RIALTO - RECORDS RETENTION SCHEDULE (2022).pdf — Rialto City Council, July 12, 2022

RECORDS RETENTION SCHEDULE

2022

Litigation, claims, complaints, audits, pending records request, and/or investigations suspend normal retention periods and s hall resume after settlement. For questions or assistance with the Retention Schedule, please contact the Office of Records and Information at (909) 820-2519.

1 OVERVIEW OF RECORDS MANAGEMENT

One of the purposes of records management is to ensure that information is available when it is needed. To do this efficiently and thoroughly, records must be identified, organized, maintained for the requisite number of years, and then documented when destroyed. Records management encompasses all the record-keeping requirements that allow an organization to establish and maintain control over information flow and administrative operations, seeking to control and manage records through the entirety of their life cycle, from creation to final disposition.

A sound records management program will help improve customer service, increase staff efficiency, allocate scarce resources, and provide a legal foundation for how an agency conducts its daily mission. It helps identify and justify opportunities for new technology. Other benefits include:

• Providing public access to and protecting the public’s right to inspect public records in accordance with the California Public Records Act;

• Preservation of records with long term or permanent value;

• Demonstration of compliance with legal retention requirements established by federal, state and local authorities;

• Orderly destruction of records no longer required by statute to be retained or needed to reference;

• Ensuring proper administration of records not just to public disclosure;

• Providing protection in litigation, audits, and other disputes; and

• Increased efficiency in information retrieval.

A good management program requires the City to establish policies and procedures for the efficient and economical management of the creation, utilization, maintenance, retention, preservation, and disposal of City records, based on federal and state statutes governing public records and further, to ensure that a responsible program of records management is practiced within the City organization, serving the best interest of the City and its citizens.

2 OWNERSHIP OF PUBLIC RECORDS

All public records are the property of the City and shall be delivered by outgoing officials and employees to their successors. Public records are to be maintained in active files areas or in a designated records center.

OVERVIEW OF RECORDS MANAGEMENT

City Council – The ultimate policies for the keeping, producing, copying and management of all public records of the City of Rialto shall rest with the City Council. (Cal. Gov. Code §§ 34090 et seq.).

City Attorney – The duty of the City Attorney shall be to review and approve requests to dispose of records in accordance with the City’s adopted Record Retention Schedule and to provide legal guidance to the City Clerk in review of or amendment to the retention schedule, in accordance with federal, state and City regulations. (Cal. Gov. Code §§ 34090 et seq.).

Officers and Employees – Each officer and employee of the City has the duty to protect, preserve, store, transfer, destroy or otherwise dispose of, use and manage public records in accordance with applicable federal and state regulations, the established Records Retention Schedule and other applicable policies.

City Department Heads – Each City Department Head shall establish and maintain an active, continuing program for the economical and efficient management of the public records of that department. Such program shall, among other things, provide for:

1. Effective controls over the creation, maintenance, and use of public records in the conduct of business; and

2. The maintenance and security of records deemed appropriate for preservation, segregation and disposal of records of temporary value in accordance with the Record Retention Schedule.

City Clerk – The City Clerk may, for the proper and efficient management of public records:

1. Develop and circulate instructions and regulations necessary and proper to implement the Records Retention Schedule;

2. Advise and assist City departments in preparation of record inventories, retention periods, and make recommendations to the City Attorney;

3. Maintain archives to protect records of historic nature, which should not be destroyed; and

4. In consultation with the City Attorney, revise the Records Retention Schedule and accompanying policies as appropriate.

3 GOING DIGITAL

Converting Hard Copy to Electronic Formats

California Government Code Section 34090.5 authorizes the conversion of hard copy materials and records onto electronic mediums (i.e. burning CDs o DVDs or other format reasonably accepted within the industry, as may be determined by the City Clerk and Information Technology Division) as long as the following conditions are met:

1. The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images, recorded in electronic data processing system, recorded on optical disk, or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document;

2. The device or method used to reproduce the record, paper, or document reproduces the original in all details and does not permit additions, deletions, or changes to the original document images;

3. The reproductions are made accessible for public reference as the original records were; and

4. A true copy of archival quality of the film, optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes.

Practical Application with Current Technology

If the above conditions are met, subject to system verification by the City Clerk and City Attorney, the public official having custody of the records (Department Head) is encouraged to convert the hard copy to a permissible electronic format and destroy the hard copy.

The California Secretary of State’s Local Government Records Management Guidelines, Trustworthy Electronic Document or Records Preservation Standards (2 CCR §§ 22620.1 et seq.), and Association for Information and Image Management’s Recommended Practice for Analysis, Selection, and Implementation of Electronic Document Management Systems are on file with the City Clerk’s Office. In accordance with the Secretary of State’s best practices guidelines contained in the Trustworthy Electronic Document or Records Preservation Standards (2 CCR §§ 22620.1 et seq.), the Town Clerk, in consultation with the Town Attorney, has determined that hard copies of records may be destroyed only after they are scanned and electronically stored in JPEG, JBIG, JPEG 2000, TIFF, or PDF-A image format, retained in a document/library service, and the records are twice duplicated onto a trusted electronic media. Here is an example how this process might work:

1. Scan a document into the approved Electronic Document Management System. Documents should be stored as JPEG, JBIG, JPEG 2000, TIFF, or PDF-A images.

2. Place the original hard copy (now scanned) in a banker box for pending destruction.

Litigation, claims, complaints, audits, pending records request, and/or investigations suspend normal retention periods and s hall resume after settlement. For
questions or assistance with the Retention Schedule, please contact t he Office of Records and Information at (909) 820
-
2519.

4 3.

Now that several boxes of documents have been scanned and are electronically stored in the Electronic Document Management Sys tem:

Back
-
up the current Electronic Document Management System volume onto Archival Grade Technology.

Create a new vol
ume in the Electronic Document M
anagement System.

4. Now that the original hard copy has been scanned, stored in the Electronic Document Management System, and twice duplicated o nto
trusted media, the original hard copy may be destroyed.

5 ADMINISTRATION

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION General Correspondence
General correspondence including letters and
memoranda sent or received related to City
business
2 years GC § 34090
Reports and Memorandums Activity, Periodic 2 years GC § 34090 Telephone Message Logs Telephone message books 2 years GC § 34090 Policies and Procedures Departmental and city wide Superseded + 2 years GC § 34090 Work/Vacation Schedules Days/hours worked and vacation calendar 2 years GC § 34090 Departmental Financial Records Budget papers and all documents related to the budget PERMANENT GC § 34090; GC § 40802, GC
§ 53901
Travel Authorizations 2 years GC § 34090
Organizational Charts Superseded + 2 years GC § 34090; Best Practice Goals and Objectives Departmental goals and objectives 2 years GC § 34090 Commendations and
Presentations 2 years GC § 34090

6 ADMINISTRATION

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Proclamations
Non-disaster; polices, directives rendered by
Council not assigned a resolution or ordinance
number
Superseded + 2 years GC § 34090
SCAG
(So. Cal. Assoc. of Govt.) 2 years GC § 34090
SANBAG
(San Bdo. Assoc. Govt.) 2 years GC § 34090
Perchlorate Files 2 years GC § 34090

UTILITY SERVICES
Administration PERMANENT GC § 34090; Best Practice
Outside Boards/Agendas Agendas, minutes, correspondence 2 years GC § 34090; GC § 34090(d) Lytle Creek Water Conservation Reports 2 years GC § 34090 Rates/Fees/Administration 2 years GC § 34090
Water and Wastewater
Maintenance Records
Includes work orders, inspection, repairs, cleaning,
reports, complaints 2 years GC § 34090
Meter Operations Reader reports, orders, tests, maintenance reports 2 years GC § 34090

7 ADMINISTRATION

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Backflow Tests 2 years GC § 34090
Water and Wastewater Capital
Improvements Construction PERMANENT GC § 37090a; GC § 4004; H&S 19850
Connection Records Maps, water line connections PERMANENT GC § 34090; Best Practice Water and Wastewater Master
Plans Copies 2 years GC § 34090
Water and Wastewater
Plans/Mains/Lines PERMANENT GC § 34090
Water Sources Supply/wells 2 years GC § 34090
Conservation 2 years GC § 34090
Underground Service (Dig) Alerts PERMANENT GC § 4003; GC § 4004; H&S § 19850
Service Requests and
Computerized Summaries 2 years GC § 34090
Employees’ Daily Activity Reports 2 years GC § 34090

8 ADMINISTRATION

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Administration General correspondence 2 years GC § 34090 Outside Board/Agencies Agendas, minutes, correspondence 2 years GC § 34090 Rates/Fees/Administration 2 years GC § 34090
Water System Maintenance
Records 2 years GC § 34090
Water Meter Test Computerized Records 2 years GC § 34090 Water System Statistics, reports, correspondence 10 years 40 CFR 141.33 Connections Maps, water line connections PERMANENT GC § 34090 Water Sources Supply/wells 2 years GC § 34090
Quality Control Water Sampling Records 12 years 40 CFR 141.91 Conservation 2 years GC § 34090
Underground Service (DIG)
Alerts 2 years GC § 34090

9 ADMINISTRATION

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Service Requests &
Computerized Summaries 2 years GC § 34090
Employee Daily Activity
Reports 2 years GC § 34090

WASTEWATER MANAGEMENT, SEWERS
Sewer Mains/Lines Capital Improvement PERMANENT GC § 34090 Connections PERMANENT GC § 34090
Emergencies Incident files of emergency call outs 2 years GC § 34090 Septic Tanks Location maps PERMANENT GC § 34090
Sewer System Maintenance
Records
Includes work orders, inspection, repairs, cleaning,
reports, complaints 2 years GC § 34090
Manhole Replacement Records PERMANENT GC § 34090
Special Studies/Reports Engineering, joint powers, noise, transportation Closed + 2 years GC § 34090

10 CITY CLERK

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Board, Commission, Committee
(Applications Not Appointed)

Applications of those who have not been appointed
to serve on board, commission, or committee. Closed + 2 YEARS GC § 34090 Board, Commission, Committee
(Appointments, Oaths,
Resignations)
Applications, oaths, and resignations of members
that have been appointed to serve on or resigned
from a board, commission, or committee
Termination + 5 years GC § 34090; GC § 40801
Board, Commission, Committee
(Appointment Lists)
Application, oaths, and resignations of member
that have been appointed to serve on or resigned
from board, commission, or committee.

PERMANENT GC §54972; Best Practice
Appeals

Appeals of decisions made by the Director of
Community Development, the Zoning
Administrator, or the Planning Commission.

PERMANENT GC § 34909a; H&S §§ 19850,
4003, 4004
Municipal Code
Supplements included PERMANENT GC § 34090
Lobbyist Registration Statements PERMANENT EC § 81009(b)

CITY COUNCIL AND COMMISSIONS
Agendas
Original agendas and special meeting notices,
including certificates of posting, original
summaries, original communications and action
agendas for Council and Commissions
2 years GC § 34090
Minutes Official minutes and hearing proceedings of
governing body, commission or committee PERMANENT GC § 34090(d); GC § 36814; GC § 40801
Ordinances Municipal code adoptions and amendments PERMANENT GC § 34090(d); GC § 40806 Resolutions Legislative actions PERMANENT GC § 34090(d); GC § 40801

11 CITY CLERK

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Recordings, Audio/Video When used for minute preparation and may have historical value 3 months GC § 34090.7

ELECTION
Ballots
Prop 218
Assessment District
Property related fees (Assessment Ballot
proceeding) PERMANENT California Constitution Art. XIII Campaign Statements and
Conflict of Interest FPPC Opinions 5 years Best Practice Campaign Disclosure, Elected FPPC Filings PERMANENT GC § 81009(b),(g) Campaign Disclosure, Not
Elected FPPC Filings Election + 5 years GC § 81009(b)
Campaign Disclosure –
Unsuccessful (All Other
Committees)
FPPC Filings Election + 7 years GC § 81009
Candidate Statements Sample ballot retained permanently Election + 4 years Best Practice History History of elections, sample ballots, certificates of destruction, other resolutions re: elections PERMANENT GC § 34090; Best Practice Statement of Economic Interest –
Elected Officials FPPC Filings Termination + 7 years GC § 81009(e) Statement of Economic Interest –
Not Elected FPPC Filings Election + 5 years GC § 81009(b)

12 CITY CLERK

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Maps, Precincts/Voter
Information Election + 2 years GC § 34090
Nomination Papers
Successful
Unsuccessful
Election + 4 years
Election + 2 years
EC § 17100;
GC § 81009(b)
Notifications and Publications
Proof of publication or posting, certification and
listing of notice of posting; copy of newspaper
notice and certification of offices to be voted for at
forthcoming election
Election + 2 years GC § 34090
Oaths of Office Elected Officials Terminated + 6 GC § 34090; 29 USC 1113 Petitions From date of filing or election; initiative,
referendum, recall .75 EC § 17200, 17400; GC §
7253.5
Roster of Voters From date of election; Initiative, referendum recall, general municipal election Election + 5 years EC § 17300 Voter Affidavits Closed + 5 years EC § 17000
Voter Registration Signature
Copy Fire, special or school district 5 years EC § 17000

RECORDS MANAGEMENT
Records Destruction
Authorization Form to authorize document records disposal 2 years Best Practice Retention Schedules Schedule will determine how long records are kept Superseded + 4 years CCP § 343

13 CITY CLERK

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Subpoenas Subpoenas received/served daily 2 years GC § 34090

MISCELLANEOUS
Passport Transmittals Mail tracking number 2 years GC § 34090 Recorded Documents
Liens and Releases
Supporting
Recorded
Utilities, abatement, licenses Closed + 2 years
PERMANENT GC § 34090; Best Practices
Maps, City Boundary Recorded maps, surveys, monuments PERMANENT GC § 34090d Claims, Damage Paid/Denied Closed + 5 years GC § 34090; GC § 25105.5 Contracts and Agreements
(Excluding Capital
Improvements)
Includes leases, equipment, services or supplies
and WQMP Termination + 5 years
CCP §§ 337.2, 343; B&P §
7042.5; PU § 7685; GC §
53066
Contracts and Agreements
(Including Capital Improvements) Construction PERMANENT CCP §§ 337.2, 343
GC § 37090a 4004
H&S § 19850

14 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Access Card Applications
Authorization of access card permissions;
Departments of Justice fingerprint results are
posted on the application.
2 years GC § 34090
Accident/Incident Reports
Reports of accidents, incidents and/or injuries,
either occurring on City property with City owned
equipment , or involving City employees, May
include Accident Reports; Incident/Contact Forms;
Vehicle Accident Reports, copies of Police Reports,
photos and any supporting documentation.

Note: If incident results in a claim, As-Human
Resources, Risk Management maintains the
record.

Closed + 7 years 29 CFR § 1904.2
29 CFR § 1904.6
Affidavits of Posting Proof of posted Agendas 2 years GC § 34090 Application Databases Raw data within software applications 2 years GC § 34090 Chronological Files
General correspondence, letters or memoranda to
and from the City Manager, Department Directors
and Managers.
2 years GC § 34090
City Attorney Opinions Opinions from the City Attorney (CONFIDENTIAL) Superseded + 2 years GC § 34090; GC § 6254 Correspondence
General correspondence including letters and
memoranda sent or received related to City
business.
2 years GC § 34090
Logs
Logs used to tack, assign, and/or record
information related to business functions (e.g.
spreadsheet, database, report, chart, list, table,
etc.)
2 years GC § 34090

15 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Planning Commission
Recordings
Video and/or audio recordings of Planning
Commission meetings 2 years GC § 34090
Policies and Procedures City policies, procedures and/or instructions for business functions; Retain while current Superseded + 5 years GC § 34090(d) Project/Issue Files
Working files categorized by project, issue and/or
subject, includes correspondence, background
information, research, notes, etc.

Closed + 2 years GC § 34090d
Proof of Publication
Proof of proper public notifications or legal
advertisements, including Affidavits or Posting,
Public Notices, etc.
2 years GC § 34090

BUILDING AND SAFETY
Reports and Memorandums Activity, periodic 2 years GC § 34090 Telephone Message Logs Telephone message books 2 years GC § 34090 Work/Vacation Schedules Days/hours worked and vacation calendar 2 years GC § 34090 Departmental Financial Records Budget papers and all documents related to the budget. PERMANENT GC § 34090; GC § 40802, GC
§ 53901
Approved Plans
Tenant Improvements
Approved plans for improvement to existing
structures. PERMANENT GC § 34090
Approved Plans
City Projects Approved plans of City owned projects PERMANENT GC § 34090

16 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Approved Plans
Non PPD and Non TI
This includes room add-ons, bonus rooms, pool,
spa, block wall, sign, remodel

PPD means Precise Plan of Design
PERMANENT GC § 34090
Blueprints, Specifications Submitted by contractors with application for permit and builds for Certificate of Occupancy Closed + 2 Years GC § 34090d Bond Records Temporary, conversion, sign, demolition PERMANENT GC § 34090; GC § 40802; GC § 53901; GC § 34090 et seq.

Building Activity Logs
Logs of various formats, used to track, assign
and/or record information related to building activity
functions
5 years GC § 34090
Building Permits
Building files (residential/commercial) - including
but not limited to applications, permits, plans,
energy and structural calculations, special
inspection reports, soils reports, Fire Dept.
approvals and correspondence, "Green Building"
correspondence and certifications, correction
notices, and Certificates of Occupancy
PERMANENT GC § 34090a; H&S §§ 19850,
4003, 4004
Code Books UBC, UMC, UPC, NEC & Assoc. Supp., UFC PERMANENT GC § 34090e Certificates of Occupancy Certificates signed by the building official 5 years GC § 34090 Approved Plans – New
Residential and Commercial
Construction
PERMANENT GC § 34090a; H&S § 19850,
19853
Contractor Authorization Letters Letter of authorization for companies or individuals conducting business on behalf of a contractor 2 years GC § 34090

17 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Expired Permit Correspondence Letters regarding a project that did not occur due to expired permits Closed + 2 years GC § 34090d
Destroyed Plans Documentation Letters and correspondence in which permission is given to purge expired records Closed + 2 years GC § 34090d Inspector Daily Logs Journals of daily inspection activities 5 years Best Practice Monthly Building Permit Activity
Report
Report showing permit type, status, fees, location,
etc. 2 years GC § 34090
Over the Counter Plan Check
Log Log of plans taken at the public counter 2 years GC § 34090 Commercial and Residential
Project Files
Working files categorized by project, issue and/or
subject, including correspondence, background
information, research, notes, etc.

Closed + 2 years GC § 34090d
City Property Project Files
Files categorized by project, issue, and/or subject,
includes correspondence, background information,
research, notes, etc.

Closed + 2 years GC § 34090d
Seismic Retrofit Program
Records Includes certificates of compliance PERMANENT GC § 34090a Strong Motion Instrumentation
and Seismic Hazard Mapping
Fee Report
Report of fees collected based on project and fee
per project. Copies are also filed with the State. PERMANENT GC § 34090a Utility Log Gas and electric meter release requests. 5 years Best Practice

BUILDING AND SAFETY

18 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Reports and Memorandums Any reports or memorandums issued by Department 2 years GC § 34090
Telephone Message Logs Telephone message books 2 years GC § 34090 Policies and Procedures
Departmental and divisional procedures. Created
by departments and divisions for project and task
reference
Superseded + 2 years GC § 34090
Work/Vacation Schedules Days/hours worked and vacation calendar 2 years GC § 34090 Departmental Financial Records Budget papers and all documents related to the budget Audit + 7 years GC § 34090.7
Annexation Files Files regarding the annexation of unincorporated areas into the City PERMANENT GC § 34090a
Annual Report
2 years GC § 34090
City Environmental Assessment
Files Correspondence, consultants, issues, conservation Closed + 2 years GC § 34090d Conditional Development Permits All permits issued for conditional development LIFE OF DEVELOPMENT GC § 34090
Consultant Files Closed + 2 years GC § 34090
County and City Project Referral
Files/Single Family Mortgage
Bonds
Revenue bond documentation Closed + 4 years CCP § 337

19 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Environmental Impact Reports
(EIR)
Contains records required by the California
Environmental Quality Act to inform governmental
decision makers and the public about potential and
significant environmental effects of a proposed
project. Includes reports, supporting documentation
and related records
PERMANENT GC § 34090a + CEQA
Guidelines
Forms Any type of fillable form used to gather information 2 years GC § 34090 Flood Records/Environmental
Assessment 2 years GC § 34090
General Plan and Elements Includes spheres of influence PERMANENT GC § 34090 General Plan Amendments Approved
Denied
Closed + 2 years
Three years
GC § 34090
GC §§ 65103; 50110
Historical Design and Resource
Manual
Document pertaining to historical buildings/houses
including various report, pictures, videos, etc. Superseded + 2 years GC § 34090 Lot Line Adjustments PERMANENT GC § 34090
Lot Splits PERMANENT GC § 34090
Permits/Minor Use Permits
Alterations, encroachment, excavations, road,
street sidewalks and curb alterations,
transportation, swimming pool drainage, temporary
uses, etc.

Closed + 2 years GC § 34090d

20 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Permits/Commercial, Residential,
Industrial Building Permits Construction PERMANENT GC § 34090a; H&S §§19850; 4003; 4004
Planning Commission Agenda
Packet
Official agenda packet from all Planning
Commission meeting 2 years GC § 34090
Planning Commission Minutes Official minutes from Planning Commission meetings PERMANENT GC § 34090(d); GC § 36814;
GC § 40801
Planning Commission Resolution
and Policy Files All actions taken by the Planning Commission PERMANENT GC § 34090(d); GC § 40801 Precise Plan of Design Files
(PPD) LIFE OF THE
PROJECT GC § 34090
Redevelopment Plans Relocation files Closed + 2 years GC § 34090 City Project Reports
May include request forms, background materials,
staff reports, final project reports and supporting
data
Closed +2 years GC § 34090
Non-City Project Report 2 years GC § 34090
Specific Plan Project Files Specific Plans PERMANENT GC § 34090 Street Names and House
Numbers
Records documenting the naming and numbering
of streets and addresses. PERMANENT GC § 34090a

21 COMMUNITY DEVELOPMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Tract Files PERMANENT GC § 34090
Variance Files PERMANENT GC § 34090
Zone Change Project Files PERMANENT GC § 34090
Community Block Grant
Community Development Block Grant Project Files:
contract administration documents, monitoring
reports, audit and financial information for grantees,
insurance information
Termination + 4 years
GC § 34090; 24 CFR §
570.502; 24 CFR § 85.42
OMB Cir. A-102, A-110, A-128

22 COMMUNITY SERVICES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Attendance Child Development Division 2 years GC § 34090

Child Abuse Reports SUSPECTED CHILD ABUSE REPORT (Pursuant to Penal Code section 11166 Departure + 2 years GC § 34090; Best Practice Children’s Information File Enrollment, liability releases 2 years GC § 34090

Departmental Financial Records Activenet, Claim Vouchers, daily cash deposits, and Activenet check deposits, refund forms PERMANENT GC §§ 34090, 40802, 53901 GAIN Volunteers Termination + 2 years GC § 34090

General Correspondence
General correspondence including letters and
memoranda sent or received related to City
business
2 years GC § 34090
Grants CDBG Closed + 4 years
24 CFR 570.502(b)(3); OMB
Cir. A-110, Attach. C; OMB
Cir. A-102 & 128, HUD
regulations
Injury/Accident Reports Reports and pictures Closed + 2 years GC § 34090 Lesson Plans Tiny Tots 2 years GC § 34090
Maps, Irrigation, Plot Plans Parks PERMANENT GC § 34090; Best Practice Park Systems Map Parks PERMANENT GC § 34090; Best Practice Participant Rosters Child development, after school programs, sports 2 years GC § 34090

23 COMMUNITY SERVICES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Personnel Files
(Copies)
Includes attendance, evaluations, drafts,
worksheets, postings
2 years
GC §§ 34090, 6250
Policies and Procedures Management policies and supporting documentation Superseded + 2 years GC § 34090
Recreation Brochure “In Rialto” Superseded + 2 years GC § 34090 Reports and Memorandums Activity, periodic 2 years GC § 34090 Snack Bar Inventory Activenet 2 years GC § 34090
Pool Rosters Swim lessons and swim team 2 years GC § 34090 Special Events and Excursions
Reports, memos, correspondence, scripts, supplier
information, assignments supporting
documentation
Closed + 2 years GC § 34090
Daily and Monthly Logs Monthly attendance reports 2 years GC § 34090 Emergency Drill Evaluations After action reports and memorandums 2 years GC § 34090 Fire Drill Logs After action reports and memorandums 2 years GC § 34090 Transportation Schedules Daily schedules and reports 2 years GC § 34090

24 COMMUNITY SERVICES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Field Reservations Permits and agreements 2 years GC § 34090 Programs 2 years GC § 34090
Senior Classes Rosters and liability releases 1 year Best Practice

25 FINANCE

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION

ACCOUNTS PAYABLE/PAYROLL
General Correspondence
General correspondence including letters and
memoranda sent or received related to City
business
2 years
GC § 34090
Reports and Memorandums Activity, Periodic 2 years GC § 34090 Telephone Message Logs Telephone message books 2 years GC § 34090 Policies and Procedures Departmental Superseded + 2 years GC § 34090 Work/Vacation Schedules Days/hours worked and vacation calendar 2 years GC § 34090 Departmental Financial Records
Copies of all budget related purchases including
purchase orders, claims and contracts for all
vendors and subscriptions
2 years GC § 34090
Adjustments Account transfers Audited + 2 years GC § 34090 Audits PERMANENT GC § 34090

26 FINANCE

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Checks Includes canceled and voided checks Audited + 5 years GC § 34090; CCP § 337 Deferred Compensation Records of employee contributions and city payments Termination + 5 years GC § 34090; 29 CFR 16001- 1; 29 CFR 1627.3(2)
Employee Time Sheets Signed by employee for audit and FEMA Reports Audited + 6 years GC § 34090; 29 CFR 516.2;
20 CFR 516.6(1); IRS Reg.

31.6001-1(e)(z); R&T §
19530; LC § 1174(d)
Federal and State Tax Forms 1096, 1099, W-4s and W-2s Audited + 4 years GC § 34090; 29 USC 436; 26
CFR 31.6001.1-4; IRS Reg

31.6001-1(e)(2); R&T §
19560; 29 CFR 516.5-516.6
Invoices, check copies,
supporting documents
Copies sent for fees owed, billing, related
documents Audited + 2 year GC § 34090
Labor Distribution Costs by employee and program Audited + 2 years GC § 34090 Payroll Register Labor costs by employee and program PERMANENT GC § 34090 PERS Employee Deduction
Reports
Record of deductions
(PERS Public Employee Retirement System) Termination + 4 years GC § 34090; 26 CFR

31.6001-1; 29 CFR 516.5,
516.6; LC § 1174(d)
Salary Records Deduction authorization, beneficiary designations, unemployment claims, garnishments Termination + 3 years GC § 34090; 29 CFR 516.2

27 FINANCE

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Worker’s Compensation Claim Claim files, reports, incidents Originals filed with Administrator PERMANENT CCR §14311; CCR § 15400.2; LC § 110-139.6

ACCOUNTS RECEIVABLE/LICENSING
General Correspondence
General correspondence including letters and
memoranda sent or received related to City
business
2 years
GC § 34090
Reports and Memorandums Activity, Periodic 2 years GC § 34090 Telephone Message Logs Telephone message books 2 years GC § 34090 Policies and Procedures Departmental Superseded + 2 years GC § 34090 Work/Vacation Schedules Days/hours worked and vacation calendar 2 years GC § 34090 Departmental Financial Records
Copies of all budget related purchases including
purchase orders, claims and contracts for all
vendors and subscriptions
2 years GC § 34090
Inventory Reflects purchase date, cost, account number Audited + 4 years GC § 34090; 26 CFR 301 65- 1(F)

28 FINANCE

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Paid Accounts Receivable Audited + 4 years GC § 34090
Accounts Receivables Written Off Audited + 4 years GC § 34090 A/R Sent to Collection Closed + 2 years GC § 34090
Bicycle Licenses 2 years GC § 34090
Paid Parking Citations 2 years GC § 34090
Paid Citations – Uncollectable 2 years GC § 34090
Parking Citations Sent to Court 2 years GC § 34090
Parking Citations Reports and
Logs 2 years GC § 34090
Transient Occupancy Tax 3 years GC § 34090

29 FINANCE

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION

UTILITY BILLING
General Correspondence
General correspondence including letters and
memoranda sent or received related to City
business
2 years
GC § 34090
Reports and Memorandums Activity, Periodic 2 years GC § 34090 Telephone Message Logs Telephone message books 2 years GC § 34090 Policies and Procedures Departmental Superseded + 2 years GC § 34090 Work/Vacation Schedules Days/hours worked and vacation calendar 2 years GC § 34090 Departmental Financial Records
Copies of all budget related purchases including
purchase orders, claims and contracts for all
vendors and subscriptions
2 years GC § 34090
Paid cash stubs, receipts 2 years GC § 34090
Registers: Cash receipts,
delinquent billing deposit,
adjustment and turn off
7 years GC § 34090

30 FINANCE

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Closed Consumer Deposits 7 years GC § 34090
Consumer Deposits
Applied/Credited 5 years GC § 34090
Accounts Written Off 5 years GC § 34090
Debit, Credits 5 years GC § 34090
Sewer Transfers 5 years GC § 34090
Authorizations to Begin and
Services 5 years GC § 34090
Closed Accounts with Zero
Balance 7 years GC § 34090

PURCHASING
Bids, RFQ’s, RFP’s
Successful
Unsuccessful
Requests for Qualifications; Request for Proposals
regarding goods and services
Audited + 4 years
Audited + 5 years
2 years

GC § 34090; CCP § 337

31 FINANCE

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Purchase Orders Original documents Audited + 4 years GC § 34090; CCP § 337 Mailing/Warehouse Store Chargebacks 2 years GC § 34090
Surplus Property - Auction List of Property Audited + 2 years GC § 34090 Surplus Property - Disposal Sealed bid sales of equipment Audited + 4 years GC § 34090; CCP § 337 Vendor Register Alpha vendor listing of purchase orders, invoices, account numbers and check date PERMANENT GC § 34090; Best Practice

32 FIRE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Correspondence
General correspondence including letters and
memoranda sent or received related to City
business
2 years GC § 34090
Policies and Procedures Departmental and Citywide; includes rules and regulations Superseded + 2 years GC § 34090
Telephone Message Logs 2 years GC § 34090
Work/Vacation Schedules 2 years GC § 34090
Departmental Financial Records
Copies of all budget related purchases including
purchase orders, claims and contracts for all
vendors and subscriptions
2 years GC § 34090
Mutual Aid and Strategic Plans Superseded + 2 years GC § 34090 Books, Fire Code Include OPS manuals Superseded + 3 years GC § 34090.7; CCP § 340.5 Inspections, Fire Prevention
Ongoing files relating to individual schools,
apartment buildings, office buildings, nursing or
group homes, and other buildings relative to fire
prevention, inspection, and compliance as defined
by the fire safety code. May include certificates of
inspection and reports. Ongoing reference record
of fire department activity for individual street
addresses or buildings. May also include inspection
reports and certificates, petitions for variances,
investigation records, memos, photographs, plans,
copies of reports, or other documentation
Closed + 3 years UIC § 103.34

33 FIRE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Arson Investigations, Evidence Great bodily harm, inhabited structure Closed + 6 years PC § 600 Arson Investigations, Evidence Support prosecution resulting in homicide PERMANENT PC § 799 Journals, Fire Station Activities, personnel, engine company 2 years GC § 34090 Permits, Uniform Fire Code
A property owner or owner's authorized agent who
intends to conduct an operation or business or
install or modify systems and equipment may be
required to obtain either an Operational or
Construction permit.

Closed + 2 years GC § 34090

PERSONNEL
Exposure Sampling results, collection methodology and
background
Termination + 30
years 29 CFR § 1910.1020
Exposure Laboratory reports and worksheets Termination + 1 year 29 CFR § 1910.1020 Medical Termination + 30
years 29 CFR § 1910.1020
Medical Employees with less than one year training Termination + 2 years 29 CFR § 1910.1020 Training Materials
Records on employee emergency incident training
and drills, including correspondence, operation plan
and details, after action reports, etc.

Termination + 2 years GC § 34090

34 HUMAN RESOURCES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Job Classification Descriptions Closed + 3 years
29 CFR 1602.31 &
1627.3(B)(1). 8 CCR §
3204(D)(1) et seq., GC §§
12946, 12960, 34090, 60201
Pre-Employment Physical/Drug 20 years
8 CCR 5144, 8 CCR 15400.2;
8 CCR §3204(D)(1) et seq.,
29 CFR 1910.1020(D)(1)(I),
GC §§12946, 12960, 34090,
60201
Screen Pass/Fail Reports 6 years
29 CFR 1627.3(B)(1)(V), GC
§§12946, 12960, 34090,
60201; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq.
49 CFR 653.71
Random Drug/Alcohol Test Computerized records/Heidi Soft 5 years 49 § CFR 40.333 GC § 34090
Employment Eligibility
Verification I-9 records Separation + 3 years
8 CFR 274A.2; 29 CFR
1627.3(B)(1); GC §§ 12946,
12960, 34090, 60201
Grievance Documents Grievance filed by employees, supporting documentation Closed + 2 years GC § 34090
Safety Employees
Police, fire, emergency employees may include;
Release Authorizations; Certifications
Reassignments; outside employment;
commendations disciplinary actions; terminations;
Oaths of Office; evaluations-pre employee
medicals
Termination + 5 years
29 CFR 16273; CCR 1174; 29
CFR 1607.4; 29 CFR
1602.30.32; 29 CFR 655.202;
29 CFR 516.6 et seq.; 45 CFR
1068.6(a)
Hearing Transcripts and Appeal
Files
Documentation prepared and or created in
connection with a hearing or review Closed + 2 years GC § 34090; OMB A-128

35 HUMAN RESOURCES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Employee Blood Donation
Certificate 2 years GC § 34090
Ride Share Program 2 years GC § 34090
Benefit Plan Claims
May include dental, disability, education health, life
and vision including dependent care and Employee
Assistance

PERMANENT
GC § 6250 et seq; OMB A-
129; 29 CFR 1602.30; 32; Lab
Rel Sec 1174; 29 CFR
1637.3; 29USC 1027; 29 CFR
1627.3; 29 USC 1113
Benefit Plan Enrollment, Denied Closed + 4 years GC § 34090; OMB A-128 Medical Leave May include Family leave; certifications; tests; W- 4’s Closed + 30 years
FMLA 1993 US OSHA; 29
CFR 1910.20; 29 CFR
1602.30.32; 49 CFR 193-9
Training Records Non-Safety 7 years GC § 6250 et seq.

Bilingual Testing Records
Surveys and Studies Includes classification, wage rates 2 years GC § 12946, 34090; 29 CFR 516.6(2); 29 CFR 160.14
Employee Personnel Files Attendance, evaluations, worksheets, postings 2 years GC § 34090; GC § 6250 Affirmative Action/EEO
Documents Superseded + years
GC § 34090

36 HUMAN RESOURCES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Recruitment
Applications, resumes, alternative lists/logs,
indices, ethnicity disclosures, examination
materials, examination answer sheets, job bulletins,
eligibility, electronic database
Closed + 3 years
GC § 12946; GC § 6250 et
seq.; 29 CFR 1602 et seq.; 29
CFR 1607; 29 CFR 1627.3
Retirement Eligibility Termination + 4 years 26 CFR 31.6001-1; 29 CFR 516.5, 516.6, LC § 1174(d)
General Employees
Non-Safety employee. May include: Release A
Authorizations; Certifications; Reassignments;
outside employment; commendations disciplinary
actions; terminations; Oaths of Office; evaluations
pre-employee medicals; fingerprints; identification
cards
Termination + 3 years
29 CFR 1627.3, 1174; 29
CFR 1602.30.32; GC § 6250
et seq.; 29 CFR; GC §§
12946, 34090

37 INFORMATION SYSTEMS

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Telephone Message Logs Mitel 6 months Best Practice
Policies and Procedures Departmental and Citywide; includes rules and regulations Superseded + 2 years GC § 34090
Service Requests Includes monthly service request summaries 1 year Best Practice Computer Hardware Inventory Until Superseded Best Practice Computer Configuration and Map Superseded + 2 years GC § 34090 Daily Systems Backups 30 days Best Practice
Monthly Systems Backups 1 year Best Practice
Annual Systems Backups 2 years GC § 34090

38 POLICE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Correspondence
General correspondence including letters and
memoranda sent or received related to City
business
2 years GC § 34090
Reports and Memorandums Activity, periodic 2 years GC § 34090 Telephone Message Logs Telephone message books 2 years GC § 34090 Policies and Procedures Departmental Superseded + 2 years GC § 34090 Work/Vacation Schedules Days/hours worked and vacation calendar 2 years GC § 34090 Departmental Financial Records Budget papers and all documents related to the budget PERMANENT GC § 34090; GC § 40802, GC
§ 53901

ADMINISTRATION
Accounting/Cash Reconciliation 2 years GC § 34090
Alarm Records 2 years GC § 34090
Claim Files
Claim copy, correspondence, photographs,
supporting documents relative to incidents involving
Police Department files by citizens
6 years PC § 832.5
Department Manual Changes to manual are recorded in the General Orders (permanent) Superseded Best Practice

39 POLICE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Equipment Communication Retained until termination of equipment use, Manuals, instructions, procedures Termination + 2 years GC § 34090 Inventory Listing of equipment assigned to division, to whom it is assigned Superseded + 2 years GC § 34090
Reports Activity
Weekly/monthly/quarterly/annual activity/statistical
reports by division. Retain only one form for
retention period.
2 years GC § 34090
Chemical Emissions 2 years GC § 34090
Survey Response Files Surveys, responses, correspondence with other agencies requesting statistical data 2 years GC § 34090

INVESTIGATIONS
Administration/Internal Initiated by citizens complaints or internally initiated; includes complaint, reports, findings Closed + 5 years PC § 832.5, EVC § 1045; GC
§ 12946; PC §§ 801.5; 803(c);
VC § 2547
Asset Forfeiture Investigations, proceedings and case file Closed + 2 years GC § 34090 Notifications
To legal property owner prior to case filing that
property is subject to asset forfeiture proceedings.

If case is files, notification becomes part of
forfeiture case file.
2 years GC § 34090
Case Book Investigative
Retained by division until a case is
suspended/closed; transfer to Records Division to
be files with associated Daily Report (DR) file.

Closed + 2 years GC § 34090
Case Files Homicide, Investigator’s File PERMANENT PC § 799

40 POLICE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Investigator’s File No arrest, narcotics case Closed + 2 years GC § 34090 Narcotics (No arrest, Narcotics
Cases)
Retained by division until no longer useful for
investigative purposes Closed + 2 years GC § 34090
Officer Involved Shooting Closed + 25 years GC § 34090 Court Daily Schedule Daily court scheduling 1 year GC § 34090 Sign In Logs Logs officers’ names, time in/out for court appearances 2 years GC § 34090
Tracking Systems Records
Database records subpoena number, officer name,
case number, defendant name, district attorney
name, court information disposition
2 years GC § 34090
Fingerprints Applicants Files Termination + 2 years GC § 34090 Inked/Palm Cards Persons booked into detention facility; (Copies distributed to county, state, federal agencies) 20 years GC § 34090 Suspect, Adult, Juvenile
Adults/juveniles suspected of a crime, taken for
comparison. Destroy after original purpose
achieved.

Closed Law Enforcement
Management Guide by POST
Guns, Dealers Record of Sale Applicants, Monthly Gun Audits, Applications Denied, Stolen (DOJ File) 6 years PC § 12070
General Orders PERMANENT GC § 34090; Best practice

41 POLICE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Non Felony Police Reports with
no arrests, Identifiable Property,
or Missing Persons
Prosecution for an offense punishable by
imprisonment in state prison for eight years or more
must commence within 6 years after offense
commission. Commencement of prosecution
defined in PC § 804.

Contact City Attorney PC §§ 800, 801
Felony Crime Reports with No
Arrests, Identifiable Property or
Missing Persons
Except PC §§ 187, 207 Contact City Attorney PC §§ 800, 801 Unmarked Photographs No identifiable case connection 2 years GC § 34090 PC §§ 187 and 207 Crime
Reports PERMANENT GC § 34090; PC § 799
PC § 849B Records 2 years GC § 34090
B&P 25662 Violations Closed + 7 years GC § 34090; 42 USC 1983 W&I 600, 601 Closed + 7 years GC § 34090; 42 USC 1983
H&S §§ 11357B, 11360B
Violations
Closed + 2 years
CA Admin Code,
Chapter 1, Title II,
Section 708
H&S § 11361.5
Misdemeanor/Infractions* No arrests, identifiable property or missing persons (See Note 1) 2 years GC § 34090

42 POLICE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION W&I 5300, 5304 Violations Closed + 2 years GC § 34090
Handgun Purchases
Departmentally owned weapons, personal
weapons, alternate weapons, secondary handguns;
produces inventory reports
PERMANENT GC § 34090
Records of Subjects Sentenced
to Prison for Felony Convictions
Includes Murder, kidnapping for ransom, treason,
procuring execution by perjury, train wrecking,
assault with a deadly weapon by a life-term
prisoner, bombing resulting in death or bodily
injury, making defective war materials that cause
death.

PERMANENT PC § 799
Sex Registrant Records Fingerprint Card, photo, information also forwarded to DOJ
Life of registrant within
jurisdiction Best Practice
Narcotic Registrant Records Fingerprint Card, photo, information also forwarded to DOJ
Life of registrant within
jurisdiction Best Practice
Field Investigation Cards Closed + 2 years GC § 34090; Best Practice Pawn Slips Sales. Dealer required to file duplicate with agency. 2 years GC § 34090 Dealer Reports of Gun Sales Original maintained by DOJ. Dealer required to file duplicate with agency. 6 months GC § 34090
Retraining Orders Destroy after law enforcement actions are fulfilled and effective date or restraining order has expired. Closed + 2 years GC § 34090; PC 273.5, 273.6,
646.9, 12028.5, 13700; FC
6380-6383
Citations
11357(e), Juvenile Closed + 2 years
H&S § 113615
CA Admin Code, Chapter 1,
Title II, Section 708

43 POLICE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Cite and Release Closed + 2 years GC § 34090
California Vehicle Code
Infractions Duplicates. Original is forwarded to court. 90 days GC § 34090 Bingo, Mace, Pawn Broker
Licenses 2 years GC § 34090
Secondhand Dealer License
Original to licensee, Blue duplicate to DOJ; Pink
duplicate retained by agency; renewals issued
annually by local agency
2 years GC § 34090
Carrying Concealed Weapon
Licenses Also known as a CCW License Closed + 2 years GC § 34090 Missing Person Records Closed + 2 years GC § 34090
Stolen Vehicles Closed + 2 years GC § 34090
Stolen License Plates Closed + 2 years GC § 34090
Stolen Boats Closed + 2 years GC § 34090
Stolen Guns Closed + 2 years GC § 34090
Stolen Securities Closed + 2 years GC § 34090

44 POLICE DEPARTMENT

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Stolen Traveler’s Checks, Money
Orders Closed + 2 years GC § 34090
Stolen Articles Articles not specifically listed above Closed + 2 years GC § 34090 Audio Tapes of 911 Calls
Received
Exception: Recordings used as evidence in a
criminal prosecution or claim filed or litigation or
potential claims and litigation shall be preserved for
100 days following conclusion of the court action.
180 days GC § 34090.6
Background Investigation
Records Non-hired Closed + 2 years GC § 34090
Internal Affairs Investigation
Records
Initiated by citizens complaints or internally
initiated; includes complaint, reports, findings Closed + 5 years PC § 832.5; EVC § 1045; GC § 801.5, 803(c); VC § 2547
False Alarm Information Cards Duplicates. 2 years GC § 34090 Crime Statistic Reports
Internally generated information using activity logs,
citizen calls, current and past crime statistic
reports, finance department expenditure and
budget records; citations, crime reports, accident
reports, permits, receipts. Reports created for
variety of purposes including increases/decreases
in criminal activity; officer workload, deployment,
time usage.
2 years GC § 34090
Officers Daily Logs Schedules of Officers on duty 2 years GC § 34090 Daily Call/Response Logs 2 years GC § 34090

45 TREASURER

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Accounts Payable and Payroll
Registers Invoices, check copies, supporting documents Audit + 4 years GC § 34090 Accounts Receivable Paid accounts receivable. Accounts receivable written off, accounts receivable sent to collection Audit + 4 years GC § 34090 Bank Statements Financing authority Audit + 2 years GC § 43900 et seq.

Bank Reconciliation Records 2 years GC § 34090
Cancelled Checks – Non RDA Audit + 5 years GC § 34090; CCP § 337 Cancelled Checks - RDA Audit + 5 years GC § 34090; CCP § 337 Voided Checks Audit + 5 years GC § 34090; CCP § 337
Returned Checks Checks deposited into a city account, retuned due to insufficient funds, closed account, etc. Audited + 5 years GC § 34090; CCP § 337 Deposited Checks Checks received by the city and deposited into city accounts Audited + 4 years GC § 34090; CCP § 337
Cash Position 5 years Best Practice

46 TREASURER

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Credit Card Statements 2 years Best Practice
Used Receipt Books 2 years Best Practice
Receipt Books Issuance Logs 2 years Best Practice
Journal Summary Reports 1 year Best Practice
Investment Transactions
Summary of transactions, inventory and earnings
report, matured investment records, investment
statements; Treasurer’s Report
PERMANENT GC § 34090; CCP § 337;
GC § 53607
Bank Deposit/Armored Car Brinks book log 1 year Best Practice Contracts Contracts with investment firms, banks Termination + 5 years CCP § 337.2; CCP § 343; B&P § 7042.5
Surety Bonds Closed + 10 years GC § 34090; CCP § 337.5

CEMETERY
Application and Permit for
Disposition of Human Remains PERMANENT Best Practice
Disinterment Authorizations PERMANENT Best Practice

47 TREASURER

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Family Plot Plans PERMANENT Best Practice
Internment Cards PERMANENT Best Practice
Internment License PERMANENT Best Practice
Internment Record Ledger Books PERMANENT Best Practice Reserved Grave Space Cards PERMANENT Best Practice
Section Maps PERMANENT Best Practice
Specific Grave Space
Correspondence PERMANENT Best Practice
Veterans’ Grave Space Cards PERMANENT Best Practice
Cemetery Plot Assignment PERMANENT Best Practice
Cemetery Burial Permits PERMANENT Best Practice

48 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION

ENGINEERING
Bids and Proposals Successful Closed + 2 years GC § 34090 Bids and Proposals Unsuccessful 2 years GC § 34090

Capital Improvement Projects
Supporting documents including bidders list,
specifications, reports, plans, work orders,
schedules, etc.

Closed + 10 years CCP § 335.15
Construction Tracking Daily Reports; Assesses value of real property PERMANENT CCP § 337.15 Drawings, Traffic Control Plan Signs, signing and stripping, road construction PERMANENT GC § 34090a Development Standards Landscape mediums, parkway landscape development, public works construction PERMANENT GC § 34090a Drawings, Project Plans Does not include those usually file with case or project 2 years GC § 34090d
Flood Control Storm Drains Closed + 2 years GC § 34090d Grants – CDBG Applications, reports, contracts, supporting documents Termination + 4 years
GC § 34090; 24 CFR 570.502;
24 CFR 85.42; OMB Cir. A-
102, A-110, A-128
Historic Preservation Inventory of structures and landmarks 2 years GC § 34090d

49 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Nonconforming Land Uses Building or site usage which does not conform to current standards PERMANENT GC § 34090d
Lighting Maintenance, work orders 2 years GC § 34090
Maps and Plats Fire hydrants, lighting districts, wheel chair ramps, storm drains, streets, sidewalks, sewers PERMANENT GC § 34090 Photographs Includes aerials Superseded + 2 years GC § 34090 Projects Not completed or denied Closed + 2 years GC § 34090dIn Seismic Retrofit Program Includes certificates of compliance PERMANENT GC § 34090a Street Names and House
Numbers
Street dedications, closing, address
assignment/changes PERMANENT GC § 34090a
Studies, Special Projects and
Areas Engineering, joint powers, noise, transportation Closed + 2 years GC § 34090d Surveys Recording data and maps PERMANENT GC § 34090a

STREETS/ALLEYS
Closures PERMANENT GC § 34090

50 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Improvement Curbs, sidewalks, etc.; Applications for excavation, fill, alterations Closed + 2 years GC § 34090
Lots 2 years GC § 34090
Oversize Load Closed + 2 years GC § 34090
Paving Closed + 2 years GC § 34090
Regulations Superseded + 2 years GC § 34090
Temporary Use Includes special events 2 years GC § 34090 Inventory, Traffic Control Device Signs, lights Superseded + 2 years GC § 34090 Landscaping Plants, tree maintenance, work orders 2 years GC § 34090 Maintenance/Operations Includes work orders, inspection, repairs, cleaning, reports, complaints, signals, striping 2 years GC § 34090 Master Plans Copies 2 years GC § 34090
Naming and Numbering PERMANENT GC § 34090

51 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Encroachment Permits PERMANENT GC § 34090
Plans, Capital Improvement
Projects Streets, curbs, gutters, sidewalks, storm drains PERMANENT GC § 34090 Speed Limits Superseded + 2 years GC § 34090
Traffic Signals Log books, index register cards, inventory lists, records of traffic signs Lifetime of signal Best Practice

ENVIRONMENTAL QUALITY
Congestion Management Ride sharing, trip reduction 2 years GC § 34090d Air Quality
AQMD
Participants/voucher logs, Total Daily Mileage
Survey (TDM); various local authorities; Commute
Alternative
7 years CCP § 338(k); GC § 34090
Asbestos Documents abatement projects, public buildings PERMANENT GC § 34090a California Environmental Quality
Act CEQA PERMANENT GC § 34090; CEQA
Guidelines
Capital Improvements,
Construction
Contains records re: Planning, design,
construction, conversion or modification PERMANENT GC § 34090a; GC § 4004; H&S § 19850
Environmental Review Correspondence, consultant, issues, conservation Closed + 2 years GC § 34090d

52 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Inventory, Equipment Warranties, purchase orders
Audited + 2 years GC § 34090
Landscape Drawings, contracts, complaints, specifications, photos, reports 2 years GC § 34090
Maintenance/Operations Includes work orders, inspection, repairs, cleaning, reports, complaints Closed + 2 years GC § 34090
Pest Control Pesticide applications, inspections and sampling, documents 2 years GC § 34090d
Railroad Right of Way Land acquisitions, correspondence, improvements, statutory records Closed + 3 years 36 CFR 64.11
Accident Reports Patrons, employees Closed + 2 years GC § 34090 Accident Studies Future sites, expansions Closed + 2 years GC § 34090 WQMP
Soil Analysis, construction recommendations Closed + 2 years GC § 34090 Soil Reports Final Reports PERMANENT GC § 34090

ADMINISTRATION

53 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Administration
General correspondence including letters and
memoranda sent or received related to City
business
2 years GC § 34090
Outside Board/Agencies Agendas, minutes, correspondence 2 years GC § 34090 Rates/Fees/Administration 2 years GC § 34090
Water System Maintenance
Records 2 years GC § 34090
Water Meter Test Computerized Records 2 years GC § 34090 Water System Statistics, reports, correspondence 10 years 40 CFR 141.33 Connections Maps, water line connections PERMANENT GC § 34090 Water Sources Supply/wells 2 years GC § 34090
Quality Control Water Sampling Records 12 years 40 CFR 141.91 Conservation 2 years GC § 34090
Underground Service (DIG)
Alerts 2 years GC § 34090

54 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Service Requests &
Computerized Summaries 2 years GC § 34090
Employee Daily Activity Reports 2 years GC § 34090

MAINTENANCE DIVISION
Administration 2 years GC § 34090
Alarm Systems 2 years GC § 34090
Bike Path Maintenance 2 years GC § 34090
Daily Dump Reports, Mulch
Diversion and Related Paper and
Computerized Summaries
2 years GC § 34090
Fuel Tank Permits Closed + 2 years GC § 34090
Graffiti Abatement 2 years GC § 34090
Landscaping Plans 2 years GC § 34090
Pesticide Monthly Use Reports 2 years GC § 34090d

55 MAINTENANCE AND FACILITIES

RECORD CATEGORY RECORD TITLE AND DESCRIPTION RETENTION CITATION Pesticide Monthly Use Reports 2 years GC § 34090
Pesticide Use Permits 2 years GC § 34090
Pest Control Inspection Records 2 years GC § 34090
Service Requests 2 years GC § 34090
Special Events Services 2 years GC § 34090
Special Pest Control Inspection
Reports 2 years GC § 34090
Street Sweeping Daily Reports
and Related 2 years GC § 34090
Work Release Volunteer
Programs 7 years GC § 34090

Rialto City CouncilJuly 12, 2022

Rialto City Council
July 12, 2022