RESOLUTION EXHIBIT A - REDLINES of proposed updates by Department — Redondo Beach City Council, January 3, 2023

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY WIDE (Used by All Departments)
Human
Resources /
Risk
Manage.

CW-001
Accident / Incident / Graffiti /
Vandalism / Injury Reports: ALL
(medical and non-medical.)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Police and Fire may also
maintain injury or EMS reports;
copies; GC §34090.7
Human
Resources /
Risk
Manage.

CW-002
Accident / Incident / Injury
Reports: EMPLOYEES (medical
and non-medical.) Also see
Vehicle Accident Reports (City
vehicles)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies - Human Resources
maintains originals; GC
§34090.7
Police CW-003
Accident Reports: CITY
VEHICLES - Always file a Police
Report when any City vehicle is
damaged.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
Financial
Services CW-004
Accounts Receivable / Cash
Receipts (Money owed to the City -
including Parking Bail, Business
Licenses, Taxes, TOT, Sales &
Use Tax, etc.)
2 years 2 years Yes: Until
Paid
Mag,
Ppr
Retained in each department to
create an audit trail; Financial
Services Maintains Originals; GC
§34090.7
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-005
Agreements & Contracts - ALL,
including Leases (Includes
Change Orders and RFPs)
Ensure ALL original contracts and
agreements are sent to the City
Clerk, except for Recreation
Class Instructor agreements.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S
Yes: After
Completion
Forward ALL original
agreements & change orders to
City Clerk; all infrastructure
improvements are permanent.

Statute of Limitations for
contracts is 4 years; CCP §§337,
337.1(a), 337.15; GC §34090.7,
Contractor has retention
requirements in 48 CFR 4.703
Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Schedules, copies of invoices,
backup, insurance certificates,
etc.) Also see grant retention, if
applicable.

Completion
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years After
Funding
Agency Audit,
if required,
whichever is
longer
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: Upon
Completion
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years; Statewide guidelines
propose termination + 5 years;
CCP § 337 et. seq., GC §34090
Lead Dept.

City Clerk,
or
Engineer.,
CW-007
Agreements & Contracts:

Unsuccessful Bids /
Unsuccessful Proposals
Bid Opening
+2 years
Bid Opening
+2 years Ppr
City records are a minimum of 2
years; Special Districts are
required to keep public works
unaccepted bids for 2 years; GC
§34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk
Financial
Services
CW-008
Audits / Annual Comprehensive
Financial Report (ACFR) CAFR -
Comprehensive Annual Financial
Reports (these are copies - the
original is part of the Agenda
Packet)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Ppr
Retained by the City Clerk in the
Agenda Packet; GC §34090.7
CW-009 Bids: See Agreements &
Contracts
City Clerk CW-010
Boards & Commissions: Citizens
Advisory Formed by CITY
COUNCIL (Agendas, Agenda
Packets, Notices, Proof of
Publications, etc.)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: After
2 years Copies; GC §34090.7
City Clerk CW-011
Boards & Commissions: Citizens
Advisory Formed by CITY
COUNCIL (MINUTES) Send all
originals to the City Clerk
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After
2 years Copies; GC §34090.7
CW-012
Boards & Commissions: External
Organizations (e.g. County Board
of Supervisors)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Non-records; GC §§34090,
6252(e)
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk
Staffing
Dept.

CW-013
Boards, Commissions, &
Committees: AUDIO
RECORDINGS TAPES of
Meetings
Copies -
When No
Longer
Required
30 days or
after Minutes
Approved,
whichever is
longer
Copies -
When No
Longer
Required
30 days or
after Minutes
Approved,
whichever is
longer

Tape
(Mag)
City Clerk maintains originals GC
§34090.7 City preference; State
law requires 30 days; GC
§54953.5(b)
City Clerk
Staffing
Dept.

CW-014
Boards, Commissions, &
Committees: VIDEO
RECORDINGS TAPES of
meetings (ALL)
Copies -
When No
Longer
Required
90 days
Copies -
When No
Longer
Required
90 days

Tape
(Mag)
City Clerk maintains originals GC
§34090.7 Video tapes are
required for 90 days for "routine
video monitoring" for municipal
records; All tapes are 30 days in
the Brown Act; GC §§34090.6,
34090.7, 54953.5
CW-015 Brochures: See Reference
Materials
CW-016 Budget Reports: See Financial
Reports
City Clerk CW-017
Budgets - Finals, Reports (these
are copies - the original is part of
the Agenda Packet)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
City Clerk maintains originals;
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City
Attorney CW-018 City Attorney: Opinions
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S No Originals are maintained by City
Attorney; GC §34090
Staffing
Depart. CW-019
City Council Subcommittees
(Composed solely of less than a
quorum of the City Council):
(AGENDAS, ANNOTATED

AGENDAS, MINUTES, NOTICES,
CORRESPONDENCE, etc.)
2 years 2 years
Mag,
Ppr
All recommendations are given
to full Council for action; Brown
Act challenges must be filed
within 30 or 90 days of action;
GC §§34090, 54960.1(c)(1)
Human
Resources /
Risk
Manage.

CW-020 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes:

Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement GC §§34090.7, 34090.6
Lead Dept. CW-021
Committees: Internal attended by
employees (e.g. Records
Management Committee)
2 years 2 years
Mag,
Ppr GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-022
Complaints (against Personnel -
e.g. misconduct, abuse, excessive
force, etc.)
Final
Disposition +
5 years
Final
Disposition +
5 years
Yes:

Before
Disposition
Mag,
Ppr
Statute of Limitations for public
official misconduct is discovery
of offense + 4 years ; State and
Fed laws is until final disposition
of formal complaint; State
requires 2 years after action;
EVC § 1045, GC §§12946,
12960, 34090; PC §§801.5,
803(c), VC §2547
Lead Dept. CW-023 Complaints / Service Orders
(operational) 3 years 3 years Mag Ppr
Statute of Limitations for
personal property, fraud, etc. is 3
years; Claims must be filed in 6
months; CCP §§338 et seq., 340
et seq., 342, GC §§945.6, GC
§34090
CW-024 Contracts: See Agreements
CW-025 Copies or duplicates of any record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept. that
Authors
Document
or
Receives
the City's
Original
Document
(from an
outside
source)
Lead Dept.

CW-026
Correspondence - ROUTINE
(Content relates in a
substantive way to the conduct
of the public's business)
(e.g. Administrative,
Chronological, General Files,
Letters, Memorandums,
Miscellaneous Reports, Press
Releases, Public Records
Requests, Reading, Working
Files, etc.)
2 years 2 years
Mag,
Ppr GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept. that
Authors
Document
or
Receives
the City's
Original
Document
(from an
outside
source)
Lead Dept.

CW-027
Correspondence - TRANSITORY /

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

Mag,
Ppr
Electronic and paper records are
categorized, filed and retained
based upon the CONTENT of
the record. Records where
either the Content relates in a
substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the informational
content for future reference
are saved by placing them in an
electronic or paper (project) file
folder and retained for the
applicable retention period If not
mentioned here, consult the City
Attorney to determine if a record
is considered transitory /
preliminary drafts. GC §§34090,
6252, 6254(a); 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San
Jose v. Superior Court (Smith).

S218066. Supreme Court of
California, 2017
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-028 Council Resolutions (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Depending
upon
Subject
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Financial
Services CW-029 Daily Cash Reports 5 years 5 years Yes: Until Paid Mag,
Ppr
Department Preference
(Retained in each department to
create an audit trail); Financial
Services Maintains Originals; GC
§34090.7
Financial
Services CW-030 Daily Cash Transmittals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Lead Dept. CW-031
Drafts & Notes: Drafts that are
revised (retain final version),
Telephone messages, etc.

When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine if
a record is considered a draft.

GC §§34090, 6252, 6254(a)
Lead Dept. CW-032 Emergency Contact List When
Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
Transitory Record; GC §§34090,
6252(e)
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-033 GIS / Geographic Information
System
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
If the lead department wants to
save historical data, they should
save a historical output or data;
Department Preference
(preliminary records used to
produce final documents); GC
§34090 et seq.

Lead Dept. CW-034
Grants / CDBG / Reimbursable
Claims / FEMA or OES
Reimbursement Claims
(SUCCESSFUL Reports, and
Financial Information) - Except
Library Grants. Send copy of
award letter and reporting
requirements to Financial
Services
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: When
Inactive
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; statewide guidelines
propose 4 years; 2 CFR
200.334; 7 CFR 3016.42; 21
CFR 1403.36 & 1403.42(b); 24
CFR 85.42, 91.105(h), 92.505,
570.490, & 570.502(a&b), 28
CFR 66.42; 29 CFR 97.42; 40
CFR 31.42; 44 CFR 13.42; 45
CFR 92.42; OMB Circular A-110
& A-133; GC §34090; GC
§8546.7
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-035
Grants (Applications,
Correspondence, Unsuccessful
Grants)
2 years 2 years
Mag,
Ppr GC §34090
Financial
Services CW-036 Invoices
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Before
Payment
Mag,
Ppr
Financial Services Maintains
Originals; GC §34090.7
City
Attorney CW-037 Lawsuits, Litigation, Pending Litigation When No
Longer
Required
(Upon
Settlement /
Judgment)
When No
Longer
Required
(Upon
Settlement /
Judgment)
Yes:

Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
City Attorney is OFR for lawsuits;
GC §§34090.7, 34090.6
Police CW-038 Lost Articles (coats, etc.)
Transfer to
the Police
Department
Transfer to
the Police
Department
Law requires the City to turn the
property over to the Police
Department, which retains for 90
days then sells the item at public
auction; CC §2080 et seq.

CW-039 Minutes: See Commissions,
Committees and Boards
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-040
Material Safety Data Sheet
(MSDS) / Safety Data Sheets
(SDS) / Chemical Use Report
Form (or records of the chemical /
substance / agent, where & when
it was used)
30 years
When
Superseded
or When
Product is No
Longer is
Used
30 years
When
Superseded
or When
Product is No
Longer Used
Yes
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Previous MSDS may be obtained
from a service; MSDS may be
destroyed as long as a record
of the chemical / substance /
agent, where & when it was
used is maintained for 30
years; Applies to qualified
employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
910.1020(d)(1)(ii)(B), GC
§34090
Old MSDS forms can be
obtained by calling (800) 451-
8346. Claims can be made for
30 years for toxic subst.
exposure; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years; 29 CFR
1627.3(b)(ii), 8 CCR §3204(d)(1)
et seq., GC §§12946, 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-041 Municipal Code (these are copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Current
Original
Mag,
Mfr, OD,
Ppr
I No Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-042 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §§34090, 6252(e)
Lead Dept.

City Clerk CW-043
Notices: Public Hearing Notices /
Affidavit of Posting (includes
copies of undeliverable
envelopes)
2 years
Copies -
When No
Longer
Required
2 years
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Originals are maintained by City
Clerk; GC §34090.7
City
Attorney CW-044 Opinions, City Attorney (these are copies) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Originals are maintained by City
Attorney; GC §34090.7
City Clerk CW-045 Ordinances (these are copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-046 Payroll Leave Requests
When No
Longer
Required
When No
Longer
Required
Ppr
Transitory Record retained as
required by departments; GC
§§34090, 6252(e)
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Human
Resources CW-047
Personnel Files (Departmentlevel: Only the Supervisor's Folder should be maintained in
the Department, Except Police &
Fire )
Send to
Human
Resources
Upon
Separation
Send to
Human
Resources
Upon
Separation
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy; Originals are
maintained by Human
Resources; State & Federal laws
require 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Lead Dept. CW-048 Personnel Work Schedules 2 years 2 years Mag,
Ppr GC §34090
City
Manager CW-049 Policies - Administrative (Various documents that establish policy) Until
Superseded
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Until
Superseded
Mag,
Mfr, OD,
Ppr
S / I
Yes: When
Supersede
d
Copies; GC §34090.7
Lead Dept. CW-050 Policies - Department (Various
documents that establish policy)
Until
Superseded P P
Yes: Until
Superseded
Mag,
Mfr, OD,
Ppr
S / I
Yes: When
Supersede
d
Retained for historical purposes;
Statewide guidelines propose
Superseded + 2 or 5 years; GC
§34090
Lead Dept. CW-051 Policies & Procedures
(Administrative Directives)
Superseded +
2 years
Superseded
+ 2 years
Yes: Until
Superseded
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive GC §34090
Lead Dept. CW-052
Preliminary Studies / Project
Assessment (City Projects) -
NOT Pursued (Title Reports,
Environmental Reports, etc.)
No Activity +
10 years
No Activity +
10 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive City Preference; GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-053 Press Releases 2 years 2 years
Mag,
Ppr GC §34090
Lead Dept. CW-054
Property Acquisition Working Files
(Escrow, copies of various
documents, requests for approval,
etc.)
2 years 3 years 5 years Yes: Until
Purchase
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
Auditing standards are 4 years
after audit; time is sufficient to
establish tax increment;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
Lead Dept. CW-055 Public Hearing Mailing Lists 2 years 2 years Mag, Ppr GC §34090
Financial
Services CW-056 Purchase Orders and Requisitions (these are copies) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes:

Before
Payment
Mag,
Ppr GC §34090.7
Financial
Services CW-057 Receipts / Fees / Refund Slips or Logs (Department Copies) 2 years 2 years Mag, Ppr Retained in the department to
establish an audit trail; GC
§34090.7
CW-058
Reference Materials: Policies,
Procedures Brochures, Manuals,
Newsletters & Reports: Produced
by OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Non-Records; GC §§34090,
6252(e)
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-059
Reference Materials: Policies,
Procedures Brochures, Manuals,
Newsletters & Reports: Produced
by OTHER Departments
When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §34090.7
Lead Dept. CW-060
Reference Materials: Policies,
Procedures Brochures, Manuals,
Newsletters & Reports: :

Produced by YOUR Department
Minimum of 2
years
Minimum of 2
years

Mag,
Ppr
Department preference;
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
CW-061 Reference or Working Files: See
Correspondence
Lead Dept. CW-062 Reports, Studies and Surveys
(Historically significant) 10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-063
Reports, Studies and Surveys
(other than Historically significant
reports - e.g. Annual Reports)
5 years 5 years 10 years
Mag,
Ppr
Department Preference;
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
Lead Dept. CW-064 Special Event Permits / Certificate
of Special Event 2 years 2 years 4 years
Yes:

Before
Event
Mag,
Ppr
Statute of Limitations any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; GC §34090, CCP §§337,
343
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-065
Surveys / Questionnaires
If a summary of the data is compiled,
the survey forms are considered a
draft or transitory record, and can be
destroyed as drafts (When No Longer
Required)
2 years 2 years
Mag,
Ppr GC §34090
CW-066 Tapes: See Boards &
Commissions
Lead Dept. CW-067 Telephone Messages
When No
Longer
Required
When No
Longer
Required
Ppr
As long as they are not retained
in the "Regular Course of
Business". Consult the City
Attorney to determine if a record
is considered a draft. GC
§34090, GC §6252
Police, Fire
or Finance /
Payroll
Lead Dept.

CW-068
Time Sheets / Time Cards
Fire and Police retain the time
sheets with the employee's
signature; all other departments
send the version WITH the
employee signatures to Payroll
(original signatures are
maintained on documents kept in
the department, except for
Harbor)
Copies -
When No
Longer
Required
2 years
3 years
Copies -
When No
Longer
Required
5 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Copies (except Fire & Police)
Auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -
10 years; Other cities show 2 -
20 years; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); GC §34090.7
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-18 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-069
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines and
Materials; includes Ethics
Training, Harassment Prevention,
Safety Training & Tailgate
Training Meetings)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
City preference; Ethics Training
is 5 years; Statewide guidelines
propose 7 years; Calif. Labor
Division is required to keep their
OSHA records 7 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1602.31; 1627.3(b)(1), LC
§6429(c); GC §§12946, 12960,
34090, 53235.2(b), 53237.2(b)
CW-070 Video Tapes: See Boards,
Commissions & Committees
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-19 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-071 Volunteer Applications
Successful Applicants
Separation or
Inactivity + 3
years
Separation or
Inactivity + 3
years
Mag,
Mfr, OD,
Ppr
S Yes: 1 year
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 &
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
Lead Dept. CW-072 Volunteer Applications -
Unsuccessful Applicants 3 years 3 years Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC §§12946,
12960, 34090
Lead Dept. CW-073 Volunteer Emergency Contact
Forms
Inactive /
Separation +
2 years
Inactive /
Separation +
2 years
Yes: While
volunteer is
active
Mag,
Ppr GC §34090
Dept.

Providing
Service /
Work
CW-074 Work Orders / Service Requests 3 years 3 years Mag Ppr Consistent with Operational
Complaints; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-20 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-075
WORM / DVD-r / CD-r / Blue RayR or other unalterable media that does not permit additions,
deletions, or changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record
serves as the official record); GC
60200, 12168.7, EVC 1550, 2
CCR 22620 et seq..

CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

CITY ATTORNEY
City
Attorney CA-001 Charter Review Records 2 years P P
Mag,
Mfr, OD,
Ppr
S No Copies; City Clerk maintains
originals; GC §34090.7
City
Attorney CA-002 City Attorney Opinions and Opinion Index Minimum 5
years
P
Minimum 5
years
P
Yes
Mag,
Mfr, OD,
Ppr
S/I No
Department Preference;
Statewide guidelines propose
superseded + 2 years; GC
§34090
City
Attorney CA-003 Legal Briefs
Minimum 5
years
P
Minimum 5
years
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
2 years
Department Preference; GC
§34090
City
Attorney CA-004 Litigation Files / Court Case Files - Adults Entry of
Judgment +
1 year
Entry of
Judgment +
4 years
Entry of
Judgment +
5 years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S
Yes: After
Settled
Juveniles may have additional
legal recourses; CCP §§ 337 et
seq.; GC §§ 911.2, 945.6,
34090, 34090.6; PC §832.5(b)
City
Attorney CA-005 Litigation Files / Court Case Files
- Juveniles
Entry of
Judgment +
1 year
Age of
Majority
(minimum
Entry of
Judgment +
5 years)
Age of
Majority
(minimum
Entry of
Judgment +
5 years)
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S
Yes: After
Settled
Juveniles may have additional
legal recourses; CCP §§ 337 et
seq.; GC §§ 911.2, 945.6,
34090, 34090.6; PC §832.5(b)
City
Attorney CA-006 Pitchess Motions 2 years 2 years Yes
Mag,
Mfr, OD,
Ppr
S No Copies; City Clerk maintains
originals; GC §34090.7
City Clerk CA-007 Property Acquisitions /
Condemnations
Minimum 2
years
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S No Copies; City Clerk maintains
originals; GC §34090.7
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

PROSECUTOR
Planning CA-008
Abatements, Code Violations
(e.g. Nuisances, Weed
Abatements, Demolitions)
Resolution
+ 2 years
Resolution
+ 2 years
Yes: Until
Resolution Mag, Ppr GC §34090
Police CA-009
Citations and Complaints (All are
misdemeanors. Includes
warrants)
Resolution
+ 30 days
Resolution
+ 30 days Mag, Ppr Covers the appeal period; GC §34090.7 Police CA-010 Habitual Offenders No Activity
+ 10 years
No Activity
+ 10 years
Mag,
Mfr, OD,
Ppr
S No Copies; Police maintains
originals; GC §34090.7
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

CITY CLERK
City Clerk CC-001
Affidavits of Postings / Affidavits
of Publications / Legal
Advertising
2 years 2 years Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
City Clerk CC-002
Agenda Packets & Agendas- City
Council, Redevelopment,
Successor Agency, Council
Subcommittees, Planning
Commission, Harbor
Commission, other Council
Boards & Commissions
Includes correspondence and ecomments submitted on agenda items, Budget, Consolidated
Annual Financial Reports
P P
Yes: Before
Meeting
Date
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months
Department preference; GC
§34090
City Clerk
Agendas: Council, Council
Subcommittees, Planning
Commission, other Council
Advisory Bodies
2 years 2 years
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months GC §34090
City Clerk CC-003
Annexations / Deannexations,
Abandonments, Dedications,
Easements & Vacations
P P
Mag,
Mfr,
OD,
Ppr
S/I No GC § 34090
Engineering
& Building
Services
CC-004
Assessment District Files:

Establishment (Boundary Maps,
Diagrams, etc.)
P P
Yes: Before
Termination
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months
Department Preference (City
Clerk does not keep the diagrams
and maps); GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-005 Auditing Subcommittee
(Expenditure Audits) 2 years 3 years 5 years Mag,
Ppr
City Treasurer is OFR for
Revenue Audits; Meets municipal
government auditing standards;
GC §34090
City Clerk CC-006 Bonds / Certificates of
Participation (issued by the City)
Fully
Defeased +
10 years
Cancellat.,
Redemption
or Maturity +
10 years
Fully
Defeased +
10 years
Cancellat.,
Redemption
or Maturity +
10 years
Yes: Until
Maturity Ppr
Statute of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP §§336 et
seq. 337.5(a); 26 CFR 1.6001-
1(e): GC §43900 et seq.

City Clerk Bonds, Public Officials Termination
+ 75 years
Termination
+ 75 years
Mag, Mfr,
OD, Ppr S
Yes: After
6 months
Department Preference; Statute
of Limitations: Public official
misconduct is discovery of
offense + 4 years; GC §34090;
PC §§801.5, 803(c); 29 USC
1113
City Clerk CC-007
Budget (Final, Appropriations,
Amendments, Mid-year
Adjustments, Transfer of Funds
from Various Accounts approved
by Council)
P P
Yes:

Current
Fiscal Year
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months
Consistent with Final Budget
retention; GC §34090
City Clerk CC-008 Budget (Draft, proposed,
reviews)
When No
Longer
Required
2 years
When No
Longer
Required
2 years
Mag,
Ppr Preliminary Drafts; GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Human
Resources &
City Clerk
CC-009
Certificates of Insurance -
Miscellaneous (can't match to an
agreement)
11 years 11 years
Mag,
Mfr,
OD, Ppr
S
Yes: After
1 year
Covers E&O Statute of
Limitations (insurance certificates
are filed with agreement); Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years, CCP
§§336(a), 337 et. seq., GC
§34090
City Clerk CC-010 Capital Improvements P P
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months
Infrastructure; statewide
guidelines propose 10 years; GC
§34090
City Clerk CC-011 Chronological History of Mayors
and City Council P P
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months Historical Value; GC §34090
City Clerk CC-012 City Charter Working Papers Minimum 7 years
Minimum 7
years
Mag,
Ppr
Historical Value (transfer to
historical museum); GC §34090
City Clerk CC-013 City Charter, Logo, City Seal,
City Flag P P Yes
Mag,
Mfr,
OD, Ppr
S No Historical Value; GC §34090
City Clerk CC-014
City Clerk's Report (Monthly
Report of Revenue and
Expenditures)
5 years 5 years Mag,
Ppr
Meets auditing standards; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Human
Resources /
Risk
Manage.

CC-015 Claims
Copies -
When No
Longer
Required
1 year
Copies -
When No
Longer
Required
1 year
Yes: Before
Settlement
Mag,
Mfr,
OD,
Ppr
S
Yes: After
6 months
Copies (Human Resources is
OFR); GC §34090.7
City Clerk Coastal Plan P P
Mag,
Ppr Historical Value; GC §34090
City Clerk CC-016 Conflict of Interest Code P P
Mag,
Mfr,
OD,
Ppr
S
Yes: After
6 months GC §34090
City Clerk CC-017
Contracts / Agreements: ALL
INFRASTRUCTURE, Architects,
Buildings, bridges, consultants
for infrastructure projects,
demolitions, park improvements
and playground equipment (tot
lots), reservoirs, sewers,
sidewalks, street & alley
improvements, traffic signals,
utilities, water. Exceptions:

Landscaping, street paving
P P
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S
Yes: After
Completio
n + 6
months
Department Preference; All
infrastructure, JPAs, & Mutual Aid
contracts should be permanent
for emergency preparedness;
Statute of Limitations is 4 years;
10 years for Errors & Omissions;
land records are permanent by
law; CCP §§337. 337.1(a),
337.15, 343; GC §34090,
Contractor has retention
requirements in 48 CFR 4.703(a)
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-018
Contracts / Agreements: NONINFRASTRUCTURE where
Errors and Omissions apply:

Consultants for services,
Landscaping, Leasing, Legal
Assistance, MOUs (except
Employee Bargaining Units),
Purchasing, Re-roofing, Street
Resurfacing, Tree Trimming,
Leases, Professional Services,
etc.

Completion +
10 years
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Completio
n + 6
months
Department Preference; All
infrastructure, JPAs, & Mutual Aid
contracts should be permanent
for emergency preparedness;
Statute of Limitations is 4 years;
10 years for Errors & Omissions;
land records are permanent by
law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
City Clerk CC-019
Contracts / Agreements: NONINFRASTRUCTURE where
Errors and Omissions do NOT
apply Juvenile Diversion, JTPA
/ WIA, Recreational Instructors,
etc.

Completion +
5 years
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Completio
n + 6
months
Errors & Omissions doesn't apply
to these contracts; Statewide
guidelines propose completion +
5 years for non-capital
improvement contracts &
completion + 4 years for
transportation and concessionaire
agreements. Statute of
Limitations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC
§34090,
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-020 Contracts / Agreements:

Franchise Agreements P P
Yes: Before
Completion
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Completio
n + 6
months
Department Preference;
Statewide guidelines propose
completion + 5 years for noncapital improvement contracts & completion + 4 years for
transportation and concessionaire
agreements. Statute of
Limitations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC
§34090,
City Clerk CC-021 Contracts / Agreements:

Settlement Agreements
Settlement +
5 years
Settlement +
5 years
Yes: Before
Completion
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Completio
n + 6
months
Errors & Omissions doesn't apply
to these contracts; Statewide
guidelines propose completion +
5 years for non-capital
improvement contracts &
completion + 4 years for
transportation and concessionaire
agreements. Statute of
Limitations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC
§34090,
City Clerk CC-022 Contracts / Agreements:

Retirement Agreements (PERS) P P
Yes: Before
Expiration
Mag,
Mfr,
OD, Ppr
S No
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; State Law requires 2
years after action; 29 CFR
1627.3(b)(2); GC §§12946,
12960, 34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-023 Contracts / Agreements: Title
Insurance, Land Records P P Yes (all)
Mag,
Mfr,
OD, Ppr
S No GC §34090
City Clerk CC-024
Contracts / Agreements: MOUs -
Memorandas of Understanding
for Employee Bargaining Units
P P
Yes: Before
Expiration
Mag,
Mfr,
OD, Ppr
Department Preference; EEOC /
FLSA requires 3 years for MOUs;
State requires 2 years; 29 CFR
516.5, GC §§12946, 12960,
34090
City Clerk CC-025 Contracts / Agreements: Oil
Lease / Agreements and Bonds P P Yes (all)
Mag,
Mfr,
OD, Ppr
S No City Preference for environmental
purposes; GC §34090
City Clerk CC-026 Contracts / Agreements:

Unsuccessful Bids
Bid Opening
+ 2 years
Bid Opening
+ 2 years Ppr GC § 34090
City Clerk CC-027 Council Organization (Districts,
Pay, etc.) P P
Mag,
Mfr,
OD,
Ppr
S No Historic and Administrative Value;
GC §34090
City Clerk CC-028 Council Policies & Procedures
(Not Administrative Directives)
When
Superseded -
Minimum 2
years
When
Superseded -
Minimum 2
years
Mag,
Mfr,
OD,
Ppr
S No GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-029 Covenants / Agreements (land
use records) P P
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months
All infrastructure, JPAs, & Mutual
Aid contracts are permanent for
emergency preparedness; Statute
of Limitations is 4 years; 10 years
for Errors & Omissions; CCP
§§337. 337.1(a), 337.15, 343; GC
§34090
City Clerk CC-030
Deeds / Property Acquisition /
Disposition: Property owned by
City (property acquisition files,
including orders of
condemnations)
P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090
Lead Dept.

Drafts & Notes: Drafts that are
revised (retain final version),
Telephone messages, etc.

When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult the
City Clerk to determine if a record
is considered a draft. GC
§34090, GC §6252
City Clerk CC-031 Easements P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090

ELECTIONS - CONSOLIDATED
City Clerk CC-032
Elections - Campaign Reports
(FPPC 400 Series Forms & Form
501): SUCCESSFUL

CANDIDATES
All, whether filed electronically or
not
P P
Mfr,
OD,
Ppr
S
After 2
years
For Electronic Filings, Data that
has been maintained for at least
10 years may then be archived in
a secure format; Paper must be
retained for at least 2 years; GC
§81009(b)&(g); GC §84615(i)
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-033
Elections - Campaign Reports
(FPPC 400 Series Forms & Form
501): UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful
Candidates Without Committees
that Don't File Electronically
5 years 5 years
Mfr,
OD,
Ppr
S
After 2
years
Candidates without committees
are not required to file their
statements, reports or copies
online or electronically; Paper
must be retained for at least 2
years; GC §81009(b)&(g); GC
§84615
City Clerk CC-033
Elections - Campaign Reports
(FPPC 400 Series Forms & Form
501): UNSUCCESSFUL

CANDIDATES -

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag,
Ppr
Statements filed electronically are
required for 10 years; GC
§81009(b)&(g); GC §84615
City Clerk CC-034
Elections - Campaign Reports
(FPPC 400 Series Forms):

OTHER COMMITTEES (PACS)
7 years 7 years
Mfr,
OD,
Ppr
S
After 2
years
Paper must be retained for at
least 2 years; GC §81009(e)&(g)
City Clerk CC-035
Elections - Campaign Reports
(FPPC 400 Series Forms):

THOSE NOT REQUIRED TO

FILE ORIGINAL WITH CITY
CLERK (copies)
4 years 4 years
Mfr,
OD,
Ppr
S
After 2
years
Paper must be retained for at
least 2 years; GC §81009(f)&(g)
City Clerk CC-036
Elections - CANDIDATE FILE -

SUCCESSFUL CANDIDATES
(Nomination Papers, Candidate
Statement, etc.)
8 years
P
8 years
P
Mag,
Mfr,
OD,
Ppr
Department Preference;
Statewide guidelines proposes 4
years for successful candidates,
2 years for unsuccessful; CA law
states term of office and 4 years
after the expiration of term and
does not delineate between the
two; EC §17100
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-037
Elections - CANDIDATE FILE -

UNSUCCESSFUL CANDIDATES
(Nomination Papers, Candidate
Statement, etc.)
5 years 5 years
Mag,
Mfr,
OD,
Ppr
Statewide guidelines proposes 4
years for successful candidates,
2 years for unsuccessful; CA law
states term of office and 4 years
after the expiration of term and
does not delineate between the
two; EC §17100
City Clerk CC-038
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Applications
for vacancies on the Council,
Precinct Maps, County Election
Services, Candidate Statements
to be printed in the Sample
Ballot, Polling Locations and
Precinct Board Members,
Notices, Postings, etc.)
2 years 2 years Mag,
Ppr
Used for a model for the next
election, GC §34090
City Clerk CC-039
Elections - HISTORICAL File
(Sample ballot, copies of
resolutions, final results,
Certificate of Election, Oath of
Office for Elected Officials)
P P
Mag,
Mfr,
OD,
Ppr
S No Retained for Historical Value, GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-040 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
8 mo.

Results + 8
months or
Final
Examination
if No Election
+ 1 year
after petition
examination
if petition is
insufficient
8 mo.

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
ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-041 Applications to View Voter
Registration Information 5 years 5 years Ppr EC §2188(f) City Clerk CC-042
Elections - Vote-by-Mail
Absentee Applications, Roster of
Absentee Applications
6 mo. 6 mo. Ppr EC §17505
City Clerk CC-043
Elections - Vote-by-Mail
Absentee Identification
Envelopes (includes
undeliverable envelopes)
6 mo. 6 mo. Ppr EC §17302
City Clerk CC-044 Elections - Ballots & Logic &
Accuracy Test - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-045 Elections - Ballots & Logic &
Accuracy Test- After Recount 6 mo. 6 mo. Ppr EC §17306
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-046
Elections - Assessment District
Ballots - Prop. 218 proceedings /
Protest Lists / Protest Letters
2 years 6 mo. 2 years
6 mo. Ppr
GC §53753(e)(2) Consistent with
retention for Election Ballots;
Statewide guidelines propose
permanent; EC §§ 17302, 17306;
CA Constitution Art. XIII
City Clerk CC-047 Elections - Challenged &
Assisted Voters List 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-048 Elections - Inspector Receipts for
Ballots 6 mo. 6 mo. Ppr EC 17302, 17306
City Clerk CC-049 Elections - Precinct Maps 2 years 2 years Mag, Ppr
No specific legal requirement;
Statewide guidelines propose 2
years; County Clerk sends to
Secretary of State; EC §17501,
GC §34090
City Clerk CC-050 Elections - Precinct Officer
Appointments 6 mo. 6 mo. Ppr EC §17503
City Clerk CC-051 Elections - Roster of Voters 5 years 5 years Mag,
Mfr,
OD,
Ppr
EC §17300
City Clerk CC-052 Elections - Tally Sheets 6 mo. 6 mo. Ppr EC §17304 City Clerk CC-053
Elections - Voter Index Copies
used as the Voting Record at
Polling Places
6 mo. 6 mo. Ppr EC §17304
City Clerk CC-054 Elections - Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Fire CC-055 Emergency / Disaster
Management
When
Superseded
When
Superseded
Yes:

Current
Policies &
Procedures
Mag,
Mfr,
OD,
Ppr
S No Fire retains original; GC §34090.7
City Clerk CC-056
Environmental Determinations:

Environmental Impact Reports
(EIRs), Initial Study, Negative
Declarations, etc.

P P
Yes: Until
Project
Completed
Mag,
Mfr,
OD, Ppr
S / I Yes: 1
year
Final EIRs are required to be kept
a "reasonable period of time"; 14
Cal Code Regs §15095(c); GC
§34090.7
City Clerk CC-057
Ethics Training Certificates /
Harassment Prevention Training
Certificates
5 years 5 years Mag,
Ppr GC §53235.2(b); GC §53237.2(b)
City Clerk CC-058
FPPC 700 Series Forms -
Statement of Economic
Interests): ELECTRONICALLY
FILED
10 years 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After

QC & OD
Statements filed electronically are
required for 10 years; City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f)(g); GC §84615
City Clerk CC-059
FPPC 700 Series Forms
(Statement of Economic
Interests): DESIGNATED

EMPLOYEES &
CONSULTANTS (specified in the
City's Conflict of Interest code)
7 years 7 years
Mag,
Mfr,
OD,
Ppr
S
After 2
years
City maintains original
statements; GC §81009(e)(g)
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-14 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-060
FPPC 700 Series Forms
(Statement of Economic
Interests): PUBLIC OFFICIALS
(elected & not elected. Includes
City Council Members, Planning
Commission Members, City
Manager, City Treasurer & City
Attorney)
Minimum 10
4 years
Minimum 10
4 years
Mfr,
OD,
Ppr
S
After 2
years
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 FPPC Blank Forms, Lists,
Manuals, and Administration 5 years 5 years
Mag,
Mfr,
OD,
Ppr
S FPPC opinion
City Clerk CC-061 FPPC Form 801 (Gift to Agency
Report) 7 years 7 years Mag, Ppr
Must post on website; 2 CCR
18944.2(c)(3)(G); GC §81009(e)
City Clerk CC-062 FPPC Form 802 (Tickets
Provided by Agency Report) 7 years 7 years Mag, Ppr
Must post on website for 4 years;
GC §81009(e)
City Clerk CC-063 FPPC Form 803 (Behested
Payment Report) P P
Mag,
Ppr
FPPC Regulation 18734(c); GC
§81009e
City Clerk CC-064 FPPC Form 804 (Agency Report
of New Positions) P P
Mag,
Ppr
FPPC Regulation 18734(c); GC
§81009e
City Clerk CC-065 FPPC Form 805 (Agency Report
of Consultants) 7 years 7 years Mag, Ppr GC §34090; GC §81009(e) City Clerk CC-066 FPPC Form 806 (Agency Report
of Public Official Appointments) 7 years 7 years Mag, Ppr Must post on website; 2 CCR
18705.5(b)(3); GC §34090; GC
§81009(e)
City Clerk CC-067
General Plan (Adopted Plans,
Elements, Amendments, Specific
Plans, Final EIR)
P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-15 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-068
General Plan (Draft EIR, Public
and Agency Comments,
Correspondence to Council, etc.)
2 years 2 years
Mag,
Mfr,
OD,
Ppr
S No GC §34090
City Clerk CC-069
Insurance Policies Property
Casualty (City-owned): Liability
(General & Public) and Property
P P
Yes: Before
Expiration
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Expiration
Department preference; GC
§34090; CCP §337 et seq.

City Clerk CC-070 Historical Records P P
Mag,
Mfr,
OD,
Ppr
S No City Clerk Determines Historical
Significance; GC §34090
City Clerk CC-071
Minutes: City Council,
Redevelopment, Successor
Agency, Council Subcommittees,
Planning Commission, Harbor
Commission, other Council
Advisory Bodies ALL Boards and
Commissions
P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090
City Clerk CC-072 Municipal Code and History File
(always retain 1 supplement) P P
Mag,
Mfr,
OD,
Ppr
S No GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-16 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-073
Oaths of Office - Board &
Commission Members (required
of all "City Officers")
Employees are filed in the Personnel
File; Elected Officials are in the
Historical Elections File
Separation
+ 6 years 75 years
Separation +
6 years 75
years
Mag,
Mfr,
OD, Ppr
S
Yes: After
6 months
Department preference; Statute
of Limitations: Public official
misconduct is discovery of
offense + 4 years, retirement
benefits is 6 years from last
action; statewide guidelines
propose Termination + 6 years;
GC §§36507, 34090; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-074 Ordinances P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090 et. seq.

City Clerk CC-074 Organizations (e.g. League of
California Cities, CCAC, IIMC)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Correspondence & Non-records;
GC §§34090, 6252(e)
City Clerk CC-075 Petition Administration Records 2 years 2 years Mag, Ppr GC §34090
City Clerk CC-076
Petitions (submitted to Council
on any subject; Dog Parks,
Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall
or Referendum Petitions
includes comments from the
public and other agencies on
various newsletter items. Also
see Elections for Initiative, Recall
or Referendum Petitions)
1 year 1 year Ppr Law requires 1 year for petitions;
GC §50115
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-17 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-077
Proof of publication,
correspondence, protests (all
subjects)
2 years 2 years
Mag,
Mfr,
OD,
Ppr
The original is maintained with
the subject file; Statute of
Limitations for mailings for
annexations, special districts,
bonds is 60 days; Municipal
Government actions is 3 - 6
months; CCP §§337 et seq,
349.4; GC §34090
City Clerk CC-078
Records Management:

Destruction Lists / Retention
Schedule / Authorization for
Amendments to Retention
Schedules
P P
Mag,
Mfr,
OD,
Ppr
S
Yes: After
6 months GC §34090 et. seq.

City Clerk CC-079
Redistricting Web Page / District
Boundary Web Page (Map,
Redistricting Process, Agendas,
Calendars, Notice, etc.)
10 years 10 years Mag,
Ppr EC §21608(g); GC §34090
City Clerk CC-080
Resolutions (Council,
Redevelopment / Successor
Agency / Oversight Board, and
Planning Commission, Harbor
Commission and all other
Council-Appointed Boards &
Commissions)
P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090 et. seq.

City Clerk CC-081 Resumes and Biographies:

Elected Officials
Term of
Office + 4
years
Term of
Office + 4
years
Mag,
Ppr
Department Preference; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-18 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City Clerk CC-082
Secretary of State Statement of
Facts / Registry of Public
Agencies
2 years 2 years Mag,
Ppr GC §34090
City Clerk CC-083
Tapes or Recordings (VIDEO)
Council, Redevelopment /
Successor Agency / Oversight
Board, All Boards and
Commission meetings
20 years 4 years 20 4 years Mag
Department Preference; Legally
required for 90 days; GC
§34090.7
City Clerk CC-084
TAPES Recordings (AUDIO)
Council, Redevelopment /
Successor Agency / Oversight
Board, All Board & Commission
Meetings (that the City Clerk
provides staff support for)
20 years
30 days or
after Minutes
Approved,
whichever is
longer
20 years
30 days or
after Minutes
Approved,
whichever is
longer

Tape
(Mag)
City preference; State law
requires 30 days; GC
§54953.5(b)
City Clerk CC-085
Utilities Administration
(Correspondence, PUC Rate
Changes, Applications, Gas,
Electricity, Water District, etc.)
2 years 2 years Mag,
Ppr GC § 34090
RECORDS CENTER - Records from Other Departments
Financial
Services CC-086
Accounts Receivable (All
Records and Reports, including
Parking Bail, Taxes, TOT, Sales
& Use Tax, etc.)
2 years 3 years 5 years Yes: Until
Paid
Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Statewide guidelines propose
audit + 4 years; Published articles
show 3 - 7 years; other cities
show 7 -10 years; GC §34090
Lead Dept. CC-087
Acquisition Working Files
(Escrow, copies of various
documents, requests for
approval, etc.)
2 years 5 years 7 years Yes: Until
Purchase
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Inactive
Auditing standards are 4 years
after audit; time is sufficient to
establish tax increment;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-19 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Lead Dept. CC-088
Activity Reports (Hours worked,
description of Services, Daily
Logs)
2 years 3 years 5 years Yes: Until
Purchase
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Inactive
City Preference (can be a
transitory record); GC §§34090
et. Seq.

Lead Dept. CC-089
Administration Policy Files
(Various documents that
establish policy)
Until
Superseded 5 years Superseded + 5 years
Yes: Until
Superseded
Mag,
Mfr,
OD, Ppr
S / I
Yes:

When
Supersede
d
Statewide guidelines propose
Superseded + 2 or 5 years; GC
§34090
Lead Dept. CC-090 Appraisal Reports: Purchased
Real Property 2 years 5 years 7 years Yes: Until Purchase Mag,
Mfr,
OD,
Ppr
S
Yes: After
Inactive
Auditing standards are 4 years
after audit; time is sufficient to
establish tax increment;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
Lead Dept. CC-091
Assignment Orders (Employee
Schedules - Policy, Fire,
Communications)
2 years 3 years 5 years Yes: Until
Purchase
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Inactive
City Preference (can be a
transitory record); GC §§34090
et. Seq.

Financial
Services CC-092 Audits (Audited Financial Statements, studies) 5 years 20 years 25 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
City Preference; Longer than 2
years for auditing purposes; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-20 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City
Treasurer CC-093 Bank Investment Records 2 years 3 years 5 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
City Preference; Published
articles show disposal of
investment + 7 years for security
brokerage slips; statewide
guidelines propose permanent;
Bond destruction must be
approved by Council; FTC Reg's
rely on "self-enforcement";
GC§§ 34090, 43900
City
Treasurer CC-094 Bank Reconciliation Files 2 years 3 years 5 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Consistent with auditing
standards (audit + 4 years);
GC§ 34090
Financial
Services CC-095 Bond Ledgers Maturity
Fully
Defeased +
10 years
Cancellat.,
Redemption
or Maturity +
10 years
Fully
Defeased +
10 years
Cancellat.,
Redemption
or Maturity +
10 years
Yes: Until
Maturity Ppr
Statute of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP §§336 et
seq. 337.5(a); GC §43900 et seq.

City Clerk CC-096 Building Codes (UBC, UEC, etc.) Until Superseded P P
Mag,
Mfr,
OD, Ppr
S
Yes: After
Inactive City Preference; GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-21 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Lead Dept. CC-097
Capital Improvements:

WORKING FILES
(Correspondence, etc.)
Completion
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S/I
Yes: Upon
Completio
n
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years;
Statewide guidelines propose
termination + 5 years; CCP §337
et. seq., GC §34090
Financial
Services CC-098 Cash Receipts, Credit Card Receipts, etc. 3 years 2 years 5 years Mag, Ppr Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
City
Treasurer CC-099 Checks / Warrants (cancelled checks) 1 year 4 years 5 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337 et seq.

Recreat. &
Commun.

Services
CC-100
Commercial Rehabilitation
Program (applicant files, project
files, blueprints, correspondence)
Completion
+ 3 years
2 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
5 years After
Funding
Agency
Audit, if
required,
whichever is
longer
Mag,
Ppr
Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
Lead Dept. CC-101
Community Development
Projects (original project, staff
report, subject file)
Completion
+ 3 years P P
Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Department Preference
(infrastructure); GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-22 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Lead Dept. CC-102
Community Development
Projects (working papers and
guidelines)
Completion
+ 3 years 2 years Completion + 5 years
Mag,
Ppr
Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
Lead Dept. CC-103 Condominium Conversions
(Studies, working papers, etc.) Superseded P P
Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Department Preference
(infrastructure); GC §34090
Planning CC-104
Economic Development Project
Files (Maps, Reports, Studies,
copies of contracts, bonds, etc.)
Superseded P P
Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Department Preference
(infrastructure); GC §34090
Human
Resources CC-105 Excludable Sick Pay (sick leave) 2 years 3 years 5 years Mag, Ppr Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
Financial
Services CC-106 Financial Reports - General Ledger: Final year-end 2 years P P Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Published articles show 3 -10
years; Other Cities have adopted
2 years - 20 years; GC §34090
Financial
Services CC-107
Financial Reports and General
Ledgers (MONTHLY OR
PERIODIC) Does NOT include
year-end General Ledger.
2 years 3 years 5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Department Preference;
Published articles show 3 - 6
years; statewide guidelines
propose 2 years; GC §34090
Recreat. &
Commun.

Services
CC-108 Housing Rehabilitation Loans Loan Payoff 5 years Loan Pay-off + 4 years
Mag,
Mfr,
OD,
Ppr
S / I Yes: 1
year
Department preference; Required
for 3-4 years from expenditure or
performance report; 24 CFR

85.42, 570.502, 29 CFR 97.42
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-23 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Planning CC-109 Land Use Planning Files
(General Plan, Coastal Plan, etc.) Superseded P P
Mag,
Mfr,
OD,
Ppr
S / I Yes: 1
year
GC §34090
City Attorney CC-110 Litigation Files / Court Case Files - Adults
Settle + 1
year
Settle + 4
years
Settle + 5
years
Yes: Until
Settlement
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Settled
Covers various statute of
limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
City Attorney CC-111 Litigation Files / Legal Case Files - Juveniles
Settle + 1
year
Age of
Majority
(minimum
Settlement +
5 years)
Age of
Majority
(minimum
Settlement +
5 years)
Yes: Until
Settlement
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Settled
Juveniles may have additional
legal recourses; CCP §§ 337 et
seq.; GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
Engineering
& Building
Services
CC-112
Parking and Traffic (Studies, staff
reports regarding signals,
crosswalks, cul de sacs, stop
signs)
3 years 7 years 10 years Yes: Until
Paid
Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year City Preference; GC §34090
Financial
Services CC-113 Payroll Changes / Deductions / Master / Overtime / Time off 3 years 2 years 5 years Mag, Ppr Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337
Financial
Services CC-114 Payroll Register 3 years 2 years 5 years Mag, Ppr Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-24 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Financial
Services CC-115 Payroll Reports 3 years 2 years 5 years Mag, Ppr Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337
Financial
Services CC-116 Payroll Time Cards 3 years 2 years 5 years Yes: Until Paid Mag,
Ppr
Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337
Human
Resources CC-117 PERS Reports 3 years 2 years 5 years Mag, Ppr Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337
Human
Resources CC-118 Personnel Record Card Separation + 5 years 10 years Separation + 15 years Yes: Until
Separation
Mag,
Mfr,
OD, Ppr
S
Yes: After
Separation
Department Preference; GC §
34090
City Clerk CC-119
Petitions (submitted to Council
on any subject. Also see City
Clerk - Elections for Initiative,
Recall or Referendum)
1 year 1 year Ppr Law requires 1 year for petitions;
GC §50115
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-25 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Lead Dept. CC-120 Real Estate Appraisal Reports:

Purchased Property 2 years 3 years 5 years Yes: Before Purchase Mag,
Mfr,
OD,
Ppr
S
Yes: After
Inactive
Exempt under PRA until purchase
has been completed; Auditing
standards are 7 years after audit;
time is sufficient to establish tax
increment; Statewide Guidelines
show 2 years; GC §§34090,
6254(h)
Financial
Services CC-121 Register Paychecks / Warrants 3 years 2 years 5 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337 et seq.

Lead Dept. CC-122 Reports, Studies and Surveys
(Historically significant) 10 years P P
Mag,
Mfr,
OD,
Ppr
S/I Yes: After
10 years
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CC-123
Reports, Studies and Surveys
(other than Historically significant
reports - e.g. Annual Reports)
5 years 10 years 15 years
Mag,
Ppr
Department Preference;
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
City Clerk CC-124
Risk Management - Insurance
Policies Property Casualty (Cityowned): Liability (General & Public) and Property
Expiration +
5 years P P
Yes: Before
Expiration
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Expiration
Department Preference (Property
policies could be destroyed
earlier); Liability policies should
be retained for protection from
litigation; GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-26 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

Lead Dept. CC-125 Special Event Permits /
Certificate of Special Event 2 years 2 years 4 years Yes: Before Event Mag,
Ppr
Statute of Limitations any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; GC §34090, CCP §§337,
343
Engineering
& Building
Services
CC-126 Street / Alley Alterations Completion P P Yes
Mag,
Mfr,
OD,
Ppr
S
Yes: After
1 year
Department Preference
(Infrastructure); GC §34090 et
seq.

Engineering
& Building
Services
CC-127
Traffic Safety Working Files
(Daily Process Reports of
Crosswalks, zone, intersections,
traffic, etc.)
3 years 2 years 5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
1 year
Department Preference; Statute
of Limitations is 4 years; GC
§34090, CCP § 337 et seq.

City
Treasurer CC-128 Treasurer Monthly Report 3 years 2 years 5 years Mag, Ppr Department preference; Auditing
standards are Audit + 4 years;
GC §34090
City
Treasurer CC-129 Treasurer Receipts 2 years 3 years 5 years Mag, Ppr Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
Recreat. &
Commun.

Services
CC-130
User Pay Recreation Programs
(Recreation Waivers)- Juveniles
& Adults
1 year 18 years 19 years Yes: Until
Settlement
Mag,
Mfr,
OD,
Ppr
S
Yes: After
Settled
Department preference to cover
juvenile statute of limitations
(Juveniles may have additional
legal recourses); CCP §§ 337 et
seq.; GC §§ 911.2, 945, 34090,
34090.6; PC §832.5
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-27 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

City
Treasurer CC-131 Utility User Tax Administration and Annual Reports 2 years 3 years 5 years Mag, Ppr Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
Human
Resources CC-132 Workers Compensation Files 5 years 25 years 30 years Mag,
Mfr,
OD, Ppr
S
Yes: When
Inactive
Claims can be made for 30 years
for toxic substance exposure; 8
CCR §3204(d)(1) et seq., GC
§§12946, 34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. (all rights reserved) Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

CITY MANAGER
City
Manager CM-001 Administrative Policies Until Superseded P P Yes: Until
Superseded
Mag,
Mfr, OD,
Ppr
S / I
Yes:

When
Supersed
ed
Retained for historical purposes;
Statewide guidelines propose
Superseded + 2 or 5 years; GC
§34090
City
Manager CM-002 City Manager / City Council and Mayor's Correspondence Duration of
Office -
Minimum 2
years
Duration of
Office -
Minimum 2
years
Mag, Ppr Administrative value to cover
terms of office; GC §34090
City
Manager CM-003 External Studies and Reports
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non Records; GC §34090
City
Manager CM-004
Legislation (Correspondence
supporting or opposing State and
Federal Legislation)
2 years 2 years Mag, Ppr GC §34090
City
Manager CM-005
Planning, Projects & Issues (Issues
and/or projects will vary over time -
e.g. Heart of the City, Proposed
Hotels, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Lead Department becomes OFR
for final documents; GC §34090
City
Manager CM-006 City Manager / City Council Proclamations 2 years 2 years Mag, Ppr GC §34090 City
Manager CM-007 Proposals Not Pursued 2 years 2 years Mag, Ppr GC §34090 City
Manager CM-008 Public Information / Press Releases 2 years 2 years Mag, Ppr GC §34090 CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk /
Lead Dept. CM-009 Redevelopment Projects
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Lead Department becomes OFR
for final documents; GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

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

CITY TREASURER
City
Treasurer CT-001 Auditing Subcommittee (Revenue
Audits) 2 years 3 years 5 years Mag,
Ppr
City Clerk is OFR for Expenditure
Audits; Meets municipal
government auditing standards;
GC §34090
City
Treasurer Bail Envelopes 2 years 2 years
Yes: When
Account
Open
Mag,
Mfr,
OD, Ppr
I
Yes:

After 1
year
GC §34090
City
Treasurer CT-002 Bank Investment Records 5 years 5 years Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
City Preference; Published
articles show disposal of
investment + 7 years for security
brokerage slips; statewide
guidelines propose permanent;
Bond destruction must be
approved by Council; FTC Rag's
rely on "self-enforcement";
GC§§ 34090, 43900
City
Treasurer CT-003 Bank Reconciliation Files 5 years 5 years Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Consistent with auditing
standards (audit + 4 years);
GC§ 34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

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

City
Treasurer CT-004 Bonds - Debt: Investment Records
Fully
Defeased
Maturity
10 years
Fully
Defeased
Cancellat.,
Redemption
or Maturity +
10 years
Mag,
Mfr,
OD, Ppr
I
Yes:

After 1
year
Statute of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP §§336(a)(1)
& (2), 337.5(2); GC §43900 et
seq.; GC § 53921(City Treasurer
destroys bonds)
City
Treasurer
Business License Applications and
Renewals
Termination
of Business
+ 5 years
Termination
of Business
+ 5 years
Yes: Until
Termination
of Business
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Retained for Auditing purposes;
GC §34090
City
Treasurer
Business License Computer
Generated Reference Reports
(includes home occupation permits)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Transitory Records; GC §34090
City
Treasurer
Business License Inspections and
Audits 2 years 2 years Mag, Ppr
Consistent with Code
enforcement, meets auditing
requirements; GC §34090
City
Treasurer
&
Financial
Services
CT-005 Certificates of Deposits Cancellation
+ 3 years
Cancellation
+ 3 years
Mag,
Ppr
Department Preference; Meets
auditing standards; GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

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

City
Treasurer
Checks / Warrants - Canceled
(Cashed) or Voided 5 years 5 years
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Statute of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337
City
Treasurer
Collections: Unpaid or Uncollected
Debts: Business Licenses, Small
Claims, Parking, Library, Returned
Checks, etc.

Until Paid,
Maximum 7
years
Until Paid,
Maximum 7
years
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Credit report history drops off
after 7 years; Library sends
unpaid accounts directly to the
collection agency; Department
Preference; GC §34090
City
Treasurer
Daily Batch Work Files (e.g.,
Business Licenses, Parking Meters,
Dog Licenses, etc.)
2 years 2 years Mag,
Ppr GC §34090
City
Treasurer Dog Licenses 3 years 3 years Yes
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Department preference; GC
§34090
City
Treasurer
Filming Permit and Business
License Applications and Renewals 5 years 5 years
Yes: Until
Termination
of Business
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Retained for Auditing purposes;
Statute of Limitations any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; GC §34090, CCP §§337,
343
City
Treasurer CT-006 Investment Bank Statements 2 years 3 years 5 years Mag, Ppr Meets municipal government
auditing standards; GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

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

City
Treasurer CT-007 Investment Database (Sympro) Indefinite Indefinite Yes Mag Data is interrelated; GC §34090 City
Treasurer CT-008
Investment Files: Individual
Transactions (Broker confirmations,
Certificates of Deposit, Wire
Transfers, Broker Confirmation, Bid
data, bank rates, etc.)
5 years 5 years Mag,
Ppr
Supporting documentation for
Investments of Operating Funds;
meets auditing standards; GC
§34090
City
Treasurer Parking Meter Records 2 years 2 years Mag, Ppr Reports are maintained for longer
periods; GC §34090
City
Treasurer Portfolio - Investments 2 years 2 years Mag, Ppr Reports are maintained for longer
periods; GC §34090
City
Treasurer CT-009 Revenue and Taxation 5 years 5 years
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Department Preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337 et seq.

City
Treasurer CT-010
Special Deposits (Facility Cleanups,
Sewer Connections, Cash Bonds,
etc.
5 years 5 years
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
Department Preference; Statute
of Limitations is 4 years; GC
§34090, CCP § 337 et seq.

City
Treasurer CT-011 State Board of Equalization (Sales tax reports) When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Not accessible to the Public; Non
records used for reference; GC
§34090 et seq.

CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 7.0 RECORDS RETENTION SCHEDULE - CITY TREASURER Page CT-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

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

City
Treasurer CT-012 Transient Occupancy Tax (TOT) Summary 5 years 5 years Yes: Until Paid Mag,
Ppr
Retained for auditing purposes;
GC §34090
City
Treasurer CT-013 Treasurer Monthly Report (Portfolio) 5 years 5 years Mag, Ppr Department preference; Auditing
standards are Audit + 4 years;
GC §34090
City
Treasurer CT-014 Treasurer Receipt Summary Reports 5 years 5 years Mag, Ppr Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
City Clerk CT-015 Treasurer's Reports - Investment
Reports
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
These are presented to the City
Council, and maintained by the
City Clerk permanently as part of
the Agenda Packet; GC §34090.7
City
Treasurer
Utility User Tax Administration and
Annual Reports 5 years 5 years Mag, Ppr
Department Preference; Meets
auditing standards; Published
articles show 3 - 6 years; GC
§34090
City
Treasurer
Utility User Tax Exemptions (low
income discounts): All records
except correspondence (New
Applications and
Revisions/Updates)
5 years 5 years Yes: Until
Canceled
Mag,
Ppr
Meets auditing standards; GC
§34090
City
Treasurer Wire Transfers 5 years 5 years
Mag,
Mfr,
OD, Ppr
S / I
Yes:

After 1
year
For auditing purposes; GC
§34090, 26 CFR 1.6001-1
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RETENTION SCHEDULE - BUILDING SERVICES Page BLD-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

BUILDING SERVICES
Engineering
& Building
Services
BL-001
Building Address File (Building
Permits, Demolitions, Plan
Check Corrections only if
required by another Code,
Relocations, Concrete Testing
Reports, etc.)
Completion +
2 years
P
P P
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; UBC &
UAC requires plans be retained
for 90 days from completion
date; Statewide guidelines
propose permanent; UAC
§303.2,UBC §106.4.2, GC
§34090, H&S §19850
Engineering
& Building
Services
BL-002 Address Reference Cards P P
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; GC
§34090
City Clerk BL-003
Building Codes / California
Building Code, CBC, UBC,
UEC, etc.

Until
Superseded P
Until
Superseded
P
Mag, Mfr,
OD, Ppr S
Yes: After
Inactive
City Preference; GC § 50022.6.

GC §34090
Engineering
& Building
Services
BL-004 Building Inspection Sheets
When No
Longer
Required
2 years
When No
Longer
Required
2 years
Yes: Until
Permit
Finalled
Mag, Ppr
Preliminary drafts (the final Signoff is the final record); GC §34090
Engineering
& Building
Services
BL-005 Building Permit Administration
(Annual Reports) 2 5 years 2 5 years
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; Annual
Reports Submitted to State; GC
§34090
Engineering
& Building
Services
BL-006 Building Permit Administration
(Monthly Reports) 2 years 2 years Mag, Mfr,
OD, Ppr S
Yes: 1
year
Annual Reports Submitted to
State; GC §34090
Building
Services BL-007 Building Permit Database Indefinite Indefinite Yes Mag, Ppr Data is interrelated; GC §34090 CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RETENTION SCHEDULE - BUILDING SERVICES Page BLD-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Finance
Engineering
& Building
Services
BL-008 Building Permit Receipts
Copies -
When No
Longer
Required
5 years
Copies -
When No
Longer
Required
5 years
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Copies; Meets auditing
standards; GC §34090.7
Engineering
& Building
Services
BL-009
Building Plans -

COMMERCIAL, BUILDINGS

OF COMMON INTEREST /

MULTI-UNIT DWELLINGS /

TENANT IMPROVEMENTS
P P Yes (all) Mag, Mfr,
OD, Ppr S / M Yes: 1 year
Law requires for the life of the
building for commercial only;
Statewide guidelines propose 2
years for blueprints &
specifications; UBC requires 90
days from completion date; UBC
§106.4.2, CBC requires 180 days
from completion date; CBC
104.7 & 107.5 H&S§19850, GC
§34090
Engineering
& Building
Services
BL-010
Building Plans -

RESIDENTIAL, SINGLE

FAMILY DWELLIGS &
APPURTENANCES (e.g.

Fences, Garages, Pools,
Spas)
2 years P P 2 years Mag, Ppr
Department preference; plans
are not required to be filed for
dwellings less than 2 stories,
garages & appurtenances,
farms/ranches, 1-story with
bearing walls less than 25'; UBC
requires 90 days from
completion date; UBC §106.4.2,
CBC requires 180 days from
completion date; CBC 104.7 &
107.5 H&S§19850, GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RETENTION SCHEDULE - BUILDING SERVICES Page BLD-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Building
Services BL-011
Building Plans - WHERE A

PERMIT WAS NOT

OBTAINED
2 years 2 years Mag, Ppr
Department preference;
applicants have 180 days to get
a permit, which may be extended
for another 180 days by the
Building Official; CBC 104.7 &
107.5, H&S§19850, GC §34090
Engineering
& Building
Services
BL-012
Certificates of Occupancy
(Commercial & Multi-family
residential)
For Residential projects, the
final building inspection acts
as the Certificate of
Occupancy
P P Yes (all) Mag, Mfr,
OD, Ppr S
Yes: 1
year
Statewide guidelines propose life
of building; GC §34090
Engineering
& Building
Services
BL-013 Inspection Request Logs Daily
Call In Logs
2 years
When No
Longer
Required
2 years
When No
Longer
Required
Mag, Ppr Transitory Record; GC §34090
Engineering
& Building
Services
BL-014 Letter of Authorization (to pull
permits) 2 years 2 years
Yes: Until
Permit
Finalled
Mag, Ppr GC §34090
Engineering
& Building
Services
BL-015 Mobilehome Trailer Parks /
Correspondence P P
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; GC
§34090
Engineering
& Building
Services
BL-016
Plan Check Letters (Building
Official's interpretation of code
requirements for projects)
P P
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RETENTION SCHEDULE - BUILDING SERVICES Page BLD-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering
& Building
Services
BL-017 Real Estate Reports 2 years 2 years
Yes: Until
Permit
Finalled
Mag, Ppr GC §34090
Engineering
& Building
Services
BL-018
Reproduction Requests:

Permission to Receive Copies
of Plans Requests /
Permission (Correspondence
to and from
Architects)Engineering Plans,
Sewers, Easements,
Covenants, etc.
2 years
When No
Longer
Required
2 years
When No
Longer
Required
Yes Mag, Ppr Transitory record; GC §34090 et
seq.

Engineering
& Building
Services
BL-020
Street Naming & Property
Addressing Street Numbers
and Names
P P
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - PLANNING Page PL-1
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

PLANNING
Planning PL-001 Alcoholic Beverage License
Application Copies
When No
Longer
Required
2 years
When No
Longer
Required
2 years
Ppr
Not City Records Department
preference - Non-records GC
§§34090, 6252(e)
City Clerk PL-002 Annexation / Deannexation Files 5 years P P
5 years
Mag, Mfr,
OD, Ppr S No Department Preference; City Clerk is OFR; GC §34090.7 Planning PL-003 Assessor Parcel Information When
Superseded
When
Superseded
Mag, Mfr,
OD, Ppr GC §34090
Planning PL-004 Census Data Files
When No
Longer
Required
2 years
When No
Longer
Required
2 years
Mag, Ppr Not City Records GC §34090.7
Planning PL-005 Census Historical Data
When No
Longer
Required
2 years
P
When No
Longer
Required
P
Mag, Mfr,
OD, Ppr S
Yes: After
1 year
Not City Records Department
Preference; GC §34090.7
Planning PL-006 Census Working Files (copies of
other cities and counties)
When No
Longer
Required
5 years
When No
Longer
Required
5 years
Mag, Ppr Department Preference; GC
§34090 et seq.

City Clerk PL-008 Coastal Issues (Coastal Plan,
regulations, etc.)
P
When No
Longer
Required
P
When No
Longer
Required
Mag, Ppr
Some are non-records
originating from outside
agencies; GC §34090 et seq.

CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - PLANNING Page PL-2
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

City Clerk PL-009 Code Amendments
Copies -
When No
Longer
Required
2 years
Copies -
When No
Longer
Required
2 years
Yes (all) Mag, Mfr,
OD, Ppr S No
Copies Department Preference;
City Clerk Maintains originals of
all documents that were
presented to Council; GC
§34090.7
Planning Energy Files 5 years 5 years Mag, Ppr Department Preference; GC §34090
Planning PL-010 Entertainment Permits (Music,
Dancing, etc.)
Expiration +
2 4 years
Expiration +
2 4 years
Yes:

Before
Event
Mag, Ppr
Statute of Limitations any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; GC §34090, CCP §§337,
343
Planning Environmental Concerns (Policy /
Project originals) 3 years P P Yes (all) Mag, Mfr, OD, Ppr S Yes:

When
Inactive
Department Preference; GC
§34090
Planning Environmental Concerns (working
files) 3 years 3 years Mag, Ppr Department Preference; GC §34090 Planning
City Clerk PL-011
Environmental Determinations
(Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Inside City boundaries
2 years P P
Yes: Until
Project
Completed
Mag, Mfr,
OD, Ppr S / I Yes: 1 year
Department Preference; City
Clerk is OFR & will scan; Final
EIRs are required to be kept a
"reasonable period of time"; 14
CCR §15095(c); GC §34090.7
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - PLANNING Page PL-3
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Planning PL-012
Environmental Determinations
(Environmental Impact Reports
(EIRs), Negative Declarations, etc.)

CEQA / NEPA
Correspondence submitted to, or
transferred from the agency, and
all internal agency
communications, including staff
notes related to a non-exempt
CEQA action
Project
Approval or
Denial + 180
days
Project
Approval or
Denial + 180
days
Mag, Ppr
Not all internal communications
and notes are required to be
saved; "E-mails that do not
provide insight into the project
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) (53
Cal.App.5th 733); PRC 21167,6;
GC §34090 60201
Planning PL-013
Environmental Determinations
(Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr Non-records; GC §§34090,
6252(e)
City Clerk PL-014 General Plan Elements and
Amendments P P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: Until Amended Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090
Planning PL-015 Historical Landmarks (Local, State,
or National Registers) 5 years P P
Mag, Mfr,
OD, Ppr S
Yes: 1
year
GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - PLANNING Page PL-4
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Planning PL-016 Historical Photographs
When No
Longer
Required
P P
Mag, Mfr,
OD, Ppr S
Department Preference; GC
§34090 et seq.

Planning Historical Planning (working files
and copies) 3 years 3 years Mag, Ppr Department Preference; GC §34090.7 Planning PL-017 Land Use Planning Files (General
Plan, Coastal Plan, etc.) Superseded P P
Mag, Mfr,
OD, Ppr S / I Yes: 1 year
GC §34090
Planning /
City Clerk
Land Use Planning Files (General
Plan, Coastal Plan, etc.) Superseded P P
Mag, Mfr,
OD, Ppr S / I Yes: 1 year
GC §34090
Planning PL-018 Land Use Studies 5 years 5 years 10 years Mag, Mfr, OD, Ppr S or I Yes: 1 year
Consistent with other studies;
Statewide Guideline shows 2
years; GC §34090
Planning PL-019 Local Landmarks 5 years P P P Yes (all) Mag, Mfr, OD, Ppr S No Department Preference; GC §34090
Planning PL-020 Modifications (Variances approved
by the Land Use Administrator) 5 years P P P Yes (all) Mag, Mfr, OD, Ppr S No GC §34090 Planning PL-021
Planning Files (Working Files):

Conditional Use Permits,
Condominium CUP, Planned
Development, Sign Review, Site
Plan, Special Use, Subdivision,
Parcel Maps, Tract Maps,
Variances
2 years 2 years Yes: Until
Completed Mag, Ppr GC§34090 et seq.

CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - PLANNING Page PL-5
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Planning PL-022
Planning Files: Conditional Use
Permits, Condominium CUP,
Planned Development, Sign
Review, Site Plan, Special Use,
Subdivision, Parcel Maps, Tract
Maps, Variances (Includes
Associated Staff Reports, Plans
& Maps)
5 2 years P P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Projects have a 2 year vesting
(applicant must pull permit
within 2 years) -- those
applications in which the
applicant does not follow
through with permit may be
destroyed after the vesting
period has expired. Some
permits must obtain Council
approval, and therefore the City
Clerk becomes office of record
for material presented to
Council; Department maintains
complete files for administrative
purposes; GC§§34090, 34090.7
Lead
Dept. PL-023
Preliminary Studies / Project
Assessment (Private Projects) -
NOT Pursued
2 years 8 years 2 10 years Mag, Ppr
Department Preference;
Applicants have 3 years to
complete their project; GC
§34090
Lead
Dept.

Planning
PL-024 Real Estate Appraisal Reports:

Property NOT purchased 2 years 2 years Mag, Ppr
Exempt under PRA; Statewide
Guidelines show 2 years; GC
§§34090, 6254(h)
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - PLANNING Page PL-6
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Lead
Dept.

Planning
PL-025 Real Estate Appraisal Reports:

Purchased Property 2 years 3 years 5 years
Yes:

Before
Purchase
Mag, Mfr,
OD, Ppr S
Yes: After
Inactive
Exempt under PRA until
purchase has been completed;
Auditing standards are 7 years
after audit; time is sufficient to
establish tax increment;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
City Clerk PL-026 Specific Plans 5 years P P Yes (all) Mag, Mfr, OD, Ppr S
Yes:

When
Inactive
Department Preference
(Copies); City Clerk Maintains
originals of all documents that
were presented to Council; GC
§34090
Planning PL-027
Temporary Use Permits (Banner
Permits, Pumpkin Lots, Christmas
Tree Lots, etc.)
2 years 2 years Yes: Until
Event Mag, Ppr GC§34090 et seq.

Planning PL-028 Zone Maps P P Yes (all) Mag, Mfr,
OD, Ppr S No
Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090.7
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (EmployerProvided Health Insurance Offer and Coverage & Transmittal
Form)
4 years 4 years Mag, Ppr
Department Preference;
Instructions state "Generally,
keep copies of information
returns you filed with the IRS or
have the ability to reconstruct the
data for at least 3 years, from the
due date of the returns GC
§§34090
Human
Resources HR-002
Applications for Employment or
Resumes: Unsolicited (no open
position), candidates not hired
When No
Longer
Required
When No
Longer
Required
Ppr
Letter is sent to applicant; No
positions open; therefore not
deemed part of City recruitment
practices; considered a transitory
record not materially impacting
the conduct of the public's
business; GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-003
Benefit Plans / Evidence of
Coverage (Health, Vision, Dental,
Life Insurance, etc) Includes
Policies
Minimum
Duration of
the Contract
+ 6 years
Minimum
Duration of
the Contract +
6 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Federal law requires 6 years;
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; Federal law requires
6 years after filing date; State
Law requires 2 years after action;
Health Care Service Providers
are 3 years; Managed Health
Care Plan & Solicitors are 5
years; 29 CFR 1627.3(b)(2); 29
USC 1027; 11 CCR 560; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-004 Benefit File: Current and Retired Employees Termination
of Benefit + 2
years
Termination of
Benefit + 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
Human
Resources HR-005 Class Specifications
When
Superseded
- Minimum
3 years
When
Superseded -
Minimum 3
years
Yes: Before
Superseded
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department Preference; Bureau
of National Affairs recommends 2
years for all supplementary
Personnel records; GC § 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-006
Classification / Compensation /
Reclassification / Reorganization
Studies (for employee
classifications and department
structures)
3 10 years 3 10 years Mag, Ppr
Department Preference; 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, LC §1197.5
Human
Resources HR-007 COBRA
Termination
of Coverage
+ 5 years
Termination of
Coverage + 5
years
Yes: During
Service
Mag,
OD, Mfr,
Ppr
S / I Yes: After
1 year
Retained to cover auditing
standards; GC §34090
Human
Resources HR-008 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human
Resources
Financial
Services
HR-009 Deferred Compensation Record 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department preference ;
Published articles for bank
statements show 4 -7 years; GC
§34090
Human
Resources HR-010
Department of Fair Employment &
Housing (DFEH or EEOC)
APPLICANT Claims that are
resolved administratively
3 years 3 years Mag, Ppr
Department preference; All State
and Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after action is taken; 2 CCR
11013(c); GC §§12946, 12960,
34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-011
Department of Fair Employment &
Housing (DFEH or EEOC)
Claims
Final
Disposition +
3 2 years
Final
Disposition +
3 2 years
Mag, Ppr
All State and Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after action is taken; 2 CCR
11013(c); GC §§12946, 12960,
34090
Human
Resources HR-012 EEOC Reports, EEO-4 Reports 3 years 3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.32 EEOC: See Department of Fair
Employment & Housing (DFEH or
EEOC) Claims
Human
Resources HR-013 Employee Assistance Program (Utilization Reports) 2 years 2 years Mag, Ppr GC § 34090 Human
Resources HR-014
Employee Benefit
Correspondence (Health / Vision /
Dental / LTD / STD / EAP / Life,
etc.)
2 years 2 years Mag, Ppr GC §34090
Human
Resources HR-015 Employee Benefit Experience Reports (utilization reports) 2 years 2 years Mag, Ppr GC §34090 City Clerk
Employee Benefit Policies and
Plans (Health / Vision / Dental
Policies / LTD / STD / EAP / Life ,
etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr GC §34090.7
Human
Resources
Employee Suggestions and List of
Actions 2 years 2 years Mag, Ppr GC § 34090
Human
Resources HR-016 Employment History Records P P Ppr Historical Value; GC § 34090 CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-017 I-9's
Employee
Termination +
3 1 years
Employee
Termination +
3 1 years
Mag, Ppr S / I Yes: After
1 year
8 CFR 274a.2; 29 CFR
1627.3(b)(1); GC §§12946,
34090; INA 274A(b)(3); INS Rule
274a.1(b)(2)
Non-citizens must re-certify
periodically; IRCA recommends 1
year from termination; EEOC /
FLSA / ADEA (Age) requires 3
years for "any other forms of
employment inquiry"; State Law
requires 2 -3 years; 29 CFR
1627.3(b)(1), GC §§12946,
12960, 34090
Human
Resources HR-018
In-Service Training (Supervisor
training, Harassment training,
etc.)
2 years 3 5 years 5 7 years Mag, Ppr S / I Yes: After
1 year
Department Preference to cover
the cycles of various training;
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
Insurance - See Employee
Benefits
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-019 Labor Relations / Negotiations: Employee Associations Superseded
+ 5 years 5 15 years
Superseded +
10 20 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
1 year
For use in interpreting intent of
MOU provisions; EEOC / FLSA
requires 3 years for MOUs; State
requires 2 years; statewide
guidelines propose permanent;
29 CFR 516.5, GC §§12946,
12960, 34090
City Clerk HR-020 Memorandas of Understanding
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Until
Superseded
Mag,
Mfr, OD,
Ppr
S/I No Copies; GC §34090.7
Human
Resources HR-021 PERS Annual Reports / Annual Annuity Evaluations 2 years 3 years 5 years Mag,
OD, Mfr,
Ppr
S / I Yes: After
1 year
PERS is OFR; retained to meet
auditing standards; GC §34090 et
seq.

Human
Resources HR-022
Personnel Employee Medical
Records (all employees) - Fit for
Duty, FMLA, Hazard Assessment,
Pre- or Post-employment
physicals, group shots, hazmat
exposure records, disability
claims, and background
medicals)
Separation +
2 years
Whichever
is Longer:
28 years, or
Termination
of Benefits
+ 5 years
Whichever is
Longer:

Separation +
30 years, or
Termination of
Benefits + 5
years,
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Files maintained separately;
Community Services, Public
Works and Fire retain some
records until the employee is
separated from employment;
Claims can be made for 30 years
for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-023
Personnel Files - Regular,
Active, Permanent, NonRegular, Part-Time, Temporary
Employees (Includes background
checks
Includes W-4s, Disaster Service
Workers Oaths
Separation +
2 years 4 years Separation + 6 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 26 CFR 31.6001-1 29
CFR 1602.14, 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1)
et seq., 8 CCR §11040.7(7)(C);
GC §§12946, 12960, 34090; 29
USC 1113; GC §3105
Human
Resources HR-024 Recruitment Database (NeoGov) 5 years 5 years Mag Department preference; Per
NeoGov Policy; 29 CFR
1627.3(b)(1), 29 CFR 1602.14; 2
CCR 11013(c); GC §§12946,
12960, 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-025
Recruitment Files (includes
unsuccessful applications,
Background files (unsuccessful
applicants,, Interview Notes,
Request for Hiring and Request
for Temporary Help, Eligibility
lists, ethnic coding forms and job
flyers)
3 years 3 years Mag, Ppr
Lists are good for one year, and
can be extended 1 year; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14;. GC §§12946,
12960, 34090
Human
Resources HR-026 Salary Surveys 2 years 2 years Mag, Ppr Department Preference;
Consistent with Classification /
Compensation / Reorganization
Studies; GC §34090
Human
Resources HR-027 Section 125 Enrollment and Reimbursement Forms 2 years 3 years 5 years Mag, Ppr Retained to match other auditing periods; GC §34090 Human
Resources Union Release Forms 5 years 5 years Mag, Ppr Department Preference; GC §34090 Human
Resources HR-028 W-4's / W-4A, DE-4
No Longer in
Effect + 4
years
5 years
No Longer in
Effect + 4
years
5 years
Mag, Ppr Copies - Originals filed in
Personnel File; GC §34090.7
Human
Resources HR-029 Workforce Diversity / Affirmative Action Plans and Administration 5 years 5 years Mag, Ppr Department Preference (only
required for 5 years); 29 CFR

30.8 RISK MANAGEMENT
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources /
Risk
Manage
HR-030
Accident / Incident / Graffiti /
Vandalism / Injury Reports:

PUBLIC ADULTS (medical and
non-medical.) Always send a
copy to the City Attorney
2 years 2 years Mag, Ppr
Police and Fire may also maintain
injury or EMS reports;
Recommended by State Fire
Marshall; Statute of Limitations
for Health Providers is 3 years;
Juveniles are required until
patient becomes 18 years old;
statewide guidelines propose 3
years; CCP §340.5, GC §34090
Human
Resources
Accident / Incident / Graffiti /
Vandalism / Injury Reports:

PUBLIC JUVENILES (medical
and non-medical.) Always send
a copy to the City Attorney
Age 18 or
5 years,
whichever is
longer
Age 18 or
5 years,
whichever is
longer
Mag, Ppr
Police and Fire may also maintain
injury or EMS reports;
Recommended by State Fire
Marshall; Statute of Limitations
for Health Providers is 3 years;
Juveniles are required until
patient becomes 18 years old;
statewide guidelines propose 3
years; CCP §340.5, GC §34090
Human
Resources /
Risk
Manage.

HR-031 Bonds, Public Officials Termination
+ 75 years
Termination +
75 years
Mag, Mfr,
OD, Ppr S
Yes: After
6 months
Department Preference; Statute
of Limitations: Public official
misconduct is discovery of
offense + 4 years; GC §34090;
PC §§801.5, 803(c); 29 USC
1113
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources /
Risk
Manage
HR-032
CAL-OSHA , Inspections &
Citations, Log 200, Log 300A, 301
and Administration
7 years 7 years Ppr
Department Preference; Calif.

Labor Division is required to keep
their records 7 years; OSHA
requires 5 years; State law
requires 2 years; 8 CCR
14300.33(a); 29 CFR 1904.33, 29
CFR 1904.44; OMB 1220-0029;
GC §34090et seq.; LC §6429c
Human
Resources /
Risk
Manage. &
City Clerk
HR-033
Certificates of Insurance -
Miscellaneous (can't match to an
agreement)
11 years 11 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Covers E&O Statute of
Limitations (insurance certificates
are filed with agreement); Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years, CCP
§§336(a), 337 et. seq., GC
§34090
Human
Resources /
Risk
Manage
HR-034 Claims - Adults Settle + 1
year
Settle + 4
years
Settle + 5
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S
Yes: After
Settled
Covers various statute of
limitations; ; CCP §§ 337 et seq.;
GC §§ 911.2, 945.6, 34090,
34090.6; PC §832.5(b)
Human
Resources /
Risk
Manage
HR-035 Claims - Juveniles
Age of
Majority -
Minimum
Resolution +
5 years
Age of
Majority -
Minimum
Resolution +
5 years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S
Yes: After
Settled
Juveniles may have additional
legal recourses; ; CCP §§ 337 et
seq.; GC §§ 911.2, 945.6, 34090,
34090.6; PC §832.5(b)
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-11 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources /
Risk
Manage
HR-036 Disability Retirement Claims Separation +
2 years 28 years Separation + 30 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Consistent with Personnel
Medical files; Claims can be
made for 30 years for toxic
substance exposure; 8 CCR
§3204(d)(1) et seq., GC §§12946,
12960, 34090
Human
Resources /
Risk
Manage
HR-037 DMV Pull Notices
When
Superseded
or
Upon
Separation
2 years
When
Superseded
or
Upon
Separation
2 years
Mag, Ppr
Transitory or source records not
retained in the ordinary course of
business; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
Human
Resources /
Risk
Manage
HR-038 Drug and Alcohol Testing / D.O.T
files 3 years 2 years 5 years Ppr
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc, 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; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq. 49
CFR 653.71
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-12 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources /
Risk
Manage
HR-039 Drug and Alcohol Training files 2 years 3 5 years 5 7 years Ppr Department Preference; GC §34090
Human
Resources /
Risk
Manage
HR-040
Experience Reports / Claims
Runs / Utilization Reports
(workers compensation, liability,
etc.)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department Preference; GC
§34090
City Clerk HR-041
Insurance Policies Property
Casualty (City-owned): Liability
(General & Public) and Property
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Expiration
Mag,
Mfr, OD,
Ppr
S
Yes: After
Expiration GC §34090.7
Human
Resources /
Risk
Manage
HR-042 Safety Committee and Safety
Training 2 years 3 5 years 5 7 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their OSHA
records 7 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(1), 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-13 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources /
Risk
Manage
HR-043 Workers Compensation Files 5 years
Whichever
is Longer:
25 years, or
Termination
of Benefits
+ 5 years
Whichever is
Longer:

Separation +
30 years, or
Termination of
Benefits + 5
years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Department preference; Claims
can be made for 30 years for
toxic substance exposure; 8 CCR
10102; 8 CCR 5144, 8 CCR
15400.2, 8 CCR §3204(d)(1) et
seq., 29 CFR 1910.1020, GC
§§12946, 12960, 34090, CCP
§337 et seq
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - INFORMATION TECHNOLOGY Page IT-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

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

INFORMATION TECHNOLOGY
Information
Tech. IT-001 Archive Social (database to save Social Media Data) 2 years 2 years Yes Mag Department preference (most
records are not required to be
retained, because the content of
the record does not have a
substantial ) GC §34090 et seq.

Information
Tech. IT-002 Backups Tapes - DAILY - Network,
All Files on Shared Drives
When No
Longer
Required
1 month
When No
Longer
Required
1 month
Yes Mag.

Used for Disaster Recovery Only;
Considered a copy and can be
destroyed when no longer
required; retention based on
administrative value; recycle
tapes; GC §34090 et seq.

Information
Tech. IT-003
Backups Tapes - MONTHLY /
WEEKLY (FULL) - Network, All
Files on Shared Drives
3 months
When No
Longer
Required
When No
Longer
Required
2 months
Yes Mag
Used for Disaster Recovery Only;
Store off-site in commercial
storage for disaster recovery;
Considered a copy and can be
destroyed when no longer
required; retention based on
administrative value; recycle
tapes; GC §34090 et seq.

Information
Tech. IT-004 Destruction of City Computer Hard Drives (required by CLETS) P P Mag,
Ppr
Department Preference, Retained
as determined by CLETS
(California Law Enforcement
Telecom System)
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - INFORMATION TECHNOLOGY Page IT-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

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

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

Information
Tech. IT-005 E-mail database (including Skype) 30 days 30 days Yes Mag.

Department Preference (transitory
records); E-mails that ARE made
or retained for the purpose of
preserving the informational
content for future reference are
saved by the Lead Department by
printing them out and placing
them in a file folder, or saving
them electronically; GC §34090 et
seq.

Information
Tech. IT-006 Information Technology Requests
When No
Longer
Required
2 years
When No
Longer
Required
2 years
Yes Mag.

Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Information
Tech. IT-005 Logs: Updates, Software, Patches, etc.

When No
Longer
Required
When No
Longer
Required
Yes Mag. When No Longer Required; GC
§34090
Information
Tech. IT-006 Telephone Invoices 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC
§§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-1
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

LIBRARY
Financial
Services LIB-001 Deposit Slips, Fine Receipts, Cash Donations, etc. 4 years 4 years Mag, Ppr Retained for auditing purposes;
Administrative Services / Finance
is Office of Record; GC §34090.7
Library LIB-003 Facility Use Applications (Room
Reservations, etc.) 2 4 years 2 4 years
Yes:

Before
Event
Mag, Ppr
Statute of Limitations any
"...liability founded upon an
instrument in writing" or not
specifically provided for is 4
years; GC §34090, CCP §§337,
343
Library LIB-004 Friends of the Library
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §§34090,
6252(e)
Library LIB-005 Gifts & Donations Letters (Private) 2 4 years 2 4 years Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Matches other grant retentions;
24 CFR 85.42 & 570.502 &
982.158, 29 CFR 97.42, GC
§§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-2
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead
Dept. LIB-006
Grants: LSCA (Library Services
and Construction), LSTA (Library
Services and Technology), SLRC
(State Literacy Resource Centers),
CLSA (California Library Services
Act) and PLF (Public Library
Foundation) ONLY. For all others,
follow City-wide Schedule.
(SUCCESSFUL Reports, and
Financial Information) Send copy
of application and award to
Administrative Services / Finance
2 years
Final
Expenditure
+ 5 years
Final
Expenditure
+ 5 years

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

When
Inactive
Per California State Library
Records Management Program
Requirements (April 27, 1998);
GC §34090
Library LIB-007 Incident Reports - Non-employees
(medical and non-medical) 5 years 5 years Mag, Ppr
Recommended by State Fire
Marshall; Statute of Limitations
for Health Providers is 3 years;
Juveniles are required until
patient becomes 18 years old;
statewide guidelines propose 3
years; CCP §340.5, GC §34090
Library LIB-008 Library Registration Database /
Delinquent Records 7 years 7 years Mag, Mfr, OD, Ppr S
Yes:

When
Inactive
Department preference; Must reregister every 3 years;
Delinquencies remain on credit
reports for 7 years; GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 9.0 RECORDS RETENTION SCHEDULE: LIBRARY Page L-3
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Library LIB-009 Programs (e.g. Summer Reading)
When No
Longer
Required
2 years
When No
Longer
Required
2 years
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
Lead
Dept. LIB-010 Work Schedules
When No
Longer
Required
When No
Longer
Required
Mag, Ppr GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

POLICE ADMINISTRATION / CHIEF OF POLICE
Police PD-001 After-Action Reports P P
Mag, Mfr,
OD, Ppr S / I Yes: When Inactive
Department Preference; GC §
34090
Police PD-002 Alarm Permits 2 years 2 years Mag, Ppr GC §34090 PD-003 Alcohol Beverage License
Applications
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §34090
Police PD-004 Alcohol Use Permits (Special
Events) 2 years 2 years
Yes:

During
Event
Mag, Ppr
Department Preference; Statute
of Limitations any "...liability
founded upon an instrument in
writing" or not specifically
provided for is 4 years; GC
§34090, CCP §§337, 343
Human
Resources PD-005 Background Files - Successful
Applicants
Upon
Separation,
Send to
Human
Resources
Upon
Separation,
Send to
Human
Resources
Mag, Ppr
City Preference; 8 CCR
§11040.7(7)(C); GC §34090 et
seq.

Human
Resources PD-006
Background Files -
Unsuccessful Applicants (Not
Hired)
Send to
Human
Resources
Send to
Human
Resources
Mag, Ppr City Preference; GC §34090 et
seq.

Police PD-007 Bicycle Licenses
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Entered into a database; GC
§34090 et seq.

CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-008 Chiefs Subject Files
When No
Longer
Required:

Minimum 2
years
When No
Longer
Required:

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: When Inactive
Department Preference; GC §
34090 et seq.

Police PD-009 Emergency Services - Disaster
Plan
Superseded
+ 2 years P
Superseded
+ 2 years
P
Mag, Mfr,
OD, Ppr S / I Yes: After Superseded
Department Preference; GC
§34090
Police PD-010 General Orders, Policies and
Procedures
Superseded
+ 2 years P
Superseded
+ 2 years
P
Mag, Mfr,
OD, Ppr M / S / I Yes: After Superseded
Department Preference; GC
§34090
Police PD-011 Grievances - Unsustained
Final
Disposition +
2 years
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr M / S / I Yes: After Superseded
All State and Federal laws
require retention until final
disposition of formal complaint;
State requires 2 years after
action is taken; GC §§12946,
12960, 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-012
Internal Affairs Investigations
(Exonerated, Unfounded and Not
Sustained) - WITHOUT
Sustained Finding of
Misconduct as defined in PC
§832.7
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy;
State requires for at least 5
years; other State & Federal
laws require retention until final
disposition of formal complaint;
State requires 2 years after
action is taken; Statute of
Limitations is 4 years after the
discovery of the offense for
misconduct in office; for
misconduct; IA and Statewide
guidelines recommend 25 years
for officer-involved shootings;
EVC §1045(b)(1) , GC §§12946,
12960, 34090, PC §§801.5,
803(c), 832.5, VC §2547
Police PD-013
Internal Affairs Investigations
(Exonerated, Unfounded and Not
Sustained) - WITH Sustained
Finding of Misconduct as
defined in PC §832.7
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §832.7; GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-014
Meeting Minutes: Division
Managers, POA, Unit Managers,
Sergeants, Division
Managers/Lieutenants, etc.
5 years 5 years Mag, Ppr Department Preference; GC
§34090
Police PD-015
Officer Recordings: Body-Worn
Cameras – LOGS of Access or
Deletion of Data
P P Mag PC§ 832.18(b)(5)(E); GC
§34090.6 et seq.

Police PD-016
Officer Recordings: Body-Worn
Cameras - that ARE evidence,
Officer Involved Shootings /
Detention or Arrest /
Complaints
Follows
Retention for
Evidence,
Minimum 2
years
Follows the
Retention of
the Evidence,
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police PD-017
Officer Recordings: Body-Worn
Cameras - that are NOT
evidence
Minimum 60
days
Minimum 60
days Mag PC§ 832.18(b)(5)(A); GC §34090.6 et seq.

Police PD-018
Officer Recordings: Mobile
Audio Video (MAV) Recordings -
that are NOT evidence
2 1 years 2 1 years Mag
Recordings that become
evidence are stored with
evidence - these are preliminary
documents / transitory
recordings; Lexipol 446.10.1;
GC §34090.6 et seq.

Police PD-019 Overtime Slips 2 years 2 years Mag, Ppr GC §34090 CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-020
Personnel Department File
(includes backgrounds and
employee's training records)
Send to
Human
Resources
Upon
Separation
Send to
Human
Resources
Upon
Separation
Before
Separation Mag, Ppr
Ensure records kept in
Department files comply with
City policy; Originals are
maintained by Human
Resources; State & Federal
laws require 2 -3 years;
29 CFR 1672.3(b)(i), 29 CFR
1602.14; GC §§12946, 12960,
34090
Police PD-021 Personnel Employment History
Summary P P
Mag, Mfr,
OD, Ppr S / I Department Preference; GC §34090 et seq.

Police PD-022
Report of data regarding the
number, type, or disposition of
complaints made against its
officers (optional)
2 years 2 years Mag, Ppr GC §34090 et seq.

Police, Fire
or Finance /
Payroll
PD-023
Time Cards / Time Sheets
Fire and Police retain the time sheets
with the employee's signature; all
other departments send the version
WITH the employee signatures to
Payroll
2 years 3 years 5 years Yes: Until
Paid Mag, Ppr
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years;
Ca. requires 2 yr min.; FTB
keeps 3 years; Published
articles show 4 -10 years; 8
CCR §11040.7(c); 29 CFR
516.6(a)(1); IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5; GC
§34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-024 Training / Debriefing Documents
Until
Rescinded -
Minimum 2
years
Until
Rescinded -
Minimum 2
years

Tape
(Mag)
Department Preference; GC
§§34090
Police PD-025 Use of Force Reports 2 years 2 years Mag, OD, Mfr, Ppr S / I Yes: After 1 year
Department Preference; GC
§34090
Police PD-026 Video Recordings (Public
Places, or City Operations) 1 year 1 year
Tape
(Mag)
Department preference; GC
§34090.6 et seq.

DETECTIVES
Police PD-027 Informant Files Minimum 2
years
Minimum 2
years
Ppr, Mag
Department Preference; Does
not contain criminal intelligence
information concerning
individuals; GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-028 Intelligence Files Last Entry +
5 years
Last Entry + 5
years
Mag, Ppr
Files contain criminal
intelligence information
concerning an individual only if
there is reasonable suspicion
that the individual is involved in
criminal conduct or activity and
the information is relevant to
that criminal conduct or activity.

Misleading, obsolete or
unreliable information is
required to be destroyed;
remaining records must not be
retained longer than 5 years; 28
CFR 23.20(h); GC §34090
Police PD-029 Pawn Slips 3 years 3 years Ppr, Mag
Department Preference
(Dealers are required to keep
for 3 years); Non-records used
for investigations; Originals
entered into the State
Automated Property System;
most agencies retain for 2
years; B&P §21633; GC §34090
Police PD-030 Video Interviews (re: Crime
Reports)
(Follows
case
retention)
(Follows case
retention) Mag Department Preference; GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

DISPATCH
Police PD-031
Dispatch / 911 Recordings
Tapes: Audio, Video or Digital
(except those segments entered
as evidence of a criminal or civil
case)
100 days 100 days
Tape
(Mag)
Department Preference; Routine
video monitoring tapes are only
required for 100 days; Statewide
guidelines propose 180 days;
GC §§34090, 34090.6
JAIL
Police PD-032 Jail In-Custody Rosters 2 years 2 years Mag, Ppr GC §34090 Police PD-033 Jail Video Recordings 1 year 1 year Mag GC §34090.6(a) Police PD-034 Private Prisoners "Pay to Stay"
Applications
Send to
Records
Upon
Release of
Prisoner
Send to
Records
Upon
Release of
Prisoner
Mag, Ppr GC §34090

MUNICIPAL SERVICES UNIT ENFORCEMENT
Police
Planning /
Municipal
Services Unit
Enforce.

PD-035 Activity Reports / Daily Log
Reports / Field Activity Logs 2 years 2 years Mag, Ppr GC §34090 et seq.

Police
Planning /
Municipal
Services Unit
Enforce.

PD-036
Animal Control Event Files /
Animal Hearing Files - Vicious
Animals (complaint, incident,
etc.)
20 years 20 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police
Planning /
Municipal
Services Unit
Enforce.

PD-037
Animal Control Event Files /
Animal Hearing Files- Not
Vicious Animals (complaint,
incident, etc.)
2 years 2 years Yes Mag, Ppr GC §34090 et seq.

Police
Planning /
Municipal
Services Unit
Enforce.

PD-038 Applications for Preferential
Parking 2 years 2 years Mag, Ppr GC §34090 et seq.

Police
Planning /
Municipal
Services Unit
Enforce.

PD-039 Bite Reports / Rabies Control
Records 20 years 20 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

Police
Planning /
Municipal
Services Unit
Enforce.

PD-040 Citations (ALL) 2 5 years 2 5 years Mag, Ppr Department Preference; GC §34090 et seq.

CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police
Planning /
Municipal
Services Unit
Enforce.

PD-041 Citations / Hearings (includes
dismissals) 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Municipal
Services Unit
PD-042
Citations - Payment Plans for
outstanding parking citations
received by indigent persons
Fully Paid,
Written off,
or Forgiven +
5 years
Fully Paid,
Written off, or
Forgiven + 5
years
Mag, Ppr
Department preference (the
Statute of Limitation for
collections is 5 years from the
date of the last violation); CVC
40222(b); GC §34090
Police
Planning /
Municipal
Enforce.

Code Enforcement (e.g.

Business Licenses, Nuisances,
Weed Abatements, Demolitions)
Resolution +
2 years
Resolution +
2 years
Yes: Until
Resolution Mag, Ppr GC §34090
Police
Planning /
Municipal
Services Unit
Enforce.

PD-043 Field Notes (1-time warnings) 2 years 2 years Mag, Ppr GC §34090 et seq.

Police
Planning /
Municipal
Services Unit
Enforce.

PD-044 Meter Collection 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.

CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police
Planning /
Municipal
Services Unit
Enforce.

PD-045 Permit Control (logs by street
name) 2 years 2 years Mag, Ppr GC §34090 et seq.

Police
Planning /
Municipal
Services Unit
Enforce.

PD-046 Reports: Humane Society,
Statistical Animal, etc. 2 years 2 years Mag, Ppr GC §34090 et seq.

Police
Planning /
Municipal
Services Unit
Enforce.

PD-047 Requests to Keep Exotic
Animals 5 years 5 years Mag, Ppr Department Preference; GC §34090.7 PATROL
Police PD-048
Daily Rosters (Shift Logs) / Work
Schedules, Patrol Cars and
Watch Areas / Shift Logs (Work
Schedules)
2 years 2 years Mag, Ppr GC §34090
Police PD-049 Watch Reports (RLEE) 2 years 2 years Mag, Ppr GC § 34090 Police PD-050 Work Schedules, Patrol Cars
and Watch Areas 2 years 2 years
Yes:

Current
Schedule
only
Mag, Ppr GC § 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-051 Ride-along requests and forms 2 years 2 years Mag, Ppr GC §34090 Police PD-052 Shift Logs (Work Schedules) 2 years 2 years Mag, Ppr GC §34090 Police PD-053 Special Watch Requests
(vacation checks) 2 years 2 years Mag, Ppr GC §34090

PROPERTY AND EVIDENCE
Police PD-054 Property, Photographs, and
Evidence
When No
Longer
Required -
Minimum
final
disposition
of case
When No
Longer
Required -
Minimum
final
disposition
of case
Mag, Ppr
Department Preference; Those
segments of videos that are
determined to be evidence are
copied onto a different tape and
retained for the same length of
time as the crime report (see
crime reports for legal citations)
Police PD-055 Property and Evidence Ledger
(Database) P P
Mag, Mfr,
OD, Ppr S / I Yes: When Inactive
Department Preference; GC §
34090 et seq.

Police PD-056 Latent Prints P P
Mag, Mfr,
OD, Ppr S / I Yes: When Inactive
Dept. Preference; Also see
Crime Reports; GC §34090

RECORDS
Police
Child Abuse or Neglect
Investigation Reports -
Unsubstantiated or Inconclusive
(e.g. from hospital or other
source)
No Further
Report on
Suspected
Abuser + 10
years
No Further
Report on
Suspected
Abuser + 10
years
Mag, Ppr PC §§11169(c),11170(a)(3)
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-058
Citations - Except if an Active
Warrant. Misdemeanors are
attached to the DR report.
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §34090 et seq.

Police PD-059
Citations: Marijuana / Cannabis
Citations or Reports (less than

28.5 grams) without outstanding
warrants
2 years 2 years Mag, Ppr "shall" destroy; GC §34090,
H&S §11361.5
Police PD-060
Citations: Misdemeanor Traffic,
Parking, or Criminal without
outstanding warrants
2 years 2 years Mag, Ppr
Department preference (the
Statute of Limitation for
collections is 5 years from the
date of the last violation); CVC
40222(b); Statute of Limitations
is up to two years; Also See
Crime Reports; GC §34090, PC
§802
Police PD-061 Clearance letters (Visas,
adoptions, etc.) 2 years 2 years Mag, Ppr GC §34090
Police PD-062 Court Transmittals / Bond
Receipts
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Transitory Records; GC §34090
Police PD-063
Crime Statistics / Uniform Crime
Reporting / UCR / BCS
ANNUAL
When No
Longer
Required
2 years
P
When No
Longer
Required
P
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Filed on line with the State
Historical Value; GC §34090
Police Crime Statistics / Uniform Crime
Reporting / MONTHLY 2 years P P
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department Preference for
Historical Value; GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-064 Department of Justice Validation
Lists
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; Information
received by DOJ; GC §34090
Police /
Records PD-066
DR Reports / Crime Reports:

Firearms entered into CLETS (if
not Permanent Retention) -
Found / Recovered Firearms
Firearm
Found or
Recovered
Firearm
Found or
Recovered
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year PC§ 11108.2(b); GC§ 34090 Police PD-065
DR Reports / Crime Reports:

ALL, except those otherwise
specified in this schedule
P
or upon DOJ
Notification
P
or upon DOJ
Notification
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department Preference; H&S
§11361.5, GC §34090, PC §§
187, 261, 286, 288, 288a,
288.5, 289, 289.5, 799, 800,
802
Police PD-067
DR Reports / Crime Reports:

Marijuana / Cannabis less than

28.5 grams without outstanding
warrants
2 years or
subject 18
years old
2 years or
subject 18
years old
Yes:

Before
Disposition
Mag, Ppr "shall" destroy; GC §34090,
H&S §11361.5
Police PD-068
DR Reports / Crime Reports:

Sealed Cases ("Factual
Innocence")
Date of
Arrest + 3
years
Date of Arrest
+ 3 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr
"shall" destroy; Individual
petitions District Attorney; PD
concurs that person is factually
innocent, then seals record;
Consistent with Court retention;
GC §68152(g)(1&2); W&I
§§300, 389(a&c), 781(c&d),
826(a)
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-069
DR Reports / Crime Reports:

Sealed Cases (e.g. Juveniles)
Except Child Abuse or Severe
Neglect (Substantiated)
Per Court
Order
(Subject 38
years old /
Sealing date
+ 5 years)
Per Court
Order
(Subject 38
years old /
Sealing Date
+ 5 years)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr
Statute of Limitations runs up to
age of majority + 8 years;
Sealing for Juveniles and Wards
of the Court retained for 5 years;
CCP §§340.1, GC §34090; W&I
§781(d)
Police PD-070
DR Reports / Crime Reports;
Juvenile Child Abuse or
Severe Neglect
Date of
Incident + 10
years,
If No
Subsequent
Reports
Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
PC §§11169(i); 11170(a); GC
§34090
Police PD-070;1 DR Reports / Crime Reports;
Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; GC
§34090
Police PD-071
DR Reports / Non-criminal
Reports (barking dogs, lost
property, etc.) EXCEPTIONS:

Action Pending, outstanding
Missing Person, "Officer property
lost/found or where employee
injury was involved
2 years 2 years
Yes:

Before
Disposition
Mag, Ppr S / I Yes: After
1 year GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-072
DR Reports / Vacatur Relief
Granted by Court - Victim of
Human Trafficking (Nonviolent
Crimes)
Court Order
+ 1 year
Court Order +
1 year
Yes:

Before
Disposition
Mag, Ppr S / I Yes: After
1 year
Individual petitions Court
("Shall" Destroy); GC §34090;
PC §§236.14(k); 236.15(k)
Police PD-073 Field Interviews (entered into
RMS)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Data entered into the system;
GC §34090 et seq.

Police PD-074 Guns: Dealers Record of Sale
When No
Longer
Required
When No
Longer
Required
Mag, Ppr DOJ maintains data; GC
§34090.7
Police PD-075 Logs: DR, Jail, Watch (Activity),
Warrants, etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr Transitory Records; GC §34090
et seq.

City Clerk PD-076 Microfilm Index P P Yes Mag, Mfr,
OD, Ppr S / I Department Preference; GC §34090 et seq.

Police PD-077 Registrants: Arson - Adults 5 years P P
Mag, Mfr,
OD, Ppr S/M/I Yes: After 5 years
Department preference;
Pursuant to PC §457.1 et seq.;
required to register for life; If
released from CYA, records are
destroyed after age 25 or
sealing pursuant to W&I §781;
GC §34090.7
Police PD-078
Registrants: Arson - Juveniles
released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Pursuant to PC §457.1 et seq.;
If released from CYA, records
are destroyed after age 25 or
sealing pursuant to W&I §781;
GC §34090.7
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-17 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-079 Registrants: Narcotic
Registrants 5 years 5 years Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police PD-080 Registrants: Sex Offenders –
Adults P P Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC & OD Pursuant to PC §290 et seq.;
W&I §781
Police PD-081 Registrants: Sex Offenders –
Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Pursuant to PC §290 et seq.;
W&I §781(d)
Police
Registrants: Arson, Drug,
Narcotic or Sex Offender
Registrants (Adults)
10 years 90 years 100 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police
Registrants: Arson, Drug,
Narcotic or Sex Offender
Registrants (Juveniles released
from California Youth
Authority)
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC
Pursuant to PC §290 et seq.; If
released from CYA, records are
destroyed after age 25 or
sealing pursuant to W&I §781;
Police PD-082 Restraining Orders (ALL) Expiration of
Order
Expiration of
Order Mag, Ppr
Department Preference; Nonrecords (Court is OFR); GC
§34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 14.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-18 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Police PD-083
STOP Source Data, Audit Log /
Racial and Identity Profiling Act
(RIPA) Annual Report
3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090
Police PD-084 Subpoenas
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non Records; GC §34090 et
seq.

Police PD-085 Teletype Messages
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Transitory Records; GC §34090
et seq.

Police PD-086 Traffic Collisions with Injuries P P
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department Preference; GC
§34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

PUBLIC WORKS ADMINISTRATION
Public
Works
Regulatory Agency
Correspondence & Records
(AQMD, NPDES, EPA, DOHS,
DWR, etc.)
50 years 50 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Administrative Value; GC
§34090
Public
Works PW-001
Underground Service Alerts from
Utility Companies "USA's" / Dig
Alerts (digging on property by
external entities -- not work
performed by the City)
3 years
When No
Longer
Required
3 years
When No
Longer
Required
Ppr
Required for 3 years; GC
§§4216.2(f) & 4216.3(d), 34090
non-records; EPA and Dept. of
Agriculture maintain records of
all reports. Owner/operator has
reporting requirements under
H&S §§25158, 25250.10, .17,
.18; 40 CFR §§ 280.62, thru .67
Public
Works PW-002 Vehicle Title ("Pink Slips")
Upon
Disposal of
Vehicle
Upon
Disposal of
Vehicle
Ppr Provided to new owner; GC
§34090

BUILDING OCCUPANCY
Dept.

Providing
Service /
Work
PW-003 Scheduled Maintenance 3 years 3 years Mag Ppr
Consistent with Operational
Complaints and work orders;
CCP §§338 et seq., 340 et seq.,
342, GC §§945.6, 34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept.

Providing
Service /
Work
PW-004
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Dept.

Providing
Service /
Work
PW-005
Work Orders / Service Requests All
Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Dept.

Providing
Service /
Work
PW-006
Work Orders / Service Requests
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
Dept.

Providing
Service /
Work
PW-005 Work Orders / Service Requests 3 years 3 years Mag Ppr Consistent with Operational
Complaints; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
34090
Public
Works PW-006 Work Order Database Indefinite Indefinite Mag S No Department Preference; GC §34090.7

FLEET SERVICES
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Public
Works PW-007
Aboveground Petroleum Storage
Tanks (City Owned)
Spill Prevention Control and
Countermeasures (SPCC),
Inspections, Integrity Testing,
Maintenance, Repairs
20 years P P
Mag,
Mfr, OD,
Ppr
S
Yes:

After QC
& OD
Department Preference; applies
to both Tier I and Tier II Tanks;
(Tier II tanks are required to
have an integrity test every 20
years); EPA recommends that
formal test records or reports be
retained for the life of the
container; GC §34090
Public
Works PW-008 AQMD Permits 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public
Works PW-009 Fleet Management Database Indefinite Indefinite Mag Data is interrelated; GC §34090 Public
Works PW-010 Fuel Usage, Storage, Records 5 years 5 years Yes: Until Paid Mag, Ppr Consistent with Cash receipts
(maintained for auditing
purposes); GC §34090
Public
Works PW-012 Generator Operation Logs 5 years 5 years Mag, Ppr AQMD Rule 1470; Form
400–E–13a instructions, GC
§34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Public
Works PW-013
Hazardous Waste Disposal /
Hazardous Waste Manifests (oil &
batteries)
P
30 years
P
30 years Mag, Ppr
Department preference (City
has "cradle to grave" liability);
only 3 years is mandated; 22
CCR 66262.40; GC §34090
Claims can be made for 30
years for toxic subst. exposure;
29 CFR 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §34090
Public
Works Safety Inspections 7 years 7 years Mag, Ppr
Calif. Labor Division is required
to keep their safety records 7
years; OSHA requires 5 years;
State law requires 2 years; 8
CCR §3203(b)(1), GC §34090
et seq.; LC §6429c
Public
Works
Pre-Trip Inspections / Vehicle
Safety Checks / Daily Vehicle
Inspections / Daily Equipment
Checks
2 years 2 years Mag, Ppr 13 CCR 1234(c); GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Public
Works PW-014 Vehicle and Equipment Maintenance History
Life of
Vehicle or
Equipment
+ 2 4 years
Life of
Vehicle or
Equipment
+ 2 4 years
Mag, Ppr
Department Preference; If a
motor carrier, required for 18
months after vehicle is sold;
CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c);
CCP §337 et. seq., 13 CCR
1234(f); GC §34090
Public
Works Vehicle Depreciation 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.

HARBOR / PIER MAINTENANCE
Public
Works PW-015 Scheduled Maintenance Activities 3 years 3 years Mag Ppr CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 Dept.

Providing
Service /
Work
PW-016
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Dept.

Providing
Service /
Work
PW-017
Work Orders / Service Requests All
Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept.

Providing
Service /
Work
PW-018
Work Orders / Service Requests
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
Dept.

Providing
Service /
Work
Work Orders / Service Requests 3 years 3 years Mag Ppr
Consistent with Operational
Complaints; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
34090

PARKS MAINTENANCE
Public
Works PW-019 Maintenance 3 years 3 years Mag
Consistent with Operational
Complaints; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
GC §34090
Public
Works PW-020 Pesticide and Herbicide Permits 5 years 5 years Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department Preference (County
Agriculture Requirement);
Registered fumigation /
pesticide companies are
required to retain logs and other
records for 3 years; GC §34090,
16 CCR 1970
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Public
Works PW-021 Safety Inspections (playground equipment, etc.) 5 years 5 years Mag Covers Statute of Limitations in
the event of a claim; CCP
§§337 et seq., GC §34090
Public
Works PW-022 Scheduled Maintenance (all) 3 years 3 years Mag Ppr CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 Dept.

Providing
Service /
Work
PW-023
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Dept.

Providing
Service /
Work
PW-024
Work Orders / Service Requests All
Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Dept.

Providing
Service /
Work
PW-025
Work Orders / Service Requests
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
Dept.

Providing
Service /
Work
Work Orders / Service Requests 3 years 3 years Mag Ppr
Consistent with Operational
Complaints; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

SEWERS / STORM DRAIN MAINTENANCE
Public
Works PW-026 Catch Basin Storm Reports 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Code of Federal Regulations
requires 3 years; 40 CFR
122.41(j)(2)
Public
Works PW-027
Confined Space Entries (Permitted
entries into sewers and storm
drains in order to comply with
regulations)
3 2 years 3 years 3 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Code of Federal Regulations
requires 3 years;; 8 CCR
5157(d)(14) & (e)(6); 29 CFR
1919.146(e)(6); GC §34090
Public
Works PW-028
FOG (Fats, Oil & Grease) /
Pretreatment Annual / Quarterly
Reports
Industrial Pre-Treatment
3 years 3 years Mag, Ppr
Department Preference;
NPDES Monitoring records
required for 3 years; POTW
reports are required for 3 years;
40 CFR 403.12; GC §34090
Public
Works PW-029
HazMat Incident Responses, Cleanups and Exposure Records (Diesel, Oil, etc.)
30 years 30 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Claims can be made for 30
years for toxic substance
exposure; 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960,
34090
Public
Works PW-030 Sanitary Sewer Overflows (SSOs) 5 years 5 years Mag, Ppr Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40
CFR 122.41(j)(2); GC §34090
Public
Works PW-031 Scheduled Maintenance (all) 3 years 3 years Mag Ppr CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Public
Works PW-032 Sewer Line Maintenance 10 years Life of the Sewer Life of the
Sewer
Mag,
Mfr, OD,
Ppr
S / I Yes: 10
years
Department Preference; GC
§34090
Public
Works PW-033
Sewer System Management Plans
(SSMP) and Audits / Sanitary Spills
Overflow Prevention Plan (SSOPP)
and Sanitary Sewer Overflow
Response Plan
5 years 5 years Mag, Ppr
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
40 CFR 122.41(j)(2); GC
§34090
Public
Works
Stormwater: NPDES Monitoring
Reports Chain of Custody,
Guidance Information, Compliance
Lab Reports
3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 2
years
Code of Federal Regulations
requires 3 years; 40 CFR
§§122.21, 122.41, 122.44
Public
Works &
Engineerin
g
PW-034 Video Inspection Reports / Video
Tapes - Regular Inspections 10 years 10 years Mag Ppr Department Preference; GC §34090 et seq.

Public
Works PW-035
Video Inspection Reports / Video
Tapes - Spot Checks /
Inspections
When No
Longer
Required
When No
Longer
Required
Mag
Transitory record; not part of
overall program administered by
PW Administration; GC §34090
et seq.

Dept.

Providing
Service /
Work
PW-036
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept.

Providing
Service /
Work
PW-037
Work Orders / Service Requests All
Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
Dept.

Providing
Service /
Work
PW-038
Work Orders / Service Requests
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
Dept.

Providing
Service /
Work
Work Orders / Service Requests 3 years 3 years Mag Ppr
Consistent with Operational
Complaints; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
34090

SOLID WASTE / RECYCLING
Public
Works PW-039 AB 939 Implementation Implement. + 10 years 10 years 10 20 years Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
Department Preference; GC
§34090 et. seq.

Public
Works PW-040 Recycling Program 5 years 5 years 10 years Mag,
Mfr, OD,
Ppr
Department Preference;
Electronic Waste Recycling is 3
years; 14 CCR 18660.8(d); GC
§34090 et. seq.

CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Public
Works PW-041 Solid Waste Program (Administration) 5 years 5 years 10 years Mag,
Mfr, OD,
Ppr
Department Preference; City
Clerk is OFR for all actions; GC
§34090 et. seq.

STREET MAINTENANCE
Public
Works Hazardous Cleanups 30 years 30 years Mag, Ppr
Claims can be made for 30
years for toxic subst. exposure;
29 CFR 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC §34090
Public
Works Restriping Contract Completion 10 years Completion + 10 years Yes:

Before
Completio
n
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Upon
Completi
on
Consistent with City-wide
standards; CCP §§336(a), 337
et. seq., GC §34090
Public
Works PW-042 Scheduled Maintenance (all) 3 years 3 years Mag Ppr CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090 Dept.

Providing
Service /
Work
PW-043
Work Orders / Service Requests
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Indefinite Mag Data is interrelated; GC §34090 Dept.

Providing
Service /
Work
PW-044
Work Orders / Service Requests All
Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr Preliminary drafts (the database
is the original); GC §34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 10.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept.

Providing
Service /
Work
PW-045
Work Orders / Service Requests
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
Dept.

Providing
Service /
Work
Work Orders / Service Requests 3 years 3 years Mag Ppr
Consistent with Operational
Complaints; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
34090
CITY OF REDONDO BEACH, CA ©2003 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-1
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

ENGINEERING
City Clerk ENG-001 Annexations, Abandonments,
Agreements, General Plan
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes: 1
year
City Clerk Maintains Originals;
GC §34090
Engineering
& Building
Services
ENG-002 Assessment District Files
(Copies of various documents) P P
Yes:

Before
Terminatio
n
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; GC
§34090
Engineering
& Building
Services
ENG-003 Assessment District Files
(Letters, notices, working files) 2 years 2 years
Yes:

Before
Formation
Mag, Ppr GC §34090
Engineering
& Building
Services
ENG-004
Assessment District Files:

Establishment (Boundary
Maps, Diagrams, etc.)
P P
Yes:

Before
Terminatio
n
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference (City
Clerk does not keep the
diagrams and maps); GC
§34090
Engineering
& Building
Services
ENG-005 Bonds - Project Funding 10 5 years 10 5 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr
Administrative Services; Admin.

Services is OFR; GC §34090.7
Engineering
& Building
Services
ENG-006 Capital Improvements Upon
Completion P P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Infrastructure; statewide
guidelines propose 10 years; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-2
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering ENG-007
Capital Improvement Projects
(CIP) / Jobs : Infrastructure
and Facilities Construction -
ADMINISTRATION File
Project Administration, Certified
Payrolls, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, etc.

Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years; Published
Audit Standards=4-7 years;
Statute of Limitations: Contracts
& Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-3
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering ENG-008
Capital Improvement Projects
(CIP) / Jobs: Infrastructure
and Facilities Construction -
PERMANENT File
Plans, Specifications, RFPs,
Successful Bid / Proposal,
Environmental Documents, Maps /
Plats, Materials Testing Reports,
Grading Permits, Hazardous
Materials Plans, Appraisals &
Purchase Agreements, Rights of
Ways, Soils Reports, Studies,
Surveys, Council Staff Reports,
O&M Manuals, Submittals, Parts
Lists, etc.

Upon
Completion P P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: 1 year
All permanent project files are
maintained in Engineering no
matter what department was
involved in the project; retained
for disaster preparedness
purposes (Town Clerk does not
maintain Plans, Materials Testing
Reports, etc.) Statewide
guidelines propose Permanent
for Infrastructure plans; GC
§34090
Engineering
& Building
Services
Capital Improvements:

WORKING FILES
(Correspondence, Soils
Reports, etc.)
Completion +
1 year
5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
6 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes:

Before
Completio
n
Mag, Mfr,
OD, Ppr S/I
Yes:

Upon
Completio
n
Department preference
(maintenance bond is in force for
1 year); published Audit
Standards=4-7 years; Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years;
Statewide guidelines propose
termination + 5 years; CCP §337
et. seq., GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-4
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering
& Building
Services
ENG-009
Citizen Requests / Complaints
OTHER THAN Curb, Gutter
and Sidewalks
3 years 3 years Mag Ppr
Consistent with City-wide
standards for operational
complaints; Statute of Limitations
for personal property, fraud, etc.
is 3 years; Claims must be filed
in 6 months; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6,
GC §34090
Engineering
& Building
Services
ENG-010 Citizen Requests / Complaints:

Curb, Gutter and Sidewalks
Implementation + 2
years
Implementation + 2
years
Mag, Ppr Department Preference; GC
§34090
Engineering
& Building
Services
ENG-011
City Apportionments (Grant
Amounts for Streets &
Highways)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Copies; GC §34090.7
Engineering
& Building
Services
ENG-012 Control Monuments or Surveys P P Yes Mag, Mfr,
OD, Ppr S
Yes: After
Inactive GC § 34090
City Clerk ENG-013 Dedications
When No
Longer
Required
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S No City Clerk maintains originals; GC § 34090.7 Engineering
& Building
Services
ENG-014
FEMA (Federal Emergency
Management Agency):

Includes LOMARs (Letter of
Map Revisions), Elevation
Certificates, Flood Insurance
Rate Maps
P P
Mag, Mfr,
OD, Ppr S
Yes: After
1 year
Department Preference; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-5
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering
& Building
Services
ENG-015
License Agreements (Public
right of ways, signs, seating,
etc.)
P P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090, 34090.7
Planning ENG-016 Lot Line Adjustment / Lot
Mergers
When No
Longer
Required
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S No Planning maintains originals; GC § 34090.7 Engineering
& Building
Services
ENG-017 Maps (Drainage, Grading,
Parcel, Subdivision, Survey) P P Yes (all) Mag, Mfr, OD, Ppr S No Some maps are also retained by
Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7
Engineering
& Building
Services
ENG-018 NPDES Permits and Reports 3 years 3 years Mag, Mfr, OD, Ppr S / I
Yes:

When
Inactive
Federal law requires monitoring
records for 3 years; 40 CFR
§§122.21, 122.41
City Clerk ENG-019
Offers of Dedication:

Processed (presented to
Council)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S
Yes: After
Inactive
City Clerk is OFR and maintains
them permanently; GC §34090
Engineering
& Building
Services
ENG-020
Offers of Dedication:

Unprocessed or Unaccepted
(not presented to Council)
2 years P P
Mag, Mfr,
OD, Ppr S
Yes: After
Inactive
If not processed, Planning has
the original; Consistent with
Preliminary Studies (property not
acquired); GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-6
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering
& Building
Services
ENG-021
Parking and Traffic (Studies,
staff reports regarding signals,
crosswalks, cul de sacs, stop
signs)
5 years 5 years 10 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year City Preference; GC §34090 Engineering
& Building
Services
ENG-022
Permits, Applications &
Recertification: EPA, NPDES,
Health Dept., etc.

Expiration 10 years Expiration +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: 2 years
Code of Federal Regulations
requires 3 years; hazmat
discharge records are required
for 3-5 years; monitoring records
for 5 years; 40 CFR 122.41(j)(2)
Engineering
& Building
Services
ENG-023
Permits: Temporary
Encroachments (Debris
Boxes, Excavation, Demolition,
Sewer Capping, Clean-up,
Sanitation, etc.)
2 5 years 2 5 years
Yes:

While in
Effect
Mag, Ppr
Department Preference; Statute
of Limitations any "...liability
founded upon an instrument in
writing" or not specifically
provided for is 4 years; GC
§34090, CCP §§337, 343
Engineering
& Building
Services
ENG-024 Permits: Transportation (Wide
Load, Oversize, etc.) 2 5 years 2 5 years
Yes:

While in
Effect
Mag, Ppr GC §34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-7
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering
& Building
Services
ENG-026 Permits: Newspaper Racks 2 years 2 years
Yes:

While in
Effect
Mag, Ppr GC §34090
Engineering
& Building
Services
ENG-027 Permits: Street Closure 2 years 2 years
Yes:

While in
Effect
Mag, Ppr GC §34090
Engineering
& Building
Services
ENG-028
Petitions (submitted to the
department on any subject.

Also see City Clerk schedule)
2 years 2 years Ppr GC §34090
Engineering
& Building
Services
ENG-029
Preliminary Studies / Project
Assessments (Not Pursued):

Title Reports, Environmental
Reports, etc.

No Activity +
10 years
No Activity +
10 years
Mag, Mfr,
OD, Ppr S
Yes: After
Inactive
Department Preference; GC
§34090
City Clerk or
Engineering
& Building
Services
Projects & Facilities:

INFRASTRUCTURE Final
Specifications and Plans
(Buildings, Improvement
Plans, Park Improvements,
Right of Way, Sewers, Street
Widening, etc.)
Completion +
5 years P P Yes (all) Mag, Mfr, OD, Ppr S
Yes: 1
year
Statewide guidelines propose 7
years; 2 years for blueprints &
specifications; Statute of
Limitations is 4 years; 10 years
for Errors & Omissions; CCP
§§337. 337.1(a), 337.15, GC
§34090.7
City Clerk ENG-030
Property Acquisition Projects
(All): Correspondence, copies
of permanent documents, etc.

When No
Longer
Required
When No
Longer
Required
Yes: Until
Completed Mag, Ppr
All original Deeds, Title Reports,
Insurance, Contracts and
Agreements are maintained by
the City Clerk; GC §34090.7
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-8
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Lead Dept.

Engineering
& Building
Services
ENG-031 Real Estate Appraisal Reports:

Property NOT purchased 2 years 2 years Mag, Ppr
Exempt under PRA; Statewide
Guidelines show 2 years; GC
§§34090, 6254(h)
Lead Dept.

Engineering
& Building
Services
ENG-032 Real Estate Appraisal Reports:

Purchased Property 2 years 3 years 5 years
Yes:

Before
Purchase
Mag, Mfr,
OD, Ppr S
Yes: After
Inactive
Department preference (not
accessible to the public until
close of escrow); USPAP
(Uniform Standards of
Professional Appraisal Practice)
ethical standards require
appraisers to retain records for at
least 5 years, or final disposition
+ 2 years, if used in a judicial
proceeding; GC §§34090,
6254(h)
Engineering
& Building
Services
ENG-033 Soils Reports
When No
Longer
Required
P P
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; GC
§34090
Engineering ENG-034 Solid Waste Reports /
Construction Debris Reports 2 years 2 years Mag, Ppr GC §34090 Engineering
& Building
Services
ENG-035 Stormwater: Industrial Notices Resolution +
2 years 3 years Resolution + 5 years
Mag, Mfr,
OD, Ppr S / I Yes: 2 years
Code of Federal Regulations
requires 3 years; 40 CFR
122.41(j)(2)
Engineering ENG-036 Stormwater: NPDES
Monitoring Permits
Superseded
+ 3 years
Superseded
+ 3 years
Mag, Mfr,
OD, Ppr S / I Yes: 2 years
Code of Federal Regulations
requires 3 years; 40 CFR
§§122.21, 122.41, 122.44
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-9
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering
Public Works ENG-037
Stormwater: NPDES
Monitoring Reports Chain of
Custody, Guidance
Information, Compliance Lab
Reports
3 years 3 years Mag, Mfr,
OD, Ppr S / I Yes: 2 years
Code of Federal Regulations
requires 3 years; 40 CFR
§§122.21, 122.41, 122.44
Engineering
& Building
Services
ENG-037 Street / Address File (requests,
accidents, etc) 5 years 5 years Mag, Ppr GC § 34090
Engineering
& Building
Services
ENG-038 Street / Alley Alterations Completion P P Yes Mag, Mfr, OD, Ppr S
Yes: After
1 year
Department Preference
(Infrastructure); GC §34090 et
seq.

City Clerk ENG-039 Street / Alley Easement and
Vacations
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S
Yes: After
Inactive Copies; GC § 34090.7
City Clerk ENG-040 Street Abandonments
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S
Yes: After
Inactive
City Clerk maintains originals;
GC § 34090.7
Engineering
& Building
Services
ENG-041 Street and Sidewalk
Complaints and Investigations 5 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering
& Building
Services
ENG-042 Traffic Control Investigation
Requests 5 years 5 years Mag, Ppr Department Preference; GC §34090 Engineering
& Building
Services
ENG-043 Traffic Counts, Summaries,
Reports 5 years 5 years Mag, Ppr Department Preference; GC §34090 CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 11.0 RETENTION SCHEDULE - ENGINEERING Page ENG-10
Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Engineering
& Building
Services
ENG-044 Traffic Legends, Signs, and
Signals (locations, placement) P P Mag, Ppr
City Manager maintains originals
of installation / ownership, etc;
Covers all Statute of Limitations;
Department Preference; GC
§34090, CCP §337 et seq.

Engineering
& Building
Services
ENG-045
Traffic Safety Working Files
(Daily Process Reports of
Crosswalks, zone,
intersections, traffic, etc.)
3 years 2 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department Preference; Statute
of Limitations is 4 years; GC
§34090, CCP § 337 et seq.

Engineering ENG-046 Traffic Speed Surveys 15 years 15 years Mag, Ppr Department preference (required
every 5 years, but can be
extended to 7 or 10 years); GC
§34090
Public Works
&
Engineering
ENG-047
Video Inspection Reports /
Video Tapes - Regular
Inspections
10 years 10 years Mag Ppr Department Preference; GC
§34090 et seq.

Engineering
& Building
Services
ENG-048 Underground Utility Districts P P
Yes:

Before
Terminatio
n
Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference (City
Clerk does not keep the
diagrams and maps); GC
§34090
City Clerk or
Engineering Unsuccessful bids Bid Opening +2 years
Bid Opening
+2 years Ppr
City records are a minimum of 2
years; Special Districts are
required to keep public works
unaccepted bids for 2 years; GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 8.0 RECORDS RETENTION SCHEDULE - WATERFRONT & ECONOMIC DEVELOPMENT HARBOR Page W&ED-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

WATERFRONT & ECONOMIC DEVELOPMENT
Waterfront &
Econ. Dev. W&ED-001 Economic Development
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr
Lead Department becomes
OFR for final documents; GC
§34090
Waterfront &
Econ. Dev.

Planning /
Engineering
W&ED-002
Harbor Redevelopment Projects
/ Waterfront Projects:

Infrastructure and Facilities
Construction -
ADMINISTRATION File
Project Administration, Certified
Payrolls, Project Schedules,
Progress meetings, Punch Lists,
Real Estate Appraisals, etc.

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq., GC
§34090
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 8.0 RECORDS RETENTION SCHEDULE - WATERFRONT & ECONOMIC DEVELOPMENT HARBOR Page W&ED-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Waterfront &
Econ. Dev.

Planning /
Engineering
W&ED-003
Harbor Redevelopment Projects
/ Waterfront Projects:

Infrastructure and Facilities
Construction - PERMANENT
File
Plans, Specifications, RFPs,
Successful Bid / Proposal,
Environmental Documents, Maps /
Plats, Materials Testing Reports,
Grading Permits, Hazardous
Materials Plans, Appraisals &
Purchase Agreements, Rights of
Ways, Soils Reports, Studies,
Surveys, Council Staff Reports,
O&M Manuals, Submittals, Parts
Lists, etc.

P
When No
Longer
Required
P
When No
Longer
Required
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S/I Yes: 1 year
All permanent project files are
maintained in Engineering no
matter what department was
involved in the project; retained
for disaster preparedness
purposes (Town Clerk does not
maintain Plans, Materials
Testing Reports, etc.) Statewide
guidelines propose Permanent
for Infrastructure plans; GC
§34090 Copies; GC §34090.7
Harbor Insurance Certificates 11 years 11 years Mag, Mfr, OD, Ppr S No Covers statute of limitations; GC §34090.7, CCP §337 et seq.

Finance
City
Treasurer
W&ED-004 Leaseholder Revenue "% of
rent" Spreadsheet
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After 1
year
Meets Auditing Standards;
Published articles show 3 - 6
years; statewide guidelines
propose 2 years; GC §34090.7
CITY OF REDONDO BEACH, CA. ©2003 Gladwell Governmental Services, Inc - all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Resolution CC-0302-011 Exhibit "A" Ver. 8.0 RECORDS RETENTION SCHEDULE - WATERFRONT & ECONOMIC DEVELOPMENT HARBOR Page W&ED-3 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Waterfront &
Econ. Dev.

Harbor
W&ED-005 Master Leases and Subleases
Administration
Completion +
5 years
Completion +
5 years
Yes: Before
Completion Mag, Ppr
Department Preference; Covers
auditing periods and statute of
limitations (Errors and
Omissions is not applicable);
GC §34090.7, CCP §337 et
seq.

Waterfront &
Econ. Dev.

Harbor
W&ED-006
Parking Structure
Administration (not financial
records)
When No
Longer
Required
5 years
When No
Longer
Required 5
years
Mag Ppr
Preliminary drafts not retained
in the ordinary course of
business; Consistent with
auditing standards; GC §34090
Planning /
Engineering W&ED-007 Pier and Launching Design & Infrastructure Projects P P Mag, Mfr,
OD, Ppr S
Yes: 1
year
Department Preference; GC §
34090.7
Dept.

Redondo Beach City CouncilJanuary 3, 2023

Redondo Beach City Council
January 3, 2023