Attachment 2 - ALL Records Retention Schedules EXCEPT POLICE 2026-02-10.pdf

HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

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

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

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

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

STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS

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

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

BENEFITS

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

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

AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

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

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

Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed “When No Longer Required.”

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

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

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

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

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

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

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

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

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

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-1Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

Lead Dept. CW-001 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-002
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP /
RFQ - Request for Proposal, Request for
Qualification, etc.)
Send all Original Agreements / Contracts to the
City Clerk
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E and O Statute
of Limitations; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts and Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-004
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, Project Schedules, RFP /
RFQ - Request for Proposal, Request for
Qualification, etc.

Send all Original Agreements / Contracts to the
City Clerk
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors
and Omissions is 10 years; Statute of
Limitations: Contracts and Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, and 570.502(b), 29
CFR 97.42; OMB Circular A-133; GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-005
Agreements / Contracts: UNSUCCESSFUL
BIDS / PROPOSALS / RESPONSES to RFPs
(Request for Proposals) / RFQs (Request for
Qualifications) that don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Includes unopened bids; GC §34090
CITY-WIDE (Used By ALL Departments)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-2Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
n/a CW-006
Boards, Commissions, / Committees: External
Organizations - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council

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

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

Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council - Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.7
Staffing Dept. CW-008.5
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council - Recordings -
VIDEO RECORDINGS of Meetings / Video
Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.7
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies, Public Workshops: Citizen Advisory
Created by the City Council

MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (If agendas or minutes
are created)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Only Citizen Advisory Boards appointed
by the City Council must retain minutes
permanently (Council Subcommittees
present their recommendations to the full
Council); GC §34090 et seq.

Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)

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

QC & OD
Council Subcommittees present their
recommendations to the full Council; GC
§34090 et seq.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-3Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead
(Responding)
Dept.

CW-012 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-013 Copies / duplicates of any record
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE content,
Letters, Memorandums, Administrative Files,
Chronological, General Files, Reading File,
Working Files, etc.)

SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.

Superior Court (2017) 2 Cal.5th 608
(Smith). S218066. Supreme Court of
California, 2017; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-4Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, staff Teams
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / Returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC §§34090,
7927.500, 7928.705.; 64 Ops. Cal. Atty.

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

Superior Court (2017) 2 Cal.5th 608
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept. CW-016 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required

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

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

GC §§34090, 7927.500, 7928.705
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-5Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-017 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept.
(Managing the
Grant)
CW-018 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
Grant)
CW-019 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
Grant)
CW-020
Grants / CDBG Administration (Community
Development Block Grant) / Reimbursable
Claims / FEMA Reimbursements / OES
Reimbursements (SUCCESSFUL Reports,
other records required to pass the funding
agency's audit, if required)
Applications (successful), grant agreement,
copies of invoices, program rules, regulations /
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee;2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, and
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Lead Dept. CW-021 Newspaper Clippings / Media Clippings When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-6Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Human
Resources CW-022
Personnel Files (Department Copies -
Excludes Police Officers)
Send all originals to Human Resources
Send any
copies to
Human
Resources
upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-023 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-024 Photographs
When No
Longer
Required

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

QC & OD
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Ordered
the Appraisal)
CW-025 Real Estate Appraisal Reports: Property NOT
purchased / sold, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 Real Estate Appraisal Reports: Purchased /
Sold Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), and 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept.
(Who Recorded
the Document)
CW-027 Recorded Documents - Real Property: Deeds,
Easements, Rights of Way, etc. P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-7Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-028 Records Destruction Authorization Forms / Certifications (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
n/a CW-029
Reference Materials: Policies, Procedures /
SOPs, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans, Strategic Plans, (if
not provided in the schedule.) Standard
Operating Procedures (SOPs), Studies /
Reports (if not provided in the schedule.): etc.:

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

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Non-Records
Lead Dept. CW-030
Reference Materials: Policies, Procedures /
SOPs, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans, Strategic Plans, (if
not provided in the schedule.) Standard
Operating Procedures (SOPs), Studies /
Reports (if not provided in the schedule.): etc.:

Produced by YOUR Department
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-031
Reference Materials: Policies, Procedures /
SOPs, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans, Strategic Plans, (if
not provided in the schedule.) Standard
Operating Procedures (SOPs), Studies /
Reports (if not provided in the schedule.): etc.:

Produced by OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-032 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-8Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept. CW-033 Reports, Studies (other than Historically significant - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-034 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-035 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-036 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-037
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft / transitory record,
/ can be destroyed as drafts (When No Longer
Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-037.5
Training EMPLOYEE RECORDS (If Records
are Created - filed by Employee Name)

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

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

QC & OD
LC §1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-9Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used By ALL Departments)
Lead Dept.
(Presenting the
Training)
CW-038
Training Presented by Staff - COURSE

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

QC & OD
Department preference; Ethics, Fiscal &
Financial, Harassment & Workplace
Violence Prevention Training is 5 years;
Calif. Labor Division is required to keep
their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b); LC §6401.9(f)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Econ. Develop.
/ Arts and
Culture
B&C-001 Arts / Culture Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Develop.
/ Arts and
Culture
B&C-002
Arts / Culture Commission: Recordings -
AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Arts and
Culture
B&C-002.5
Arts / Culture Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Arts and
Culture
B&C-003 Arts / Culture Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Recreation
B&C-004 Commission on Aging

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Recreation
B&C-005
Commission on Aging
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Recreation
B&C-005.5 Commission on Aging
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

Library and
Comm. Srvs /
Recreation
B&C-006 Commission on Aging

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Manager B&C-007
Community Police Review Commission
(CPRC)

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Manager B&C-008
Community Police Review Commission (CPRC)
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-008.5
Community Police Review Commission (CPRC)
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-009
Community Police Review Commission
(CPRC)

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
B&C-010 Design Review Board

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
B&C-011
Design Review Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-011.5
Design Review Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-012 Design Review Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

B&C-013 Economic Development Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Develop.
/ Business
Develop.

B&C-014
Economic Development Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Business
Develop.

B&C-014.5
Economic Development Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Business
Develop.

B&C-015 Economic Development Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Transport.

B&C-016
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Transport.

B&C-017
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Transport.

B&C-017.5
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

B&C-018
Environmental Community / Investment
Agreement (ECIA) Transportation Oversight
Committee

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Manager B&C-019
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Manager B&C-020
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-020.5
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Manager B&C-021
Environmental Community / Investment
Agreement (ECIA) Grant Review Committee

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Clerk B&C-022 General Pension Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk B&C-023
General Pension Boad
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Clerk B&C-023.5
General Pension Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
B&C-025 Historic Preservation Commission

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
B&C-026
Historic Preservation Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-026.5
Historic Preservation Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-027 Historic Preservation Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Econ. Develop.
/ Housing
Authority
B&C-028
Housing Advisory Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Housing
Authority
B&C-028.5
Housing Advisory Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Housing
Authority
B&C-029 Housing Advisory Commission

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development B&C-031 Human Rights / Human Relations Commission

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development B&C-032
Human Rights / Human Relations Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development B&C-032.5
Human Rights / Human Relations Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development B&C-033 Human Rights / Human Relations Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Library
B&C-034 Library Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Library
B&C-035
Library Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Library
B&C-035.5
Library Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

Library and
Comm. Srvs /
Library
B&C-036 Library Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Human
Resources B&C-037 Personnel Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Human
Resources B&C-038
Personnel Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Human
Resources B&C-038.5
Personnel Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Human
Resources B&C-039 Personnel Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Community
Development /
Planning
B&C-040 Planning Commission

AGENDAS / STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
B&C-041
Planning Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-041.5
Planning Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Community
Development /
Planning
B&C-042 Planning Commission

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Develop.
/ Real Estate B&C-044
Point Molate Community Advisory Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Real Estate B&C-044.5
Point Molate Community Advisory Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Econ. Develop.
/ Real Estate B&C-045 Point Molate Community Advisory Committee

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Clerk B&C-046 Police / Firemen's Pension Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk B&C-047
Police / Firemen's Pension Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Clerk B&C-047..5
Police / Firemen's Pension Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Clerk B&C-048 Police / Firemen's Pension Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Recreation
B&C-049 Recreation / Parks Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; GC §34090 et
seq.

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.Library and Comm. Srvs /
Recreation
B&C-050
Recreation / Parks Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Recreation
B&C-050.5
Recreation / Parks Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Recreation
B&C-051 Recreation / Parks Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090(a)
Library and
Comm. Srvs B&C-052
Reimagining Public Safety Community Task
Force

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department Preference; GC §34090
Library and
Comm. Srvs B&C-053
Reimagining Public Safety Community Task
Force
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs B&C-053.5
Reimagining Public Safety Community Task
Force
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs B&C-054
Reimagining Public Safety Community Task
Force

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Children and
Youth
B&C-055
Richmond Fund for Children / Youth Oversight
Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.

Library and
Comm. Srvs /
Children and
Youth
B&C-056
Richmond Fund for Children / Youth Oversight
Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Children and
Youth
B&C-056.5
Richmond Fund for Children / Youth Oversight
Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Children and
Youth
B&C-057
Richmond Fund for Children / Youth Oversight
Board

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Council
Office B&C-058 Shimada Friendship Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Council
Office B&C-059
Shimada Friendship Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-059.5
Shimada Friendship Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-060 Shimada Friendship Commission

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Public Works /
Parks and
Landscape
B&C-061 Urban Forest Advisory Committee

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department.Public Works / Parks and
Landscape
B&C-062
Urban Forest Advisory Committee
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Public Works /
Parks and
Landscape
B&C-062.5
Urban Forest Advisory Committee
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Public Works /
Parks and
Landscape
B&C-063 Urban Forest Advisory Committee

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Library and
Comm. Srvs /
Employment
and Training
B&C-064 Workforce Development Board

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Employment
and Training
B&C-065
Workforce Development Board
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Employment
and Training
B&C-065.5
Workforce Development Board
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
Library and
Comm. Srvs /
Employment
and Training
B&C-066 Workforce Development Board

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Council
Office B&C-067 Youth Council

RECORDS RETENTION SCHEDULE: ALL BOARDS AND COMMISSIONS Page B&C-[Page]Ver. 9.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BOARDS AND COMMISSIONS (Used by All Departments that Staff a Board or Commission.) If the Staffing Department changes, notify the City Clerk and transfer all records to the new Department. City Council Office B&C-068
Youth Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-068.5
Youth Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-069 Youth Council

MINUTES / RESOLUTIONS P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
City Council
Office B&C-070 Zhoushan Friendship Commission

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Council
Office B&C-071
Zhoushan Friendship Commission
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-071.5
Zhoushan Friendship Commission
Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for 90
days; GC §34090.7
City Council
Office B&C-072 Zhoushan Friendship Commission

RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1Ver. 4.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY ATTORNEY
City Attorney CA-001
Administrative Hearings Escalated from All
Departments
(The Final Decision is provided to the
Department, who retains it with their case
files)
Final
Decision + 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-002 Lawsuits / Litigation - Historically Significant Records P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (some records for some
cases are required to be retained for future
reference); CCP §337 et seq.; GC §§911.2,
34090, 34090.6; PC §832.5(b)
City Attorney CA-003 Lawsuits / Litigation - Routine Matters / Cases / Records
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Initial Claims must be
filed within 1 year, lawsuit within 2 years; CCP
§337 et seq.; GC §§911.2, 34090, 34090.6; PC
§832.5(b)
City Attorney CA-004 Lawsuits / Litigation: Settlement
Agreements, Court Decisions, etc. P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (some agreements or
court decisions may have on-going commitments
or terms); CCP §337 et seq.; GC §§911.2,
34090, 34090.6; PC §832.5(b)
City Attorney CA-005 Legal Advice Files / Work Requests / Legal Advice Requests
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-006 Legal Case Management Software
Database
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I
Yes:

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

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

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

City Clerk CC-001
Agenda Packets - City Council, Housing
Authority, Joint Powers Financing
Authority, Successor Agency, Former
Redevelopment Agency, Surplus Property
Authority
Includes Appeals
P Yes: Before
Meeting
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002
Agreements / Contracts ALL
(INFRASTRUCTURE, / IF IMAGED, JPAs,
MOUs)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work),
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.

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

QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency preparedness; Statute of
Limitations is 4 years; 10 years for Errors and
Omissions; land records are permanent by
law; CCP §337 et. seq., GC §34090;
Contractor has retention requirements in 48
CFR 4.703

CITY CLERK
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-003
Agreements / Contracts ALL
(NON-INFRASTRUCTURE, Professional
Services Agreements, Tenant / Lease
Agreements - NOT IMAGED)
Agreement / Contract includes all contractual
obligations (e.g. Specifications / Successful
Proposal / Scope of Work)
Examples of Non-Infrastructure:

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

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

QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors and Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
City Clerk CC-004 Board / Commission / Committee Applications (All, whether appointed / not) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-005 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-006 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources /
Risk
Management
CC-007 Claim for Damage Forms / Claims Against the
City Forms
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Forwarded to Risk Management, who retains
the complete claim file; GC §34090.7
City Clerk CC-008
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL, IF NOT ELECTRONICALLY
FILED
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department preference; Only Campaign
Statements filed electronically are required
for 10 years; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)(g); GC §84615
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-009
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

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

QC & OD
Department preference; Only Campaign
Statements filed electronically are required
for 10 years; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)(g); GC §84615
City Clerk CC-010 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC Must post on website; GC §81009(e)
City Clerk CC-011 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Should post on website for 4 years; GC
§81009(e)
City Clerk CC-012 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC GC §81009(e)
City Clerk CC-013 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk /
Elections CC-014
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)

ELECTRONICALLY FILED, / PAPER

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

QC & OD
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for 87200
filers; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk /
Elections CC-015
Campaign Filings (FPPC 400 Series Forms /
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must be
retained for at least 2 years; GC
§81009(b)and(g)

CITY CLERK / ELECTIONS
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk /
Elections CC-016
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH / WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statements filed electronically are required
for 10 years; GC §81009(b)and(g); GC
§84615
City Clerk /
Elections CC-017
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(f)and(g)
City Clerk /
Elections CC-018
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(c)and(g)
City Clerk /
Elections CC-019
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term for Nomination Papers;
EC §17100
City Clerk /
Elections CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CA law states term
of office and 4 years after the expiration of
term for Nomination Papers; EC §17100
City Clerk /
Elections CC-021
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, District Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Notices, Postings, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk /
Elections CC-022
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk /
Elections CC-023 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-024
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-024.5
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or FPPC
proceeding. EC §§17200(b)(3), 17400
(End of Elections Section)
City Clerk CC-025 Ethics Certificates Financial for City Council, Board / Commission Members, Employees 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §§ 3105, 12946, 34090;; 53235.2(b);
City Clerk CC-026
Historical Records, Photographs, / Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-027
Legislative History Files - HISTORICALLY

SIGNIFICANT, LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-028 Legislative History Files - NOT

HISTORICALLY SIGNIFICANT
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-029
Minutes: City Council, Housing Authority, Joint
Powers Financing Authority, Successor
Agency, Former Redevelopment Agency,
Surplus Property Authority
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-030 Oath of Office / Disaster Service Workers Oath - ALL Employees P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC §§36507,
34090; PC §§801.5, 803(c); 29 USC 1113
City Clerk CC-031 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-032
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Law requires 1 year for petitions; GC §50115
City Clerk CC-033
Prop. 218 (Property-based fees - Notice
Mailing List, Protest Letters / Ballots,
Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53753(e)(2)
City Clerk CC-034
Public Records Requests / Subpoenas Duces
Tecum
(Excludes Rent Board, Police Responses /
Fire Responses)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-035
City Council, Housing Authority, Joint Powers
Financing Authority, Successor Agency,
Former Redevelopment Agency, , Surplus
Property Authority Meetings: Recordings:

AUDIO RECORDINGS of Meetings / Audio
Tapes
Minimum 4
years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY CLERK
City Clerk CC-035.5
City Council, Housing Authority, Joint Powers
Financing Authority, Successor Agency,
Former Redevelopment Agency, , Surplus
Property Authority Meetings: Recordings:

VIDEO RECORDINGS of Meetings / Video
Tapes
Minimum 4
years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-036 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-037
Redistricting Web Page / District Boundary
Web Page (Map, Redistricting Process,
Agendas, Calendars, Notice, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD EC §21608(g); GC §34090
City Clerk CC-038
Resolutions: City Council, Housing Authority,
Joint Powers Financing Authority, Successor
Agency, Former Redevelopment Agency,
Surplus Property Authority
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-039 Secretary of State Statement of Facts / Registry of Public Agencies 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1Ver. 5.0 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

CITY MANAGER
City Manager CM-001 Administrative Policies Approved by the City Manager
Minimum
Superseded +
2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-002
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CM-003 Project Files / Subject Files (Subject will change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance CM-004 Travel Records / Expense Reports
Copies - When
No Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building Division)
Page BLD-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

COMMUNITY DEVELOPMENT / BUILDING DIVISION
Lead Dept. B&S-001 Permit Database (TrakiT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Required for the Life of the
Structure; GC §34090; CBC §§ 1.8.4.3.1,
104.7 – 104.7.4 and 107.5; H&S §19850
Comm. Develop. /
Building B&S-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Comm. Develop. /
Building B&S-003 Address Files / Building Permits P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§104.6 104.7 and 107.5; GC
§34090
Comm. Develop. /
Building B&S-004 Building Plans - Cancelled / Withdrawn Upon
Cancellation
or
Withdrawal

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

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-005 Building Plans - Expired
Minimum
Upon
Expiration

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

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-006
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-007 Building Plans - Finalled - SINGLE FAMILY

RESIDENTIAL - SFR / APPURTENANCES
Minimum 180
days Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Comm. Develop. /
Building B&S-009 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Building Division)
Page BLD-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Comm. Develop. /
Building B&S-010 California Building Codes / Uniform Building Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §50022.6
Comm. Develop. /
Building B&S-011 Certificate of Occupancy (CofO) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building B&S-012
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans (to / from
Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Comm. Develop. /
Building B&S-013 Correction Notices - Building
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Comm. Develop. /
Building B&S-014 Energy Calculations
Minimum
When Permit
is Finalled
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Comm. Develop. /
Building B&S-015 Geotechnical / Soils Reports / Structural Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building B&S-016 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. Develop. /
Building B&S-017 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Comm. Develop. /
Building B&S-018 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

CODE ENFORCEMENT
Page CE-1Ver. 5.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY DEVELOPMENT / CODE ENFORCEMENT
Lead Dept. CE-001 Permit Database (TrakiT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Required for the Life of the
Structure; GC §34090; H and S §19850
Comm. Develop. /
Code
Enforcement
CE-002 Business Permits (Regulatory) - TECHNICIANS:

Massage Technicians
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. Develop. /
Code
Enforcement
CE-003
Business Permits Background Files (Regulatory) -
BUSINESS OWNER: Massage Establishments,
Pawn Shops, Thrift Stores, etc.

Termination
of Business +
2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. Develop. /
Code
Enforcement
CE-004
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos, /
Code Enforcement Complaint Letters)
Resolution +
2 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Comm. Develop. /
Code
Enforcement
CE-005 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Resolution +
2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. Develop. /
Code
Enforcement
CE-006 Liens / Releases (includes Recorded Liens) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090(a)
Comm. Develop. /
Code
Enforcement
CE-007 Notice of Violations ./ Code Enforcement Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Housing)
Page HOU-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY DEVELOPMENT / HOUSING
Community
Development /
Housing
HOU-001 Fair Chance Access to Affordable Housing
Ordinance: Appeals, Hearings, Determinations
Final
Determinatio
n + 3 years

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

QC & OD
Department preference; Municipal Code

7.110.080 requires the Housing Provider
to retain records for 3 years and allow
City access; GC §34090
Community
Development /
Housing
HOU-002 Fair Chance Access to Affordable Housing
Ordinance: Audits 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Municipal Code

7.110.080 requires the Housing Provider
to retain records for 3 years and allow
City access; GC §34090
Community
Development /
Housing
HOU-003
Homeless Services / Homeless Outreach
Applications (successful), grant agreement,
copies of invoices, program rules, regulations /
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; ; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, and
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Community
Development /
Housing
HOU-004
Housing Applications Rejected / Unqualified
(First Time Home Buyers, Rehabilitation, Below
Market Rate Housing Units, CalHome, etc.)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Housing
HOU-004,5
Housing Plans: Consolidated Annual Performance
/ Evaluation Review (CAPER) / Comprehensive
Housing Affordability Strategy (CHAS) /
Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans, etc.

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

QC & OD
Required for 5 years; 24 CFR 91.105(h);
24 CFR 92.508(a); GC §3409
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT
(Housing)
Page HOU-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Housing
HOU-005
Housing Programs: Affordable Housing Projects,
Inclusionary Housing, Below Market Rate (BMR),
CalHome, Rehabilitation, etc.

May include inclusionary housing agreements,
regulatory agreements, promissory notes, deeds
of trust, resale restrictions, rights of first refusal / options to purchase, etc.

ALL HAVE a Recapture / Resale Restriction
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer

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

QC & OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)and(c) and
570.502(a)(16), 982.158, 884.214; 29
CFR 97.42, GC §34090
Community
Development /
Housing
HOU-006 Property Files for Affordable Housing Programs:

Rent Increases, Termination Notices
5 years after
the
Affordability
Period
Terminates,
or the Written
Agreement
Terminates,
Whichever is
Longer

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

QC & OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)and(c) and
570.502(a)(16), 982.158, 884.214; 29
CFR 97.42, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

PLANNING
Page PL-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY DEVELOPMENT / PLANNING
Lead Dept. PL-001 Permit Database (TrackIT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H and S §19850
Community
Development /
Planning
PL-002
Planning Projects - Discretionary / Ministerial -
Approved Permanent Entitlements / Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Application, etc.)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Public Art
Rezones
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Community
Development /
Planning
PL-002.5 Planning Projects - Cancelled / Expired /
Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

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

QC & OD
Department preference (project was not
pursued by applicant); GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

PLANNING
Page PL-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Planning
PL-003 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
PL-004 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau PL-005 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
PL-006
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
PRC 21167,6; GC §34090
Community
Development /
Planning
PL-007
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
PL-008
General Plan, Elements / Amendments / Master
Plans, Specific Plans, Land Use Plans /
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

PLANNING
Page PL-3Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Planning
PL-009 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
PL-010
Housing Preliminary Application Form
(required for a housing development project that
includes residential units; form is provided by
California Department of Housing / Community
Development)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Various benchmarks are placed using the
number of residential dwelling units on
the project site within the last five years;
GC §34090
Community
Development /
Planning
PL-011 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Development /
Planning
PL-012
Temporary Permits (Approved / Unapproved)
Banner Permits, Special Event Permits, Tree
Removal Permit, etc.

Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
PL-013 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
PL-014 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
PL-015 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT /

SUCCESSOR AGENCY / FORMER REDEVELOPMENT
Page SUC-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Development /
Successor
Agency / Former
Redevelop.

SUC-001
Marina Bay Properties (includes Deeds,
Subordination Agreements, / other Real Property
Records)
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
GC §34090(a)
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-002
Redevelopment Projects / Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects, /
City Clerk has all Real Property records for
Permanent retention)
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-003
Redevelopment Projects / Project Areas
CIP Projects built by Redevelopment Agency,
if any
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department preference; GC §34090
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-004
Redevelopment Projects / Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.

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

QC & OD
Final environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Successor
Agency / Former
Redevelop.

SUC-005
Redevelopment Projects / Project Areas
Real Property: Deeds, Easements, Rights of
Way
P
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
GC §34090(a)

COMMUNITY DEVELOPMENT / SUCCESSOR AGENCY / FORMER REDEVELOPMENT RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: COMMUNITY POLICE REVIEW COMMISSION Page CPRC-1Ver. 3.0 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

COMMUNITY POLICE REVIEW COMMISSION
CPRC CPRC-001 Community Police Review Commission

AGENDAS / STAFF REPORTS
Minimum 2
years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
CPRC CPRC-002
Community Police Review Commission:

Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); Video recordings of
meetings are required for 90 days; GC §34090.7
CPRC CPRC-002.5
Community Police Review Commission:

Recordings - VIDEO RECORDINGS of
Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); Video recordings of
meetings are required for 90 days; GC §34090.7
CPRC CPRC-003 Community Police Review Commission
MINUTES / RESOLUTIONS P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090(e)
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

ARTS AND CULTURE
Page ED/ARTS-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ECONOMIC DEVELOPMENT / ARTS AND CULTURE
Econ. Dev. /
Arts and
Culture
ARTS-001 Art Inventory / Acquisition Invoices
(Documentation of Value) P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Arts and
Culture
ARTS-002
Public Art / Art In Public Places Program
(ALL Projects) - Proposed / Not
Completed
Proposed / Unsuccessful Permanent /
Temporary (not purchased, nor installed
projects)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Arts and
Culture
ARTS-003
Public Art / Art In Public Places Program
(Permanent Projects) - Completed
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Arts and
Culture
ARTS-004
Public Art / Art In Public Places Program
(Temporary Exhibits / Displays /
Temporary Events) - Completed
Completed Temporary artwork displays, /
cultural Arts
Completion
+ 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

BUSINESS DEVELOPMENT
Page BD-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ECONOMIC DEVELOPMENT / BUSINESS DEVELOPMENT
Econ. Dev. /
Business
Develop.

BD-001
Business Development Economic
Development Projects / Business
Recruitment / Retention / Real Estate
Assistance
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT
(Environmental And Health Initiatives)
Page ED/ENV-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

Econ. Dev. /
Environ. and
Health
E&H-001 Energy Efficiency / Renewable Energy (may
include incentives / rebates)
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

92.505, 570.490, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133; GC
§34090
Econ. Dev. /
Environ. and
Health
E&H-002 Green Business Support, Grants
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

92.505, 570.490, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133; GC
§34090
Econ. Dev. /
Environ. and
Health
E&H-003
Solid Waste Reduction / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection / Recycling)
CalRecycle Annual Waste Diversion Report
/ CalRecycle Used Oil report / CalRecycle
Bottles / Cans report, etc.
10 years Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Department preference; required for 5 years; Low-
Carbon Fuel Standard regulations credits can be
received for 10 years, and are eligible for an
extension; 14 CCR § 18995.2; H&S §39730.7;
GC §34090
Econ. Dev. /
Environ. and
Health
E&H-004 Solid Waste Tonnage Reports / Statistics 10 years Mag, Mfr, OD, Ppr S / I
Yes:

After
QC'd &
OD
Department preference; GC §34090
ECONOMIC DEVELOPMENT / ENVIRONMENTAL AND HEALTH INITIATIVES - (see Grants on City-Wide for any Grant-funded Program) RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

HOUSING AUTHORITY
Page ED/HOU-1Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ECONOMIC DEVELOPMENT / HOUSING AUTHORITY (all on Boards and Commissions?) Econ. Dev. /
Housing Authority HA-001
Affordable Housing Projects - RENTAL
PROGRAMS - Tenant / Participant Files - Section
9 Housing Property Management
Applications, Executed Lease, Basis for
determining (reasonable) rent; Move-in/move-out
inspection reports Termination of lease / subsidy
assistance; etc.

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

QC & OD
HUD requires 5 fiscal years after the
funds were received; 24 CFR 990.325,
GC §34090
Econ. Dev. /
Housing Authority HA-002
Affordable Housing Projects - RENTAL
PROGRAMS - Section 9 Housing Property
Management
Tenant Income Verifications / Financial
Information Only
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 fiscal years after the
funds were received; 24 CFR 990.325,
GC §34090
Econ. Dev. /
Housing Authority HA-003
Checks deposited to Bank for Housing Authority
Programs (City scans them for the Bank, rather
than physically taking the checks to the bank to
deposit them.)
Follow Bank
Instructions
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
These are bank instruments, and not City
records; per bank agreement.

Econ. Dev. /
Housing Authority HA-004
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation

AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Econ. Dev. /
Housing Authority HA-005
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation: Recordings - AUDIO RECORDINGS
of Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Econ. Dev. /
Housing Authority HA-005.5
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation: Recordings - VIDEO RECORDINGS
of Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

HOUSING AUTHORITY
Page ED/HOU-2Ver. 4.0
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Econ. Dev. /
Housing Authority HA-006
Housing Authority Advisory Commission / Easter
Hill Housing Corporation / RHA Housing
Corporation

MINUTES / RESOLUTIONS
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Econ. Dev. /
Housing Authority HA-007 Wait Lists / Applications for Affordable Housing Assistance Programs (Section 9) 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 fiscal years after the
funds were received; 24 CFR 990.325,
GC §34090
Division Providing
Service / Work HA-008
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division Providing
Service / Work HA-009
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division Providing
Service / Work HA-010
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /
PORT
Page ED/PORT-1Ver. 4.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT / PORT
Econ. Dev. /
Port PORT-001 Assignment Agreements / Short-Term Use
(Berth Space, Tie-Up, etc.)
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Econ. Dev. /
Port PORT-002
Leases - Tenants / Facilities
Original Leases are sent to the City Clerk
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to ensure long-
term records are retained for each tenant;
E and O does not apply; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts and Spec's=4 years;
CCP §§336(a), 337 et. seq., GC §34090
Econ. Dev. /
Port PORT-003 Port Infrastructure History P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Econ. Dev. /
Port PORT-004 Regulatory Agencies / Government
Agencies
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Econ. Dev. /
Port PORT-005 Security Deposits / Refunds Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (meets municipal
government auditing standards); GC
§34090 et seq.

Econ. Dev. /
Port PORT-006 Surveys / Vacometric Surveys for
Dredging P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

City Clerk PORT-007 Tariffs
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7 (copies)
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT /

REAL ESTATE
Page ED/RE-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

ECONOMIC DEVELOPMENT / REAL ESTATE
Econ. Dev. /
Real Estate RE-001
Environmental Site Assessments,
Environmental Mitigation / Monitoring
Reports, Environmental Studies / Reports,
Soils Reports, Water Quality Reports,
Environmental Clean up Plans, etc.

Corporation Yard, Point Molate Marina Bay,
etc.

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

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-002 Point Molate Reports, Status Reports P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-003 Point Molate Reuse Plans P Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-004 Point Molate Soil Studies, Site Cleanup Plans, Projects, Monitoring Reports P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Econ. Dev. /
Real Estate RE-005
Public Meeting - Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
(Point Molate Meetings, etc.)
Minimum 2
years Mag Department preference; GC §34090
Econ. Dev. /
Real Estate RE-005.5
Public Meeting - Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
(Point Molate Meetings, etc.)
Minimum 2
years Mag Department preference; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-1Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database / ERP Database (Tyler Munis)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance /
Admin. FIN-002 Audit Reports / Annual Consolidated Financial Report (ACFR) / related Audit Opinions P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (copies - City
Clerk is OFR); GC §34090.7
Finance /
Admin. FIN-003 Audit Work Papers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-004 Single Audits / Transportation Audits / PERS Audit, etc. 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090

FINANCE / BUDGET
Finance /
Budget FIN-005 Budget Adjustments 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
City Clerk FIN-006 Budget Reports / Quarterly Budget Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Presented to
the City Council (this is a copy); GC
§34090.7
Finance /
Budget FIN-007 Budgets - Adopted / Final P
Yes:

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

QC & OD
Department Preference (copies - City
Clerk is OFR); Must be filed with
County Auditor; GC §34090.7, 53901
Finance /
Budget FIN-008 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-2Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / ACCOUNT PAYABLE
Finance /
Accounts
Payable
FIN-009 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing and contractor delinquency);
Ca. FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R and T §19530, GC §34090;
29 USC 436
Finance /
Accounts
Payable
FIN-010
Accounts Payable / Invoices / Backup
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, P-Card,
City Card, etc.)
7 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to pass grant
audits (meets municipal government
auditing standards); GC §34090
Finance /
Accounts
Payable
FIN-011 Checks / Warrant Register Report (issued) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090

FINANCE / REVENUE, BUSINESS LICENSING
Finance /
Revenue FIN-012
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Transient
Occupancy Tax (TOT), Auctions of Surplus
Property, Credit Card Payment Receipts,
Tenant Billing / Rent, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Revenue FIN-013 Bankruptcies - NOT pursued
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts not retained in the
ordinary course of business; GC
§34090
Finance /
Revenue FIN-014 Bankruptcies - Where a claim is filed 7 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings
for 7 years); GC §34090
Finance /
Revenue FIN-015 Business License Applications, Registrations / Renewals
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

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

RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-3Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Revenue FIN-016 Business License Permitting Software
(TrackIT)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Revenue FIN-017 Checks / Warrants (Returned / NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Revenue FIN-018
Checks deposited to Bank (City scans them for
the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
These are bank instruments, and not
City records; per bank agreement.

Finance /
Revenue FIN-019 Collection Agency Assignments / Unpaid
Accounts 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Revenue FIN-020 Daily Cash Summaries, Bank Deposits, Bank Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
Revenue FIN-021 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
Lead Div. FIN-022
Reports: Financial Reports created by the
Finance Database / Permit Database: Ledgers,
Reconciliations, Registers, Transaction
Histories, etc.

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

QC & OD
Financial system can re-create reports
accurately; GC §34090

FINANCE / GENERAL ACCOUNTING
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-4Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FIN-036 Deposit Accounts / Developer Trust Accounts Closed + 5 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-037 Fixed Assets - Annual Listing (Source
Documents) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-038 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; Statute of Limitations is 4
years; GC §34090, CCP § 337
Finance /
General
Accounting
FIN-039
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Lead Div. FIN-040
Reports: Financial Reports created by the
Finance Database: General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

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

QC & OD
Financial system can re-create reports
accurately; GC §34090

FINANCE / PURCHASING
Finance /
Purchasing FIN-041 _Purchasing Database / ERP Database
(Planet Bids)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance /
Purchasing FIN-042 Purchase Orders / Requisitions 5 years Yes: Before Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (Professional
Services always have a contract,
therefore Errors and Omissions are not
applicable); Statute of Limitations is 4
years; 10 years for Errors and
Omissions; CCP §§337. 337.1(a),
337.15, 343; GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-5Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Purchasing FIN-043 W-9s
Vendor
Inactive + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS auditing standards; GC
§34090

FINANCE / PAYROLL
Finance /
Payroll FIN-044 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-045 Checks / Warrants - Cancelled - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-046
DE-9 DE-43, W-3, 941 Forms, PERS / FICA /
Medicare Adjustments - Quarterly Payroll Tax
Returns / OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R
and T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Finance /
Payroll FIN-047 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-048 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R and T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 and 516.6(c);
Finance /
Payroll FIN-049 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R
and T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-6Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Payroll FIN-050 W-4s
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: FINANCE
(Admin., Budget, Accounts Payable, Revenue, Bus. Licensing, Acct., Purchasing, Payroll, Treasury) Page FIN-7Ver. 7.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / TREASURY
Finance /
Treasury FIN-051 Arbitrage / Bonds / Advisor Reports Maturity + 5 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 43900
Finance /
Treasury FIN-052
Bank Statements / Trustee Statements, Fiscal
Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
Treasury FIN-053
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Treasury FIN-054 Investments / Trade Tickets / LAIF (Local Agency Investment Fund))
Maturity + 5
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 43900
Finance /
Treasury FIN-055 PERS Statements 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Treasury FIN-056 Treasurer's Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Presented to
the City Council (this is a copy); GC
§34090.7
RICHMOND, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-1Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE / ADMINISTRATION
Fire /
Admin. FR-001 _Fire Operations Database (Calls for
Service, Incidents, Runs, etc.) (Zoll)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire /
Admin. FR-002
Background Files - Successful Fire
Employee / Volunteer Applicants
(Employees, Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation +
4 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; State Law requires 4
years; EEOC / FLSA / ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; ; 29 CFR 1627.3(b)(1)(i),
29 CFR 1602.14; GC §§12946, 12960, 34090;
29 USC 1113
Fire /
Admin. FR-003
Background Files - Unsuccessful Fire
Employee / Volunteer Applicants
(Employees, Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; State
Law requires 4 years; 29 CFR 1627.3(b)(1)(i), 29
CFR 1602.14; GC §§12946,12960, 34090
Fire /
Admin. FR-004 ISO Insurance Ratings 15 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-005 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Considered a preliminary draft / copy (the Fire
database is the original); GC §34090 et seq.

City Clerk FR-006 Mutual Aid Agreements, Joint Power
Authorities (Local / State)
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City Clerk is OFR; GC §34090.7
Fire /
Admin. FR-007 Programs / Projects (e.g. Cadet, CPR
Program, Fire Service Day, etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-007.5 Public Records Request Responses - Fire Only 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-2Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-008 Ride-A-Long Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-009 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / EMS FR-010 _Fire Incident ePCR Database
Indefinite -
Minimum 20
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated (e-PCRs must be retained 20
years - see Patient Care Reports); GC §34090 et
seq.

Fire / EMS FR-011 Ambulance Billing (Performed by a private company) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets municipal
government auditing standards; GC §34090
Fire / EMS FR-012 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04
Fire / EMS FR-013 EMS Complaints 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years; 13
CCR 1100.7, CCP §340.5, GC §34090
Fire / EMS FR-014 HIPAA Policies / Procedures (Health
Insurance Portability / Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 45 CFR 164.530(j)

FIRE / EMERGENCY MEDICAL SERVICES
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-3Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / EMS FR-015
Patient Care Reports / PCRs / e-PCRs (EMS
transportation) Reports: ALL (medical / non-
medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database (ImageTrend)
20 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; adults required for 10
years for Medi-Cal patients, 7 years for non-Medi-
Cal adults; minors until 1 year after age of
majority, but not less than 10 years for Medi-Cal
patients, 7 years for non-Medi-Cal minors; 10
years is recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, H&S
§§1797.98e 123145; 42 CFR 482.24(b); 9 CCR
9444, 22 CCR 97530.9(c)(3), 70751(c) &
71551(c); 22 CCR 70751(c), 71551(c), 73543(a),
74731(a), 75055(a), 75343(a), 77143(a), W&I
14124.1; CMS Pub. 100-4, Chapter 1, Section
110.3; GC §30490
Fire / EMS FR-016 Refusal to Transfer 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years;13
CCR 1100.7, CCP §340.5, GC §34090

FIRE / FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention FR-017 Development Review / Fire Sprinkler, Fire Safety Plans (Final, Approved Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CFC §§ 1.8.4.3.1, 104.6 104.7 and; CBC §
107.5; H&S §19850; GC §34090
Community
Develop. /
Building
FR-018 Development Review / Plan Review -
Building Permits
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CBC §§104.6 104.7 and 107.5; GC §34090
Fire / Fire
Prevention FR-019 Fire Alarm Inspection / Testing 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Certain Property Owners are required to test and
certify every 5 years; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-4Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-020
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods / Materials
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC §104.6 104.7; GC §34090
Fire / Fire
Prevention FR-021 Fire Inspections / Citations / Notice of Violations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§104.7 - 104.7.4 ;
GC §34090
Fire / Fire
Prevention FR-022 Fire Investigations - Arson / Capital Crimes Only - Human Fatality / Injury P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Capital Crimes have no
statute of limitations); GC §34090 et seq.

Fire / Fire
Prevention FR-023 Fire Investigations - Arson / Capital Crimes Only - Structure / Vehicles 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-024 Fire Investigations - OTHER Than Arson / Capital Crimes
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-024.5
Fire Plans / Fire Sprinkler, Fire Safety Plans
(Final, Approved by the Fire Department
Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
CFC §§ 1.8.4.3.1, 104.7; CBC § 107.5; H&S
§19850; GC §34090
Fire / Fire
Prevention FR-025 Fire Prevention Programs (Fire Prevention Week, etc.)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-5Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-026
Permits: Construction Permits (Short Term
Uses / Temporary Uses): High Piled
Storage, Sprinkler Plans, etc.

Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq. CFC §§104.7
Fire / Fire
Prevention FR-027
Permits: Fire Code Permits / Special Event
Permits (assembly permits, burn permits,
candle permits, tent permits, open flame,
etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD CFC §104.6 104.7; GC §34090
Fire / Fire
Prevention FR-028
Permits: Operational Permits (Long-term
operations): High Piled Storage, Sprinkler
Plans, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

CFC §§104.7
Fire / Fire
Prevention FR-029 Public Information / Education (when
produced internally)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / Fire
Prevention FR-030 Registrants: Arson Registrations: Adults P, or Death of Registrant
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
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 and I §781; GC §34090.7
Fire / Fire
Prevention FR-031
Registrants: Arson Registrations:

Juveniles released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Mag,
Mfr, OD,
Ppr
S/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 and I §781; GC §34090.7

FIRE / OFFICE OF EMERGENCY SERVICES (OES)
Fire / OES FR-032 CERT Registration Forms 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090 et seq.

Fire / OES FR-033 Emergency Response Plans / Mutual Aid Plans / Strategic Plans
Superseded
+ 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090 et seq.

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-6Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / OES FR-034 Emergency Response Records (includes
cost recovery documentation) 10 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090 et seq.

Fire / OES FR-035 Liability Waiver Forms 2 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090 et seq.

FIRE / OPERATIONS / SUPPRESSION
Fire / Ops FR-036 _Fire Operations Database (Calls for
Service, Incidents, Runs, etc.) (Zoll)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire / Ops FR-037 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / Ops FR-038 Equipment Records / Testing Surplus + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 and Annex C.5, GC
§34090
Fire / Ops FR-039 Fire Station Inspection Reports 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire / Ops FR-040 PPE Checklists (Personal Protective
Equipment Checklists) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Fire / Ops FR-041 Pre-Fire Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Ops FR-042 Station Log Books / Red Books 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / TRAINING
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE - FIRE
(Admin., EMS, Fire Marshal / Fire Prevention, OES, Ops / Suppression, Training) Page FR-7Ver. 9.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Training FR-043 _Training Database (Vector Solutions) Separation + 5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; GC §34090 et seq.; LC
§1198.5
Fire /
Training FR-044 Respiratory Fit Tests (/ send to Human
Resources to put into Medical File?)
Separation +
30 years OR
Deceased +
5 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30 years for
toxic substance exposure; 8 CCR §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946, 34090
Fire /
Training FR-045
Training File (by employee)
Individual Training Certificates, Continuing
Education for Paramedics
Minimum
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics Training is 5
years; Calif. Labor Division is required to keep
their OSHA records 7 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(1)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b) LC
§1198.5
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-1Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HUMAN RESOURCES
Lead Div. HR-001 _Human Resources Database / ERP
Database (Tyler Munis)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
Human
Resources HR-002
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage / Transmittal
Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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-003 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(1)(2); 29
USC 1027; 28 CCR 1300.85.1; GC
§34090
Human
Resources HR-004
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 4 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Human
Resources HR-005
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-2Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-006 Compensation Surveys / Studies Minimum 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-007 Contracts for Investigators / Engagement Letters
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-008 COVID-19 Notifications to Employees 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD LC §6409.6(k), GC §34090
Human
Resources HR-009 DE-34 (Report of New Employees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; R and T §19530,
GC §34090
Human
Resources HR-010 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Human
Resources HR-011 DMV Pull Notices
When
Superseded or
Employee
Separated
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC §§
34090
Human
Resources HR-012 Employee Investigations Separation + 6 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations for
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 and
1627.3(b)(1), GC §§12946, 12960, 34090;
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-3Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-013 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Non-records, content is not substantive;
GC §34090 et seq.

Human
Resources HR-014 Ethics Certificates, Financial and Fiscal, Harassment Certificates - Employees Only
Separation + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
GC §§ 3105, 12946, 12960, 34090,
53235.2(b); 53237.2(b) ; 53238.3(b); LC
§1198.5,
Human
Resources HR-015 Grievances Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations for
retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; 29 CFR 1602.31 and
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC §1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-016 I-9s Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Human
Resources HR-017 Job Descriptions / Job Classification / Job Specifications
Minimum
Superseded +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years; retirement benefits is 6 years from
last action; 34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-4Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-018
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker, PAF /
Personnel Action Forms, Training
Certificates, etc.)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1602.31 and 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; LC §1198.5
Human
Resources HR-019
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately; 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
Human
Resources HR-020
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis /
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Human
Resources HR-021 Retiree Medical Billing / COBRA Billing 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources HR-022
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, Training, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD LC §6401.9(f), GC §34090

HUMAN RESOURCES / RISK MANAGEMENT
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(RIsk Management)
Page HR-5Ver. 5.0
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources /
Risk
Management
HR-023 Claim for Damages / Claims Against the City
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
Human
Resources /
Risk
Management
HR-024 Insurance Policies -
General Liability, Workers Compensation P Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers longest
possible statute of limitations; CCP §337
et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i); GC §§ 911.2, 34090
Human
Resources /
Risk
Management
HR-025 Insurance Policies -
Property, Fire, Theft, etc.

Expiration + 4
years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.;
GC §34090
Human
Resources /
Risk
Management
HR-026 OSHA Citations / Inspections 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Human
Resources /
Risk
Management
HR-027 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Human
Resources /
Risk
Management
HR-028
Property Damage Claims / Claims filed to
reimburse damage to City Property /
Restitution / Subrogation
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Human
Resources /
Risk
Management
HR-029
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, / Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1Ver. 3.0 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Information
Technology IT-001 Backups (Computer Backups for Disaster Recovery Purposes)
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line)
When
Superseded Yes Mag. GC §34090 et seq.

Information
Technology IT-003 Help Desk Database
Indefinite -
Minimum 2
years
Yes Mag, Mfr,
OD, Ppr S / I Data is interrelated; GC §34090
Information
Technology IT-004 Network Configuration Maps / Plans
When No
Longer
Required
Yes Mag.

Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.

Information
Technology IT-005

UNALTERABLE MEDIA / IMMUTABLE

MEDIA (CLOUD IMMUTABLE BACKUP) /
(WORM / DVD-r / CD-r / Blue Ray-R) / other
unalterable media that does not permit
additions, deletions, / changes
Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.

Information
Technology IT-006
Video Recordings - Public Areas
(Parking Lots, Parks, Traffic Intersections,
etc.)
Excludes Videos of Public Meetings
When No
Longer
Required
Mag Does not record "regular and ongoing
operations"; GC §34090 et seq.

Information
Technology IT-007
Video Recordings - Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
Excludes Videos of Public Meetings
1 year Mag
Records "regular and ongoing
operations", or "Building Security"; GC
§34090.6 et seq,

INFORMATION TECHNOLOGY
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

CHILDREN AND YOUTH
Page L&CS/C&Y-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / CHILDREN AND YOUTH
Library and
Comm. Srvs /
Children and
Youth
C&Y-001
Grants to Local Non-Profits for Children / Youth
Programming - (Awarded to Subgrantees
(SUCCESSFUL Reports, other records required
to pass an Audit)
Applications from the Non-Profit, copies of
contract, invoices, required reports, completion
records
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Most grants are
funded from the General Fund; Meets
auditing standards; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, and
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Community
Services /
Children and
Youth
C&Y-002
Grants to Local Non-Profits for Children / Youth
Programming - UNSUCCESSFUL Applications,
Correspondence to Local Non-Profit
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference for auditing
purposes for subgrantees; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

EMPLOYMENT AND TRAINING
Page L&CS/E&T-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / EMPLOYMENT AND TRAINING Library and
Comm. Srvs /
Employment and
Training
E&T-001 Employment / Training Plans Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Employment and
Training
E&T-002 Employment / Training Program Participant
Payroll 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to facilitate
participants returning to the program;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca. requires
2 yr min.; FTB keeps 3 years; IRS Reg
§31.6001-1(e)(2), R and T §19530; LC §
1174(d); 29 CFR 516.5; GC §34090; 8
CCR 11040.7(c); 29 CFR 516.5 and
516.6(c);
Library and
Comm. Srvs /
Employment and
Training
E&T-003 Employment / Training Program Participant W-
2s 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs after
tax is due or paid; Ca. FTB: 3 years; IRS
Reg §31.6001-1(e)(2), R and T §19530;
29CFR 516.5 - 516.6, 29USC 436, GC
§34090
Library and
Comm. Srvs /
Employment and
Training
E&T-004
Employment / Training Programs
(Richmond WORKS, YouthWORKS,
RichmondBUILD, etc.

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

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

EMPLOYMENT AND TRAINING
Page L&CS/E&T-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Employment and
Training
EandT-005
Training / Workshops for Employment / Training
Program Participants / Employees
(Attendance Rosters, Outlines / Materials)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics and
Harassment Prevention Training is 5
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

LIBRARY
Page L&CS/LIB-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / LIBRARY AND LEAP
Library and
Comm. Srvs /
Library
LIB-001 _Library Information Database
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Library and
Comm. Srvs /
Library
LIB-002 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Library and
Comm. Srvs /
Library
LIB-003 Contest Winners (Photo Contests, etc.) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Library and
Comm. Srvs /
Library
LIB-004
Contracts for Performers, Instructors, Digital
Services / Subscription for On-Line Services
All other official / original records: City Clerk is the Office of Record
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Library and
Comm. Srvs /
Library
LIB-005
Grants: LSCA (Library Services / Construction),
LSTA (Library Services / Technology), SLRC
(State Literacy Resource Centers), CLLS
(California Library Literacy Services); CLSA
(California Library Services Act, IMLS (Institute
of Museum / Library Services), / PLF (Public
Library Foundation) ONLY. For all others, follow
City-wide Schedule. (SUCCESSFUL Reports, /
Financial Information) Send copy of application /
award to Administrative Services
Final
Expenditure
+ 5 years

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

QC & OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Library and
Comm. Srvs /
Library
LIB-006 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

LIBRARY
Page L&CS/LIB-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Library
LIB-007
LEAP Program Records / Reports (Literacy for
Every Adult Program) / Literacy / Tutoring
Includes all records required by grants / reports to
the State
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Library
LIB-008
Library Programs - Education, Youth / Families,
Lifelong Learning, etc. (Program Manager's
Records)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Library and
Comm. Srvs /
Library
LIB-009 Registrations / Sign-ups / Waivers (Signed by
participants, / their parent / guardian) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

Library and
Comm. Srvs /
Library
LIB-010
Releases / Copyright Usage Permission / Photo /
Video Release Agreement / Use Items from
Library Collection, etc.

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

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

Library and
Comm. Srvs /
Library
LIB-011 Sponsored Art, Artists / Projects - Temporary
Exhibits
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Library and
Comm. Srvs /
Library
LIB-012 Waivers for Transportation / other Programs 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

NEIGHBORHOOD SAFETY
Page L&CS/NS-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / NEIGHBORHOOD SAFETY
Library and
Comm. Srvs /
Neighborhood
Safety
NS-001 Operation Peacemaker Fellowship Participant
Case Files
End of
Participation
+ 5 years

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

QC & OD
City Preference (Meets auditing
standards); Grants covered by a
Consolidated Action Plan are required for
5 years; Uniform Admin. Requirements
for Grants to Local Governments is 3
years from expenditure report or final
payment of grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h), 92.505, and
570.502(b), 29 CFR 97.42; OMB Circular
A-133; GC §34090; GC §8546.7
Library and
Comm. Srvs /
Neighborhood
Safety
NS-002 Operation Peacemaker Fellowship Programs /
Outreach
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

QC & OD
City Preference (Meets auditing
standards); Grants covered by a
Consolidated Action Plan are required for
5 years; Uniform Admin. Requirements
for Grants to Local Governments is 3
years from expenditure report or final
payment of grantee or subgrantee; 2 CFR
200.334; 24 CFR 91.105(h), 92.505, and
570.502(b), 29 CFR 97.42; OMB Circular
A-133; GC §34090; GC §8546.7
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

RECREATION
Page L&CS/REC-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / RECREATION
Library and
Comm. Srvs /
Recreation
REC-001 _Recreation Activity Registration Database
(ACTIVE Net)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to accommodate
client files for Regional Center; GC
§34090
Library and
Comm. Srvs /
Recreation
REC-002 Activity Guide / Class Guide / Program Guide
(Final)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Library and
Comm. Srvs /
Recreation
REC-003
Activity Program Manager's Records / Special
Programs / Event Files
Children's Programs, Cultural Arts, Sports,
Seniors, Filming, Theatre Programs etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Library and
Comm. Srvs /
Recreation
REC-004
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Library and
Comm. Srvs /
Recreation
REC-005 Client Files - Regional Center, Other Programs
Client
Separation +
5 years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee;2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, and
570.502(a and b), 29 CFR 97.42; OMB
Circular A-110 and A-133; GC §34090
Library and
Comm. Srvs /
Recreation
REC-006
Contracts for Performers, Class Instructors, etc.

All other official / original records: City Clerk is the Office of Record
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et. seq.

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

RECREATION
Page L&CS/REC-2Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Recreation
REC-007 Evaluations / Surveys (Programmatic Evaluations of Recreation programs)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
Library and
Comm. Srvs /
Recreation
REC-008
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits (Includes Insurance
Certificates / ABC Permits where appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Library and
Comm. Srvs /
Recreation
REC-009 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Library and
Comm. Srvs /
Recreation
REC-010 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Library and
Comm. Srvs /
Recreation
REC-011 Lifeguard Certifications 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
29 CFR 1602.31 and 1627.3(b)(ii), GC §§
3105, 12946, 12960, 34090; 29 USC
1113
Library and
Comm. Srvs /
Recreation AND
Public Works /
Parks and
Landscape
REC-012 Pool Chemical Logs, Additions 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
40 CFR 70.6; GC §34090
Library and
Comm. Srvs /
Recreation
REC-013 Rosters / Sign-in / Sign-Out Sheets for classes / programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Library and
Comm. Srvs /
Recreation
REC-014 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary
drafts not retained in the ordinary course
of business; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY AND COMMUNITY SERVICES / TRANSPORTATION
Library and
Comm. Srvs /
Transportation
TRANS-001 Applications for Service (Commuter Shuttles, Dial- a-Ride, etc.)
Expiration +
2 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Library and
Comm. Srvs /
Transportation
TRANS-002 Audits: DMV / CHP 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-003 Bicycle Plans, Electric Vehicle Plans,
Transportation Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-004 Bit Inspection (CHP Commercial Vehicle
Inspection)
Life of the
Vehicle + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 49 CFR 396.11(c)(2); GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-005 Bus / Vehicle Procurement
Disposal of
Vehicle + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; If a motor carrier,
required for 18 months after vehicle is
sold; CHP requires life of vehicle; OSHA
requires 1 year; 8 CCR § 3203(b)(1); 49
CFR 396.21(b)(1); 49 CFR 396.3(c); CCP
§337 et. Seq., GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-006 Car Sharing Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC &OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-007 Daily Safety Checks / Pre-Starts / Commercial Vehicle Prestarts 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; If a motor carrier,
required for 3 and 14 months; 49 CFR
396.11(c)(2); 49 CFR 396.21(b)(1); GC
§§ 34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Transportation
TRANS-008 Dispatch System / Route Match / Dial-a-Ride / Mini-Bus / Door-to-Door Database (Route Match)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-009 Electric Vehicle Charging Stations P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Some programs
may have grant funding); 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, and 570.502(a and b), 29 CFR

97.42; OMB Circular A-110 and A-133;
GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-010
Funding / Grants: FTA, Others: Equipment
(Buses, Vehicles) / Real Property
Equipment is defined as "useful life of more than
one year / an acquisition cost which equals /
exceeds the lesser of the capitalization level
established by the governmental unit for financial
statement purposes, / $5,000. Includes rolling
stock / all other such property used in the
provision of public transit service
Includes all records, including application,
administration, reports, audits, etc.

Disposition /
Sale
+ 5 years

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

QC & OD
5 years meets auditing standards and
federal requirements; FTA -
Ciricular_5010_1D, III(7); OMB Circular A-
110 and A-133; GC §34090
Library and
Comm. Srvs /
Transportation
TRANS-011
Funding / Grants: FTA, Others: Excluding
Equipment (Buses, Vehicles) / Real Property
Includes all records, including application,
administration, reports, audits, etc.

Close (Final
Expenditure
Report)
+ 5 years

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

QC & OD
5 years meets auditing standards and
federal requirements; FTA -
Ciricular_5010_1D, III(7); OMB Circular A-
110 and A-133; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-3Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Transportation
TRANS-012
Inspections: Facility Inspections / Fire
Extinguisher Inspections, CalTIP Special Lists,
etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Consistent with
CHP requirements; OSHA requires 1
year; 8 Ca. Code Reg. § 3203(b)(1); GC
§§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-013 Licenses / Permits (to Operate Public
Transportation)
Expiration +
2 years
Yes (until
expiration)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-014 Manifests / Passenger Manifests / Passenger
Counts / Trip Sheets 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Consistent with
accounts receivable; GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-015 Reports from Drivers / Driver's Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Consistent with
other safety requirements; GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-016 Schedules - Transportation Drivers 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference for auditing; GC
§§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-017 Surveyor Sheets / Random Counts (National
Transit Database) 2 years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Drafts / source records entered into
database and not retained in the ordinary
course of business; GC §§ 34090
Library and
Comm. Srvs /
Transportation
TRANS-018 Vehicle / Equipment History Files (Transit
Vehicles ONLY)
Disposal of
Vehicle + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; If a motor carrier,
required for 18 months after vehicle is
sold; CHP requires life of vehicle; OSHA
requires 1 year; ; FTA -
Ciricular_5010_1D, III(7); 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
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: LIBRARY AND COMMUNITY SERVICES /

TRANSPORTATION
Page L&CS/TR-4Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library and
Comm. Srvs /
Transportation
TRANS-019 Video Recordings: Exterior / Interior of Vehicles, Operations
When No
Longer
Required
Mag
Department preference; 1 year is not
required - No forward-facing videos; 1.

The agency has made a diligent effort to
identify a security system that is capable
of storing recorded data for one year. 2.

The agency determines that the
technology to store recorded data in an
economically and technologically feasible
manner for one year is not available. 3.

The transit agency purchases and installs
the best available technology with respect
to storage capacity that is both
economically and technologically feasible
at that time. PUC §99164; GC §34090 .6
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: MAYOR AND CITY COUNCIL SUPPORT Page MAY-1Ver. 3.0 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

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

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

MAYOR AND CITY COUNCIL SUPPORT
Mayor and City
Council
Support
COU-001 Project Files / Subject Files (Subject will
change over time)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

Finance COU-002 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS /
(Abatement)
Page PW/AB-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / ABATEMENT
Lead Dept. AB-001 Waste Manifests / Pictures of Abatement 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Division
Providing
Service / Work
AB-002
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
AB-003
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
AB-004
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / ENGINEERING AND CAPITAL PROJECTS (ECIP)
Lead Dept. ECIP-001 Permit Database (TrackIT) Indefinite - Permanent Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H and S §19850
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-002 Annexation Case Files P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-003
Assessment Districts / Landscape Districts /
Community Facilities Districts / Street Lighting
Districts / Special Districts (Marina, Hilltop)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-004 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-005
Bonds: Private Development Labor / Materials,
Performance Bonds, Letters of Credit,
Encroachment Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-006
Capital Improvement Projects (CIP):

Administration File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting Agendas
/ Minutes, Monthly Reports, Notices, Real
Estate Appraisals, RFIs / RFQs , Safety.

SWPPP / WPCP, etc.

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

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors
and Omissions is 10 years; Published
Audit Standards=4-7 years; Statute of
Limitations: Contracts and Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Eng and Capital
Projects (ECIP)
ECIP-007
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
Insurance Certificates, Hazardous Materials,
Notice of Completion, Photos, Record Drawings
Soils Reports, Studies, Submittals, Surveys,
etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-008
Drawings, Maps, / Record Drawings, Large-
Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-009
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-010
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation
/ Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-011
Engineering Studies / Surveys (Public Right-of-
Way) - Geotechnical / Soil Reports / Hydrology
Reports / Preliminary Studies / Project
Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-3Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Eng and Capital
Projects (ECIP)
ECIP-012
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the
Lead
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (2020) 53 Cal.App.5th 733;
GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-013
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

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

QC & OD
Statute of Limitations is 4 years; 10 years
for Errors and Omissions; land records
are permanent by law; CCP §§337.
337.1(a), 337.15, 343; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-014
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical / Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
City Clerk ECIP-015
Prop. 218 (Property-based fees - Notice
Mailing List, Protest Letters / Ballots,
Tabulation
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
City Clerk retains official records; GC
§34090.7
Lead Dept. ECIP-016
Recorded Documents / Real Property: Deeds,
Easements, Right of Ways, Abandonments /
Vacations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering And Capital Projects (ECIP))
Page PW/ECIP-4Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Eng and Capital
Projects (ECIP)
ECIP-017
Standard Construction Details Authored by the
City / Design / Construction Standards -
Authored by the City for Construction of City
Infrastructure (CIP / Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-018 Subdivision Maps / Parcel Maps P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-019 Surveys, Record of Survey P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Police, Sheriff or
State of
California
ECIP-020 Traffic Calming Requests (Speed Humps, etc.) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-021 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-022 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-023 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-024 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Eng and Capital
Projects (ECIP)
ECIP-025 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS /

FACILITIES MAINTENANCE
Page PW/FAC-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / FACILITIES MAINTENANCE
Lead Dept. FAC-001 BAAQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Facilities
Maintenance
FAC-002 City Building Inspections / Facilities Inspections 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. FAC-003 Confined Space Entries / Hot Work Permits 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
8 CCR 5157(d)(14) and (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Lead Dept. FAC-004 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. FAC-005 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. FAC-006 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. FAC-007
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where and
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Facilities
Maintenance
FAC-008 Swimming Pool Chemical Logs, Additions 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD 40 CFR 70.6; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS /

FACILITIES MAINTENANCE
Page PW/FAC-2Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
FAC-009
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
FAC-010
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
FAC-011
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

RECORDS RETENTION SCHEDULE: PUBLIC WORKS /

FLEET MAINTENANCE
Page PW/FL-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / FLEET MAINTENANCE
Lead Dept. FL-001 BAAQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Fleet
Maintenance
FL-002 Vehicle Titles ("Pink Slips") Sale or
Disposal
Mag,
Mfr, OD,
Ppr
S / I Given to Auction House / New Owner; GC
§34090
Public Works /
Fleet
Maintenance
FL-003
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Fleet
Maintenance
FL-004 Fleet - Tire Disposal / Waste Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Fleet
Maintenance
FL-005 Fleet - Used Oil Disposal Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Fleet
Maintenance
FL-006
Fleet - Vehicle / Equipment History Files /
Database
Maintenance, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Lead Dept. FL-007 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. FL-008 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. FL-009 Pressure Vessel Certifications / Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

RECORDS RETENTION SCHEDULE: PUBLIC WORKS /

FLEET MAINTENANCE
Page PW/FL-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. FL-010
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where and
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for toxic
substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Division
Providing
Service / Work
FL-011
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
FL-012
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
FL-013
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Parks Maintenance)
Page PW/PRKM-1Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / PARKS MAINTENANCE
Lead Dept. PRK-001 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. PRK-002 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Parks Maint. PRK-003 Park Tree DATABASE
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Parks Maint. PRK-004 Park Tree Maintenance, Trimming, Arborists Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Parks Maint. PRK-005 Playground Equipment Inspections,
Maintenance 5 years
Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CCP §337; GC
§34090
Lead Dept. PRK-006
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; applies to
both Tier I and Tier II Tanks; (Tier II tanks
are required to have an integrity test
every 20 years); GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Parks Maintenance)
Page PW/PRKM-2Ver. 5.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
PRK-008
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PRK-009
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PRK-010
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Street Maintenance)
Page PW/ST-1Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / STREET MAINTENANCE
Lead Dept. ST-001 BAAQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Lead Dept. ST-002 Generator Operation Logs / Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. ST-003 Operations / Maintenance Manuals (O&M Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. ST-004
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (/
records of the chemical / substance / agent,
where / when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; EPA FAQs
recommend Life of the Tank; applies to
both Tier I and Tier II Tanks; (Tier II tanks
are required to have an integrity test
every 20 years); GC §34090
Division
Providing
Service / Work
ST-006
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; CCP §§338 et seq.,
340 et seq., 342, GC §34090
Division
Providing
Service / Work
ST-007
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary drafts (the database is the
original); GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Street Maintenance)
Page PW/ST-2Ver. 4.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
ST-008
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (/ partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Water Resource Recovery, Environmental Compliance)
Page PW/WWR-1Ver. 3.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PUBLIC WORKS / WATER RESOURCE RECOVERY, ENVIRONMENTAL COMPLIANCE Public Works /
Water Resource
Recovery
WWR-001 Industrial Pretreatment - Chains of Custody
(Water testing instructions) 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference for EPA / Good
Laboratory Practice Standards; Hazmat
discharge records are required for 3-5
years; 40 CFR §§122.21, 122.41; 40 CFR
792.195
Public Works /
Water Resource
Recovery
WWR-002
Industrial Pretreatment - Industrial Users
Database
Data regarding industries, applications, permits,
sampling, inspection / enforcement
Indefinite -
Minimum 6
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Database - data is interrelated; GC §
34090
Public Works /
Water Resource
Recovery
WWR-003
Industrial Pretreatment - Industrial Waste User
Files (by Address)
Applications, Permits, lab cost accounting, self-
monitoring, inspections, lab tests, notices of
violations, responses, administrative
compliance orders, correspondence
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; GC §§34090,
60201 et seq. et seq.

Public Works /
Water Resource
Recovery
WWR-004
Industrial Pretreatment - POTW (Publicly
Owned Treatment Works) Sample Collection
Records / Binders
Sampling for pump stations, headworks, plant
effluent, / correspondence
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference for EPA / Good
Laboratory Practice Standards; Hazmat
discharge records are required for 3-5
years; 40 CFR §§122.21, 122.41; 40 CFR
792.195
Public Works /
Water Resource
Recovery
WWR-005
Industrial Pretreatment - Program
Administration
Standard operating procedures, program
evaluations, reports, monitoring,
correspondence
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Water Resource Recovery, Environmental Compliance)
Page PW/WWR-2Ver. 3.0
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Water Resource
Recovery
WWR-006 Industrial Pretreatment - Sampling Logs /
Procedures 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference for EPA / Good
Laboratory Practice Standards; Hazmat
discharge records are required for 3-5
years; 40 CFR §§122.21, 122.41; 40 CFR
792.195
Public Works /
Water Resource
Recovery
WWR-007 Reports - Monthly / Quarterly (Flow, Quantity) 6 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference for EPA Lab
requirements; Hazmat discharge records
are required for 3-5 years; 40 CFR
§§122.21, 122.41; 40 CFR 792.195; 40
CFR 122.41(j)(2); WC §13263.2(b) et seq
Public Works /
Water Resource
Recovery
WWR-008 Source Control / FOG (Fats, Oil / Grease) 6 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; POTW reports
are required for 3 years; 40 CFR 403.12;
GC §§34090, 60201 et seq.

Public Works /
Water Resource
Recovery
WWR-009 Stormwater Illicit Discharges 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
Water Resource
Recovery
WWR-010
Stormwater Inspections (Business Inspections,
O&M related inspections, / Development
Inspections)
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; SWRCB Order
2006-03; 40 CFR §§122.21, 122.41,
122.44; GC §34090
Public Works /
Water Resource
Recovery
WWR-011 Stormwater: NPDES Permits Superseded
+ 5 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Public Works /
Water Resource
Recovery
WWR-012 Unauthorized Discharges / Violations /
Exceedances 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; NPDES records
are required for 3 years; 40 CFR
122.41(j)(2); 40 CFR 141.33(b); 22 CCR
64453(b)(2) et seq.

RECORDS RETENTION SCHEDULE: RICHMOND RENT BOARD Page RRB-1Ver. 5.0 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

RICHMOND RENT BOARD
Finance RRB-001 Accounts Payable, Invoices, Check Copies Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
Richmond Rent
Board /
Hearings
RRB-002 Correspondence with Substantive Content,
Notifications (Landlord / Tenant)
Final
Resolution +
2 years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Hearings
RRB-003 Hearing Petitions, Final Decisions / Settlements P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Hearings
RRB-004 Hearing Petitions, Evidence, Objections,
Recordings
Final
Resolution +
5 years

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

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Richmond Rent
Board /
Legal
RRB-005 Legal Advice (Confidential Memorandum, Legal
Opinions, etc.) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Legal
RRB-006 Maximum Allowable Rent / Allowable Rental
Adjustments / Rent Adjustments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Legal
RRB-007 Public Records Requests / Subpoenas Duces
Tecum - Rent Board Only 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Richmond Rent
Board /
Legal
RRB-008 Rent Adjustment Hearings P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Legal
RRB-009
Richmond Rent Board

AGENDAS / STAFF REPORTS
Includes Appeals
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: RICHMOND RENT BOARD Page RRB-2Ver. 5.0 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Richmond Rent
Board /
Legal
RRB-010 Richmond Rent Board: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Richmond Rent
Board /
Legal
RRB-010.5 Richmond Rent Board: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); Video
recordings of meetings are required for
90 days; GC §34090.7
Richmond Rent
Board /
Legal
RRB-011
Richmond Rent Board

MINUTES / RESOLUTIONS
Includes Appeals
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Richmond Rent
Board /
Public
Information
RRB-014 First Right of Refusal, Request to Return, Contact Information 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; when a landlord
or a relative vacates a rental unit, they
must reside in that unit for at least three
years. If they fail to meet this
requirement, they are obligated to offer
the rental unit back to the original tenant;.

GC §34090
Richmond Rent
Board /
Public
Information
RRB-012 Notices: Ellis Act of Termination of Tenancy 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Public
Information
RRB-013
Notices: Notice of Termination of
Tenancy, Rent
Increase Notices, Tenant Compliance,
Landlord Compliance, Termination of Tenancies
Excludes Owner Move In Notices
/ Ellis Act Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

RECORDS RETENTION SCHEDULE: RICHMOND RENT BOARD Page RRB-3Ver. 5.0 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Richmond Rent
Board /
Public
Information
RRB-014 Notices: Owner Move-In Notice of Termination of Tenancy 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Richmond Rent
Board /
Relocation
RRB-015 Relocations (Permanent / Temporary)
Final
Payment + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
RICHMOND, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Richmond City CouncilMarch 24, 2026

Richmond City Council
March 24, 2026