Agenda — Richmond City Council, April 21, 2026 (part 1 of 4)

PLEASE NOTE: HYBRID MEETING FORMAT

- OPEN SESSION OF THE CITY COUNCIL
- REGULAR MEETING OF THE RICHMOND CITY COUNCIL

Tuesday, April 21, 2026, 3:30 p.m.

Community Services Building
440 Civic Center Plaza
Richmond, CA 94804
Members:

Eduardo Martinez, Mayor at Large
Jamelia Brown, Councilmember District 1
Cesar Zepeda, Councilmember District 2
Doria Robinson, Vice Mayor, District 3
Soheila Bana, Councilmember District 4
Sue Wilson, Councilmember District 5
Claudia Jimenez, Councilmember District 6
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2 Via eComments: eComments are available once an agenda is published. Locate the meeting in "upcoming meetings" and click the comment bubble icon. Click on the item you wish to comment on. eComments can be submitted when the agenda is published and until the conclusion of public comments for the agenda item. Email your comment to [email protected] should you have difficulty submitting an eComment during a meeting.

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Click here for City Harassment Policy

Accessibility for Individuals with Disabilities: Upon request, the City will provide for written agenda materials in appropriate alternative formats, or disability-related modification or accommodation, including auxiliary aids or services and sign language interpreters, to enable individuals with disabilities to participate in and 4-21-26 CC MTG.
3 provide comments at/related to public meetings. Please submit a request, including your name, phone number and/or email address, and a description of the modification, accommodation, auxiliary aid, service or alternative format requested at least two days before the meeting. Requests should be emailed to [email protected] or submitted by phone at 510-620-6513, ext. 9, or 510-620-6509.

Requests made by mail to City Clerk’s Office, City Council meeting, 450 Civic Center Plaza, Richmond, CA 94804 must be received at least two days before the meeting. Requests will be granted whenever possible and resolved in favor of accessibility.

Unless otherwise noted in an agenda description, all actions taken by the Council include a determination that CEQA does not apply (i.e., the action is not a project and therefore exempt from CEQA).

Disclaimer: The City Clerk's Office translates agendas to enhance public access. Translated agendas are provided as a courtesy and do not constitute legal notice of the meeting or items to be discussed. In case of discrepancy, the English agenda will prevail.

Pages
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4 A. OPEN SESSION TO HEAR PUBLIC COMMENT BEFORE CLOSED SESSION 3:30 p.m.

B. ROLL CALL
C. CLOSED SESSION
C.1 PUBLIC EMPLOYEE PERFORMANCE EVALUATION (Government Code Section 54957)
Title: City Manager•
C.2 CONFERENCE WITH LABOR NEGOTIATORS (Government Code Section 54957.6)
• Agency Representatives: Sharrone Taylor, Jack Hughes, and Lisa Charbonneau
Employee organizations:

1. SEIU Local 1021 Full Time Unit and Part Time Unit

2. IFPTE Local 21 Mid-Level Management Unit and Executive Management Units

3. Richmond Police Officers Association RPOA

4. Richmond Police Management Association RPMA

5. IAFF Local 188

6. Richmond Fire Management Association RFMA
C.3 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Government Code Section 54956.8)
Property: 1414 Harbour Way South
Agency Negotiator: Dave Aleshire (Special Counsel)
Negotiating Parties: Orton Entertainment, LLC
Under Negotiation: Price, Terms of Payment
•
D. PUBLIC COMMENT BEFORE CLOSED SESSION (limited to items on the Closed Session agenda only)
E. ADJOURN TO CLOSED SESSION
________________________________________________________ 4-21-26 CC MTG.
5 F. REGULAR MEETING OF THE RICHMOND CITY COUNCIL
6:00 p.m.

G. PLEDGE OF ALLEGIANCE
H. ROLL CALL
I. STATEMENT OF CONFLICT OF INTEREST
J. AGENDA REVIEW
K. REPORT FROM THE CITY ATTORNEY OF FINAL DECISIONS MADE DURING

CLOSED SESSION
L. REPORT FROM THE CITY MANAGER (public comment allowed under Open Forum) M. COMMENDATIONS, PRESENTATIONS, AND PROCLAMATIONS
M.1 American Public Works Association (APWA) NorCal Best Project Award 11 RECEIVE the American Public Works Association (APWA) Northern California Chapter Best Project Award in the Transportation Category (Projects Under $5 Million) for the Ferry to Bridge to Greenway (F2B2G) Project - Public Works Department (Daniel Chavarria 510-620-5478/Robert Armijo 510-620-5477).

N. OPEN FORUM FOR PUBLIC COMMENT
(public comment on items that remain on the Consent Calendar or items not on the agenda - limited to 2 minutes unless otherwise specified - Back and forth dialogue with the Council is prohibited)
O. CITY COUNCIL CONSENT CALENDAR
(All items placed under the Consent Calendar are considered to be routine and noncontroversial. These items will be enacted upon together with a motion and second, without discussion, of any member of the City Council, and each item shall be deemed to have received the action recommended.)
O.1 City Attorney's Office
O.1.a Establishing a Commitment to Caste Equity and the Prevention of Caste-Based Discrimination
13 ADOPT a resolution establishing a Commitment to Caste Equity and the Prevention of Caste-Based Discrimination and INTRODUCE an ordinance (first reading) amending sections 3.58.010, 3.58.020, and

3.58.060 of the Richmond Municipal Code to add caste as a protected category within the jurisdiction of the City’s Human Rights and Human Relations Commission – City Attorney’s Office (Shannon Moore 510-620-6505/Dallae Chin 510-620-5517/Brandi Robinson 510-620-5518).
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6 O.1.b Amending Richmond Municipal Code Chapter 2.30 regarding Use of City Resources for Civil Immigration Enforcement
23 ADOPT an ordinance (second reading) amending Richmond Municipal Code Chapter 2.30 to clarify limitations on the use of city property, personnel, and resources for civil immigration enforcement and develop implementation procedures, including communications plans, and reporting requirements – City Attorney’s Office (Shannon Moore 510-620-5509/Kimberly Chin 510-620-6709).

O.2 City Clerk's Office
O.2.a Records Retention and Destruction Schedule Update 44 ADOPT a resolution approving updates to the City-wide Records Retention and Destruction Schedules, excluding the Police Department, which will be brought back to City Council for adoption at a later date – City Clerk’s Office (Pamela Christian 510-620-5413).

This item was continued from the March 24, and April 7, 2026, meetings.

O.3 City Council
O.3.a Letter to Governor Gavin Newsom to Stop the Illicit Importation of Illegal Fireworks from Nevada
149
ADOPT a resolution to DIRECT the city clerk to send a letter to California State Governor Gavin Newsom in support of developing a task force to explore an interstate compact between California and Nevada to stop the illicit importation of illegal fireworks from Nevada into California via a shared database of recorded sales - Councilmembers Claudia Jimenez (510-620-6565) and Sue Wilson (510-609-2111).

O.3.b Support for 2026 Mother’s Day event at the Richmond Memorial Auditorium
161
APPROVE the co-sponsorship of the May 9, 2026, Mother's Day event, and AUTHORIZE the one-time use and fee waiver of the Richmond Auditorium to support a community-led Mother’s Day Event celebration organized by the United Business Organization - Vice Mayor Doria Robinson (510-620-6568), Councilmember Soheila Bana (510-672-3490), and Mayor Eduardo Martinez (510-620-6503).

O.3.c Support for Senate Bill 959 Regarding Local Fire Agency Authority and School Safety Measures During Wildfire Emergencies
167
ADOPT a resolution supporting California Senate Bill 959 to empower local fire agencies to determine major safety hazards and protect school funding during extreme wildfire emergencies - Councilmember Soheila Bana (510-672-3490).
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7 O.4 Community Development
O.4.a Potential Moratorium on Data Centers 179
DIRECT the city manager and city attorney to work with Planning staff to develop and bring forward a proposed moratorium on data centers – City Manager’s Office/Community Development
Department/City Attorney’s Office (Shasa Curl 510-620-6512/Lina Velasco 510-620-6841/Shannon Moore 510-620-6509).

O.5 Community Services
O.5.a Contract with West Contra Costa Public Education Fund for Free Youth Achieve Summer Camp Program
182
APPROVE a contract with West Contra Costa Public Education Fund to offer the Achieve Summer Camp Program, providing free programs to youth through an 8-week summer camp in partnership with Community Services–Recreation, for the term of January 1, 2025, through December 31, 2027, in an amount not to exceed $600,000 – Community Services Department (Troy Porter/Ranjana Maharaj/LaShonda White 510-620-6793).

O.5.b California State Library – Lunch at the Library Grant 240 ACCEPT $9,000 in California State Library grant funding and APPROPRIATE the funds into the Library’s Fiscal Year 2025-2026 operating budget; and AUTHORIZE the city manager or their designee, to execute grant agreements and certify grant reports - Community Services Department (Christopher Larsen 510-620- 5524/Kate Eppler 510-620-5452).

O.6 Finance Department
O.6.a Update on the Sanctuary City Contracting and Investment Policy Ordinance
278
RECEIVE a written update regarding the steps taken to ensure compliance with the Sanctuary City Contracting and Investment Policy Ordinance – Finance Department (Emily Combs, Mubeen Qader, Antonio Banuelos, Ofelia Alvarez 510-620-6699).

O.7 Public Works
O.7.a Accept the 7th Street Bike Lane Improvement Project as Complete 286 ADOPT a resolution to ACCEPT the 7th Street Bike Lane
Improvement Project as complete, AMEND the construction contract with Rapid Grading increasing the payment limit in the amount of $121,202.70 for an amount not to exceed $420,038.73, DIRECT the city clerk to record the Notice of Completion, and AUTHORIZE the city engineer to release applicable bonds and retention – Public Works Department (Hillal Hamdan 510-621-1612/Robert Armijo 510- 620-5477).
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8 O.7.b Purchase of K-Rails and Natural Stone Boulders from First Vanguard Rentals & Sales, Inc. and Blue Angel International, LLC 291
ADOPT a resolution to APPROVE the purchase of K-rails and natural stone boulders for City-wide encampment mitigation, right-of-way protection, and site hardening efforts from First Vanguard Rentals & Sales, Inc. and Blue Angel International LLC, each for a three-year term in an amount not to exceed $450,000, with the option to extend for two additional one-year terms in an amount not to exceed $150,000 per year, subject to city manager approval – Public Works Department (Daniel Chavarria 510-620-5478/ Darin Fitzpatrick 510- 231-3044).

O.7.c March 2026 Abatement Report 329
RECEIVE a report on the March 2026 abatement activities – Public Works Department (Daniel Chavarria 510-620-5478/Darin Fitzpatrick 510-231-3044/Hugo Mendoza 510-231-3030).

O.7.d Contract with Larry Walker & Associates for Wastewater and Stormwater Regulatory Compliance Support
360
ADOPT a resolution to APPROVE a sole-source contract with Larry Walker & Associates, Inc., to provide wastewater and stormwater regulatory compliance support services, in an amount not to exceed $900,000 ($806,400 in anticipated costs plus an 11.6% contingency for unanticipated regulatory responses) for a three-year term from April 22, 2026, through April 21, 2029, and AUTHORIZE the city manager to execute the contract and any related documents – Public Works Department (Daniel Chavarria 510-620-5478/Robert Armijo 510-620-5477/Tawfic Halaby 510-620-5482/Bradley Harms 510-307- 8094).

P. NEW BUSINESS
P.1 Revenue Enhancement and Financing Recommendations for Advanced Life Support (ALS) First Responder Services and Fire Station Upgrades 515
RECEIVE a report on revenue enhancement and financing options to support Advanced Life Support (ALS) First Responder Services and fire station upgrades and replacements, and PROVIDE DIRECTION to the city manager on preferred revenue and financing pathways, including whether to proceed with preparation for a potential November 2026 funding measure – Fire Department/Finance Department/City Manager’s Office (Chief Aaron Osorio 510-307-8021/Emily Combs 510-890-5534/Shasa Curl 510-620-6512). 4-21-26 CC MTG.
9 P.2 Approval of the Donation Agreement for Leasehold Interests and Joint Escrow Instructions for Craneway Property.
521
ADOPT a resolution approving a Donation Agreement between the City of Richmond and Orton Entertainment, LLC for the donation of said leasehold interests and related personal property located at 1414–1422 Harbor Way South, and authorizing the Mayor or designee to execute the agreement and all necessary documents, including escrow instructions, and to take all actions necessary to complete the transaction – Special Counsel, Dave Aleshire (949) 223-1170.

Q. REPORTS OF OFFICERS: REFERRALS TO STAFF, AND GENERAL REPORTS (INCLUDING AB 1234 REPORTS)(limited to two minutes per Councilmember) R. ADJOURNMENT
________________________
4-21-26 CC MTG.
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April 21, 2026

Public Works

DATE: April 21, 2026
TO: Mayor Martinez and Members of the City Council
FROM:

Daniel Chavarria, PE, Director of Public Works
Robert Armijo, PE, Deputy Director of Public Works / City Engineer
Hillal Hamdan, PE, Senior Civil Engineer
Subject:

American Public Works Association (APWA) NorCal Best
Project Award
FINANCIAL IMPACT: There is no fiscal impact associated with receiving this Award.

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

The Public Works Department is presenting to City
Council the American Public Works Association (APWA)
Northern California Chapter Best Project Award in the
Transportation Category (Projects Under $5 Million) for the Ferry to Bridge to Greenway (F2B2G) Project.

RECOMMENDED ACTION: RECEIVE the American Public Works Association (APWA) Northern California Chapter Best Project Award
in the Transportation Category (Projects Under $5
Million) for the Ferry to Bridge to Greenway (F2B2G)
Project - Public Works Department (Daniel Chavarria
620-5478/Robert Armijo 620-5477).

DISCUSSION:

The American Public Works Association (APWA) Northern California Chapter annually recognizes outstanding public works projects that demonstrate excellence in project delivery, safety, innovation, and community benefit.

AGENDA
REPORT
11

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April 21, 2026
The City of Richmond’s Ferry to Bridge to Greenway (F2B2G) Project has been selected to receive the 2026 APWA NorCal Best Project Award in the Transportation Category for projects under $5 million.

The F2B2G Project delivers approximately 2.25 miles of Class IV protected bikeways (physically separated from vehicle traffic) connecting the Richmond Ferry Terminal, the Richmond Greenway, and the Richmond–San Rafael Bridge Trail, improving access for bicyclists and pedestrians and strengthening regional multimodal connectivity.

The project was implemented within a constrained corridor that includes heavy truck traffic, active railroad crossings, and freeway access ramps. Project delivery required coordination with multiple agencies, including Caltrans and BNSF Railway, and was completed on schedule and within budget while meeting State grant requirements.

The improvements enhance safety through physical separation of travel modes, reduce conflicts at key intersections, and support increased use of active transportation. The project also contributes to long-term environmental benefits by supporting reductions in vehicle miles traveled and improving access to regional transit.

Receipt of this award recognizes the City’s successful delivery of a high-quality transportation project that advances safety, mobility, and sustainability.

DOCUMENTS ATTACHED:

None.
12

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April 21, 2026

City Attorney's Office

DATE: April 21, 2026
TO: Mayor Martinez and Members of the City Council
FROM:

Shannon Moore, Interim City Attorney
Dallae Chin, Senior Assistant City Attorney
Brandi Robinson, Assistant City Attorney
Subject:

Establishing a Commitment to Caste Equity and the
Prevention of Caste-Based Discrimination
FINANCIAL IMPACT: Adoption of the resolution and ordinance may require modest costs for staff training, development of reporting mechanisms, and educational initiatives. These costs can be absorbed into existing diversity, equity, and inclusion program budgets or incorporated into future budget
allocations.

PREVIOUS COUNCIL
ACTION:

None.

STATEMENT OF THE
ISSUE:

The City of Richmond seeks to ensure that all residents are protected from discrimination and inequity. Caste-
based discrimination, though less visible in U.S. law and practice, has been documented within employment,
housing, education, and public services across
communities. This resolution formally establishes the
City’s commitment to caste equity and adds caste as a
protected category under the jurisdiction of the City’s Human Rights and Human Relations Commission, and
creates pathways for education, reporting, and
enforcement.

On January 26, 2026, the Human Rights and Human
Relations Commission (HRHR Commission) unanimously
approved recommending that the City Council adopt the
caste discrimination resolution adding caste as a
AGENDA
REPORT
13

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April 21, 2026
protected category within the jurisdiction of the City’s Human Rights and Human Relations Commission.

RECOMMENDED ACTION:

ADOPT a resolution establishing a Commitment to Caste
Equity and the Prevention of Caste-Based Discrimination and INTRODUCE an ordinance (first reading) amending
sections 3.58.010, 3.58.020, and 3.58.060 of the
Richmond Municipal Code to add caste as a protected
category within the jurisdiction of the City’s Human Rights and Human Relations Commission – City Attorney’s
Office (Shannon Moore 510-620-6505/Dallae Chin 510-
620-5517/Brandi Robinson 510-620-5518).

DISCUSSION:

Richmond has a longstanding commitment to diversity, inclusion, and equity.

Discrimination in all forms undermines these values and harms individuals’ ability to fully participate in community life.

Caste, a system of social stratification based on hereditary status, creates barriers to equality by restricting access to opportunities and fostering prejudice. Studies and reports have shown that caste-based discrimination affects workplaces, schools, housing, and civic participation even in diaspora communities in the United States.

While federal and state civil rights frameworks protect against many forms of discrimination, caste has not been explicitly recognized in most policies. Richmond’s adoption of this resolution aligns with the City’s principles of equity and its role as a leader in advancing civil and human rights.

The resolution affirms the City’s commitment to caste equity through the following measures (Attachment 1):

1. Affirmation of Caste Equity
The City of Richmond affirms its commitment to caste equity and condemns caste-based discrimination in any form within the community.

2. Protection Against Caste-based Discrimination
The City will include caste as a protected category within the jurisdiction of the City’s Human Rights and Human Relations Commission, with the objective of protecting residents from caste-based discrimination in City employment, housing, education, and access to public services.

3. Training and Education
The City’s Human Rights and Human Relations Commission will be empowered to conduct training programs for City employees, law enforcement, and 14

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April 21, 2026
community leaders to recognize, prevent, and address caste-based discrimination, and to promote educational initiatives to raise awareness among the general public about the harms of caste discrimination.

4. Reporting and Enforcement Mechanisms
Incidents of caste-based discrimination occurring within the City will be reported to the City’s Human Rights and Human Relations Commission. Residents will be encouraged to report any violations, and appropriate actions will be taken to address and resolve such complaints.

5. Community Engagement
The City’s Human Rights and Human Relations Commission will be empowered to engage with community organizations, advocacy groups, and affected communities within the City to collaborate on efforts to combat caste-based discrimination and promote equity and inclusion.

6. Review and Accountability
The City Council will regularly review the effectiveness of these measures and make necessary adjustments to ensure the ongoing commitment to caste equity is upheld.

Richmond Municipal Code Chapter 3.58 lists race, religion, color, sex, ancestry, marital status, familial status, economic status, age, sexual orientation, gender identity, weight, height, place of birth, and disability as protected categories within the jurisdiction of the Human Rights and Human Relations Commission. The proposed ordinance amends applicable sections of Chapter 3.58 to add caste as an additional protected category within the jurisdiction of the commission (Attachment 2).

DOCUMENTS ATTACHED:

Attachment 1 – Resolution Establishing a Commitment to Caste Equity and the Prevention of Caste-Based Discrimination
Attachment 2 – Ordinance Amending Sections 3.58.010, 3.58.020, and 3.58.060 of the Richmond Municipal Code
15 Reso. No. _____

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DocID #56191v2
RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND

ESTABLISHING A COMMITMENT TO CASTE EQUITY AND THE

PREVENTION OF CASTE-BASED DISCRIMINATION

WHEREAS, the City of Richmond (City) is committed to fostering an inclusive, equitable, and just community for all its residents, free from discrimination and prejudice; and WHEREAS, caste is a form of social stratification characterized by hereditary status, endogamy, social barriers, and social exclusion; and
WHEREAS, caste-based discrimination can manifest in various forms, including but not limited to employment, housing, education, and access to public services, thereby undermining the values of equality and fairness; and
WHEREAS, the City of Richmond recognizes that caste-based discrimination is a violation of fundamental human rights and dignity; and
WHEREAS, it is the responsibility of the City Council to protect the rights of all residents and ensure that all individuals have equal opportunities to participate in and contribute to the community.

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

1. Affirmation of Caste Equity
The City of Richmond affirms its commitment to caste equity and condemns caste-based discrimination in any form within the community.

2. Protection Against Caste-based Discrimination
The City of Richmond will include caste as a protected category within the jurisdiction of the City’s Human Rights and Human Relations Commission with the objective of protecting residents from caste-based discrimination in employment, housing, education, and access to public services.

3. Training and Education
The City’s Human Rights and Human Relations Commission will be empowered to conduct training programs for City employees, law enforcement, and community leaders to recognize, prevent, and address caste-based discrimination, and to promote educational initiatives to raise awareness among the general public about the harms of caste discrimination.

4. Reporting and Resolution of Caste-based Discrimination Complaints Incidents of caste-based discrimination occurring within the City will be reported to the City’s Human Rights and Human Relations Commission. Residents will be encouraged to report any violations, and appropriate actions will be taken to address and resolve such complaints.

6. Review and Accountability
The City Council will regularly review the effectiveness of these measures and make necessary adjustments to ensure the City’s ongoing commitment to caste equity is upheld.

******************

16 Reso. No. _____

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DocID #56191v2
***THE CLERK’S OFFICE WILL COMPLETE THE INFORMATION BELOW****

I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a regular meeting thereof held on Mmmm dd, yyyy, by the following vote:

AYES: AYES:

NOES:

ABSTENTIONS:

ABSENT:

CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:

Mayor

Approved as to form:

City Attorney

State of California }
County of Contra Costa : ss.

City of Richmond }

I certify that the foregoing is a true copy of Resolution No. _____, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on Mmmm dd, yyyy.

_______________________________________
Pamela Christian, Clerk of the City of Richmond
17 DocID #68537v1
ORDINANCE NO. XXXXX

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RICHMOND AMENDING SECTIONS 3.58.010, 3.58.020, AND 3.58.060 OF THE RICHMOND

MUNICIPAL CODE TO ADD CASTE AS A PROTECTED CATEGORY WITHIN THE JURSIDCITION OF THE CITY’S HUMAN RIGHTS AND HUMAN RELATIONS

COMMISSION

WHEREAS, the City of Richmond is committed to promoting equity, inclusion, and equal protection for all people within its jurisdiction; and

WHEREAS, discrimination based on caste is a form of social stratification that can result in unequal treatment, exclusion, and harm in employment, housing, education, and access to public services; and

WHEREAS, the City’s Human Rights and Human Relations Commission plays a critical role in addressing discrimination and promoting understanding among the City’s diverse communities; and

WHEREAS, amending the Richmond Municipal Code to include caste within the Human Rights and Human Relations Commission’s jurisdiction will further the City’s commitment to civil rights and social justice.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA, DOES ORDAIN AS FOLLOWS:

SECTION 1. Section 3.58.010 (Findings) of Chapter 3.58 (Human Rights and Human Relations Commission) of the Richmond Municipal Code is hereby amended to read as follows:

The City Council of the City of Richmond, California, hereby finds that:

(a) The population of the City of Richmond, California, is composed of people of various racial, religious and ethnic groups.

(b) In November of 2009, the City Council of the City of Richmond declared the City of Richmond to be a Human Rights City, adopting the Universal Declaration of Human Rights as guiding principles.

(c) Discrimination based on the actual or perceived grounds of race, religion, color, sex, ancestry, caste, marital status, familial status, economic status, age, sexual orientation, gender identity, weight, height, place of birth or disability poses a substantial threat to the health, safety and general welfare of the City's residents.

(d) There is a recognizable nexus between the spawning of discrimination, distrust, poverty and crime. These factors, along with a lack of education, contribute to human 18 DocID #68537v1
rights violations and the breakdown of human relations.

(e) The products of discrimination accumulate continuously, resulting in ever-widening social, economic, and educational gaps within the community. Consequently, the mere prohibition of present and future discrimination, while essential, will not greatly reduce the violations, inequalities and disadvantages which a history of discrimination has produced.

(f) Affirmative remedial action must be initiated, encouraged and coordinated.

(g) Experiences of other urban centers throughout the nation have proved the need for, and effectiveness of, commissions empowered to study community relations problems, to work with interested parties to develop programs to ameliorate tensions and reduce cultural, social and economic disadvantages and to encourage and coordinate implementation of such programs consistent with the needs and rights of all members of the community.

SECTION 2. Section 3.58.020 (Purpose) of Chapter 3.58 (Human Rights and Human Relations Commission) of the Richmond Municipal Code is hereby amended to read as follows:

(a) The City of Richmond values the dignity and worth of all human beings and is committed to promoting human rights, justice, equity and an inclusive and peaceful environment by respecting cultural and individual diversity and fostering mutual understanding among all people regardless of race, religion, color, sex, ancestry, caste, marital status, familial status, economic status, age, sexual orientation, gender identity, weight, height, place of birth or disability.

(b) It is the intent of the City of Richmond that all people have an equal opportunity to participate fully in the life of the City and that discriminatory barriers to equal participation be removed.

(c) The City has a compelling interest in human rights education, in eradicating and preventing discrimination, and in ensuring equal opportunity.

(d) The following sections of this chapter represent the least restrictive means of achieving the City's objectives.

SECTION 3. Section 3.58.060 (Duties and Functions) of Chapter 3.58 (Human Rights and Human Relations Commission) of the Richmond Municipal Code is hereby amended to read as follows:

The duties and functions of the Commission shall be as follows:

(a) The Commission shall investigate and/or receive and hear complaints of:
19 DocID #68537v1

(1) Community tensions;
(2) Practices and effects of discrimination;
(3) Acts of prejudice against any party because of race, religion, age, sex, ancestry, caste, marital status, familial status, economic status, sexual orientation, gender identity, weight, height, place of birth or disability; (4) Violations of basic human rights; or
(5) Issues of environmental rights.

(b) The Commission shall attempt to resolve such matters through consultation with, or with the advice of, the City Council or City staff, and may refer such matters to appropriate agencies.

(c) The Commission shall provide assistance; consultation and mediation to such parties as shall request its help in matters, controversies or disputes which may arise between said parties and any department, agency or commission of the City of Richmond.

(d) In instances involving City officials or agencies, the Commission shall work toward facilitating communication, understanding and improved relationships between City employees and the City, and shall not be construed as constituting an abridgement of the responsibilities, duties and functions of any department, agency or other commission of the City.

(e) The Commission shall promote a culture of peace within Richmond communities, contributing to violence prevention efforts, and building tolerance and understanding among diverse populations. To this end, the Commission shall partner with the City of Richmond's Police Department, Office of Neighborhood Safety, Mayor, City Manager, and other City departments, commissions, community groups, organizations, businesses and collaboratives.

(f) As deemed appropriate, the Commission may conduct any educational or informational programs, cultural exchanges or events which would promote human rights and build peaceful human relations in the City.

(g) As deemed appropriate, the Commission may prepare and disseminate educational and informational materials.

(h) The Commission shall consult with, and maintain contact with, other cities on human rights education and violence prevention efforts.

(i) In collaboration with other organizations, the Commission shall educate the City of Richmond and the City of Richmond business community about the benefit of developing employment practices that promote the hiring of Richmond residents and groups that are statistically identified as challenging to employ.

(j) The Commission shall consult with, and maintain contact with, other public agencies and with representatives of employers; labor unions; property owner associations; realtor associations; religious denominations and institutions; youth-based groups; professional 20 DocID #68537v1
associations; national origin groups; corrections departments; community organizations concerned with interracial, interreligious and intercultural understanding; social service organizations; and such other public and private organizations and institutions as the Commission shall deem advisable to further the objectives of this chapter.

(k) As deemed appropriate, the Commission may initiate, coordinate, sustain and expand a strategically studied plan to reduce violations of human rights and to promote human relations.

(l) The Commission shall also perform any other duties as may be requested by the City Council.

SECTION 4. Severability. If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance is for any reason held by to be unconstitutional or invalid, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, clause or phrase of this ordinance irrespective of the unconstitutionality or invalidity of any section, subsection, subdivision, paragraph, sentence, clause or phrase.

SECTION 5. California Environmental Quality Act (CEQA). The City Council finds that this ordinance is not a project subject to the California Environmental Quality Act pursuant to California Public Resources Code Section 21065 and Section 15378 of the CEQA Guidelines (14 California Code of Regulations Section 15378), because it has no potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment.

SECTION 6. Effective Date. This ordinance shall take effect 30 days after its final passage and adoption.

*****************************

First introduced at a regular meeting of the City Council of the City of Richmond held on _____________ and finally passed and adopted at a regular meeting held on ___________ by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:

________________________________________
21 DocID #68537v1
Clerk of the City of Richmond

(SEAL)

Approved:

_______________________________
Mayor

Approved as to form:

____________________________
City Attorney

Page 1 of 3 ends

April 21, 2026

City Attorney's Office

DATE: April 21, 2026
TO: Mayor Martinez and Members of the City Council
FROM: Shasa Curl, Richmond City Manager
Shannon L. Moore, Interim City Attorney
Kimberly Y. Chin, Senior Assistant City Attorney

Subject: Amending Richmond Municipal Code Chapter 2.30
regarding Use of City Resources for Civil Immigration
Enforcement
FINANCIAL IMPACT: Implementation of the proposed amendments to Richmond Municipal Code Chapter 2.30 is not expected
to result in significant immediate costs. Any staff time required to develop implementation procedures,
interdepartmental protocols, training materials, and
community-facing communications can be supported
within existing departmental operating budgets. Should
future resource needs arise beyond current capacity,
staff will return to the City Council with funding
recommendations as part of the annual budget
development process or through a separate appropriation request.

PREVIOUS COUNCIL
ACTION:

February 3, 2026
March 3, 2026
March 17, 2026
March 24, 2026

STATEMENT OF THE
ISSUE:

On February 3, 2026, the City Council directed the City Manager and City Attorney to return with a proposed Ice- Free Zone Ordinance. The proposed ordinance shall
restrict the use of City-owned or City-controlled property, facilities, personnel, and resources for federal civil
immigration enforcement.

AGENDA
REPORT
23

Page 2 of 3 ends

April 21, 2026
RECOMMENDED ACTION: ADOPT an ordinance (second reading) amending Richmond Municipal Code Chapter 2.30 to clarify
limitations on the use of city property, personnel, and resources for civil immigration enforcement and develop implementation procedures, including communications
plans, and reporting requirements – City Attorney’s Office (Shannon Moore 510-620-5509/Kimberly Chin 510-620-
6709).

DISCUSSION:

The City of Richmond has a long history of supporting and welcoming immigrant communities. This staff report is a follow-up to the February 3, 2026, City Council meeting, where direction was provided to the City Manager and City Attorney to return with a proposed ICE-Free Zone Ordinance. The proposed ordinance would amend Richmond Municipal Code (RMC) Chapter 2.30 to further clarify the use of City, facilities, personnel, and resources for federal civil immigration enforcement activities, to the extent permitted by law. This includes prohibiting the use of City property as staging areas, processing or detention locations, or operational bases for such enforcement.

The ordinance also instructs City staff to develop non-cooperation and resource-denial policies consistent with applicable federal and state law and a coordinated implementation strategy, including interdepartmental protocols, staff training, and a community-facing preparedness and communications plan.

Amendments to Richmond Municipal Code Chapter 2.30

In March 2025, the City Council passed Ordinance 8-25 N.S., which added Chapter

2.30 to the RMC. Chapter 2.30 limits the use of City resources for federal immigration enforcement to the extent allowed by law. Specifically, RMC Section 2.30.030 provides that: “No City resources, including but not limited to City personnel and City property, shall be utilized to assist in the enforcement of federal immigration law,” unless required by federal or state law. To further clarify the City’s limitations on the use of City resources, mainly City property, in relation to enforcement of federal immigration law, the City Attorney’s Office (CAO) has prepared proposed amendments to RMC Chapter

2.30 based on multiple meetings with City Councilmembers to discuss the scope, implementation considerations, and potential impacts of the proposed amendments.

The proposed amendments to RMC Chapter 2.30:

 Clarify the scope of limitations on the use of City property, including explicitly prohibiting its use as a staging area, processing location, or operational base for civil immigration enforcement activities;
 Further define and clarify what constitutes “use of City resources” for purposes of enforcement restrictions;
 Establish departmental responsibilities for implementation, including training employees on the provisions of RMC Chapter 2.30 and associated administrative procedures;
24

Page 3 of 3 ends

April 21, 2026
 Formalize the development and implementation of a community-facing communications and preparedness plan; and
 Establish reporting requirements to monitor and document implementation of RMC Chapter 2.30.

This ordinance furthers the City’s interest in maintaining the relationship of trust between the City and all of its residents, including its immigrant community; protecting the safety, well-being, and constitutional rights of its residents; ensuring effective policing; and directing the City’s limited resources to matters of the greatest concern. It is not intended to impede or interfere with lawful federal authority.

If the ordinance is introduced and approved at first reading on April 7, 2026, and no substantive changes are made, the second reading is anticipated to occur on April 28, 2026. The ordinance would take effect 30 days thereafter, on May 28, 2026.

DOCUMENTS ATTACHED:

Attachment 1 – Proposed Ordinance (Redline)
Attachment 2 – Proposed Ordinance (Clean)

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DocID #68043v3DocID #68043v3
ORDINANCE NO. ___ N.S.

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RICHMOND AMENDING CHAPTER 2.30 OF THE RICHMOND MUNICIPAL CODE TO

CLARIFY LIMITATIONS ON THE USE OF CITY PROPERTY, PERSONNEL,

AND RESOURCES FOR CIVIL IMMIGRATION ENFORCEMENT AND

DEVELOP IMPLEMENTATION PROCEDURES, INCLUDING

COMMUNICATIONS PLAN, AND REPORTING REQUIREMENTS

The City Council for the City Richmond do ordain as follows:

SECTION 1. AUTHORITY. This Ordinance is authorized by the City’s authority under California Constitution, article XI, sections 5 (charter cities) and 7 (police power), and in conformity with California Senate Bill No. 54, codified in California Government Code Sections 7282 – 7284.10.

SECTION 2. MUNICIPAL CODE AMENDMENT. Chapter 2.30 of Article II of the Richmond Municipal Code is hereby amended to read as follows:

Section 2.30.010 — City Council Findings and Declarations (a) The City of Richmond is home to people of diverse racial, ethnic, and national backgrounds, including a large immigrant population.

(b) Immigrants are valuable and essential members of the City of Richmond community.

(c) A relationship of trust between the City of Richmond’s immigrant community and the City of Richmond, its departments, programs, and personnel is central to the public safety of Richmond residents.

(d) This trust is threatened when state and local agencies are entangled with federal immigration enforcement, with the result that immigrant community members fear approaching police when they are victims of, and witnesses to, crimes, seeking basic health services, or attending school, to the detriment of public safety and the well-being of all Californians, including Richmond residents.

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(e) Entangling state and local agencies with federal immigration enforcement programs diverts already limited resources and blurs the lines of accountability between local, state, and federal governments.

(f) There are legal concerns with leveraging the City of Richmond’s resources for federal immigration endeavors, including but not limited to the prospect of Richmond residents being detained in violation of the Fourth Amendment of the United States Constitution or targeted on the basis of race or ethnicity in violation of the Equal Protection Clause.

(g) California law, including the California Values Act (Government Code § 7284, et seq.), limits local involvement in civil immigration enforcement.

(h) The City of Richmond has the authority to regulate the use of its own property, personnel, and municipal resources.

(i) This chapter seeks to ensure effective policing, to protect the safety, well-being, and constitutional rights of Richmond residents, and to regulate the use of City resources and property, and to direct the City’s limited resources to matters of greatest concern, not to impede or interfere with lawful federal authority. Nothing in this chapter shall be construed as a mandatory duty giving rise to liability against the City.

Section 2.30.020 – Definitions

For purposes of this chapter, the following words and phrases are defined as follows:

(a) “Administrative warrant” means a document issued by the federal agency charged with the enforcement of the Federal immigration law that is used as a non-criminal, civil warrant for immigration purposes.

(b) “Eligible for release from custody” means that the individual may be released from custody because one of the following conditions has occurred:

(1) All criminal charges against the individual have been dropped or dismissed.

(2) The individual has been acquitted of all criminal charges filed against him or her.

(3) The individual has served all the time required for his or her sentence.

(4) The individual has posted a bond or has been released on his or her own recognizance.
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(5) The individual has been referred to pre-trial diversion services.

(6) The individual is otherwise eligible for release under state or local law.

(c) “Citizenship or Immigration Status” shall mean all information or classification regarding citizenship of the United States or any other country, place of birth, the authority to reside in or otherwise be present in the United States, including visa status, and the time or manner of a person's entry into the United States.

(d) “City personnel” means any person employed by the City of Richmond, whether or not compensated, but does not include volunteers or independent contractors.

(d)(e) “City property” means any real or personal property owned, leased, operated, or controlled by the City of Richmond, including but not limited to buildings, offices, workshops, storage yards, corporation yards, parks, parking lots, garages, vehicles, fueling stations, vacant lots, and equipment.

(e)(f) “Civil immigration detainer” means a non-mandatory request issued by an authorized federal immigration officer under Section 287.7 of Title 8 of the Code of Federal Regulations, to a local law enforcement official to maintain custody of an individual for a period not to exceed 48 hours and advise the authorized federal immigration officer prior to the release of that individual.

(f)(g) “Convicted” means the state of having been proved guilty in a judicial proceeding, unless the convictions have been expunged or vacated pursuant to applicable law. The date that an individual is Convicted starts from the date of release.

(g)(h) “Firearm” means a device, designed to be used as a weapon, from which is expelled through a barrel, a projectile by the force of an explosion or other form of combustion as defined in Penal Code Section 16520.

(h)(i) “Immigration Agent” means any federal, state, or local officer, employee, or person performing immigration enforcement functions including, but not limited to, agents employed by U.S. Immigration and Customs Enforcement or U.S.

Customs and Border Protection.

(i)(j) “Immigration Enforcement” means any and all efforts to investigate, enforce, or assist in the investigation or enforcement of any federal civil immigration law against natural persons, and also includes any and all efforts to investigate, enforce, or assist in the investigation or enforcement of any federal criminal immigration law that penalizes a natural person’s presence in, entry, or reentry to, or employment in, the United States.

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(j)(k) “Law enforcement official” means any City Department or officer or employee of a City Department, authorized to enforce criminal statutes, regulations, or local ordinances; operate jails or maintain custody of individuals in jails; and operate juvenile detention facilities or maintain custody of individuals in juvenile detention facilities.

(l) “Non-public areas of City property” means City property that is not generally open and accessible to the public, including but not limited to offices, internal corridors, meeting spaces, workshops, inside and outside storage areas, corporation yards, and fueling stations.

(k)(m) “Notification request” means a non-mandatory request issued by an authorized federal immigration officer to a local law enforcement official asking for notification to the authorized immigration officer of an individual's release from local custody prior to the release of an individual from local custody. Notification requests may also include informal requests for release information by the Federal agency charged with enforcement of the Federal immigration law.

(n) “Personal information” means any confidential, identifying information about an individual, including, but not limited to, home or work contact information, and family or emergency contact information.

(l)(o) “Staging Area” means an area that is used to assemble, mobilize, and deploy vehicles, equipment, or materials, and related personnel, in a manner that is outside of regular business purposes or hours, or that disrupts or impedes its use for City purposes.

Section 2.30.030 – Limitations on the Use of City Resources.

Unless required by federal or state la w, no City resources, including, but not limited to, City personnel and City property, shall be utilized to assist in the enforcement of federal immigration law or to gather or disseminate information regarding release status of individuals or any other such personal information as defined in Section

2.030.20, unless such assistance is required by federal or state statute, regulation, or court decision. The prohibition set forth in this Section shall include, but shall not be limited to:

(a) Inquiring into or collecting information about an individual’s Citizenship or Immigration Status, unless such information is necessary to provide a City service, including the provision of immigration and naturalization assistance, for election-related purposes or appointment to a City office or commission, or as required for purposes of City employment or the disbursement of City funds.

(b) Assisting or cooperating, in one’s official capacity, with any investigation, detention or arrest procedures, public or clandestine, conducted by the federal agency charged with enforcement of federal immigration law and relating to alleged violations of the civil provisions of the federal immigration law, except as 29 5

DocID #68043v3DocID #68043v3
permitted under this Chapter 2.30 and applicable state or federal law.

(c) Assisting or cooperating, in one’s official capacity, with any investigation, surveillance, or gathering of information conducted by foreign governments, except for cooperation related to an alleged violation of City, state, or federal criminal laws.

(d) Requesting information about, or disseminating information, in one's official capacity, regarding the release status of any individual, except as permitted under this Chapter 2.30, or conditioning the provision of services or benefits by the City upon immigration status, except as required by federal or state statute or regulation, City public assistance criteria, or applicable court decision.

(e) Providing any Immigration Agent access to any non-public areas of City property owned or controlled by the City for the purpose of Immigration Enforcement.

(f) Allowing City property to be used as a staging area, processing location, or operational base for Immigration Enforcement.

(e)(g) Providing City personnel, funds, equipment storage, communication systems, data systems, office space, parking access, or other resources for Immigration Enforcement.

Section 2.30.040 – Limitations on Law Enforcement Officials

(a) The City of Richmond’s Police Department, consistent with California Government Code section 7284.6(a), shall not:

(1) Use agency or department moneys or personnel to investigate, interrogate, detain, detect, or arrest persons for immigration enforcement purposes, including any of the following:

(A) Inquiring into an individual’s immigration status.

(B) Detaining an individual on the basis of a hold request.

(C) Providing information regarding a person’s release date or responding to requests for notification by providing release dates or other information unless that information is available to the public or is in response to a notification request from immigration agents in accordance with California Government Code Section 7282.5. Responses are never required, but are permitted under this subdivision, provided that they do not violate any local law or policy.

(D) Making or intentionally participating in arrests based on civil 30 6

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immigration warrants.

(E) Assisting immigration agents in the activities described in Section 1357(a)(3) of Title 8 of the United States Code.

(F) Performing the functions of an immigration officer, whether pursuant to Section 1357(g) of Title 8 of the United States Code or any other law, regulation, or policy, whether formal or informal.

(2) Place Richmond police officers under the supervision of federal agencies or employ peace officers deputized as special federal officers or special federal deputies for purposes of immigration enforcement. All Richmond police officers remain subject to California law governing conduct of peace officers and the policies adopted by the City of Richmond.

(3) Use immigration agents as interp reters for law enforcement matters relating to individuals in agency or department custody.

(4) Transfer an individual to immig ration agents unless authorized by a judicial warrant or judicial probable cause determination, or in accordance with California Government Code Section 7282.5.

(5) Provide office space exclusively dedi cated for immigration agents for use within a Police Department facility.

(6) Contract with the federal govern ment for use of Police Department facilities to house individuals as federal detainees, except pursuant to Chapter 17.8 of the California Government Code (commencing with Section 7310).

(b) Notwithstanding the limitations in subsection (a), this section is not intended to prevent personnel or officers of the City of Richmond’s Police Department from taking actions consistent with or permitted by federal and state law, including, but not limited to, those actions enumerated within California Government Code Sections 7282.5 and 7284.6(b)-(e), as amended.

Section 2.30.050 – Confidentiality and Protection of City Data.

Except as required by 8 U.S.C. § 1373 or ot her applicable federal or state law, no City personnel or law enforcement official shall provide access to any City data or information that can be used to determine or trace a person’s Citizenship or Immigration Status to any Immigration Agent. In furtherance of this restriction, as of the effective date of this ordinance, City personnel shall not provide City data or information that can be used to determine or trace a person's Citizenship or Immigration Status to any City contractor unless the contractor first agrees in writing to prohibit the contractor's employees and subcontractors from providing that data or information to any 31 7

DocID #68043v3DocID #68043v3
Immigration Agent, to the extent permitted by law. All City employees shall treat information that can be used to distinguish or trace a person's Citizenship or Immigration Status, either on its own or when combined with other information, as confidential information, to the extent permitted by law.

Section 2.30.060 – Judicial Warrants and Presiding Law.

Nothing in this chapter shall prohibit or otherwise restrict the City or City personnel from complying with a valid warrant issued by a federal or state judge, or other order evidencing a judicial determination of probable cause, nor shall this chapter prohibit the City or its personnel from complying with state or federal law.

Section 2.30.070 – Communications

The City Manager, in consultation with the City Attorney and with input from the public, shall develop a communications plan to provide information to the public in the event of verified Immigration Enforcement within the City of Richmond. This communications plan shall be reviewed and updated as needed. Nothing in this section shall be construed as a mandatory duty.

Section 2.30.080 – Implementation and Reporting

(a) The City Manager or his or her designee shall develop administrative procedures, which include the communications plan, to implement this chapter. These administrative procedures shall be reviewed and updated as needed.

(b) The City Manager or his or her designee shall ensure all City personnel receive training on the provisions of this chapter, including any administrative procedures.

(c) The City Manager or his or her designee shall develop signage for City property indicating City property cannot be used for non-City purposes, including Immigration Enforcement, and install such signage on City property as needed.

(d) Every city department shall designate non-public areas of City property within its control with signage and review and update such designations as needed.

(e) City personnel shall promptly report the presence of any Immigration Agent or any Immigration Enforcement on City property to their department head and the City Attorney’s Office.

(f) City personnel shall promptly report any attempted use of City property for Immigration Enforcement to their department head and the City Attorney’s Office.

(g) The City Manager or his or her designee shall provide an annual informational 32 8

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report to the City Council by May 1, beginning May 1, 2027, regarding the implementation of this chapter.

(a)(h) Nothing in this section shall be construed as a mandatory duty.

SECTION 3. CEQA FINDINGS. The City Council finds that adoption of this Ordinance is exempt from CEQA because: (i) it is not a project within the meaning of Public Resources Code, section 21065 because it has no potential to alter the physical environment; (ii) and pursuant to CEQA Guidelines section 15061(b)(3), the so-called “common sense” exemption, for this same reason.

SECTION 4. SEVERABILITY. If any section, subsection, sentence, clause, phrase or portion of this Ordinance or its application to any person or circumstance is held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance or its application to other persons and circumstances. The City Council declares that it would have adopted this Ordinance and each section, subsection, sentence, clause, phrase or portion thereof despite the fact that any one or more sections, subsections, sentences, clauses, phrases, or portions be declared invalid or unconstitutional and, to that end, the provisions hereof are hereby declared to be severable.

SECTION 5. EFFECTIVE DATE. This Ordinance shall be in full force and effect 30 days after its passage and adoption.

*****************************
(This section to be completed by Clerk’s Office)

First introduced at a regu lar meeting of the City Council of the City of Richmond held on _____________ and finally passed and adopted at a regular meeting held on ___________ by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:
________________________________________
Clerk of the City of Richmond

( S E A L )
33 9

DocID #68043v3DocID #68043v3
Approved:

_______________________________
Mayor

Approved as to form:

____________________________
City Attorney
34 1

DocID #68043v3
ORDINANCE NO. ___ N.S.

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF RICHMOND AMENDING CHAPTER 2.30 OF THE RICHMOND MUNICIPAL CODE TO

CLARIFY LIMITATIONS ON THE USE OF CITY PROPERTY, PERSONNEL,

AND RESOURCES FOR CIVIL IMMIGRATION ENFORCEMENT AND

DEVELOP IMPLEMENTATION PROCEDURES, INCLUDING

COMMUNICATIONS PLAN, AND REPORTING REQUIREMENTS

The City Council for the City Richmond do ordain as follows:

SECTION 2. MUNICIPAL CODE AMENDMENT. Chapter 2.30 of Article II of the Richmond Municipal Code is hereby amended to read as follows:

Section 2.30.010 — City Council Findings and Declarations (a) The City of Richmond is home to people of diverse racial, ethnic, and national backgrounds, including a large immigrant population.

(b) Immigrants are valuable and essential members of the City of Richmond community.

35 2

DocID #68043v3
(e) Entangling state and local agencies with federal immigration enforcement programs diverts already limited resources and blurs the lines of accountability between local, state, and federal governments.

(g) California law, including the California Values Act (Government Code § 7284, et seq.), limits local involvement in civil immigration enforcement.

(h) The City of Richmond has the authority to regulate the use of its own property, personnel, and municipal resources.

(i) This chapter seeks to ensure effective policing, to protect the safety, well-being, and constitutional rights of Richmond residents, to regulate the use of City resources and property, and to direct the City’s limited resources to matters of greatest concern, not to impede or interfere with lawful federal authority. Nothing in this chapter shall be construed as a mandatory duty giving rise to liability against the City.

Section 2.30.020 – Definitions

For purposes of this chapter, the following words and phrases are defined as follows:

(b) “Eligible for release from custody” means that the individual may be released from custody because one of the following conditions has occurred:

(1) All criminal charges against the individual have been dropped or dismissed.

(2) The individual has been acquitted of all criminal charges filed against him or her.

(3) The individual has served all the time required for his or her sentence.

(4) The individual has posted a bond or has been released on his or her own recognizance.
36 3

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(5) The individual has been referred to pre-trial diversion services.

(6) The individual is otherwise eligible for release under state or local law.

(d) “City personnel” means any person employed by the City of Richmond, whether or not compensated, but does not include volunteers or independent contractors.

(e) “City property” means any real or personal property owned, leased, operated, or controlled by the City of Richmond, including but not limited to buildings, offices, workshops, storage yards, corporation yards, parks, parking lots, garages, vehicles, fueling stations, vacant lots, and equipment.

(f) “Civil immigration detainer” means a non-mandatory request issued by an authorized federal immigration officer under Section 287.7 of Title 8 of the Code of Federal Regulations, to a local law enforcement official to maintain custody of an individual for a period not to exceed 48 hours and advise the authorized federal immigration officer prior to the release of that individual.

(g) “Convicted” means the state of having been proved guilty in a judicial proceeding, unless the convictions have been expunged or vacated pursuant to applicable law. The date that an individual is Convicted starts from the date of release.

(h) “Firearm” means a device, designed to be used as a weapon, from which is expelled through a barrel, a projectile by the force of an explosion or other form of combustion as defined in Penal Code Section 16520.

(i) “Immigration Agent” means any federal, state, or local officer, employee, or person performing immigration enforcement functions including, but not limited to, agents employed by U.S. Immigration and Customs Enforcement or U.S.

Customs and Border Protection.

(j) “Immigration Enforcement” means any and all efforts to investigate, enforce, or assist in the investigation or enforcement of any federal civil immigration law against natural persons, and also includes any and all efforts to investigate, enforce, or assist in the investigation or enforcement of any federal criminal immigration law that penalizes a natural person’s presence in, entry, or reentry to, or employment in, the United States.

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(k) “Law enforcement official” means any City Department or officer or employee of a City Department, authorized to enforce criminal statutes, regulations, or local ordinances; operate jails or maintain custody of individuals in jails; and operate juvenile detention facilities or maintain custody of individuals in juvenile detention facilities.

(m) “Notification request” means a non-mandatory request issued by an authorized federal immigration officer to a local law enforcement official asking for notification to the authorized immigration officer of an individual's release from local custody prior to the release of an individual from local custody. Notification requests may also include informal requests for release information by the Federal agency charged with enforcement of the Federal immigration law.

(o) “Staging Area” means an area that is used to assemble, mobilize, and deploy vehicles, equipment, or materials, and related personnel, in a manner that is outside of regular business purposes or hours, or that disrupts or impedes its use for City purposes.

Section 2.30.030 – Limitations on the Use of City Resources.

2.030.20, unless such assistance is required by federal or state statute, regulation, or court decision. The prohibition set forth in this Section shall include, but shall not be limited to:

DocID #68043v3
permitted under this Chapter 2.30 and applicable state or federal law.

(e) Providing any Immigration Agent access to any non-public areas of City property for the purpose of Immigration Enforcement.

(f) Allowing City property to be used as a staging area, processing location, or operational base for Immigration Enforcement.

(g) Providing City personnel, funds, equipment storage, communication systems, data systems, office space, parking access, or other resources for Immigration Enforcement.

Section 2.30.040 – Limitations on Law Enforcement Officials

(a) The City of Richmond’s Police Department, consistent with California Government Code section 7284.6(a), shall not:

(1) Use agency or department moneys or personnel to investigate, interrogate, detain, detect, or arrest persons for immigration enforcement purposes, including any of the following:

(A) Inquiring into an individual’s immigration status.

(B) Detaining an individual on the basis of a hold request.

(D) Making or intentionally participating in arrests based on civil 39 6

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immigration warrants.

(E) Assisting immigration agents in the activities described in Section 1357(a)(3) of Title 8 of the United States Code.

(F) Performing the functions of an immigration officer, whether pursuant to Section 1357(g) of Title 8 of the United States Code or any other law, regulation, or policy, whether formal or informal.

(3) Use immigration agents as interp reters for law enforcement matters relating to individuals in agency or department custody.

(4) Transfer an individual to immig ration agents unless authorized by a judicial warrant or judicial probable cause determination, or in accordance with California Government Code Section 7282.5.

(5) Provide office space exclusively dedi cated for immigration agents for use within a Police Department facility.

Section 2.30.050 – Confidentiality and Protection of City Data.

DocID #68043v3
Immigration Agent, to the extent permitted by law. All City employees shall treat information that can be used to distinguish or trace a person's Citizenship or Immigration Status, either on its own or when combined with other information, as confidential information, to the extent permitted by law.

Section 2.30.060 – Judicial Warrants and Presiding Law.

Section 2.30.070 – Communications

Section 2.30.080 – Implementation and Reporting

(b) The City Manager or his or her designee shall ensure all City personnel receive training on the provisions of this chapter, including any administrative procedures.

(d) Every city department shall designate non-public areas of City property within its control with signage and review and update such designations as needed.

(e) City personnel shall promptly report the presence of any Immigration Agent or any Immigration Enforcement on City property to their department head and the City Attorney’s Office.

(f) City personnel shall promptly report any attempted use of City property for Immigration Enforcement to their department head and the City Attorney’s Office.

(g) The City Manager or his or her designee shall provide an annual informational 41 8

DocID #68043v3
report to the City Council by May 1, beginning May 1, 2027, regarding the implementation of this chapter.

(h) Nothing in this section shall be construed as a mandatory duty.

SECTION 5. EFFECTIVE DATE. This Ordinance shall be in full force and effect 30 days after its passage and adoption.

*****************************
(This section to be completed by Clerk’s Office)

First introduced at a regu lar meeting of the City Council of the City of Richmond held on _____________ and finally passed and adopted at a regular meeting held on ___________ by the following vote:

AYES:

NOES:

ABSTENTIONS:

ABSENT:
________________________________________
Clerk of the City of Richmond

( S E A L )
Approved:
42 9

DocID #68043v3

_______________________________
Mayor

Approved as to form:

____________________________
City Attorney
43

Page 1 of 3 ends

April 21, 2026

City Clerk's Office

DATE: April 21, 2026
TO: Mayor Martinez and Members of the City Council
FROM:

Pamela Christian, City Clerk

SUBJECT:

Records Retention and Destruction Schedule Update
FINANCIAL IMPACT: Richmond will realize significant savings both in labor and storage expenses; including the avoidance of future storage costs.

PREVIOUS COUNCIL
ACTION:

May 18, 1999
October 29, 2002
June 17, 2008

STATEMENT OF THE
ISSUE:

The City is upgrading its records management program,
including its records retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings.

RECOMMENDED ACTION: ADOPT a resolution approving updates to the City-wide Records Retention and Destruction Schedules, excluding
the Police Department, which will be brought back to City Council for adoption at a later date – City Clerk’s Office (Pamela Christian 510-620-5413). This item was
continued from the March 24, and April 7, 2026,
meetings.

DISCUSSION:

The City established its Records Retention Program on May 18, 1999, to support the management and preservation of public records. This was advanced on October 29, AGENDA
REPORT
44

Page 2 of 3 ends

April 21, 2026
2002, with the adoption of a records retention schedule for the City Clerk’s Office and expanded on June 17, 2008, with City-wide retention schedules, creating a consistent framework across departments.

Since then, operational practices, legal requirements, and technology have evolved. To address these changes, the City is updating its records retention and destruction schedules to align with current standards, improve consistency, reduce storage costs, eliminate duplication, and increase efficiency.

The City of Richmond selected Gladwell Governmental Services, Inc., an expert in local government records, to assist with this comprehensive update and strengthen the City’s records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.

The upgrade of the current records management systems are driven by many factors, including:
 Very limited space in City facilities
 Many departments are filing and storing copies of the same records  Richmond produces and manages many permanent records
 Escalating records storage expenses
 Technology advancements
 Changes in law

The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The retention periods are in compliance with all laws and are standard business practice for California cities.

The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Richmond will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

1. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution (California Government Code § 34090). This will reduce costs and improve efficiency for the City.

Page 3 of 3 ends

April 21, 2026
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3 of the resolution (California Government Code § 34090).

DOCUMENTS ATTACHED:

Attachment 1 – Proposed Resolution
Attachment 2 – Exibit A - Updated Records Retention Schedules (Police Department excluded)
46 Reso. No. _____

Page 1 of 2 ends

DocID #65864v1
RESOLUTION NO. ______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND,

CALIFORNIA, ADOPTING A RECORDS RETENTION AND DESTRUCTION

SCHEDULE (EXCLUDING RICHMOND POLICE DEPARTMENT RECORDS)

WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Richmond; and

WHEREAS, Section 34090 of the Governme nt Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and

WHEREAS, the City of Richmond previously adopted Resolution No. 71-99, approving Records Retention Schedules.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RICHMOND DOES RESOLVE AS FOLLOWS:

Section 1. Resolution No. 71-99 is hereby repealed.

Section 2. The records of the City of Richmond (excluding Richmond Police Department Records, which shall be addressed in a separate resolution), as set forth in the Records Retention and Destruction Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Richmond.

Section 3: Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney, and City Manager.

Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers as defined by the California Public Records Act.

Section 5. The City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.

Section 6. This resolution shall become effective immediately upon its passage and adoption.

******************

I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a regular meeting thereof held on Mmmm dd, yyyy, by the following vote:

AYES: AYES:

NOES:

ABSTENTIONS:

ABSENT:

47 Reso. No. _____

Page 2 of 2 ends

DocID #65864v1

CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:

Mayor

Approved as to form:

City Attorney

State of California }
County of Contra Costa : ss.

City of Richmond }

I certify that the foregoing is a true copy of Resolution No. _____, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on Mmmm dd, yyyy.

_______________________________________
Pamela Christian, Clerk of the City of Richmond
48 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).”
*The City intends to provide ongoing public access through its website to audio and video recordings of meetings, agenda reports, and related documents, consistent with past practice and subject to applicable records retention requirements.
49 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) 50
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:
51 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.

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:
52 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:
53 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:
54 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:
55 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:
56 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:
57 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:
58 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:
59 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.

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:
60 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:
61 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:
62 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:
63 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

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:
64 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:
65 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

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:
66 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.

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:
67 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:
68 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

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:
69 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

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:
70 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

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:
71 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:
72 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:
73 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:
74 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:
75 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:
76 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:
77 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:
78 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:
79 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:
80 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:
81 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:
82 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:
83 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:
84 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:
85 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:
86 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:
87 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:
88 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:
89 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:
90 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:

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:

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:
92 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:
93 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:
94 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:
95 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:
96 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:
97 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:
98 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.

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:
99 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:
100
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:
101
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:
102
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:
103
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:
104

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:
105

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:
106

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:
107

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

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:
111
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:
112
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:
113
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:
114
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:
115
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:
116
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:
117
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:
118
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:
119
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:
120
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:
121
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.

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:
123
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.

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:
125
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:
126
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:
127
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:
128
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:
129
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:

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:
130
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

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:
131
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:
132
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:
133
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:
134
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:
135
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:
136
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

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.

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

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:
139
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:
140
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

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:
141
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:
142
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

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:
143
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:
144
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.

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:
145
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:
146
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:
147
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:
148

Page 1 of 4 ends

Richmond City CouncilApril 21, 2026

Richmond City Council
April 21, 2026