that the City Council’s designation of the Parcel as exempt surplus land does not have the potential for creating a significant negative effect on the environment and therefore the adoption of this Resolution is exempt from further review under CEQA because it is not a project as defined in Section 150060(c)(3) of the State CEQA Guidelines.

Section 5. Staff of the City are hereby authorized and directed to provide a copy of this Resolution to HCD in the form and manner required by HCD at least 30 days prior to the disposition of the Parcel.

Section 6.The City Engineer is hereby authorized to do all things which he may deem necessary or proper to effectuate the purposes of this Resolution, and any such actions previously taken are hereby ratified and confirmed.

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Section 7.The City Clerk shall certify to the adoption of this Resolution.

PASSED, APPROVED, AND ADOPTED this __ day of _________, 2026. _____________________________________
L. Dennis Michael, Mayor
I, KIM SEVY, CITY CLERK of the City of Rancho Cucamonga, California, do hereby certify that the foregoing Resolution was duly passed, approved and adopted by the City Council of the City of Rancho Cucamonga, California, at a Regular Meeting of said City Council held on the ____ day of ________, 2024.

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAINED: COUNCILMEMBERS:

ATTEST:
__________________________
KIM SEVY, City Clerk

Exhibit A
Description of the Parcel
Parcel No. DD004461- 01- 03
That portion of Grant Deed to the State of California recorded November 18, 1974, in Book 8559, Pages 60 through 65 of Official Records, in the Office of the San Bernardino County Recorder, in the City of Rancho Cucamonga, County of San Bernardino, State of California, lying northwesterly of the following described line:

BEGINNING at the easterly terminus of Course "P" as described in said Grant Deed; thence Course "Z") South 44° 39' 44" West 1, 776. 81 feet to a point 60. 00 feet easterly of and parallel with the West line of the Northwest Quarter of Section 26, Township 1 North, Range 6 West, San Bernardino Meridian, according to the Official Plat thereof; being the POINT OF TERMINUS of said reference line.

EXCEPTING THEREFROM all that portion lying northerly of Courses " P" through " T" as described in said Grant Deed.

There shall be no abutter' s rights, including rights of access, appurtenant to the above described real property in and to the adjacent State highway along hereinabove said Course " Z".

Attachment 2 - Vicinity Map

Subject Property: Assessor Parcel Number (APN) 1108-011-17-0000 Summit Ave.

Wilson Ave.

Cherry Ave.

DATE: May 6, 2026
TO: Mayor and Members of the City Council
FROM: Elisa C. Cox, City Manager
INITIATED BY: Jennifer Gracia, Deputy City Manager
Michael Parmer, Engagement and Special Programs Director Erika Lewis-Huntley, Management Analyst III
SUBJECT: Consideration of a Resolution Authorizing Application for, and Receipt of, Prohousing Incentive Program Funds. (RESOLUTION NO. 2026- 027) (CITY)
RECOMMENDATION:

Staff recommends the City Council adopt a resolution authorizing application for, and receipt of Prohousing Incentive Program (PIP) funds and authorize the City Manager, or designee, to execute any documents necessary or appropriate to secure the grant.

BACKGROUND:

On September 30, 2025, the California Department of Housing and Community Development (HCD) released a Notice of Funding Availability (NOFA) for approximately $8 million under Round 4 of the Prohousing Incentive Program (PIP). The PIP is a state-funded program established through Senate Bill 2 (SB 2, Atkins, Chapter 364, Statutes of 2017), which created the Building Homes and Jobs Trust Fund to support affordable housing efforts statewide. A portion of these funds is allocated to the PIP to incentivize jurisdictions that adopt prohousing policies and strategies and accelerate housing production. PIP funds are awarded on a competitive basis for planning and implementation activities related to housing and community development.

Jurisdictions that have not previously received PIP funding are prioritized in the award process.

The City is eligible to apply for up to $1.15 million, with the final award amount dependent on the number and competitiveness of applications received statewide.

ANALYSIS:

The Prohousing Incentive Program complements HCD’s Prohousing Designation Program by providing funding to jurisdictions that have implemented policies that facilitate housing development. Funding is based on a combination of a base award, determined by population size, and a bonus award, based on a jurisdiction’s Prohousing Designation score. The program is designed to encourage jurisdictions to obtain a Prohousing Designation and reward those that pursue additional prohousing policies to achieve higher designation scores. By earning a Prohousing Designation, jurisdictions gain access to exclusive funding opportunities and receive additional points in competitive state funding programs.

The City received its Prohousing Designation in 2024, enabling participation in the Prohousing Incentive Program. The City was previously awarded $1.15 million in Round 2 PIP funding, which was allocated toward an affordable for-sale housing project focused on “missing middle” housing,

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supporting homeownership opportunities for workforce households. The project is currently in the predevelopment phase. While the City remains eligible to apply for Round 4 funding, priority will be given to jurisdictions that have not previously received PIP funds. Program funds may be used for a range of eligible activities, including:
•The predevelopment, development, acquisition, rehabilitation, and preservation of multifamily, residential live-work, rental housing that is affordable to extremely low-, very low-, low-, and moderate-income households, including necessary operating subsidies. •Affordable rental and ownership housing that meets the needs of a growing workforce earning up to 120 percent of area median income, or 150 percent of area median income in high-cost areas.
•Matching portions of funds placed into local or regional housing trust funds. •Matching portions of funds available through the Low- and Moderate-Income Housing Asset Fund pursuant to Health and Safety Code section 34176(d). •Capitalized reserves for services connected to the creation of new permanent supportive housing, including, but not limited to, developments funded through the Veterans Housing and Homelessness Prevention Bond Act of 2014.
•Assisting persons who are experiencing or at risk of homelessness, including providing rapid rehousing, rental assistance, navigation centers, emergency shelters, and the new construction, rehabilitation, and preservation of permanent and transitional housing. •Accessibility modifications.
•Efforts to acquire and rehabilitate foreclosed or vacant homes. •Homeownership opportunities, including, but not limited to, down payment assistance. •Fiscal incentives or matching funds to local agencies that approve new housing for extremely low, very low, low-, and moderate-income households.

Staff applied for funding to assist persons experiencing or at risk of homelessness, including rapid rehousing and rental assistance. These activities align with the City’s broader housing and homelessness strategies, including supporting individuals transitioning from the West End Regional Navigation Center, anticipated to open in early 2027, and stabilizing at-risk households to prevent homelessness.

FISCAL IMPACT:

The City is eligible to receive up to approximately $1.15 million in one-time grant funding through the Prohousing Incentive Program. There is no required General Fund match. However, funding is competitive and the final award amount may vary. If awarded, funds will be appropriated through the City’s budget process and expended in accordance with HCD program requirements.

COUNCIL MISSION / VISION / VALUE(S) ADDRESSED:

Providing housing opportunities and advancing strategies to address homelessness aligns with the City Council’s Vision of creating an equitable, sustainable, and vibrant city rich in opportunity for all to thrive and supports the Council Core Value of equitable prosperity for all.

ATTACHMENTS:

Attachment 1 – Resolution No. 2026-027

Resolution No. 2026-XXX – Page 1 of 1
ATTACHMENT 1
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RESOLUTION NO. 2026-XXX

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO

CUCAMONGA, AUTHORIZING APPLICATION FOR, AND RECEIPT OF, PROHOUSING INCENTIVE PROGRAM FUNDS.

WHEREAS, pursuant to Health and Safety Code 50470 et. Seq, the California Department of Housing and Community Development (Department) is authorized to issue Guidelines as part of an incentive program (hereinafter referred to by the Department as the Prohousing Incentive Program or “PIP”); and
WHEREAS, the City Council of the City of Rancho Cucamonga desires to submit a PIP grant application package (“Application”), on the forms provided by the Department, for approval of grant funding for eligible activities toward planning and implementation activities related to housing and community development as a result of meeting eligibility criteria including but not limited to Prohousing Designation; and
WHEREAS, the Department has issued Guidelines and Application on September 30, 2025, in the amount of $8,000,000 for PIP.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO CUCAMONGA, HEREBY

RESOLVES,
Section 1. The Engagement & Special Programs Director is hereby authorized and directed to submit an Application to the Department in response to the NOFA, and to apply for the PIP grant funds in a total amount not to exceed $1,150,000;
Section 2. In connection with the PIP grant, if the Application is approved by the Department, the Engagement and Special Programs Director of the City of Rancho Cucamonga is authorized and directed to enter into, execute, and deliver on behalf of the Applicant, a State of California Agreement (Standard Agreement) for the amount of $1,150,000, and any and all other documents required or deemed necessary or appropriate to evidence and secure the PIP grant, the Applicant’s obligations related thereto, and all amendments thereto; and
Section 3. The Applicant shall be subject to the terms and conditions as specified in the Guidelines, and the Standard Agreement provided by the Department after approval. The Application and any and all accompanying documents are incorporated in full as part of the Standard Agreement. Any and all activities funded, information provided, and timelines represented in the Application will be enforceable through the fully executed Standard Agreement. Pursuant to the Guidelines and in conjunction with the terms of the Standard Agreement, the Applicant hereby agrees to use the funds for eligible uses and 2 allowable expenditures in the manner presented and specifically identified in the approved Application.

PASSED, APPROVED, AND ADOPTED this 6th day of May 2026.

DATE:May 6, 2026
TO:Mayor and Members of the City Council
President and Members of the Board of Directors
FROM:Elisa C. Cox, City Manager
INITIATED BY: Julie A. Sowles, Deputy City Manager
Ashton R. Arocho, MMC, City Clerk Services Director
Patricia Bravo-Valdez, MMC, 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. 2026-029) (RESOLUTION NO. FD 2026-004) (CITY/FIRE)
RECOMMENDATION:

Staff recommends the City Council and Board of Directors of the Fire Protection District adopt Resolutions, updating 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 2025. 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, as well as industry best practices. 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: formatting updates including the removal of the “Active” and “Inactive” columns, removal of duplicate or copy record series, and renumbering of all record series to ensure proper numerical order; updates to listed legal citations to reflect the most current legal statutes; updates to records descriptions to improve clarity; and the removal of Engagement and Special Programs records from the City Manager schedule and the creation of a separate schedule for Engagement and Special Programs/RCMU.

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Also included in the Resolutions is authorization to allow updates to be made without Council action but with the consent of the City Clerk Services Director, City Manager, and City Attorney, aligning with standard business practices used by other California cities. Written authorizations are retained by the City Clerk Services Department and will be available to the public.

Staff recommends the City Council/Board of Directors of the Fire Protection District approve the updated 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 promoting a sustainable future and the relentless pursuit of improvement by taking actions to proactively keep records retention schedules current with changes in law and adhere to best practices in records management.

ATTACHMENTS:

Attachment 1 — Resolution No. 2026-029 and Records Retention Schedules Attachment 2 — Resolution No. FD 2026-004 and Records Retention Schedules

RESOLUTION NO. 2026-XX - Page 1 of 3
RESOLUTION NO. 2026-XX
A

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO

CUCAMONGA, CALIFORNIA, ADOPTING UPDATED RECORDS

RETENTION SCHEDULES, AUTHORIZING DESTRUCTIO N OF
CERTAIN CITY RECORDS, AND RESCINDING RESOLUTION NO. 2025- 063
W
HEREAS, 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
W
HEREAS, 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 W
HEREAS, the State of California has adopted records retention guidelines for various government records; and
W
HEREAS, 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
W
HEREAS, the City Council of the City of Rancho Cucamonga has previously adopted records retention schedules, the most recent in 2025.

NO

W, 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. 2025-063 is hereby rescinded.

S
ection 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 provisions 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.

S
ection 4. Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Director, City Clerk Services Director, City Manager and City Attorney.

S
ection 5. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, 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.

ATTACHMENT 1

RESOLUTION NO. 2026-XX - Page 2 of 3

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.

RESOLUTION NO. 2026-XX - Page 3 of 3

PASSED, APPROVED, and ADOPTED this 6th day of May 2026.

___________________________________
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 6 th day of May 2026.

AYES:

NOES:

ABSENT:

ABSTAINED:

Executed this 7th day of May 2026, at Rancho Cucamonga, California.

______________________________________
Kim Sevy, City Clerk
APPROVED AS TO FORM:

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

HOW TO USE RETENTION SCHEDULES
©1995-2026 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 (and has SUBSTANTIVE CONTENT) 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 (or originals that do NOT have SUBSTANTIVE CONTENT) 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).”

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, Mylar, Linen, “Hard Copy”
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)

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-002.1 Administrative Hearings 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §§34090, 60201
Lead Dept. CW-003
Affidavits of Publications / Public Hearing
Notices / Legal Advertising / Affidavits of
Posting
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, 60201 , 54960.1(c)(1)
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.)
Send all originals to the City Clerk
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
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, and
570.502(a), 29 CFR 97.42; OMB Circular A-
110 and 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.)
Send all originals to the City Clerk
Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Covers E and O Statute of Limitations
(insurance certificates are filed with
agreement); Published Audit Standards=4-7
years; Statute of Limitations: Contracts and
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090, 60201
Lead Dept.
(Managing the
Agreement /
Contract)
CW-008
Agreements / Contracts:

UNSUCCESSFUL BIDS / PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for
Qualifications) that don't result in a
contract
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Staffing Dept. CW-011
Department Staff Meetings (all Records,
including Minutes / Recordings,
Department Awards)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090, 60201 et seq.

Staffing Dept. CW-013
Boards, Commissions, / Committees:

Residents Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA PACKETS
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, 60201 ,
54960.1(c)(1)
Staffing Dept. CW-014
Boards, Commissions, / Committees:

Residents Advisory Bodies Formed by
CITY COUNCIL:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag 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:

Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 3
years Mag
Department Preference; Video recording of
meetings are only required for 90 days if
audio or another record is made; GC
§§34090, 60201 .7, 34090
Staffing Dept. CW-016
Boards, Commissions, / Committees:

Residents Advisory Bodies Formed by

CITY COUNCIL

MINUTES / BYLAWS
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090, 60201 et seq.

Lead
(Requesting)
Dept.

CW-019 City Attorney Opinions Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD City preference; GC §§34090, 60201 et seq.

Lead
(Responding)
Dept.

CW-021 Complaints / Concerns from Citizens 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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090.7, 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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Lead Dept. CW-024 Copies / Duplicates of any record
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090.7, 60201
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, e-mail / email
with SUBSTANTIVE content, General
Files, Letters, Memorandums,
Miscellaneous Reports, Press Releases,
Public Records Requests, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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, complaints, claims, public records act requests, audits 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 /
Intraagency Memoranda NOT retained in
the ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, flyers, invitations,
instant messaging, inventories, logs,
mailing lists, meeting room registrations,
speaker cards, staff Teams
videoconference chats, notes / 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
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, 60201 , 64
Ops. Cal. Atty. Gen. 317 (1981));City of San
Jose v. Superior Court (2017) 2 Cal.5th 608
Lead Dept. CW-028 Deposit Accounts / Trust Accounts /
Refundable Deposits
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
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.

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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Lead Dept. CW-030 Drafts / Notes: Drafts that are revised (retain final version)
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,
60201
Lead Dept. CW-031 GIS Database / Data / Layers (both City- wide / Specialized)
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 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
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, and
570.502(a), 29 CFR 97.42; OMB Circular A-
110 and A-133; GC §§34090, 60201 et seq.;
GC §8546.7
Lead Dept. CW-035
Litigation Files / Lawsuits / Court Case
Files
Send Final Settlement Agreements to the
City Clerk
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, 6020134090.6
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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Lead Dept. CW-036 Leave Slips / Time Off Requests
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 (/ records of the chemical /
substance / agent, where / when it was
used)
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 and 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.

Lead Dept. CW-040 Newspaper Clippings
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 / Proofs of Publications 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.

Human
Resources /
Risk
Management
CW-043 OSHA Inspections / Citations
Send to
Human
Resources
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090.7, 60201
Human
Resources CW-044
Personnel Files (Department-level Files)
Send all originals to Human Resources
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, 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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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, complaints, claims, public records act requests, audits 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
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, 60201et seq.

Lead Dept. CW-046 Unused Photographs
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, 60201
Lead Dept. CW-047 Public Relations / Press Releases 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §§34090, 60201 et seq.

Lead Dept. CW-048 Purchase Orders / Requisitions 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 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
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
External
Organization
CW-051
CW-012
Records from External Organizations (not
relevant to city's business): Boards,
Commissions, Committees (e.g. County of
Board of Supervisors)
Boards, Commissions, / Committees:

External Organizations
(e.g. County Board of Supervisors)
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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

External
Organization CW-052
Reference Materials Produced by External
Organizations: Policies, Procedures,
Handbooks, Brochures, Flyers, Manuals,
Plans (if not provided in the schedule.)
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.) Newsletters, etc.: Produced by
OUTSIDE ORGANIZATIONS (not
relevant to city's business) (League of
California Cities, Chamber of Commerce,
etc.)
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. Reports (if not provided in the
schedule.) Newsletters, etc.: Produced
by YOUR Department
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-054
Reference Materials: Policies, Procedures,
Handbooks, Brochures, Flyers, Manuals,
Plans (if not provided in the schedule.)
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.) Newsletters, etc.: Produced
by OTHER Departments
When
Superseded Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Copies; GC §§34090.7, 60201
Lead Dept. CW-056 Reports, Studies (Historically significant - e.g., Zoning Studies) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Administratively and Historically significant,
therefore retained permanently; 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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

QC & OD
Department preference; Information is
outdated after 10 years; GC §34090
Lead Dept. CW-059 Special Projects / Subject Files / Issue Files
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

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

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

Lead Dept. CW-062 Time Off Requests 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Salaried employees do not have timecards; ;
GC §§34090, 60201 et seq.

Lead Dept. CW-062.5
Training EMPLOYEE RECORDS (If
Records are Created - filed by Employee
Name)

Required Information by Employee for all
Employee Training for Separation + 5
years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification Documents
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 60201, 53235.2(b),
53237.2(b); 53238.3(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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used By ALL Departments)
Page CW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Lead Dept.
(Presenting the
Training)
CW-063
Training Presented by Staff - COURSE

RECORDS
(Attendance Rosters / Sign-in Sheets,
Outlines / Materials; includes Ethics,
Fiscal & Financial, Harassment,
Workplace Violence, Safety Training,
Tailgates)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal & Financial,
Harassment & Workplace Violence Training
is 5 years; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
2-3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960, 34090,
60201; 53235.2(b), 53237.2(b); 53238.3(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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-1 Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
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
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Considered transitory / preliminary draft
(the database is the original); GC §34090,
GC §6252 7920.530
Animal
Services AS-003 Animal Trap Deposit Receipts 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 Yes Mag, Mfr, OD, Ppr S / I Yes: After

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

Animal
Services AS-005 Clinics: Spay / Neuter 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 - Animal Services 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
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 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 / Greet / Animal Adoption Contracts 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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Animal
Services AS-011 Officer's Daily Log - Animals 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090, GC §7920.530
Animal
Services AS-012 Rabies Vaccination Clinics 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 / Microchip’s Primary Registrant 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 - Animals 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
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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ANIMAL SERVICES Page AS-2 Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 AS-014 Ride-a-Long Waivers - Animals 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 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 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY
(Community Improvement)
Page BL-1Ver. 12.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 AND SAFETY
Building &
Safety BL-001 Address Assignments / Changes / Corrections P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Building &
Safety BL-002 Address Files / Building Permits P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
CBC §§104.6 104.7 and 107.5; GC
§34090
Building &
Safety BL-003 Building Permit Database Indefinite -
Permanent Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Building &
Safety BL-004 Building Plans - Cancelled, Expired /
Withdrawn
Upon
Expiration,
Cancellation
or
Withdrawal
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Building &
Safety BL-005
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION,

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

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Building &
Safety BL-006 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL - SFR / APPURTENANCES P Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Building &
Safety BL-007 California Building Code / California Standard Code (12 Parts) 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 Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2019 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: BUILDING AND SAFETY
(Community Improvement)
Page BL-2Ver. 12.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Building &
Safety BL-009
Construction Notices / Inspection Notices
(correction notices, compliance orders, stop
work notices, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Building &
Safety BL-010 Plan Check Comments 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
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 / from Architects) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

BUILDING AND SAFETY / COMMUNITY IMPROVEMENT
Building &
Safety /
Community
Improve.

CI-001 Citations Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Building &
Safety /
Community
Improve.

CI-002
Code Enforcement / Abatement Case Files
(Includes appeals / Code Enforcement
Complaint Letters)
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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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
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.)
Includes Budget and Final Audit Reports /
ACFR
P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Keep hard copies
in vault and destroying every January
Includes final budget and final audit reports
/ CAFR; GC §34090, 60201 et seq.

City Clerk CC-002
Agreements / Contracts - ALL
(INFRASTRUCTURE, / IF IMAGED, JPAs,
MOUs, FRANCHISES)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / 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.

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

QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors
and 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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 CC-003
Agreements / Contracts - ALL (NON-
INFRASTRUCTURE, Professional Services
Agreements - NOT IMAGED)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work)
Examples of Non-Infrastructure:

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

Completion
Term of the
Contract + 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
and 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 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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-006 Board / Commission Applications
(Successful / Unsuccessful) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-007 Bonds (Performance Bonds, Subdivision Bonds, Letters 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 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 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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 CC-044
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
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 IN PAPER FORMAT
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
City maintains original statements; GC
§81009(d)(e)(f)and(g)
City Clerk CC-011 Economic Interest Filings (FPPC Form 602 or 635) - Lobbyist Authorization Reporting 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC 2 CCR 18615(f), GC §34090
City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC
Must post on website; FPPC Opinion; GC
§81009(e
City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Should post on website for 4 years; GC
§81009(e)
City Clerk CC-014 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC GC §81009e
City Clerk CC-015 FPPC Form 804 (Agency Report of New
Positions) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC FPPC Regulation 18734(c); GC §81009e
City Clerk CC-016 FPPC Form 805 (Agency Report of
Consultants) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC FPPC Regulation 18734(c); GC §81009e
City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 / ELECTIONS
City Clerk /
Elections CC-018 Assessment District Ballots, Protest Letters, / Envelopes - Prop. 218 proceedings 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 / not
P Mag, Mfr,
OD, Ppr S Yes: After
QC
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for
87200 filers; City maintains copies only;
original statements are filed with FPPC;
GC §81009(f)&(g)
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 Mag, Mfr,
OD, Ppr S Yes: After
QC
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)and(g);
City Clerk /
Elections CC-020.1
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Statements filed electronically are required
for 10 years; GC §81009(b)and(g); GC
§84615
City Clerk /
Elections CC-021
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(f)and(g)
City Clerk /
Elections CC-022
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not
candidate-controlled)
7 years Mag, Ppr Paper must be retained for at least 2 years; GC §81009(c)and(g)
City Clerk /
Elections CC-023
Candidate File: Nomination Papers,
Candidate Statement Forms, etc. -

SUCCESSFUL CANDIDATES
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 Mag, Ppr
Department Preference; CA law states
term of office and 4 years after the
expiration of term for Nomination Papers;
EC §17100
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 /
Elections CC-025
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Precinct Maps, County Election Services,
Candidate Statements to be printed in the
Sample Ballot, Polling Locations / Precinct
Board Members, Notices, Postings, etc.)
2 years Mag, Ppr GC §34090
City Clerk /
Elections CC-026
Elections - HISTORICAL (copies of
resolutions, final results; Certificate of
Election)
P Mag, Mfr,
OD, Ppr S No Retained for Historical Value, GC §34090
City Clerk /
Elections CC-27.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
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-27.1.5
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency /
examines the petitions. unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-27.2 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
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
(End of Elections Section)
City Clerk CC-028
Historical Records, Photographs, / Historical
Projects (e.g. Incorporation, City Seal,
Awards of significant historical interest, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 CC-029
Minutes: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Fire Protection District Board, Public
Safety Commission
P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-030 Municipal Code Administration, Distribution, etc. 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-031 Municipal Code History / Supplements 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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department Preference; GC §34090
City Clerk CC-033 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City Clerk CC-034
Petitions (submitted to Council on any
subject - Dog Parks, Parking, Traffic
Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
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 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 Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

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

City Clerk CC-037
City Council, Redevelopment Agency,
Successor Agency, Oversight Board, Fire
Protection District Board, Public Safety
Commission: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
2 years Mag 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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 CC-038
City Council, Redevelopment Agency,
Successor Agency, Oversight Board, Fire
Protection District Board, Public Safety
Commission: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 3
years Mag
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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-040 Records Retention Schedules / Amendments to Records Retention Schedules P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.

City Clerk CC-046
Redistricting Web Page / District Boundary
Web Page (Map, Redistricting Process,
Agendas, Calendars, Notice, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD EC §21160(i) ); GC §34090
City Clerk CC-041
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Fire Protection District Board, Public
Safety Commission
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-045 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-042 Speaker Cards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Keep hard copies in vault and destroying
every January; 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 Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY MANAGER
City
Manager CM-014 All Hands Meeting Agendas 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-001 Annual Reports / Strategic Plans 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) 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 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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§34090
City
Manager CM-002 Cable TV Complaints 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City
Manager CM-003 City Council Correspondence 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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Preliminary documents; GC §34090 et seq.

City
Manager CM-005 Grand Jury Reports / Responses (Regarding City Operations) 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 Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City
Manager CM-007 Projects, Programs, Subject / Issues (Issues / projects will vary over time)
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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City
Manager CM-009 RCTV Message Request Forms 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 Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance CM-011 Travel / Conferences
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 /
Advisory Body Videos, nor regular, ongoing
operations of the City)
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 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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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
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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Services CS-003 Armored Car Manifests 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 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
Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

After QC
& OD
Department preference; Statute of
Limitations: Contracts and Spec's=4
years; CCP §337 et. seq., GC §34090
Community
Services CS-007 Attendance Tracking 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
2 years, unless it is a preliminary 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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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-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.

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 and Omissions is
10 years; Statute of Limitations:

Contracts and Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
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.

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

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

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

After QC
& OD
Department preference; Statute of
Limitations: Contracts and Spec's=4
years; CCP §337 et. seq., GC §34090
Community
Services CS-011 Client / Provider Agreements Completion + 5 years
Yes:

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

After QC
& OD
Department preference; Statute of
Limitations: Contracts and Spec's=4
years; CCP §337 et. seq., GC §34090
Lead Dept.
and Finance CS-015 Credit Card Receipts 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
City preference (not all detail is sent to
Finance); GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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-016 Customer Relations / Member Database
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.
and Finance CS-017 Deposits / Cash Receipts Detail / Backup / Accounts Receivable Detail / Refund Detail 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
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
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 / Administration
Records
Completion
+ 5 years
Yes:

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

After QC
& OD
Department preference; Statute of
Limitations: Contracts and 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, ABC Permit)
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 Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Lead Dept.
and Finance CS-023 Gift Shop Sale Receipts 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
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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Services CS-025 Lewis Family Playhouse Memberships Inactive + 5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

After QC
& OD
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 / Recreation Commission / Parks and
Recreation Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years (Mag) City preference; State law only requires for 30 days; GC §54953.5(b)
Community
Services CS-028
Park / Recreation Commission / Parks and
Recreation Committee

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

After QC
& OD
GC §34090
Community
Services CS-029
Performance Contracts
Includes Insurance Certificates / Administration
Records
Completion
+ 5 years
Yes:

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

After QC
& OD
Department preference; Statute of
Limitations: Contracts and Spec's=4
years; CCP §337 et. seq., GC §34090
Community
Services CS-030 Photo Waivers 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
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
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
Yes:

Before
Event
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 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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-034 Schedules / Hours
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 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 Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Community
Services CS-039 Sign-in / Sign-Out Sheets for classes / programs 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 Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Community
Services CS-041 Sports Organizations / Non-Profit
Organizations (Little League, etc.)
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
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
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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

Ver. 19.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CS-045
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
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
and 1627.3(b)(1), 8 CCR §3204(d)(1) et
seq., GC §§12960, 34090
Lead Dept. CS-046
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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 and
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 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: DEPARTMENT OF INNOVATION AND TECHNOLOGY Page DOIT-1Ver. 10.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

DEPARTMENT OF INNOVATION AND TECHNOLOGY
Depart. of
Innovation
and
Technology
DOIT-001 Backups / Computer Backups (ALL Disaster
Recovery Computer Backups)
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
and
Technology
DOIT-003 Network Configuration Maps / Plans 2 years Yes Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

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

UNALTERABLE MEDIA / IMMUTABLE MEDIA
(CLOUD IMMUTABLE BACKUP) / WORM /
DVD-r / CD-r / Blue Ray-R / other
UNALTERABLE MEDIA that does not permit
additions, deletions, / changes
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.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,
(FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) Page ED-1Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT / FORMER REDEVELOPMENT / SUCCESSOR AGENCY Economic
Develop. /
Former
Redevelop
ment /
Successor
Agency
ED-001
Economic Development Projects, Programs,
Subject / Issues (Issues / projects will vary
over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Economic
Develop. /
Former
Redevelop
ment /
Successor
Agency
ED-002 Mobile Home Accords P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Economic
Develop. /
Former
Redevelop
ment /
Successor
Agency
ED-003 Real Estate Appraisals 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
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Finals are maintained by City Clerk; GC §34090
et seq.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,
(FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) Page ED-2Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. /
Former
Redevelop
ment /
Successor
Agency
ED-005 Redevelopment Long Range Property
Management Plans, Oversight Plans
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Economic
Develop. /
Former
Redevelop
ment /
Successor
Agency
ED-006 Redevelopment Plans P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference for Historical Purposes;
GC §34090
Economic
Develop. /
Former
Redevelop
ment /
Successor
Agency
ED-007
Redevelopment Projects / Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP
Projects, / City Clerk has all Real Property
records for Permanent retention)
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
Redevelop
ment /
Successor
Agency
ED-008 Relocations 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
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,
(FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) Page ED-3Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT / HOUSING
Economic
Develop. /
Housing
ED-009 Foreclosure Notices / Notices of Defaults
(NOD)
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD City Attorney preference; GC §34090
Economic
Develop. /
Housing
ED-009.5
Housing Plans: Consolidated Annual
Performance and Evaluation Review
(CAPER) / Comprehensive Housing
Affordability Strategy (CHAS) / Consolidated
Action Plan / Analysis of Impediments to Fair
Housing Choices / Citizen Participation Plan /
Action Plans, etc.

Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
24 CFR 91.105(h); 24 CFR 92.508(a); GC
§34090
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
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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)and(c) and
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 / Insurance are sent to City Clerk
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)and(c) and
570.502(a)(16), 982.158, 884.214; 29 CFR

97.42, GC §34090
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT,
(FORMER REDEVELOPMENT / SUCCESSOR AGENCY, HOUSING, RDA) Page ED-4Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Economic
Develop. /
Housing
ED-012
Loan Applications / Potential Buyers Denied,
Cancelled / Withdrawn (First Time Home
Buyers, Life/Safety, Rehabilitation, HOME,
etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
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 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.

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

Ver. 27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS / RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 / ENGAGEMENT AND SPECIAL PROJECTS
RCMU /
Engagement
and Special
Projects
City Manager
RCMU-000.05
CM-014 All Hands Meeting Agendas 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
RCMU /
Engagement
and Special
Projects
City Manager
RCMU-000.07
CM-015
Art in Public Places (City Projects, not
Developer Projects) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
RCMU /
Engagement
and Special
Projects
City Manager
RCMU-000.09
CM-016
Art In Public Places Committee

AGENDAS, AGENDA PACKETS
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)
RCMU /
Engagement
and Special
Projects
City Manager
RCMU-000.10
CM-017
Art In Public Places Committee
MINUTES / BYLAWS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
RCMU /
Engagement
and Special
Projects
RCMU-000.20 Grapevine Publication 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090

RCMU - RANCHO CUCAMONGA MUNICIPAL UTILITIES
RCMU RCMU-001 Applications for Service 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 Adopted: 8/20/2025

Ver. 27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS / RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 Mag, Mfr, OD, Ppr S / I
Yes:

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

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

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

After QC
& OD
Department Preference; GC §34090
RCMU RCMU-005
Capital Improvement Projects (CIP -
RCMU): Administration File / NOT
Scanned (Electricity, Fiber / 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.

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 Adopted: 8/20/2025

Ver. 27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS / RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 RCMU-006
Capital Improvement Projects (CIP -
RCMU): Permanent File / Scanned
Records (Electricity, Fiber / 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.

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

After QC
& OD
Department preference; retained for disaster
preparedness purposes; GC §34090
RCMU RCMU-007 Customer Information Service (CIS)
Database
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
RCMU RCMU-008
Department of Energy (DOE) / Federal
Energy Regulatory Commission (FERC)
Licenses / Regulatory Correspondence
P Mag, Mfr,
OD, Ppr S / I
Yes:

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

After QC
& OD
Department Preference; GC §34090
City Clerk RCMU-010 Easements
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

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

After QC
& OD
Department Preference (Engineering has
originals); GC §34090.7
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

Ver. 27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS / RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 RCMU-012 Equipment Records (Manuals, Tests,
Inspections, Studies, Reports)
Disposal of
Equipment +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

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

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

After QC
& OD
Department Preference; GC §34090
RCMU RCMU-019 Payments / Credit Card Receipts - RCMU 5 years Mag, Mfr, OD, Ppr S / I
Yes:

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

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

After QC
& OD
Data is interrelated; GC §34090
RANCHO CUCAMONGA, CA. ©1995-2017 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

Ver. 27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS / RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 RCMU-022 Power Trading / Power Scheduling
(Check Out Worksheets)
Completion +
5 years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

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

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

After QC
& OD
Department Preference; GC §34090
RCMU &
Gas RCMU-026
Regulatory Agency Compliance Reports /
Confirmations: , CPUC, EPA, FERC,
NERC, NPDES, WECC, etc.
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
RCMU &
Gas RCMU-027
Regulatory Agency Correspondence: ,

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

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

After QC
& OD
Department Preference; GC §34090
RCMU &
Gas RCMU-028 Regulatory Agency Inspections: , CPUC,
EPA, FERC, NERC, NPDES, WECC, etc. 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
RCMU &
Gas RCMU-029 Regulatory Agency Licenses: , CPUC,
EPA, FERC, NERC, NPDES, WECC, etc. P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
RCMU RCMU-030 SCADA Database (Electricity) (Supervisory Control / Data Acquisition)
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
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 Adopted: 8/20/2025

Ver. 27.0 RECORDS RETENTION SCHEDULE: ENGAGEMENT AND SPECIAL PROJECTS / RCMU

RANCHO CUCAMONGA MUNICIPAL UTILITIES
Page RCMU-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 RCMU-031 SCADA Printouts / Reports / Log Books
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; GC
§§34090,12168.7
RCMU RCMU-032 Solar Power Production Operating Data
Logs / Diaries 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) / Dig Alerts 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 for 3 years; (required for 3
years); GC §§4216.2(d)l 34090
Division
Providing
Service /
Work
RCMU-034
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
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; 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
Yes 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 (/ partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
May contain sewer records, which are required
for 5 years; SWRCB Order 2022-0103-DWQ;
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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES
(CIP, General Eng, Land Dev. Transportation)
Page ENG-1Ver. 26.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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
and OD
Department preference; Some grant
funding agencies require audits; Statute of
Limitations for Errors and Omissions is not
applicable; Statute of Limitations:

Contracts and 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.

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
and OD
Department preference; Some grant
funding agencies require audits; Statute of
Limitations for Errors and Omissions is 10
years; Statute of Limitations: Contracts
and 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES
(CIP, General Eng, Land Dev. Transportation)
Page ENG-2Ver. 26.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

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

After QC
and OD
Department Preference; GC §34090
Engineering
Services /
Capital
Projects
ENG-006
Drawings, Maps, Plans / Record Drawings,
Large-Format Drawings, Capital
Improvement Project "As-Built", Base Maps
P Yes (all) Mag, Mfr,
OD, Ppr S
Yes:

After QC
and OD
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

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

After QC
and 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES
(CIP, General Eng, Land Dev. Transportation)
Page ENG-3Ver. 26.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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-022 Benchmarks P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
and 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
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
and 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
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

After QC
and OD
Data Fields / Records are interrelated;
Some Encroachment Permits are
Permanent; GC §34090
Engineering
Services /
General
Engineering
ENG-027 Engineering Studies / Surveys - Preliminary
Studies / Project Assessments P Mag, Mfr,
OD, Ppr S / I
Yes:

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

After QC
and 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES
(CIP, General Eng, Land Dev. Transportation)
Page ENG-4Ver. 26.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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-029 Grading Plans, Grading Plans / Grading
Certificates P Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

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

After QC
and 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.

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

After QC
and OD
Even if documents are e-recorded, send
all finals to the City Clerk; GC §34090 et
seq.

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

After QC
and OD
CBC §§104.6 104.7 and 107.5; 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES
(CIP, General Eng, Land Dev. Transportation)
Page ENG-5Ver. 26.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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. and
Transportation
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
Completion +
10 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
and OD
Statute of Limitations for Errors and
Omissions is 10 years; Statute of
Limitations: Contracts and Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Engineering
Services /
Land Dev. and
Transportation
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
P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

After QC
and 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENGINEERING SERVICES
(CIP, General Eng, Land Dev. Transportation)
Page ENG-6Ver. 26.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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. and
Transportation
ENG-039 Traffic Counts 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

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

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

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

After QC
and 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-1Ver. 26.0 Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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
Environment
al Programs ENV-001 CCTV - Storm Drains 2 years Mag, Mfr, OD, Ppr S / I
Yes:

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

After QC
& OD
Department preference; GC §34090
Environment
al Programs ENV-003 FOG (Fats, Oil / Grease) / Source Control / Pretreatment Annual / Semi-Annual Reports 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
Environment
al Programs ENV-004 Household Hazardous Waste / Recycling/Disposal / Participant Logs 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

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

After QC
& OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; ;
40 CFR 122.41(j)(2); GC §34090
Environment
al Programs ENV-006
Sewer System Management Plans (SSMP) / Audits /
Sanitary Spills Overflow Prevention Plan (SSOPP) /
Sanitary Sewer Overflow Response Plan
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 2022-0103-DWQ; GC
§34090
Environment
al Programs ENV-007
Solid Waste Reduction / Recycling / AB 939
Compliance / Tonnage Reports / SB 1383
Compliance (Organic Waste Collection / Recycling)
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 and
S §39730.7; 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: ENVIRONMENTAL PROGRAMS Page ENV-2Ver. 26.0 Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

After QC
& OD
Department preference; GC §34090
Environment
al Programs ENV-009 Stormwater Illicit Discharges 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
Environment
al Programs ENV-010 Stormwater Monitoring / NPDES Monitoring / Inspection 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.

Environment
al Programs ENV-011 Stormwater: Business Inspections 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
Environment
al Programs ENV-012 Stormwater: NPDES Annual Reports 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
Environment
al Programs ENV-013 Stormwater: NPDES Permits 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.

Environment
al Programs ENV-014 Stormwater: TMDL Plan (Total Maximum Daily Load) Plan 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
Environment
al Programs ENV-015 Water Quality Management Plans (Commercial, Private Development) 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 Adopted: 8/20/2025

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

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

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

FINANCE / ACCOUNTING AND FINANCIAL REPORTING
Finance /
Accounting
and
Financial
Reporting
FIN-001 1099's / 1096's / DE542 (California Report of
Independent Contractors) 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
and
Financial
Reporting
FIN-002
Accounts Payable / Invoices / Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
7 years Yes: Until
Paid
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 §§60201(d)(12), 34090, 60201
Finance /
Accounting
and
Financial
Reporting
FIN-003
Accounts Receivable - Miscellaneous -
Damage to Public Property, Invoices to
Outside Entities, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

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

QC & OD
Department Preference (meets municipal
government auditing standards); GC §§34090,
60201
Finance /
Accounting
and
Financial
Reporting
FIN-004.1 Audits - Annual Financial Reports P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference GC §§34090, 60201
Finance /
Accounting
and
Financial
Reporting
FIN-005
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
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 Adopted: 8/20/2025

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

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

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

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

QC & OD
Department Preference; meets auditing
standards; GC §§60201(d)(12), 34090, 60201,
26 CFR 31.6001-1
Finance /
Accounting
and
Financial
Reporting
FIN-007
Bonds (Revenue) Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports, / all Special District Bonds
See Bank Statements for statement
retention.

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; IRS bond auditing
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; There are
specific requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26 CFR

1.6001-1(e): 26 CFR § 1.148-5(d)(6)(iii)(E); GC
§43900 et seq.

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

QC & OD
Department Preference; meets auditing
standards; GC §§34090, 60201
Finance /
Accounting
and
Financial
Reporting
FIN-008 CalPERS Reports - Annual Valuation
Reports, Actuarial Valuation Reports 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §§34090, 60201
Finance /
Accounting
and
Financial
Reporting
FIN-009
Cash Receipts / Daily Cash Summaries /
Cashiers Reports / Cash Reports / Petty
Cash
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

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

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

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

Finance /
Accounting
and
Financial
Reporting
FIN-010 Checks / Warrants (Cashed) 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
and
Financial
Reporting
FIN-011 Collections / Collection Agency Case Files /
Statements / Delinquent Accounts 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
and
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.
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
and
Financial
Reporting
FIN-013 Deferred Compensation (City Statements) 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
and
Financial
Reporting
FIN-014 Escheat (Unclaimed money / uncashed
checks) 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, 60201
Finance /
Accounting
and
Financial
Reporting
FIN-015 FEMA Reimbursement / OES
Reimbursements 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; 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 Adopted: 8/20/2025

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

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

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

Finance /
Accounting
and
Financial
Reporting
FIN-016 Financial Services Database
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
and
Financial
Reporting
FIN-017 Fixed Assets 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
and
Financial
Reporting
FIN-018 Journal Entries / Journal Vouchers 7 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §§60201(d)(12), 34090, 60201,
26 CFR 31.6001-1
Finance /
Accounting
and
Financial
Reporting
FIN-019
Payroll File (By Employee Name)
Includes W-4, other payroll forms
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
Finance /
Accounting
and
Financial
Reporting
FIN-020 Payroll Reports - Annual Detail P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for SBCERA Buy-
backs; 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 Adopted: 8/20/2025

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

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

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

Finance /
Accounting
and
Financial
Reporting
FIN-021
Payroll Reports - Periodic (includes
Deduction Registers, Leave Registers, Time
Transaction Reports, etc.)
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
and
Financial
Reporting
FIN-022
Reports / Finance Reports created from
Database; Subsidiary Ledgers,
Reconciliations, Registers, Transaction
Histories, Balance Sheets, Revenue /
Expenditure Reports, etc. (MONTHLY /

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

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

QC & OD
Department Preference; Meets auditing
standards; GC §§34090, 60201
Finance /
Accounting
and
Financial
Reporting
FIN-025 Time Sheets / Time Cards / Overtime Sheets
/ Overtime Cards 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
and
Financial
Reporting
FIN-025.1 Vehicle Titles (Pink Slips) - All Vehicles 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
RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

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

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

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

Finance /
Accounting
and
Financial
Reporting
FIN-026 W-2's 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
and
Financial
Reporting
FIN-027 W-9s
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 Adopted: 8/20/2025

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

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

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

FINANCE / 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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Preliminary drafts; GC §§34090, 60201

FINANCE / BUSINESS LICENSE AND REVENUE
Finance /
Business
License
and
Revenue
FIN-029 Business License / Permit Database
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
and
Revenue
FIN-030 Business License / Permit Applications /
Changes 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
and
Revenue
FIN-031 Business License / Permit Renewals 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 /
Landscape Districts Formation / Boundaries
/ Engineer’s Reports (Proposed Annual
Assessments for Districts)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §§34090, 60201
Finance /
Special
Districts
FIN-032
Assessment Rolls / Lighting / Landscape
Districts / Special District Assessment Rolls
(to Tax Assessor for Tax Rolls)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

RANCHO CUCAMONGA, CA ©1995-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted: 8/20/2025

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

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

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

Finance /
Special
Districts
FIN-033
Community Parks / Landscape Citizens’
Oversight Committee (Landscape
Maintenance Districts / Special Districts):

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag
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 / Landscape Citizens’
Oversight Committee (Landscape
Maintenance Districts / Special Districts)

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

QC & OD
Formerly Planned Communities Citizens'
Oversight Committee; Send originals to the City
Clerk; GC §§34090, 60201.7
Finance /
Special
Districts
FIN-035
Community Parks / Landscape Citizens’
Oversight Committee / Landscape
Maintenance Districts Citizens' Oversight
Committee

AGENDAS / AGENDA PACKETS
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 Adopted: 8/20/2025

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

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

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

FINANCE / TREASURY MANAGEMENT
Finance /
Treasury
Manage.

FIN-036 Bankruptcies - NOT pursued
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 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 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 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, 60201, 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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS,
Optical, Dental, etc.)
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)(1); 29
USC 1027; GC §§12946, 12960, 34090, 60201
Human
Resources HR-002
Classification / Reorganization Studies
(for employee classifications /
department structures)
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
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-004
California Civil Rights Department
(CRD) / Department of Fair
Employment / Housing (DFEH / EEOC)
Claims / Harassment Claims
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 and
1627.3(b)(1), GC §§12946, 12960, 34090; 29
USC 1113, LC §1198.5, 6 CFR 31.6001-
1(e)(2); GC §3105
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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

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

Human
Resources /
Risk Manag.

HR-005.5 Drivers D.O.T. File / Drivers
Qualification File
Separation +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 49 CFR § 391.49(j)(1); 49 CFR § 391.51(c)
Human
Resources HR-006 Drug / Alcohol Test Results (All -
Positives / Negatives) 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 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
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; GC
§§12946, 12960, 34090, 60201
Human
Resources HR-008
Ethics Training Certificates /
Harassment Prevention Training
Certificates Financial and Fiscal
Training Certificates
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Employee Training Certificates must be
retained Separation + 5 years GC
§§53235.2(b), 53237.2(b), 34090, 60201 GC
§53238.3(b); LC §§1198.5,
Human
Resources HR-009 I-9s 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
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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-010 Job Descriptions / Classification
Specifications
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
and 1627.3(b)(1), GC §§12946, 34090, 60201
Human
Resources HR-011
Labor Relations Files
(Negotiation Notes, Correspondence,
Interpretation of MOU Provisions,
Documentation, etc.)
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Human
Resources HR-012
Personnel Files - Background Files
(Fire, Executives, Information
Technology)
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
and 1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090, 60201; 29 USC 1113
Human
Resources HR-013
Personnel Files - Benefit File
Includes Employee Elections for
various benefits
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 and 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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

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 and 1627.3(b)(1), GC
§§ 3105, 12946, 12960, 34090, 60201; 29
USC 1113; LC §1198.5
Human
Resources HR-015
Personnel Files - Medical File (all
employees)
Pre-employment Medical Clearances,
ADA Accommodations, Respirator Fit
Tests, etc.

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
Human
Resources HR-016
Personnel Files - Training File
Training Certificates, etc.

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

QC & OD
Department Preference; Training Certificates
must be retained Separation + 5 years 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 and
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090, 60201; 29 USC 1113; LC §1198.5
Human
Resources HR-027 Recruitment Database (NeoGov) 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
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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-017
Recruitment / 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
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
(c)(2), GC §§12946, 12960, 34090, 60201
Human
Resources HR-018
Studies / Surveys Conducted on Behalf
of the City (Sick Leave, Attrition,
Benefits, etc.)
2 years 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.

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, Training,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD LC §6401.9(f), 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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-6
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk Manag.

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

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

Human
Resources /
Risk Manag.

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

QC & OD
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 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 / Citations 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 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 Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets auditing standards; 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 Adopted: 8/20/2025

Ver. 22.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Risk Management)
Page HR-7
Office of
Record
(OFR)
Retention
No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources /
Risk Manag.

HR-026
Workers Compensation Claims / Long
Term Disability Claims (Includes all
Accident, Incident, / Injury Reports
from Employees)
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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: LIBRARY Page L-1Ver. 8.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY
Library LIB-001
Board of Library Trustees

AGENDA PACKETS / AGENDAS
P Yes 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)
Library LIB-002
Board of Library Trustees:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag City Clerk maintains these Permanently; GC §34090.7
Library LIB-003
Board of Library Trustees

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

After QC
& OD
GC §34090
Lead Dept.
and
Finance
LIB-004 Cash Receipts Report / Detail / Backup /
Accounts Receivable Detail / Refund Detail 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 / Compliments 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
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary Drafts; GC §34090
Library LIB-007
Grants: LSCA (Library Services /
Construction), LSTA (Library Services /
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act) / PLF (Public Library Foundation) ONLY.

For all others, follow City-wide Schedule.
(SUCCESSFUL Reports, / Financial
Information) Send copy of application / award
to Finance
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
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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: LIBRARY Page L-2Ver. 8.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library LIB-008 Library Card Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (the database is the
original record); GC §34090
Library LIB-009 Library Systems: ILS Database
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 / Waiting 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 Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LIB-012 Library Volunteers / Unpaid Intern Applications / Agreements - Successful
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)and(ii), GC §§
12960, 34090
Library LIB-013 Passport Transmittals 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Library LIB-014 Problem Patron File 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 Adopted: 8/20/2025

Ver. 23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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 PL-002 Alcohol Beverage Control License
Applications (ABC Applications)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
(Non-Records)
Planning PL-003 Annexations / Boundaries / Consolidations / LAFCO 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
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
2 years After
Abandonment
or Revocation
Expiration + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC§§34090
Planning PL-009
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.)
Inside City boundaries, Non-
Development Projects
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
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 Adopted: 8/20/2025

Ver. 23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
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-011 General Plan, Elements / Amendments 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 / Designations P Mag, Mfr,
OD, Ppr S / I
Yes:

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

After QC
& OD
Department preference; GC§§34090
Planning PL-031 Massage Business Permits 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. P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Planning PL-014 Materials Boards
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
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 Adopted: 8/20/2025

Ver. 23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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-026 Mills Act Contracts P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC§§34090
Planning PL-025
Municipal Code Amendment / Zoning Map
Ordinance Amendments, Reclassifications /
Zone Change
P Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (copies); GC §34090.7
Planning PL-015
Planning / Historic Preservation
Commission

AGENDAS / AGENDA PACKETS
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-017
Planning / Historic Preservation
Commission

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

After QC
& OD
GC §34090
Planning PL-016
Planning / Historic Preservation
Commission:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
6 months 2
years Mag Department preference; State law only requires for 30 days; GC §54953.5(b)
Planning PL-001 Planning Director Approvals 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 Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference - Data is interrelated;
GC §34090, H and S §19850
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 Adopted: 8/20/2025

Ver. 23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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-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.

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
Planning PL-019.5 Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference (project was not
pursued by applicant); GC §34090
Planning PL-020 Preliminary Review / Courtesy Review -
APPLICATIONS, other City Records 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-027
Preliminary Review / Courtesy Review -
PLANS, PROPOSALS, other Documents
belonging to Applicant
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-028 Sign Permits
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
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 Adopted: 8/20/2025

Ver. 23.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
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-029 Street Name Assignments / Changes 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
Yes:

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

After QC
& OD
Department preference; GC§§34090
Planning PL-030
Trails Committee (Subcommittee of
Planning Commission)

AGENDAS, / AGENDA PACKETS /

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

After QC
& OD
Department Preference; GC §34090.7
Planning PL-023 Zoning Verification Letters 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 Adopted: 8/20/2025

RECORDS RETENTION SCHEDULE: PROCUREMENT Page PRO-1Ver. 7.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PROCUREMENT
Procure-
ment PUR-001 Procurement Database (Planet Bids)
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 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; Statute of
Limitations is 4 years GC §34090, CCP § 337
Procure-
ment PUR-003 Request for Proposals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Procure-
ment PUR-004 Surplused Equipment / Disposal 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
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 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 Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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 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 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 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 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
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
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; 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
Yes 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 Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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 (/ partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et seq.,
342; GC §34090

PUBIC WORKS / MAINTENANCE / PARKS AND LANDSCAPE
Public
Works /
Maint. /
Parks and
Landscape
PW-009 Arbor Day / Tree City USA, etc. 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
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Public
Works /
Maint. /
Parks and
Landscape
PW-011 Park Safety Checklist 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Public
Works /
Maint. /
Parks and
Landscape
PW-012 Pesticide Use Permits / Applications 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 and
Landscape
PW-013 Playground Inspections 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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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 and
Landscape
PW-014 Sidewalk Complaints - Parks 10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Public
Works /
Maint. /
Parks and
Landscape
PW-015 Tree Inventory
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090
Public
Works /
Maint. /
Parks and
Landscape
PW-016 Tree Maintenance Work Orders 30 years Yes 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
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; 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
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service /
Work
PW-019
Work Orders / Service Requests - NOT
entered in CMMS Database (/ partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; 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 Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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 / STREETS AND FLEET
Public
Works /
Maint. /
Streets and
Fleets
PW-020
Aboveground Diesel Storage Tanks (Agency
Owned)
Spill Prevention Control / Countermeasures
(SPCC), Inspections, Integrity Testing,
Maintenance, Repairs
Life of the
Tank
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 Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
40 CFR 70.6; GC §34090
Public
Works /
Maint. /
Streets and
Fleets
PW-022 Hazardous Waste Manifests / Certificates of
Disposal 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
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 Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090; 13 CCR 1234(c)
Public
Works /
Maint. /
Streets and
Fleets
PW-025 Sidewalk Complaints - Right of Way 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. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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 and
Fleets
PW-026 Sidewalk Inspection Database
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Data is interrelated; GC §34090
Public
Works /
Maint. /
Streets and
Fleets
PW-027
Stormwater: Operation / Maintenance
(Catch Basins, Field, General Cleaning,
Open Channels, Slots, Stormwater
Treatment Measures / Trash Cleaning)
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 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 for 3 years; GC
§§4216.2(f) , GC §34090
Public
Works /
Maint. /
Streets and
Fleets
PW-029
Underground Storage Tanks (City-Owned -
Removed)
Location, Soil Remediation
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (required for the life
of the tank); 23 CCR 2712(b), H and S
§25284.2(i); GC §34090 et. seq.

Public
Works /
Maint. /
Streets and
Fleets
PW-030 Used Oil Disposal 3 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
22 CCR 66266.130(c)(5), H and S
§25250.18(b), 25250.19(a)(3) et seq.

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

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
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 Adopted: 8/20/2025

Ver. 13.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Maintenance / Facilities, Parks Landscape, Streets Fleet / Safety / Admin) Page PW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
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-032
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
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; 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
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service /
Work
PW-034
Work Orders / Service Requests - NOT
entered in CMMS Database (/ partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et seq.,
342; , GC §34090

PUBLIC WORKS / SAFETY / ADMINISTRATION
Public
Works /
Safety
Admin.

PW-035 Employee Training File (Training Certificates) Separation + 5 3 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
LC §§1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b) 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 Adopted: 8/20/2025

RESOLUTION NO. FD2026-XX - Page 1 of 3
RESOLUTION NO. FD2026-XX
A RES

OLUTION OF THE BOARD OF DIRECTORS OF THE RANCHO

CUCAMONGA FIRE PROTECTION DISTRICT, ADOPTING UPDATED

RECORDS RETENTION SCHEDULES, AUTHORIZING DESTRUCTION OF

CERTAIN CITY RECORDS, AND RESCINDING PREVIOUS RECORDS

RETENTION SCHEDULES
WHERE
AS, 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
WHERE
AS, California Health & Safety Code Section 13868 and Government Code Section 60200 provide that the legislative body of a fire protection district may authorize at any time the destruction or disposition of any duplicate record, paper, or document, the original or a permanent photographic record of which is in the files of any officer or department of the district; and
WHERE
AS, California Government Code Section 60201 provides that District records which have served their purpose, which are not expressly required by law to be filed and preserved, and which will not adversely affect any interest of the district or public may be destroyed;
WHERE
AS, the District has a procedure to maintain a list of the types of records destroyed or disposed of that reasonably identifies the information contained in the records in each category; WHERE
AS, the City Attorney has reviewed and approves the Records Retention Schedule as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code Section 60201; and
WHERE
AS, the District previously adopted Resolution No. 2025-020 adopting records retention schedules.

NOW,

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

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

Secti
on 2. Resolution No . FD2025-020 and all previous resolutions adopting District records retention schedules are hereby rescinded and replaced with the Fire District Records Retention Schedules adopted herein.

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

RESOLUTION NO. FD2026-XX - Page 2 of 3
or the public.

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

Sect
ion 5. Updates are hereby authorized to be made to the Records Retention Schedules, without any further action by the District’s Board of Directors, with the consent of the City Clerk Services Director, City Manager and City Attorney.

Sect
ion 6. The term “records” as used herein shall include records, documents, instructions, books, microforms, electronic files, magnetic tape, optical media, instruments, writings, and/or paper regardless of media, as defined by the California Public Records Act and as those terms are used in Health & Safety Code Section 13868 and Government Code Section 60200, et seq.

Sect
ion 7. The Clerk of the Board of Directors shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Sect
ion 8. This resolution shall become effective immediately upon its passage and adoption.

RESOLUTION NO. FD2026-XX - Page 3 of 3
PASSED
, APPROVED AND ADOPTED this 6th day of May 2026.
_____________________________
L. Denni
s Michael, President
AT
TEST:
_
Kim Sevy, Clerk
I, K
im Sevy, SECRETARY of the Rancho Cucamonga Fire Protection District, do hereby certify that the foregoing Resolution was duly passed, approved, and adopted by the Board of Directors of the Rancho Cucamonga Fire Protection District, at a Regular Meeting of said Board held on the 6th day of May 2026.

AYES:

N
OES:

ABSENT:

ABSTAINED:

Ex
ecuted this 7th day of May 2026, at Rancho Cucamonga, California.

Kim Sevy, Clerk
APPR
OVED AS TO FORM:

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

HOW TO USE RETENTION SCHEDULES
©1995-2026 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: DISTRICT-WIDE, DEPARTMENTS & DIVISIONS
The District-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 District-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 District 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 District
• 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 (and has SUBSTANTIVE CONTENT) 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 (or originals that do NOT have SUBSTANTIVE CONTENT) 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).”

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 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, Mylar, Linen, “Hard Copy
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)