Records Retention Schedules — Riverside City Council, March 25, 2025

HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc.- all rights reserved

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 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 do NOT require authorization, and can be destroyed “When No Longer Required.”

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

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2025 Gladwell Governmental Services, Inc. - all rights reserved

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.

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
OD = Optical Disk or other Unalterable Media which does not allow changes

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HOLDS: Litigation, 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 - MEMBERS OF

THE PUBLIC
Employees are sent to Human Resources
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
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept.
(managing the
contract)
CW-003
Agreements & Contracts: ADMINISTRATION
(Class Instructors / Equipment /
Maintenance / Performers / Special Events)
(RFP - Request for Proposal, Successful
Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk, all Insurance Certificates to Risk
Management (upload in Origami Database)
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Errors & Omissions is not
applicable; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal,
Successful Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk, all Insurance Certificates to Risk
Management (upload in Origami Database)
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 &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 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-005
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Certified Payrolls,
Project Schedules, RFP - Request for Proposal,
Successful Proposal, etc.)
Send All Original Agreements or Contracts to
the City Clerk, all Insurance Certificates to Risk
Management (upload in Origami Database)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-006
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to
INFORMAL RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications) that
don't result in a contract
Informal Bids not conducted by Purchasing
EXCLUDES ELECTRIC - See Public Utilities
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Includes unopened bids; GC §34090
Lead Dept. CW-007 Appeals / Administrative Hearings 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Final Decision is filed with the project that
was appealed; GC §34090
Lead Dept. CW-008
Boards, Commissions, & Committees:

EXTERNAL Organizations / Regional Boards
& Commissions - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Non-records
City Clerk CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Agendas & Staff Reports, Audio or Video
Recordings, Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required
Mag
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 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-010 Bonds: Bid Bonds
After issuance
of Notice to
Proceed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
Lead Dept. CW-011
Bonds: 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
Division
Providing
Service / Work
CW-012
Citizen Request Database (3-1-1 / 311) / Call
Center Database / Work Orders / Service
Requests - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Staffing Dept. CW-013
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
Agendas & Minutes
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-014
Committees: Subcommittees of the City
Council / Standing Committees / Ad-Hoc
Committees
Agendas & Minutes
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to be in alignment
with Audio and Video recordings; All
actions are made by the City Council; GC
§34090
Lead
(Responding)
Dept.

CW-015 Complaints / Concerns from Citizens
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-016 Copies or duplicates of any record
Copies -
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090.7
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 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-017
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to
the conduct of the public's business)
(e.g. e-mail, Letters, Memorandums,
Administrative, Chronological, General Files,
etc.)
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 GC
§34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-018
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
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, 64 Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v. Superior Court
(2017) 2 Cal.5th 608
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 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-019 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow 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
Lead Dept. CW-020 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
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-021 E-mail (all) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD City preference; GC §34090
Lead Dept. CW-022 GIS Database / Data / Layers (both City-wide and Specialized)
Indefinite
(Perm.) 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. CW-023 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. CW-024 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 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-025
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, & 570.502(a),
29 CFR 97.42; OMB Circular A-110 & A-
133; GC §34090
Lead Dept. CW-026 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Lead Dept. CW-027
P-Card statements and applications (Detailed
backup and receipts are retained in Lead
Department)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets municipal
government auditing standards; GC
§34090
Human
Resources CW-028
Personnel Files (Department Copies) except
Police
Send all originals to Human Resources
Do Not Retain
In
Departments
OR
Separation or
Transfer + 4
years
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-029 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.

RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 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-030 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
Lead Dept.
(Who Uses the
Vehicle)
CW-031
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; GC §34090
Lead Dept. CW-032 Public Relations / Press Releases 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-033 Real Estate Appraisal Reports: Property NOT
purchased, 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-034 Real Estate Appraisal Reports: Purchased
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), & 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept. CW-035
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Plans / Strategic Plans, 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 & OD Non-Records
Lead Dept. CW-036
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals, Newsletters, Plans / Strategic Plans,
etc.: Produced by YOUR Department
Send all Administrative Policies to the City
Manager
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 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-037
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals,
Newsletters, Administrative Policies, Plans /
Strategic Plans, etc.: Produced by OTHER
Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-038 Reports and 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
Lead Dept. CW-039 Reports and Studies (other than Historically significant reports - 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-040 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-041 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-042 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-043
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 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-044
Training Presented by City Staff - Target
Solutions / Vector Solutions
(Attendance Rosters or Sign-in Sheets, Outlines
and Materials; includes Ethics, Harassment, &
Safety Training & Tailgates)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Ethics &
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 1602.31
1627.3(b)(ii), LC §6429(c); GC §§12946,
12960, 34090, 53235.2(b); 53237.2(b); LC
§6401.9(f),
Lead Dept. CW-045
Training Presented by City Staff - COURSE

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

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 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)(ii),
LC §6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b); LC §6401.9(f),
Lead Dept. CW-046
Volunteer Time Cards / Unpaid Intern
Timecards / Sign-in Sheets / Waivers
Volunteer applications are retained by Human
Resources
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

City Clerk CC-000
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
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6 months;
GC §§34090, 54960.1(c)(1)
City Clerk CC-001
Agenda Packets: City Council, Housing
Authority, Redevelopment Agency,
Successor Agency, Oversight Board,
Authorities and Corporations
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk -

NOTE FROM

DIANE -
These old
paper
agenda
packets
should be
imaged, no
matter how
old
CC-002
Agenda Packets: Historic Preservation Fund
Committee, Planning Commission,
Transportation Board
Advisory Bodies created by the City Council
that has approval authority, or that have
been imaged
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk -

NOTE FROM
DIANE - This
is so you can
destroy old
paper
agenda
packets
CC-003
Agenda Packets: Airport Commission,
Board of Ethics, Board of Library Trustees,
Board of Public Utilities, Budget
Engagement Commission, Commission of
the Deaf, Commission on Aging,
Commission on Disabilities, Community
Police Review Commission, Cultural
Heritage Board, Human Relations
Commission, Human Resources Board,
Museum of Riverside Board, Parks &
Recreation Commission
Advisory Bodies created by the City Council
that are Advisory Only, or are in Paper
Format
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk CC-004
Agreements & Contracts, Amendments - ALL
INFRASTRUCTURE / IMAGED or SCANNED,
Covenants, JPAs, Liens, MOUs, Public
Agencies, Water
Agreement or Contract includes all contractual
obligations (e.g. Scope of Work, all
attachments and exhibits)
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
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk -

NOTE FROM
DIANE - This
is so you can
destroy old
paper
agreements
& contracts
CC-005
Agreements & Contracts, Amendments - ALL
NON-INFRASTRUCTURE / NOT IMAGED or
SCANNED: Professional Services
Agreements, Tenant / Lease Agreements -
NOT IMAGED or SCANNED
Agreement or Contract includes all
contractual obligations (e.g. Scope of Work,
all attachments and exhibits)
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 10 years for Errors & Omissions; 4 years for
all contracts; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-006
Board & Commission / Committee Applications
/ Ethnic Origin Surveys (All, whether appointed
or not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-007 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-008 Bonds: Bid Bonds
After
issuance of
Notice to
Proceed
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §34090
City Clerk CC-009
Bonds: 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
City Clerk CC-010 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk CC-011 Claim Forms 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Attorney manages Claim Files; GC
§34090
City Clerk CC-012
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED / DATABASE
(SouthTech)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Statements filed electronically are required for
10 years; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)(g); GC §84615
City Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-014
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected & not elected. Includes City Council
Members, Planning Commission Members,
City Manager, City Treasurer & City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-015
FPPC Economic Interest Filings (FPPC Form
635 / 602) - Lobbyist Authorization /
Reporting
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 CCR 18615(f), GC §34090
City Clerk CC-016 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-017 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-018 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC GC §81009(e)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk CC-019 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Must post on website; 2 CCR 18702.5; GC
§34090; GC §81009(e)
City Clerk CC-020
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): SUCCESSFUL
CANDIDATES (Elected Officials)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-021
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form):

UNSUCCESSFUL CANDIDATES - PRIOR TO

ELECTRONIC FILING
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-022
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): UNSUCCESSFUL

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

QC & OD
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City Clerk CC-023
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)&(g)
City Clerk CC-024
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)&(g)
City Clerk CC-025
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
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-026
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
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100

CITY CLERK ELECTIONS (CONSOLIDATED)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk CC-027
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations and
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-028
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
City Clerk CC-029 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
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 CC-030 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
City Clerk CC-031 Ethics - City's Code of Ethics Superseded + 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§ 3105, 12946,
12960, 34090, 53235.2(b)
City Clerk CC-032
Ethics - Training Certificates for City Council,
Board and Commission Members (FPPC
Public Officials / 87200 Filers)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk CC-033
Historical Records / Archives, City Charters,
Copyrights, Trademarks, Photographs,
Historical Projects 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. GC §34090
City Clerk CC-034
Minutes: City Council, Housing Authority,
Redevelopment Agency, Successor
Agency, Oversight Board, Authorities and
Corporations
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-035 Minutes / Logs / Notes: City Council Closed Sessions 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
City Clerk CC-036
Minutes: Advisory Bodies Appointed by the
City Council - Historic Preservation Fund
Committee, Planning Commission,
Transportation Board
Airport Commission, Board of Ethics,
Board of Library Trustees, Board of Public
Utilities, Budget Engagement Commission,
Commission of the Deaf, Commission on
Aging, Commission on Disabilities,
Community Police Review Commission,
Cultural Heritage Board, Human Relations
Commission, Human Resources Board,
Museum of Riverside Board, Parks &
Recreation Commission
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-037 Oath of Office / Appointments: City Council, Board and Commission Members
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & 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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk CC-038 Ordinances (City Council, Redevelopment Agency) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-039 Passport Transmittals 24 months Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
US Passport requirement to destroy forms
monthly; GC §34090
City Clerk CC-040
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
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-041 Public Records Requests / Subpoenas Duces Tecum / Summons / GovQA Database 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-042
Recorded Documents: Deeds, Deed Outs,
Easements, Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(a)
City Clerk CC-043
Recordings: Audio or Video - City Council,
Housing Authority, Redevelopment Agency,
Successor Agency, Oversight Board,
Authorities and Corporations, Planning
Commission
Minimum 5
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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE HEARINGS Page AH-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATIVE HEARINGS / OFFICE OF ADMINISTRATIVE HEARINGS City Clerk CC-044
Recordings: Audio or Video - Advisory Bodies
Appointed by the City Council - Historic
Preservation Fund Committee, Planning
Commission, Transportation Board
Airport Commission, Board of Ethics,
Board of Library Trustees, Board of Public
Utilities, Budget Engagement Commission,
Commission of the Deaf, Commission on
Aging, Commission on Disabilities,
Community Police Review Commission,
Cultural Heritage Board, Human Relations
Commission, Human Resources Board,
Museum of Riverside Board, Parks &
Recreation Commission
P Mag GC §34090(e)
City Clerk CC-045
Records Management: Records Destruction
Authorization Forms & Certifications, Records
Retention Amendments, Records Transfer
Lists and Inventories, Inventory & Disposition
of Records Forms (All Departments)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-046
Resolutions: City Council, Housing
Authority, Redevelopment Agency,
Successor Agency, Oversight Board,
Authorities and Corporations, Planning
Commission
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: AIRPORT Page AIR-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

AIRPORT
Airport AIR-001
Above Ground Storage Tank (Airport Owned)
Tank Monitoring, Inspections and Maintenance,
Release Detection Systems, Cathodic
Protection Maintenance Records, CUPA
Inspections, including letters of correction and
citations
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); EPA recommends that formal test
records or reports be retained for the life
of the container; GC §34090
Airport AIR-002 Aircraft Accident / Incident Reports: Aircraft (sent to FAA)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk AIR-003
Airport Commission - Agendas & Staff
Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Airport AIR-004 Airport Noise Measurements, yearly day-night average sound levels
Minimum 5
years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 14 CFR 150 et
seq.; GC §34090
Airport AIR-005
Airport Security Access Applications / AOA
Access Personnel Records / Gate User
Acknowledgements / Proximity Cards
(Employees and Tenants)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Airport AIR-006 Airport State License / Certifications (Safety Inspections) P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk AIR-007 Airport Tenant Agreements and Insurance Certificates
Copies - 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference for use in
possessory interest; GC §34090.7
Airport AIR-008 CalTrans Aeronautics Inspections (Annual - Includes letters of corrections and citations) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: AIRPORT Page AIR-2 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).

Lead Dept.
(Managing the
Project)
AIR-009
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets municipal
government auditing standards; Statute
of Limitations for Errors & Omissions not
applicable; Some grant funding agencies
require audits; Statute of Limitations:

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
AIR-010
Capital Improvement Projects (CIP):

Administration File / Construction
Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
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 &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
AIR-011
Capital Improvement Projects (CIP):

Drawings, 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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: AIRPORT Page AIR-3 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).

Lead Dept.
(Managing the
Project)
AIR-012
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications & Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
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

Design & Construction Standards - Authored
by the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept.
(Managing the
Project)
AIR-014
Capital Improvement Projects (CIP):

Environmental Determinations:

Correspondence and internal staff notes that
provide insight into the project or the
agency’s CEQA compliance with respect to
the project Environmental Impact Reports
(EIRs), Negative Declarations, etc.) / CEQA
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
Airport AIR-015
Citations / Lease Enforcement Actions / Rules &
Regulations Enforcement / Notices of Violations
(includes written noise and safety complaints)
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (consistent with
other Code Enforcement and Operational
Complaints); GC §34090 et seq.

Airport AIR-016 Daily and Quarterly Inspections / Section 139 Inspections / App 139 Database
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CFR 139.402; GC §34090 et seq.

RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: AIRPORT Page AIR-4 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).

Airport AIR-017
Emergency Operations Plan / Disaster
Recovery Plan / Earthquake Information, Airport
Certification Manual, Airport Emergency Plan
Until
Superseded Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Most are non-records; GC §34090
Airport AIR-018
FAA Inspections / Reports / FAA Forms:

Daily Inspection Logs & Maintenance Work
Orders; Meter Reading & Adjustments, Facility
Maintenance Logs, Radio Equipment Operation
Records, NavAid & AWOS Error Data,
Certification & Inspections; NOTAMS ,
Technical Performance Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Regulations imply these are kept
permanently, "...one copy to be kept in
the permanent records of the facility…":

GC §34090, 14 CFR 171.13 - 171.327
Airport AIR-019 Grants - Airport - FAA Only
Final
Expenditure
Report + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets municipal
government auditing standards; 14 CFR
152.213, 152.307; GC §34090
Airport AIR-020 NOTAM (Notice to Airmen) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Airport AIR-021 Oil / Water Separator - Airport 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (consistent with
stormwater / NPDES requirements; 40
CFR §§122.21, 122.41, 122.44; CCP
§337 et seq.

Airport AIR-022 Safety Risk Management Analysis / Mitigations Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CFR 139.402; GC §34090 et seq.

Public Works /
Engineering AIR-023 Stormwater: NPDES Annual Reports - Airport 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: AIRPORT Page AIR-5 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).

Public Works /
Engineering AIR-024 Stormwater: NPDES Permits (Co-Permittee) - - Airport
Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY ATTORNEY
City Attorney CA-001 Legal Case Management Software
(CityLaw)
Indefinite -
Minimum 7
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; municipal government
auditing standards is 5 years - Finance retains
records of payments; Statute of Limitations is 4
years; CCP §§337 et seq., 343; GC §34090,
Lead Depart.
(Subject that
was
Appealed)
CA-002 Administrative Hearings (Dangerous
Animals, etc.)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
City Attorney CA-003 Amicus Briefs Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-004 City Attorney Opinions Minimum 10
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CA-005 Claim for Damages / Claims Against the City / Verified Tort Claims
Minimum
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; municipal government
auditing standards is 5 years - Finance retains
records of payments; Statute of Limitations is 4
years; CCP §§337 et seq., 343; GC §34090,
City Attorney CA-006 Invoice Backup for Outside Counsel (Details are Confidential) 5 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; meets municipal
government auditing standards; GC §34090
City Attorney CA-007
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals, Court Decisions, etc.

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,
City Attorney CA-008 Legal Advice Files Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HOLDS: Litigation, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement or resolution.) City Clerk CA-009
Settlement Agreements
(Send all Final Settlement Agreements to
the City Clerk)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

City Clerk CC-001
Agenda Packets: City Council, Housing
Authority, Redevelopment Agency,
Successor Agency, Oversight Board,
Authorities and Corporations
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR), Affidavits of Posting,
etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk -

NOTE FROM

DIANE -
These old
paper
agenda
packets
should be
imaged, no
matter how
old
CC-002
Agenda Packets: Airport Commission,
Board of Ethics, Historic Preservation Fund
Committee, Planning Commission,
Transportation Board
Advisory Bodies created by the City Council
that has approval authority, or that have
been imaged
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090

CITY CLERK
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk -

NOTE FROM
DIANE - This
is so you can
destroy old
paper
agenda
packets
CC-003
Agenda Packets: Board of Library Trustees,
Board of Public Utilities, Budget
Engagement Commission, Commission of
the Deaf, Commission on Aging,
Commission on Disabilities, Community
Police Review Commission, Cultural
Heritage Board, Human Relations
Commission, Human Resources Board,
Museum of Riverside Board, Parks &
Recreation Commission
Advisory Bodies created by the City Council
that are Advisory Only, or are in Paper
Format
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-004
Agreements & Contracts, Amendments - ALL
INFRASTRUCTURE / IMAGED or SCANNED,
Covenants, JPAs, Liens, MOUs, Public
Agencies, Water
Agreement or Contract includes all contractual
obligations (e.g. Scope of Work, all
attachments and exhibits)
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

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk -

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

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

QC & OD
Department Preference; Statute of Limitations
is 10 years for Errors & Omissions; 4 years for
all contracts; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-006
Board & Commission / Committee Applications
/ Ethnic Origin Surveys (All, whether appointed
or not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-007 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-008 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-009 Claim Forms 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Attorney manages Claim Files; GC
§34090
City Clerk CC-010
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

ELECTRONICALLY FILED / DATABASE
(SouthTech)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statements filed electronically are required for
10 years; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)(g); GC §84615
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-012
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected & not elected. Includes City Council
Members, Planning Commission Members,
City Manager, City Treasurer & City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-013
FPPC Economic Interest Filings (FPPC Form
635 / 602) - Lobbyist Authorization /
Reporting
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 CCR 18615(f), GC §34090
City Clerk CC-014 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-015 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-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC GC §81009(e)
City Clerk CC-017 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Must post on website; 2 CCR 18702.5; GC
§34090; GC §81009(e)
City Clerk CC-018
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): SUCCESSFUL
CANDIDATES (Elected Officials)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(b)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-019
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form):

UNSUCCESSFUL CANDIDATES - PRIOR TO

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

QC & OD
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
City Clerk CC-020
Campaign Disclosure Statements (FPPC 400
Series Forms, 501 Form): UNSUCCESSFUL

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

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)&(g)
City Clerk CC-023
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
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-024
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
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100
City Clerk CC-025
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations and
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-026
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
City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
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 CC-028 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
(End of Elections Section)
City Clerk CC-027 Ethics - City's Code of Ethics Superseded + 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC §§ 3105, 12946,
12960, 34090, 53235.2(b)
City Clerk CC-028
Ethics - Training Certificates for City Council,
Board and Commission Members (FPPC
Public Officials / 87200 Filers)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
City Clerk CC-029
Historical Records / Archives, City Charters,
Copyrights, Trademarks, Photographs,
Historical Projects 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. GC §34090
City Clerk CC-030 Logs / Audio Recordings / Notes: City Council Closed Sessions 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY CLERK
City Clerk CC-031
Minutes: Advisory Bodies Appointed by the
City Council - Historic Preservation Fund
Committee, Planning Commission,
Transportation Board
Airport Commission, Board of Ethics,
Board of Library Trustees, Board of Public
Utilities, Budget Engagement Commission,
Commission of the Deaf, Commission on
Aging, Commission on Disabilities,
Community Police Review Commission,
Cultural Heritage Board, Human Relations
Commission, Human Resources Board,
Museum of Riverside Board, Parks &
Recreation Commission
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-032
Minutes: City Council, Housing Authority,
Redevelopment Agency, Successor
Agency, Oversight Board, Authorities and
Corporations
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-033 Oath of Office / Appointments: City Council, Board and Commission Members
Separation +
6 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & 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-034 Ordinances (City Council, Redevelopment Agency) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
City Clerk CC-035 Passport Transmittals 24 months Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD
US Passport requirement to destroy forms
monthly; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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-036
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Law requires 1 year for petitions; GC §50115
City Clerk CC-037 Public Records Requests / Subpoenas Duces Tecum / Summons / GovQA Database 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-038
Recorded Documents: Deeds, Deed Outs,
Easements, Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(a)
City Clerk CC-039
Recordings: Audio or Video of Public
Meetings- City Council, Housing Authority,
Redevelopment Agency, Successor Agency,
Oversight Board, Authorities and Corporations,
Planning Commission Historic Preservation
Fund Committee, Transportation Board,
Airport Commission, Board of Ethics, Board of
Library Trustees, Board of Public Utilities,
Budget Engagement Commission,
Commission of the Deaf, Commission on
Aging, Commission on Disabilities, Community
Police Review Commission, Cultural Heritage
Board, Human Relations Commission, Human
Resources Board, Museum of Riverside
Board, Parks & Recreation Commission
Minimum 5
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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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-040
Records Management: Records Destruction
Authorization Forms & Certifications, Records
Retention Amendments, Records Transfer
Lists and Inventories, Inventory & Disposition
of Records Forms (All Departments)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
City Clerk CC-041
Resolutions: City Council, Housing
Authority, Redevelopment Agency,
Successor Agency, Oversight Board,
Authorities and Corporations, Planning
Commission
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090(e)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY COUNCIL SUPPORT Page COU-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY COUNCIL SUPPORT
City Council
Support COU-001
Project Files / Subject Files (Subjects will
change over time)
IF the Content relates in a SUBSTANTIVE
way to the conduct of the public's business
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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER'S OFFICE (Grants, Internal Audit, Office of Sustainability, PIO) Page CMO-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY MANAGER'S OFFICE
City Manager's
Office CMO-001
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager's
Office CMO-002 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 CMO-003 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
CITY MANAGER'S OFFICE / GRANTS (Oversight)
Lead Dept. CMO-004
Grants / CDBG Community Development
Block Grant) / Reimbursable Claims / FEMA
Reimbursements / OES Reimbursements
The Lead Department Managing the
Grant is responsible for retaining all final
/ official 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, & 570.502(a), 29 CFR 97.42;
OMB Circular A-110 & A-133; GC §34090

CITY MANAGER'S OFFICE / INTERNAL AUDIT
City Manager's
Office /
Internal Audit
CMO-005 Internal Audits and Audit Reports 5 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER'S OFFICE (Grants, Internal Audit, Office of Sustainability, PIO) Page CMO-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

CITY MANAGER'S OFFICE / OFFICE OF SUSTAINABILITY
City Manager's
Office /
Sustainability
CMO-006
Climate Action Plan Implementation,
Greenhouse Gas Reduction, Meetings,
Meeting Agendas, etc.

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

After QC
& OD
Department Preference; GC §34090

CITY MANAGER'S OFFICE / PUBLIC INFORMATION OFFICER
City Manager's
Office / PIO CMO-007 Public Relations / Press Releases (except Fire and Police)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-1
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BUILDING & SAFETY
Lead Dept. CEDD-001 Permit Database (POSSE PLS / Computronix - and Permits Plus Legacy Database)
Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Comm. & Econ.

Develop. /
Building & Safety
CEDD-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. & Econ.

Develop. /
Building & Safety
CEDD-003 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Comm. & Econ.

Develop. /
Building & Safety
CEDD-004
Building Plans / Construction Plans - Finalled -

INDUSTRIAL, COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

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

QC & OD
Law requires for the life of the building for
commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CEDD-005 Building Plans / Construction Plans - Cancelled or Withdrawn P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CEDD-006 Building Plans / Construction Plans - Expired P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CEDD-007 Building Plans / Construction Plans - Finalled - TENANT IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-2
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Comm. & Econ.

Develop. /
Building & Safety
CEDD-008
Building Plans / Construction Plans - Finalled -

SINGLE FAMILY RESIDENTIAL &

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

QC & OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Comm. & Econ.

Develop. /
Building & Safety
CEDD-009 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. & Econ.

Develop. /
Building & Safety
CEDD-010 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CEDD-010.5 Construction Waste Management / Reduction 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CEDD-011
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Comm. & Econ.

Develop. /
Building & Safety
CEDD-012 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. & Econ.

Develop. /
Building & Safety
or
Public Works /
Engineering
CEDD-013 Geotechnical and Soils Reports / Structural
Reports (all) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-3
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Comm. & Econ.

Develop. /
Building & Safety
CEDD-014 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. & Econ.

Develop. /
Building & Safety
CEDD-015 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090

CODE ENFORCEMENT
Comm. & Econ.

Develop. / Code
Enforcement
CEDD-016 Code Enforcement Database (Goenforce)
Indefinite
Minimum
Close of
Individual
Case + 2
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090
Comm. & Econ.

Develop. / Code
Enforcement
CEDD-017
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Send all Liens to the City Clerk
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; Liens are
approved by a resolution and retained
permanently as required by law; GC
§34090
Comm. & Econ.

Develop. / Code
Enforcement
CEDD-018 Hearing Officer Determinations / Appeals of Code Enforcement Actions
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD GC §34090
Comm. & Econ.

Develop. / Code
Enforcement
CEDD-019 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
ECONOMIC DEVELOPMENT (includes Successor Agency)
Comm. & Econ.

Develop. / Econ.

Develop.

CEDD-020 Cannabis Applications & Permits Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. / Econ.

Develop.

CEDD-021 Economic Development Projects Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-4
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Comm. & Econ.

Develop. / Econ.

Develop./
Successor
Agency
CEDD-022
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP Projects,
and 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
Public Works /
Engineering CEDD-023
Redevelopment Projects & Project Areas
CIP Projects built by Redevelopment Agency,
if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CEDD-024
Redevelopment Projects & Project Areas
Environmental Documents / CEQA Permits,
EIRs, Categorical Exemptions, Negative
Declarations, etc.

Send to
Planning
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CEDD-025
Redevelopment Projects & Project Areas
Real Property: Deeds, Easements, Rights of
Way
Send to City
Clerk
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090(a)

PLANNING
Lead Dept. CEDD-039 Permit Database (POSSE PLS / Computronix - and Permits Plus Legacy Database)
Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-5
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Comm. & Econ.

Develop. /
Planning
CEDD-040
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, etc.)
Examples:

Conditional Use Permits (CUPs)
Density Bonus
Development Permit
General Plan / General Plan Amendments
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
Comm. & Econ.

Develop. /
Planning
CEDD-041 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
Comm. & Econ.

Develop. /
Planning
CEDD-042 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Census Bureau CEDD-043 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD (Non-Records - Census Bureau is OFR)
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-6
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Comm. & Econ.

Develop. /
Planning
CEDD-044
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Develop. /
Planning
CEDD-045
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
Comm. & Econ.

Develop. /
Planning
CEDD-046
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans and
Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CEDD-047
Historic Preservation Fund Committee - Agendas
& Staff Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Comm. & Econ.

Develop. /
Planning
CEDD-048 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CEDD-049 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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-7
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CEDD-050
Planning Commission - Agendas & Staff
Reports, Audio or Video Recordings, Minutes.

Resolutions
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Comm. & Econ.

Develop. /
Planning
CEDD-051
Temporary Use 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
Comm. & Econ.

Develop. /
Planning
CEDD-052 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CEDD-053 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Comm. & Econ.

Develop. /
Planning
CEDD-054 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7

REAL PROPERTY / SUCCESSOR AGENCY REAL PROPERTY
Lead Dept. CEDD-055 Real Property Database Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Division Providing
Service / Work CEDD-056 Leases, Licenses Negotiations
Termination
of Lease or
License + 2
years

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

QC & OD
Department Preference; CCP §§337 et
seq., GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: COMMUNITY & ECONOMIC DEVELOPMENT (Building, Code Enforce, Econ Dev / Successor Agency, Planning, Real Property) Page CEDD-8
Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Comm. & Econ.

Develop. / Real
Property
CEDD-057
Real Property: Deeds, Easements, Rights of Way
- HISTORICALLY SIGNIFICANT RECORDS:

Copy of recorded document, Title Insurance, etc.

Send all final recorded documents to the City
Clerk
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Comm. & Econ.

Develop. / Real
Property
CEDD-058
Real Property: Deeds, Easements, Rights of Way
- NOT HISTORICALLY SIGNIFICANT
RECORDS: Real Estate Appraisals,
Unsuccessful Proposals, Alternative Studies,
Grants, Insurance Certificates, Relocations, etc.

Send all final recorded documents to the City
Clerk
Completion +
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; all statute of
limitations have expired; CCP §337 GC
§34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: COMMUNICATIONS & MARKETING Page COMM-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

COMMUNICATIONS & MARKETING
Commun. &
Marketing CM-001 City Magazine P Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Commun. &
Marketing CM-002
Government Access Channel Programming
/ Community Programming / Cable TV
Programming
2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090 et seq.

Lead Depart. CM-003
Graphics, Photos and Art for Various
Records: Brochures, Displays, Exhibits,
Fact Sheets, Newsletters, Plans,
Presentations, Publications, Reports,
Studies
Copies;
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
The Requesting / Lead Department / Office of
Record retains the final record for the retention
period based upon the CONTENT of the record;
GC §60201
Commun. &
Marketing CM-004 Public Relations 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090
Commun. &
Marketing CM-005
Video Recordings - Public Areas / Public
Activity (Does not record regular and
ongoing operations)
When No
Longer
Required
Mag Does not record regular and ongoing operations;
GC §34090.6 et seq,
Commun. &
Marketing CM-006
Video Recordings - Regular and Ongoing
operations or Building Security
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations or
Building Security; GC §34090.6 et seq,
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 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).

FINANCE / ADMINISTRATION
Finance /
Lead Div.
and
RPU / Lead
Div.

FIN-001 Financial Services Database / ERP Database
(One Solution)
Indefinite -
Minimum 25
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
For Compliance with FERC (Federal
Energy Regulatory Commission)
requirements (accumulated
depreciation according to functional
classification of plant, and service life
of property and the percentage of
salvage and cost of removal for
property retired from each account for
depreciable utility plant are required for
25 years); Meets municipal government
auditing standards; 18 CFR 125.3; GC
§34090
Finance /
Admin. FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Admin. FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (preliminary
drafts); GC §34090
Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc.

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

QC & OD
Department Preference (exceeds
municipal government auditing
standards to ensure FEMA or OES
does not recoup money); GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 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).

RPU /
Electric
Delivery
FIN-005 Depreciation Schedules for Electric Plants 25 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
For Compliance with FERC regulations
(accumulated depreciation according to
functional classification of plant, and
service life of property and the
percentage of salvage and cost of
removal for property retired from each
account for depreciable utility plant are
required for 25 years); Meets municipal
government auditing standards; 18
CFR 125.3; GC §34090

FINANCE / DEBT & CITY TREASURER
Finance /
Admin. FIN-006
Bonds & Bond Sales (Revenue Bonds) /
Official Statements / Transcripts / Certificates
of Participations (COPs) / General Obligation
Bonds / Revenue Bonds / Assessment District
Bonds / CFD Bonds - Includes Continuing
Disclosure Reports
Maturity,
Fully
Defeased +
10 years
Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are
10 years; There are specific
requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a);
26 CFR 1.6001-1(e): GC §43900 et
seq.

City Clerk FIN-007 Investment Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City
Clerk); GC §34090.7
Finance /
Admin. FIN-008
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
Maturity,
Fully
Defeased +
10 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Exceeds
auditing standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
City Clerk FIN-009 Treasurer's Reports (in City Council Agenda Packet)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City
Clerk); GC §34090.7
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 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).

FINANCE / BUDGET
City Clerk FIN-010
Budget Engagement Commission - Agendas &
Staff Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City
Clerk); GC §34090.7
Finance /
Budget FIN-011 Budgets - Adopted / Final P
Yes:

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

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

Finance /
Budget FIN-012 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

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

QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-013 Business License Database / ERP Database
(HdL)
Indefinite -
Minimum 5
years
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-014 Business License Applications, Registrations
and Renewals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Business
License
FIN-015 Dog License Applications, Registrations and
Renewals 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 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).

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-016 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.

FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-017
Accounts Payable / Invoices and Backup -
except P-Card statement Detailed backup and
receipts, which are retained by Departments
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
10 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 /
General
Accounting
FIN-018
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 /
General
Accounting
FIN-019
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Street Lighting Districts / Special Districts
(Engineers Reports are retained by the City
Clerk in the City Council Agenda Packets)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
General
Accounting
FIN-020
Bank Statements and 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 /
General
Accounting
FIN-021 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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 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).

Finance /
General
Accounting
FIN-022 Bankruptcies - Where a claim is filed 10 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; liens for
unpaid water bills are good for 10
years, unless extended; GC §34090,
R&T §3105; WTR §§36729, 37212
Finance /
General
Accounting
FIN-023 Checks / Warrant Register Report (issued)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-024 Checks / Warrants (Cashed or Returned /
NSF) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
General
Accounting
FIN-025 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 /
General
Accounting
FIN-026 Donation Forms and Records / Raffle Prize
Forms 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 /
General
Accounting
FIN-027 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 /
General
Accounting
FIN-028 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-029 Journal Entries / Journal Vouchers / Budget
Adjustments (Excludes Public Utilities) 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-030
Property Damage Claims / Restitution /
Recovery of Damages to City Property /
Subrogation Claims:/ City's Invoices to
Insurance Companies
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
municipal government auditing
standards; GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 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).

Finance /
General
Accounting
FIN-031
Reports, Financial Reports Created by the
Finance Database, General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.

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

QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-032
Reports: Annual State or 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 /
General
Accounting
FIN-033 Vehicle Titles (Pink Slips) Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Given to Auction House / New Owner;
GC §34090
Finance /
General
Accounting
FIN-034 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 /
Lead Div. FIN-035 Financial Services Database / ERP Database (One Solution)
Indefinite -
Minimum 25
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 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).

Finance /
Payroll FIN-036
CalPERS Reports, Annual Valuation Reports,
Actuarial Valuation Reports, Annual Employer
Statements
10 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 /
Payroll FIN-037 Checks / Warrant Register Report - Payroll Only 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-038 Checks / Warrants - Cancelled - Payroll Only 10 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-039
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-040 Employee Payroll File (may include W-4s) Separation + 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
Finance /
Payroll FIN-041 Employment Verifications (From lenders or other outside companies)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

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

Finance /
Payroll FIN-042 Garnishments, Child Support, Court Orders regarding Employee Wages
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Payroll FIN-043 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 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).

Finance /
Payroll FIN-044 PERS Statements 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-045 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 10 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&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 29 CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-046 W-2's 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-047 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

FINANCE / PURCHASING
Finance /
Purchasing FIN-048
Bidding Database (Planet Bids) / Unaccepted
Proposals
Specifications and Successful Proposals /
Agreements and Contracts are retained outside
the database
Indefinite -
Minimum 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
FERC regulations require 6 years for
unaccepted bids; 18 CFR 125.3; GC
§34090
Finance /
Purchasing FIN-049 Purchase Orders, Purchasing Projects Indefinite -
Minimum 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
FERC regulations require 6 years; 18
CFR 125.3; GC §60201
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 6.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 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).

Finance /
Purchasing FIN-050 Warehouse Inventory / Parts Database (Was Central Stores in Public Utilities prior to 2021)
Minimum 25
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
For Compliance with FERC
regulations; Meets municipal
government auditing standards; 18
CFR 125.3; GC §60201

FINANCE / RISK MANAGEMENT
Finance /
Risk
Manage.

FIN-051 Origami Database (Insurance Certificates)
Indefinite
Minimum 11
years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers E&O
Statute of Limitations; CCP §§336(a),
337 et. seq., GC §60201 et seq.

City
Attorney FIN-052 Claim for Damages / Claims Against the City / Verified Tort Claims
Final
Resolution +
5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; municipal
government auditing standards is 5
years - Finance retains records of
payments; Statute of Limitations is 4
years; CCP §§337 et seq., 343; GC
§34090,
Finance /
Risk
Manage.

FIN-053 Insurance Certificates for Vendor Contracts
(prior to Origami) 11 years Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers E&O
Statute of Limitations; CCP §§336(a),
337 et. seq., GC §60201 et seq.

Finance /
Risk
Manage.

FIN-054
Insurance Policies -
General Liability, Workers Compensation
Excess Liability
Expiration +
4 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers 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
Finance /
Risk
Manage.

FIN-055 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
RIVERSIDE, CA.

Adopted:
©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
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).

FIRE ADMINISTRATION
Fire /
Admin. FR-001 Fire Incident RMS (Firehouse)
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 Employee
Applicants (Fire employees only)
Separation +
4 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; ; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Fire /
Admin. FR-003
Background Files - Unsuccessful
Employee Applicants (Fire Employees
only)
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)(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 and 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 and 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-008 Strike Team Reimbursement (OES / FEMA) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
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).

Fire / EMS FR-009 ePCR Database (ImageTrend)
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 EMS); GC §34090 et seq.

Fire / EMS FR-010 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - required for 3 years; 21
CFR §1304.04, 1310.04; 22 CCR 70263 and
71233; FA §32003(e), B&P 4081; GC §34090
Fire / EMS FR-011 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-012 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 24 CFR 164.530(j)
Fire / EMS FR-013
Patient Care Reports / PCRs / e-PCRs (EMS
transportation) Reports: ALL (medical and
non-medical.)
Includes e-PCR Database / Electronic
Patient Care Report Database
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; minors are required until
1 year after age 18, but not less than 7 years; 10
years is recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, GC §34090;
H&S §§1797.98e 123145; 42 CFR 482.24(b); 9
CCR 9444, 22 CCR 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
FIRE / CUPA - Certified Unified Program Agency - PA - Participating Agency / Fire Prevention Fire / CUPA
& Fire
Prevention
FR-014 Fire Billing Database / Fire Inspection
Billing Invoices
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire / CUPA
& Fire
Prevention
FR-015 CUPA Files
Chain of Custody
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

FIRE / EMERGENCY MEDICAL SERVICES (EMS)
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
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).

Fire / CUPA
& Fire
Prevention
FR-016
CUPA Files
Chemical Classification Correction Notice /
Letter, Chemical Classification Summary
Report, Correspondence, Lab Results,
Confidential Notes to File, Photographs,
Storm Drainage Site Map, Site Assessment
Reports, Site Assessment / Mitigation
Letters, Environmental oversight
Agreements, Site Assessment Invoices, Site
Assessment Sample Data, Site Assessment
Correspondence
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; 19 CCR 2775.1, 19 CCR
5090.7; GC §34090
Fire / CUPA
& Fire
Prevention
FR-017
CUPA Files
Enforcement: Administrative Enforcement
Order, Certificate of Return to Compliance,
Failure to Comply Letter, Inspection Report
& Notice of Violation, Judgement / Legal
Settlements, Notice of Violation & Notice to
Comply, Proof of Service letters, Discharge
Notification / Service Requests
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference;19 CCR 5090.6, 19 CCR
5100.8, 19 CCR 5100.8, 19 CCR 5100.6 GC
§34090
Fire / CUPA
& Fire
Prevention
FR-018
CUPA Files
Hazardous Waste Determination
Documentation, Hazardous Waste
Generator Inspection Report, Hazardous
Waste Tank Closure Certification,
Hazardous Waste Control program, Site
Mitigation
P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference; 19 CCR 2775.1, 19 CCR
5090.7; GC §34090
Fire / CUPA
& Fire
Prevention
FR-019
CUPA Files
Hazardous Waste Self-Audit Checklist /
CUPA Self-Audit Report
5 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department preference;19 CCR 5090.6, 19 CCR
5100.8, 19 CCR 5100.8, 19 CCR 5100.6 GC
§34090
Fire / CUPA
& Fire
Prevention
FR-020
CUPA Files
State Records: Hazardous Materials
Business Plans & Annual Certification
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Submitted electronically to California
Environmental Reporting System (CERS); 27,
CCR 15185 et seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
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).

Fire / CUPA
& Fire
Prevention
FR-021
CUPA Files
Aboveground and Underground Storage
Tanks: Inspection Reports, Installation
Plans, Modification Plans, Removal Plans
Life of the
Tank + 5
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Fire / CUPA
& Fire
Prevention
FR-022 Hazardous Materials Business Plans
(HMBP), Inventories, Permits, etc. P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention FR-023
Development Review / Fire Sprinkler, Fire
Safety Plans (Final, Fire Safety Approved
Plans Only)
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for the Life of the Structure or Activity,
or Minimum 5 years whichever is longer for
Approvals, Inspections, Fires, Modification /
Alternative Methods or Materials; CFC §§ 104.6 –
104.6.4; GC §34090
Fire / Fire
Prevention FR-024 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
Fire / Fire
Prevention FR-025
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods or Materials / Fire
Citations / Notice of Violations
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for the Life of the Structure or Activity,
or Minimum 5 years whichever is longer for
Approvals, Inspections, Fires, Modification /
Alternative Methods or Materials; CFC §§ 104.6 –
104.6.4; GC §34090
Fire / Fire
Prevention FR-026 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.

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 GC §34090 et seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
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).

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.

Fire / Fire
Prevention FR-029
Plans: Fire Safety Plans / Fire Construction
Documents / Fire Sprinkler 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
Department preference; Required to be retained
for Completion + 180 days; CFC §106.4; GC
§34090 et seq
Fire / Fire
Prevention FR-030 Public Information / Education (when
produced internally)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / OFFICE OF EMERGENCY MANAGEMENT (OEM)
Fire / OEM FR-031
Community Emergency Response Team
(CERT) Applications, Disaster Service
Worker Oaths, Registration authorizations,
Background and LiveScan record,
Equipment Distribution Form, etc.)
Inactive /
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC
& OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; retirement benefits is 6 years from last
action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12960, 34090; 29
USC 1113
Fire / OEM FR-032 Disaster Reimbursement / FEMA Claims / OES Claims / Strike Team Reimbursement 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Fire / OEM FR-033 Drills / EOC Activations 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-6
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).

Fire / OEM FR-034 Emergency Preparedness Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
City Clerk FR-035 Mutual Aid Agreements, Joint Power
Authorities (Local and 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 / OEM FR-036 Urban Search and Rescue (USAR) 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / OPERATIONS / SUPPRESSION
Fire / Ops FR-037 Fire Operations & Equipment Database (Fire House Calls for Service, etc.)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire / Ops FR-038 Fire Investigations - Arson & Capital Crimes Only 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 / Ops FR-039 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 / Ops FR-040 Fire Station Inspection Reports 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-041 PPE Checklists (Personal Protective
Equipment Checklists) 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Ops FR-042 Pre-Fire Plans When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Ops FR-043 Ride-A-Long Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-7
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).

Fire / Ops FR-044 Station Log Books / Red Books 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / TRAINING
Fire /
Training FR-045 _Training Database (Vector Solutions /
Target Solutions)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire /
Training FR-046
Training File (by employee - in Vector
Solutions Database)
Individual Training Certificates, Continuing
Education for Paramedics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL SERVICES
(Building Services, Capital Improvement, Fleet, Property Management) Page GS-1
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).

GENERAL SERVICES / BUILDING SERVICES
Division
Providing
Service / Work
GS-001
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
GS-002
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
GS-003
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

GENERAL SERVICES / CAPITAL IMPROVEMENTS
Lead Dept.
(Managing the
Project)
GS-004
Capital Improvement Projects (CIP):

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL SERVICES
(Building Services, Capital Improvement, Fleet, Property Management) Page GS-2
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).

Lead Dept.
(Managing the
Project)
GS-005
Capital Improvement Projects (CIP):

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

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

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL SERVICES
(Building Services, Capital Improvement, Fleet, Property Management) Page GS-3
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).

Lead Dept.
(Managing the
Project)
GS-008
Capital Improvement Projects (CIP):

Environmental Determinations:

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
City Clerk GS-009
Commission on Disabilities - Agendas & Staff
Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7

GENERAL SERVICES / FLEET MANAGEMENT
Lead Dept. GS-010 AQMD Permits - for Generators, etc. Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
General
Services / Fleet
Management
GS-011
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)
General
Services / Fleet
Management
GS-012 Fleet - Tire Disposal / Waste Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
General
Services / Fleet
Management
GS-013 Fleet - Used Oil Disposal Manifests 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL SERVICES
(Building Services, Capital Improvement, Fleet, Property Management) Page GS-4
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).

General
Services / Fleet
Management
GS-014
Fleet - Vehicle & Equipment History Files -
Includes Aerial Devices / Crane Maintenance
and Special Transit Buses
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
5 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
344.80 & 81; 18 CFR 125.2(a)(4); 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. GS-015 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
General
Services / Fleet
Management
GS-016 Inspections or Audits by the CHP (Fleet) 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
Division
Providing
Service / Work
GS-017
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
GS-018
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

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

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: GENERAL SERVICES
(Building Services, Capital Improvement, Fleet, Property Management) Page GS-5
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).

GENERAL SERVICES / PROPERTY MANAGEMENT
Lead Dept.
(Managing the
Project)
GS-020
Capital Improvement Projects (CIP):

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Division
Providing
Service / Work
GS-021
Lease / Tenant Records / Move-in & Move-out /
Disputes
(Includes Magnolia Shopping Center and other
properties)
Termination
of Lease + 2
years

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

QC & OD
Department Preference; CCP §§337 et
seq., GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & HUMAN SERVICES Page HHS-1 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CDBG (Community Development Block Grants)
Housing &
Human Services /
CDBG
H&HS-001
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, Subrecipients
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, &
570.502(a), 29 CFR 97.42; OMB Circular
A-110 & A-133; GC §34090

HOUSING AUTHORITY
Housing &
Human Services /
Housing Authority
H&HS-002 Affordable Housing Projects: Withdrawn /
Rejected 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Housing &
Human Services /
Housing Authority
H&HS-003 Applications for Loans / Rental Programs / Silent Seconds, etc.: Not Qualified / Rejected 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Housing &
Human Services /
Housing Authority
H&HS-004
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME /
CDBG Housing Projects
WITHOUT a Recapture / Resale Restriction
Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & HUMAN SERVICES Page HHS-2 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Housing &
Human Services /
Housing Authority
H&HS-005
Housing Programs: Affordable Housing Projects,
Rehabilitation, First Time Home Buyers, HOME,
Affordable Covenants and Restrictions / CDBG
Housing Projects
WITH 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)(c)(2) & 570.502(b),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Housing &
Human Services /
Housing Authority
H&HS-006
HUD Plans: Consolidated Annual Performance
and Evaluation Review (CAPER) /
Comprehensive Housing Affordability Strategy
(CHAS) / Consolidated Action Plan / Analysis of
Impediments to Fair Housing Choices / Citizen
Participation Plan / Action Plans / HOPA /
HOPWA (Housing Opportunities for Persons with
AIDS), Emergency Solutions Grants (ESG),etc.

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

QC & OD
Required for 5 years; 24 CFR 91.105(h);
GC §34090
Housing &
Human Services /
Housing Authority
H&HS-007 Mobilehome Registrations
Expiration of
Registration
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Housing &
Human Services /
Housing Authority
H&HS-008 Mobilehome Rent Increase Complaints 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Housing &
Human Services /
Housing Authority
H&HS-009 Mobilehome Rent Control Rent Increases P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

HUMAN SERVICES
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & HUMAN SERVICES Page HHS-3 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Housing &
Human Services /
Human Services
H&HS-010
Grant RFPs (Request for Proposals) and
Proposals (Successful and Unsuccessful (may be
funded by General Fund, CDBG or other funding
sources)
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 2 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR;
OMB Circular A-133; GC §34090
Housing &
Human Services /
Human Services
H&HS-011 Homeless / Unhoused Referrals 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Housing &
Human Services /
Human Services
H&HS-012 Homeless Services, Outreach - FUNDED BY

OUTSIDE GRANTS
After Funding
Agency
Audit, if
required -
Minimum 5
years

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

QC & OD
Standard municipal government practice
(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, &
570.502(a), 29 CFR 97.42; OMB Circular
A-110 & A-133; GC §34090; GC §8546.7
Housing &
Human Services /
Human Services
H&HS-013 Homeless Services, Outreach - FUNDED BY THE
GENERAL FUND 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Standard municipal government practice
(Meets auditing standards); GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & HUMAN SERVICES Page HHS-4 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Housing &
Human Services /
Human Services
H&HS-014 Program Reports (Annual Reports are submitted
to City Council) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Housing &
Human Services /
Housing Authority
H&HS-015
Rental Assistance (funded by various sources -
CDBG (Community Development Block Grant),
ESG (Emergency Solutions Grants), HOME
(HOME Investment Partnerships Program), HOPA
/ HOPWA (Housing Opportunities for Persons with
AIDS)
Completion +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 2 CFR 200.334;
24 CFR 92.508(a)(c), & 570.502,
982.158, 884.214; 29 CFR 97.42; GC
§34090
Housing &
Human Services /
Housing Authority
H&HS-016 Rental Assistance Property Management: Tenant Income Verifications, Inspection Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 24 CFR 982.158(e); 29 CFR 97.42;

OUTREACH SERVICES
Housing &
Human Services /
Outreach
Services
H&HS-017 Code Enforcement - Housing & Human Services
Only
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
Housing &
Human Services /
Outreach
Services
H&HS-018
Notice of Violations ./ Code Enforcement Citations
/ Reminder Notices - Housing & Human Services
Only
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: HOUSING & HUMAN SERVICES Page HHS-5 Office of Record
(OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Housing &
Human Services /
Outreach
Services
H&HS-019 Public Safety and Engagement Team.(PSET) /
Homeless Services
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
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 2 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR;
OMB Circular A-133; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & WORKERS COMPENSATION & SAFETY
Page HR-1
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).

HUMAN RESOURCES
Human
Resources HR-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and 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-002 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 4 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
P 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-004
Classification / Reorganization Studies /
Compensation Studies (for employee
classifications and department structures)
P 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
Human
Resources HR-005 DE-34 (California EDD Report of New
Employees) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & WORKERS COMPENSATION & SAFETY
Page HR-2
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).

Human
Resources HR-006 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-007 DMV Pull Notices - ALL
When
Superseded
or
Upon
Separation
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-008
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims and Determinations
P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Human
Resources HR-009 Employee Investigations P 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 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-010
Equal Opportunity Reporting: EEO-4
Reports and records required to generate
EEO-4 report (Self-Identification Form, etc.)
3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090
Human
Resources HR-011 Family Leave / FMLA Claims P Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & WORKERS COMPENSATION & SAFETY
Page HR-3
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).

Human
Resources HR-012 Grievances P 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 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090; LC
1198.5; 26 CFR 31-6001-1
City Clerk HR-013
Human Resources Board - Agendas & Staff
Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Human
Resources HR-014 I-9s P 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-015 Job Descriptions / Job Classification / Job Specifications (Adopted by Resolution) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law
requires 4 years for employment actions;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090; LC 1198.5
Human
Resources HR-016 Livescan Applications for Volunteers 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & WORKERS COMPENSATION & SAFETY
Page HR-4
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).

Human
Resources HR-017
Personnel Files - Employee Background
File (Except for Fire and Police)
Selected Employees have Background Files
which include LiveScan Responses / CORIs
(Criminal Offender Record Information)
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; W-4s are
required four years after the due date of
such tax for the return period to which the
records relate, or the date such tax is paid,
whichever is the later. 26 CFR 31-6001-1;
29 CFR 1602.31 & 1627.3(b)(1), GC §§
3105, 12946, 12960, 34090, LC 1198.5
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,
Harassment Prevention Training Certificates,
PAF / Action Forms, Miscellaneous -
Physical Location, Outside Employment,
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 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Human
Resources HR-019
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respiratory
Fit Tests, etc.

Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
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
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & WORKERS COMPENSATION & SAFETY
Page HR-5
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).

Human
Resources HR-020
Recruitment and Testing File / NeoGov
Database
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
Volunteer / Unpaid Intern Applications /
Agreements - Successful
Selected Volunteers have Background Files
which include LiveScan Clearance
Documentation
Inactive /
Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2-3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12960, 34090
Human
Resources HR-022
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful
Selected Volunteers have Background Files
which include LiveScan Clearance
Documentation
3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2-3 years; retirement
benefits is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12960, 34090;
29 USC 1113
Human
Resources HR-023
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD LC §6401.9(f), GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & WORKERS COMPENSATION & SAFETY
Page HR-6
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).

HUMAN RESOURCES / WORKERS COMPENSATION
Human
Resources /
Workers
Compen.

HR-024
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports, From
DWC-1 Forms from Employees)
P 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

HUMAN RESOURCES / SAFETY
Human
Resources /
Safety
HR-025 Employee Mishap Reports (no DWC-1 form
filed by the Employee) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Human
Resources /
Safety
HR-026 OSHA Citations and 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 /
Safety
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 /
Safety
HR-028 Safety Committee / Safety Steering
Committee 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

Human
Resources /
Safety
HR-029
Safety Data Sheet (SDS) / Material Safety
Data Sheet (MSDS) / Chemical Use Report
Form (or 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 &
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
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 7.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES & WORKERS COMPENSATION & SAFETY
Page HR-7
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).

Human
Resources /
Safety
HR-030 Safety Investigations 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), 29 CFR
1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Safety
HR-031
Workplace Safety Audits / Site Inspection
Forms / Self Inspections / Job Site
Inspections / Facility Inspections
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: INNOVATION & TECHNOLOGY Page I&T-1 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).

Innovation &
Technology I&T-000
Aerial Photographs (Historical - Analog /
Paper, Black & White arial photos of the
City)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Innovation &
Technology I&T-001 Backups - DAILY, WEEKLY
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.

Innovation &
Technology I&T-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

Innovation &
Technology I&T-003 Network Configuration Maps & Plans
When No
Longer
Required
Mag.

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

Innovation &
Technology I&T-004

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / (WORM / DVD-r / CD-r /
Blue Ray-R / Optical Disk) or other
unalterable media that does not permit
additions, deletions, or changes
Follows the
Retention of
the Official
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.

Innovation &
Technology I&T-006
Video Recordings - Does NOT Record
regular and ongoing operations or
Building Security
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Innovation &
Technology I&T-005
Video Recordings - Records regular and
ongoing operations or Building Security
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,

INNOVATION & TECHNOLOGY
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

LIBRARY
Library LIB-001 _Library Information / Library Management System Database (Polaris)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
Finance LIB-002 Cash Receipts / Revenue Backup
Copies -
When No
Longer
Required
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Library LIB-003 Comment Cards / How are We Doing?
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 LIB-004 Contest Entries (Photo Contests, etc.)
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 LIB-005 Contest Winners (Photo Contests, etc.)
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 LIB-006
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'd &
OD
GC §34090
Finance /
Accounting LIB-007 Donation Forms and Records / Raffle Prize Forms Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Send originals to Finance; GC §34090.7
Lead Dept. LIB-008 Facility Rental Applications (Room Reservations, etc.) 2 years Yes: Before
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Library LIB-009
Grants: LSTA (Library Services and Technology),
CLLS (California Library Literacy Services); or
other Grants
Applications (successful), grant agreement,
copies of invoices, program rules, regulations &
procedures, reports to grant funding agencies,
correspondence, audit records, completion
records
Final
Expenditure
+ 5 years

Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Lead Dept. LIB-010 Incident Reports / Disruptive Patrons / Exclusions Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference to retain repeat
offenders longer; GC §34090
Library LIB-011 Library Art, Artists and/or Projects -
Temporary Exhibits
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
City Clerk LIB-012
Library Board of Trustees - Agendas & Staff
Reports, Audio or Video Recordings, Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Library LIB-013
Library Programs - Education, Youth & Families,
Lifelong Learning, etc. (Program Manager's
Records)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Library LIB-014 Library Statistics / Circulation Reports When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Can be re-printed from Library Database;
may be placed in Library Board's Agenda
Packet; GC §34090 et seq.

Library LIB-015 Patron Applications / Internet User Agreements (Entered into Library Information Database)
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Source Drafts - Entered into Library
Information Database; GC §34090
Library LIB-016 Program Sign Ups (e.g. Summer Reading)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Preliminary / Transitory documents not
retained in the ordinary course of
business; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. LIB-017 Registrations / Sign-ins / Waivers (Signed by participants, or their parent or guardian) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Library LIB-018 Waivers / Release Forms (Artists / Exhibitor's work in Display Cases / Transportation Waivers) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 3.0 RECORDS RETENTION SCHEDULE: MAYOR / MAYOR'S OFFICE Page MAY-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

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

MAYOR
Mayor MAY-001 Proclamations / Commendations /
Memoriums / Recognitions, etc.

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

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

Mayor MAY-002 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.

Mayor MAY-003 Riverside Youth Council - All Records Minimum 2 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (not an advisory board to
the City Council); GC §34090 et seq.

Mayor MAY-004 Task Force / Mayor Task Force - All
Records
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference (not an advisory board to
the City Council); GC §34090 et seq.

Finance MAY-005 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: MUSEUM Page MUS-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

MUSEUM
Museum MU-001
Artifact and Specimen Collection Records,
including Invoices and appraisals
(Documentation of Value)
Museum of Riverside, Harada House and
Heritage House)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
General
Accounting
MU-002 Donation Forms and Records / Raffle Prize Forms
Copies -
When No
Longer
Required
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Send originals to Finance; GC §34090.7
Museum MU-003
Museum Exhibitions / Temporary Exhibitions
(Temporary Exhibitions or Displays /
Temporary Events)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (Institutional
archive); GC §34090
City Clerk MU-004
Museum of Riverside Board - Agendas & Staff
Reports, Audio or Video Recordings, Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Museum MU-005
Program Manager's Files: Activity / Special
Programs / Event Files: After-School, Children's
Programs, Gardening, Botany Programs, etc.

IF the Content relates in a SUBSTANTIVE way to
the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Museum MU-006 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Museum MU-007 Schedules / Hours (classes and 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
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ARTS & CULTURAL AFFAIRS
City Clerk PR&CS-001
Cultural Heritage Board - Agendas & Staff
Reports, Audio or Video Recordings, Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Parks,
Recreation &
Comm. Services
/ Arts & Cultural
Affairs
PR&CS-002 Film Permits
Expiration of
Permit + 2
years

Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks,
Recreation &
Comm. Services
/ Arts & Cultural
Affairs
PR&CS-003
Public Art / Art In Public Places Program (ALL
Projects) - Proposed / Not Completed /
Unsuccessful Applications
Proposed or Unsuccessful Permanent or
Temporary (not purchased, nor installed projects)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks,
Recreation &
Comm. Services
/ Arts & Cultural
Affairs
PR&CS-004
Public Art / Art In Public Places Program
(Permanent Projects) - Completed, Accepted
Applications
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
Parks,
Recreation &
Comm. Services
/ Arts & Cultural
Affairs
PR&CS-005
Public Art / Art In Public Places Program
(Temporary Exhibits or Displays / Temporary
Events) - Completed
Completed Temporary artwork displays, or cultural
Arts
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Parks,
Recreation &
Comm. Services
/ Arts & Cultural
Affairs
PR&CS-006 Public Art Inventory & Acquisition Invoices and Documentation of Value & Restoration P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Parks,
Recreation &
Comm. Services
/ Arts & Cultural
Affairs
PR&CS-007 Special Event Permits, Special Events Expiration + 2 years
Yes: During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
PARKS
Lead Dept. PR&CS-010 Generator Operation Logs & Inspections for City Hall Generator only 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. PR&CS-011 Herbicide or Pesticide Application Forms 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623, 40
CFR 110.3(d)
Parks,
Recreation &
Comm. Services
/ Parks
PR&CS-012 Playground Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PR&CS-013 Tree DATABASE (West Coast Arborists) Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Lead Dept. PR&CS-014 Tree Maintenance, Trimming, Arborists Reports (ALL City-owned trees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Responsible for
the Work)
PR&CS-015
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System) / ASSET MANAGEMENT

DATABASE
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Lead Dept.
(Responsible for
the Work)
PR&CS-016
Work Orders / Service Requests - All Information
Entered in CMMS Database / ASSET

MANAGEMENT DATABASE
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Lead Dept.
(Responsible for
the Work)
PR&CS-017
Work Orders / Service Requests - NOT entered
in CMMS Database / ASSET MANAGEMENT
DATABASE (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

PLANNING & DESIGN
Parks,
Recreation &
Comm. Services
/ Planning &
Design
PR&CS-018
Capital Improvement Projects (CIP) - where Parks
& Recreation is the Lead: MAINTENANCE-
ONLY PROJECTS (Painting, Re-Roof, etc. - No
change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Parks,
Recreation &
Comm. Services
/ Planning &
Design
PR&CS-019
Capital Improvement Projects (CIP) - where Parks
& Recreation is the Lead: 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

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Parks,
Recreation &
Comm. Services
/ Planning &
Design
PR&CS-020
Capital Improvement Projects (CIP) - where Parks
& Recreation is the Lead: Permanent File
Plans, RFP / Specifications & Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
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
Parks,
Recreation &
Comm. Services
/ Planning &
Design
PR&CS-021
Drawings - where Parks & Recreation is the
Lead: Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Lead Dept.
(Managing the
Project)
PR&CS-022
Capital Improvement Projects (CIP):

Environmental Determinations:

Correspondence and internal staff notes that
provide insight into the project or the agency’s
CEQA compliance with respect to the project
Environmental Impact Reports (EIRs), Negative
Declarations, etc.) / CEQA
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

RECREATION
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-023 Recreation Activity Registration Database
(ActiveNet)
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-024 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
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-025
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
City Clerk PR&CS-026
Commission on Aging - Agendas & Staff
Reports, Audio or Video Recordings, Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-027 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 / Transitory records; GC §34090
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-028 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-029 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-030
Park Facility Use Requests / Field Rentals /
Facility Use Applications and Permits (Includes
Insurance Certificates and ABC Permits where
appropriate)
Expiration of
Permit + 2
years

Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Clerk PR&CS-031
Parks & Recreation Commission - Agendas &
Staff Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-032
Program Manager's Files: Activity / Special
Programs / Event Files: After-School, Children's
Programs, Gardening, Health Programs, Sports
Programs, etc.

IF the Content relates in a SUBSTANTIVE way to
the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-033 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks,
Recreation &
Comm. Services
/ Recreation
PR&CS-034 Schedules / Hours (classes and 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

SPECIAL TRANSIT
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-035 Transit Reservation Database (ActiveNet)
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-036 Transit Route Match Database
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-037
Customer Comments (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'd &
OD
GC § 34090
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-038 Driver's Daily Check-ins / Vehicle Pre-Checks / Drivers Manifests 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-039
Funding & Grants: FTA, Others: Equipment
(Buses, Vehicles) and Real Property
Equipment is defined as "useful life of more than
one year and an acquisition cost which equals or
exceeds the lesser of the capitalization level
established by the governmental unit for financial
statement purposes, or $5,000. Includes rolling
stock and 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
FTA Retention for Equipment Records.
"The three year retention period for the
equipment records starts from the date of
the equipment’s disposition or
replacement or transfer"; Equipment is
defined as "useful life of more than one
year and an acquisition cost which equals
or exceeds the lesser of the capitalization
level established by the governmental
unit for financial statement purposes, or
$5,000. Includes rolling stock and all
other such property used in the provision
of public transit service".5 years meets
auditing standards and federal
requirements; FTA - Ciricular_5010_1D,
III(7); OMB Circular A-110 & A-133; GC
§34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-040
Funding & Grants: FTA, Others: Excluding
Equipment (Buses, Vehicles) and 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
FTA Retention for other Records. "three
years from the starting date specified ...";
"multi-year projects is
the date of submission of the final FSR
upon project completion"';5 years meets
auditing standards and federal
requirements; FTA - Ciricular_5010_1D
III(7); OMB Circular A-110 & A-133; GC
§34090
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-041 Historically Significant Records - COG
Interpretations of MOU, Railroad Issues, etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC § 34090
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-042 Incident reports 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-043 Inspections or Audits by the CHP / Terminal
Audits (Transit) 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
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-044 Monthly Reports: Ridership Data, Daily Reports, Demand-Response / Dial-a-Ride. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Consistent with Fare & Passenger
Counts, Accounts Receivable and Cash
Receipts; GC §34090
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-045
Recordings - Audio Recordings - Transit Center
calls to specific extensions for customer service
and quality control purposes.

Minimum 100
days
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; legally mandated
for 100 days; GC §§34090, 34090.6
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: PARKS, RECREATION & COMMUNITY SERVICES (Arts & Cultural Affairs, Parks, Recreation, Planning Design, Special Transit) Page PR&CS-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-046
Recordings - Video Recordings - Transit Videos,
including Forward-Facing, Employee Activity,
Public Activity and Transit Vehicles
1 year
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; PUC §99164;
GC §§26202.6; 34090 .6
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-047 Short-Term Transit Plan P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC § 34090
Parks,
Recreation &
Comm. Services
/ Special Transit
PR&CS-048 Transit Contract Administration Completion +
5 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 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).

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. / Chief PD-001
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. / Chief PD-002 Reports and Studies - Historical P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-003 Reports and Studies - Operational Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

OPERATIONS / FIELD OPERATIONS / PATROL & TRAFFIC UNIT
Police / Ops /
Patrol &
Traffic
PD-004 Canine (Police Service Dogs) Program
Files: Animal Files
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-005 Ops Plans (Fourth of July, etc.) Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-006 PAS Device Calibration Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-007 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-008 Recordings: Automated License Plate
Readers (ALPR)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations - Recordings that are evidence are
booked into evidence; GC §34090.6 et seq,
Police / Ops /
Patrol &
Traffic
PD-009 Recordings: Drone (Unmanned Aerial
Vehicle)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations - Recordings that are evidence are
booked into evidence; GC §34090.6 et seq,
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 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).

Police / Ops /
Patrol &
Traffic
PD-010 Ride-A-Long Waiver Form 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-011 Speedometer Calibration Logs 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-012 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-013 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police / Ops /
Patrol &
Traffic
PD-014
Weapons Inventory / Firearms Inventory:

Department-owned weapons, personal
weapons, alternate weapons, secondary
handguns,
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090

OPERATIONS / INVESTIGATIONS
State of
California PD-015 Alcoholic Beverage Control Licenses / Permits / ABC Permit Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Not a City record
Police /
Operations /
Investigations
PD-016 Criminal Intelligence Files Last Entry +
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained
longer than 5 years; 28 CFR 23.20(h); GC
§34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 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).

Police /
Operations /
Investigations
PD-017 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Operations /
Investigations
PD-018 Informant Files / Gang Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Operations /
Investigations
PD-019 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Operations /
Investigations
PD-020 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 DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Operations /
Investigations
PD-021
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
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 DOJJ, records are destroyed after age
25 or sealing pursuant to W&I §781; GC
§34090.7
Police /
Operations /
Investigations
PD-022 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); GC §34090
Police /
Operations /
Investigations
PD-023 Registrants: Gang Juveniles Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration pursuant
to PC 186.3(a)); Records are destroyed
pursuant to W&I §781;GC §34090
Police /
Operations /
Investigations
PD-024 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 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).

Police /
Operations /
Investigations
PD-025 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Police /
Operations /
Investigations
PD-026 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Police /
Operations /
Investigations
PD-027
Regulatory Business Permits (Approved &
Unapproved)
Massage Permits
No Longer In
Business + 2
years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Police /
Operations /
Investigations
PD-028 U-Visas Minimum 4
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to match the
expiration date of the U-Visa; GC §34090

SUPPORT SERVICES / COMMUNICATIONS / CAD / DISPATCH / AUDIO AND VIDEO RECORDINGS Police /
Support
Services /
Communi-
cations
PD-029
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings
366 days Mag
Department Preference; legally mandated for
100 days; (civil suits may be filed up to 365
days); GC §§34090, 34090.6

SUPPORT SERVICES / COMMUNITY SERVICES
Police /
Support
Services /
Personnel &
Training
PD-031
Background Files - Successful Volunteer
Applicants (Cadets, Explorers, CERT,
Chaplains, Reserves, etc.)
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 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).

Police /
Support
Services /
Personnel &
Training
PD-032
Background Files - Unsuccessful
Volunteer Applicants (Cadets, Explorers,
CERT, Chaplains, Reserves, etc.)
3 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees in
some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC
§§12960, 34090
Police /
Support
Services /
Community
Services
PD-033 Crime Prevention & Community Relations
Programs (Neighborhood Watch, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Community
Services
PD-034 Press Releases - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT SERVICES / PERSONNEL & TRAINING
Police /
Support
Services /
Personnel &
Training
PD-035 Background Files - Successful Employee
Applicants (Police Employees only)
Separation +
4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; ; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC §§12946,
12960, 34090; 29 USC 1113
Police /
Support
Services /
Personnel &
Training
PD-036
Background Files - Unsuccessful
Employee Applicants (Police Employees
only)
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)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 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).

Police /
Support
Services /
Personnel &
Training
PD-037
Complaints from Employees - Internal
Affairs Investigations WITHOUT Sustained
Finding of Misconduct - No Employment
Action
Final
Disposition +
2 years
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Consistent with Lexipol Policy; Not a civilian
complaint; other State & Federal laws require
retention until final disposition of formal
complaint; State requires 4 years after
employment action is taken; EVC §1045, GC
§§12946, 12960, 34090
Police /
Support
Services /
Personnel &
Training
PD-038
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC §§832.5(b), 832.7; GC§ 34090
Police /
Support
Services /
Personnel &
Training
PD-039
Complaints from Members of the Public -
Internal Affairs Investigations WITHOUT
Sustained Finding of Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Support
Services /
Personnel &
Training
PD-040
On-Duty Traffic Accident Reviews - Not as a
result of a complaint from a member of the
public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§12946, 12960,
34090
Police /
Support
Services /
Personnel &
Training
PD-041
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 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).

Police /
Support
Services /
Personnel &
Training
PD-042
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Support
Services /
Personnel &
Training
PD-043 Training - By Employee Name Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Support
Services /
Personnel &
Training
PD-044
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; Includes Use of
Force training, safety training, etc.

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

QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
Police /
Support
Services /
Personnel &
Training
PD-045
Use of Force Reviews - Not as a result of a
complaint from a member of the public - No
Employment Action
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§12946, 12960,
34090

SUPPORT SERVICES / PROPERTY AND EVIDENCE
Police /
Support
Services /
Property &
Evidence
PD-046 Property & Evidence Database
Indefinite -
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (data is interrelated);
GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 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).

Police /
Support
Services /
Property &
Evidence
PD-047 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-048 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Property &
Evidence
PD-049 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Property &
Evidence
PD-050 Recordings: Video - Evidence Room
(monitoring video) 1 year Mag GC §34090.6 et seq,
Police /
Support
Services /
Property &
Evidence
PD-051 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT SERVICES / RECORDS
Police /
Support
Services /
Records
PD-052 RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 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).

Police /
Support
Services /
Records
PD-053
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-054
Citations or Notice of Violations (Parking,
Traffic, Marijuana / Cannabis). Includes
requests for dismissals, cancellations, and
appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

State of
California PD-055
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support
Services /
Records
PD-056 Department of Justice Validation Lists 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-057 False Alarm Notices and Billing Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Police /
Support
Services /
Records
PD-058 Hearing Officer Determinations (Citation
Appeals, Tows, etc.) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support
Services /
Records
PD-059 Holding Cell Logs (Juveniles & Adults) 2 years Mag, Mfr, OD, Ppr S / I Yes: After

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

Police /
Support
Services /
Records
PD-060 Local Criminal History Checks
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
These are copies / printouts from the RMS
database; GC §34090 et seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 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).

Police /
Support
Services /
Records
PD-061
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-062
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-063
POLICE REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD W&I §§389(a), 781(d), GC §34090;
Police /
Support
Services /
Records
PD-064
POLICE REPORTS:

Lost Property: Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Support
Services /
Records
PD-065
POLICE REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), & Sexual Assault (Rape),
Arson (Suspected or Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; Domestic Violence
incident reports are required or a minimum of
5 years; Provided there are no outstanding
warrants, unrecovered weapons, criminal
deaths, they are not historically significant,
and it is not classified under PC §800 & 290
and H&S §11850; Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after age18; H&S
§11361.5, GC §34090, PC §802, PC §§187,
800 et seq, FC 6228(d)
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 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).

Police /
Support
Services /
Records
PD-066
POLICE REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
Police /
Support
Services /
Records
PD-067
POLICE REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies and Misdemeanors)
5 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except those
with outstanding stolen property, including
firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
("Shall" Destroy); GC §§68152(c)(8), 34090;
H&S §11361.5
Police /
Support
Services /
Records
PD-069
POLICE REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 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).

Police /
Support
Services /
Records
PD-070
POLICE REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
Police /
Support
Services /
Records
PD-071
POLICE REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
Police /
Support
Services /
Records
PD-072
POLICE REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-073
POLICE REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, or Victim of Intimate
Partner Violence or Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
City Clerk PD-074 Public Records Act Requests in GovQA
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After
QC & OD GC §34090.7
Police /
Support
Services /
Records
PD-075 Recordings: Body-Worn Cameras – LOGS
of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 4.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 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).

Police /
Support
Services /
Records
PD-076
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Support
Services /
Records
PD-077 Recordings: Body-Worn Cameras - that
are NOT evidence
Minimum 90
days Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Support
Services /
Records
PD-078 Recordings: Video - Public Areas / Public
Activity - Parks, etc.

When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Support
Services /
Records
PD-079
Recordings: Video - Temporary Holding /
Building Security / Department Activity
(Employees Performing Work, Cashiering,
Building Security, etc.)
366 days Mag Records regular and ongoing operations; GC §34090.6 et seq,
Court PD-080
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Not a City record
Police /
Support
Services /
Records
PD-081 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Support
Services /
Records
PD-082 Subpoenas (Personal Appearance of Police
Employees)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Court or District Attorney records; GC §34090
et seq.

Police /
Support
Services /
Records
PD-083 Subpoenas Duces Tecum - Police Only 2 years Mag, Mfr, OD, Ppr S/I Yes: After
QC & OD GC §34090 et seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-1
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).

UTILITIES / ADMINISTRATION (Accounting, Business Systems, Customer Engagement, Finance, Strategic Initiatives) Finance / Lead
Div. and
RPU / Lead Div.

RPU-001 Financial Services Database / ERP Database
(One Solution)
Indefinite -
Minimum 25
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
For Compliance with FERC (Federal
Energy Regulatory Commission)
requirements (accumulated depreciation
according to functional classification of
plant, and service life of property and the
percentage of salvage and cost of
removal for property retired from each
account for depreciable utility plant are
required for 25 years); Meets municipal
government auditing standards; 18 CFR
125.3; GC §34090
RPU /
Administration RPU-002
Agreements & Contracts: UNSUCCESSFUL
BIDS, PROPOSALS or RESPONSES to RFPs
(Request for Proposals) and/or RFQs (Request
for Qualifications) that don't result in a contract
Informal Bids not conducted by Purchasing
ELECTRIC ONLY (See City-Wide for others)
Indefinite -
Minimum 6
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
City Clerk RPU-003
Board of Public Utilities - Agendas & Staff
Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Agenda Packets include Financial Reports
presented to the Board
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
RPU /
Administration RPU-004
Invoices / Bills: Purchase Power (Banning) or
SCPPA JPA Supporting Documents (only the
summary is sent to Finance)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; meets municipal
government auditing standards; GC
§34090
RPU /
Administration RPU-004.5 Journal Entries / Journal Vouchers / Budget Adjustments (Public Utilities only) 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
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-2
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).

RPU /
Administration RPU-005 Policy on Discontinuation of Residential Accounting for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Must post to Website; H&S §116906; GC
§34090
RPU /
Administration RPU-006
Prop. 218 Fees & Charges: Ballots and/or
protest letters , Master Mailing List,
Undeliverable Mail
Final Action
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2); 53755(d); GC §34090
RPU /
Administration RPU-007 Rate Studies (Internally-produced) P Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
FERC regulations require 6 years; 18
CFR 125.3; GC §34090
RPU /
Administration RPU-008 Report of Annual Discontinuations of Residential Accounts
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Must post to Website; H&S §116918; GC
§34090
RPU /
Administration RPU-009 Strategic Initiative Projects Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RPU /
Administration RPU-010
Warehouse Inventory - Annual Inventory (Was
Central Stores - transferred to Finance /
Purchasing in 2021)
25 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
For Compliance with FERC regulations
(continuing plant inventories are required
for 25 years); Meets municipal
government auditing standards; 18 CFR
125.3; GC §34090

UTILITIES / ADMINISTRATION / CUSTOMER SERVICE
RPU /
Administration /
Customer
Service
RPU-011 Customer Service Billing Database
Indefinite -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; system qualifies as a
"trusted system"; GC §§34090, 12168.7
RPU /
Administration /
Customer
Service
RPU-012 Adjustments to Customer Accounts
Indefinite -
Minimum 7
years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-3
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).

RPU /
Administration /
Customer
Service
RPU-013 Appeals - Payment Delinquency & Impending
Discontinuation
Final
Decision + 2
years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
RPU /
Administration /
Customer
Service
RPU-014 Applications for Service / New Connections -
Agricultural and Domestic Accounts
Close of
Account + 2
years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After
QC & OD Department preference; GC §34090
RPU /
Administration /
Customer
Service
RPU-015 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
RPU /
Administration /
Customer
Service
RPU-016 Bankruptcies - Where a claim is filed 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (negative
information remains on credit ratings for 7
years); GC §34090
RPU /
Administration /
Customer
Service
RPU-017
Billing / Utility Billing - Documentation for
Adjustments, Billings, Cash, Closed Accounts,
Collections, Credit Memos, Deposits,
Payments, Rebates
7 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Department Preference; Meets municipal
government auditing standards; GC
§34090
RPU /
Administration /
Customer
Service
RPU-018 Billing Reports / Ledgers / Registers
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Draft / Preliminary documents (financial
database is the original); GC §34090
RPU /
Administration /
Customer
Service
RPU-019 Collection Agency Assignments / NSF Checks /
Write Offs 7 years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Department Preference (negative
information remains on credit reports for
7 years); GC §34090 et seq.

RPU /
Administration /
Customer
Service
RPU-020 Customer Correspondence (letters from and to
customers) 2 years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After
QC & OD GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-4
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).

Bank RPU-021 Daily Deposit Checks (We scan for the Bank) Follow Bank Instructions
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
These are the bank's financial
instruments (not District records).

RPU /
Administration /
Customer
Service
RPU-022 Liens / Certificate of Lien / Releases
Fully Paid or
Forgiven + 5
years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Department preference; liens for unpaid
water bills are good for 10 years, unless
extended; GC §34090, R&T §3105; WTR
§§36729, 37212
RPU /
Administration /
Customer
Service
RPU-023 Non-payment Notices / Notice of Payment
Delinquency & Impending Discontinuation
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Draft / Preliminary documents (Database
is the original, and can accurately re-
create notices); GC §34090
RPU /
Administration /
Customer
Service
RPU-024 Payment Plans: Amortization, Alternative
Payment Plans, Deferrals, etc.

Expiration or
Completion
of Payment
Plan + 2
years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
RPU /
Administration /
Customer
Service
RPU-025
Payment Stubs (mailed) / Remittance Advice
Utility Receipts (when payment is made at the
counter)
6 months
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Content Not
Substantive - many payments are
received without stubs; preliminary draft
not retained in the ordinary course of
business; GC §34090
RPU /
Administration /
Customer
Service
RPU-026 Reports - Customer Service Aging Reports, etc.

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

QC & OD
Draft / Preliminary documents (Database
is the original, and can accurately re-
create reports); GC §34090
RPU /
Administration /
Customer
Service
RPU-027 Shut-off Notices, Undeliverable Mail
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/ I Yes: After
QC & OD Preliminary drafts; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-5
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).

UTILITIES / ADMINISTRATION / FIELD SERVICE
Division
Managing Asset RPU-028 Asset Management DATABASE
Indefinite -
Minimum 25
years
Yes: Asset
is Removed
from
Service
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
For Compliance with FERC regulations;
Meets municipal government auditing
standards; 18 CFR 125.3; GC §60201
Division
Providing
Service / Work
RPU-029
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; FERC requires 5
years; 18 CFR 125.3; GC §34090
Division
Providing
Service / Work
RPU-030
Work Orders / Service Requests - All
Information Entered in CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); 18 CFR 125.3;GC §34090
Division
Providing
Service / Work
RPU-031
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
Includes Job Briefing, Operating Checklist,
Safety Briefing or Checklist / Tailboards
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for FERC compliance; 18 CFR
125.3; CCP §§338 et seq., 340 et seq.,
342, GC §34090

UTILITIES / ELECTRIC ENERGY DELIVERY / ELECTRICAL ENGINEERING Division
Managing Asset RPU-032 Asset Management DATABASE
Indefinite -
Minimum 25
years
Yes: Asset
is Removed
from
Service
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
For Compliance with FERC regulations;
Meets municipal government auditing
standards; 18 CFR 125.3; GC §60201
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-6
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).

Lead Dept.
(Managing the
Project)
RPU-033
Capital Improvement Projects (CIP):

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
RPU-034
Capital Improvement Projects (CIP):

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

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-7
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).

Utilities /
Electricity RPU-035
Capital Improvement Projects (CIP):

Administration File / NOT Scanned
(Electricity)
Project Administration, Certified Payrolls,
Community Outreach / Notifications, Project
Schedules, Progress meetings, Punch Lists,
Real Estate Appraisals, RFIs & Responses,
Temporary Easements, Construction Manager's
Logs, Daily Inspections, Daily Logs,
Stormwater compliance, 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

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

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-8
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).

Utilities / Electric
Energy Delivery /
Electrical
Engineering
RPU-038
Capital Improvement Projects (CIP):

Permanent File / Scanned Records
(Electricity)
Specifications / RFP & Addenda, Agreement /
Contract, Successful Proposal, Change Orders,
Geotechnical Studies & Reports, Operations &
Maintenance Manuals (O&M Manuals,)
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

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

Environmental Determinations:

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
Utilities / Electric
Energy Delivery /
Electrical
Engineering
RPU-041 Joint Pole Locations, History, Maintenance
(Card Files)
Replacement
of the Pole
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-9
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).

Division
Providing
Service / Work
RPU-042
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; FERC requires 5
years; 18 CFR 125.3; GC §34090
Division
Providing
Service / Work
RPU-043
Work Orders / Service Requests - All
Information Entered in CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); 18 CFR 125.3;GC §34090
Division
Providing
Service / Work
RPU-044
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
Includes Job Briefing, Operating Checklist,
Safety Briefing or Checklist / Tailboards
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for FERC compliance; 18 CFR
125.3; CCP §§338 et seq., 340 et seq.,
342, GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-10
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).

UTILITIES / ELECTRIC ENERGY DELIVERY / ELECTRIC FIELD
Division
Managing Asset RPU-045 Asset Management DATABASE
Indefinite -
Minimum 25
years
Yes: Asset
is Removed
from
Service
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
For Compliance with FERC regulations;
Meets municipal government auditing
standards; 18 CFR 125.3; GC §60201
RPU / Electric
Energy Delivery /
Electric Field
RPU-046
Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards - For Electric Field Only
(Signatures are not sent to Payroll)
10 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&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090;29 CFR 516.5 &
516.6(c);
Lead Dept. RPU-047 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; entered into
DigAlert Software; the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain for
3 years; GC §§4216.2(f); GC §34090
Division
Providing
Service / Work
RPU-048
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; FERC requires 5
years; 18 CFR 125.3; GC §34090
Division
Providing
Service / Work
RPU-049
Work Orders / Service Requests - All
Information Entered in CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); 18 CFR 125.3;GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-11
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).

Division
Providing
Service / Work
RPU-050
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
Includes Job Briefing, Operating Checklist,
Safety Briefing or Checklist / Tailboards
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for FERC compliance; 18 CFR
125.3; CCP §§338 et seq., 340 et seq.,
342, GC §34090

UTILITIES / ELECTRIC ENERGY DELIVERY / ELECTRICAL OPERATIONS Division
Managing Asset RPU-051 Asset Management DATABASE
Indefinite -
Minimum 25
years
Yes: Asset
is Removed
from
Service
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
For Compliance with FERC regulations;
Meets municipal government auditing
standards; 18 CFR 125.3; GC §60201
Public Utilities /
Lead Div. RPU-052 SCADA Database (Electric)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; The City does not
own Hydro-electric plants); Generation
output logs with supporting data is
required for 3 years; 18 CFR 125.3; 18
CFR 125.2(a)(4); GC §60201
Utilities / Electric
Energy Delivery /
Electrical Ops
RPU-053 Control Center Switching Order Logs / System
Logs / Manual Entry Logs / Load Changes 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Load records
are required for 3 years); 18 CFR 125.2,
125.3; GC §34090
Division
Providing
Service / Work
RPU-054
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; FERC requires 5
years; 18 CFR 125.3; GC §34090
Division
Providing
Service / Work
RPU-055
Work Orders / Service Requests - All
Information Entered in CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); 18 CFR 125.3;GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-12
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).

Division
Providing
Service / Work
RPU-056
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
Includes Job Briefing, Operating Checklist,
Safety Briefing or Checklist / Tailboards
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for FERC compliance; 18 CFR
125.3; CCP §§338 et seq., 340 et seq.,
342, GC §34090

UTILITIES / ELECTRIC POWER GENERATION, RESOURCE OPERATIONS, STRATEGIC ANALYTICS Division
Managing Asset RPU-057 Asset Management DATABASE
Indefinite -
Minimum 25
years
Yes: Asset
is Removed
from
Service
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
For Compliance with FERC regulations;
Meets municipal government auditing
standards; 18 CFR 125.3; GC §60201
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-058 AQMD Fuel Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Lead Dept. RPU-059 AQMD Permits (Generators, etc.) Issue Date + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-060
Bulk Power Log Sheets / Purchasing / Suppliers
(Evaluations, Financial Data. Reports or
Studies)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-13
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).

Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-061 Daily Purchasing 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 18 CFR 125.2 & 125.3; GC §34090
City Clerk RPU-062 Easements P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-063 Equipment Records (Manuals, Tests,
Inspections, Studies, Reports)
Disposal of
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; 18 CFR 125.2 &
125.3; CCP §337 et. Seq., GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-064 Facility Histories / Infrastructure Design P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-065
Generation Reliability Reports / Run Logs /
Generation Reports / Generator Operation Logs
& Inspections / Power Production Operating
Data Logs / Diaries
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
18 CFR 125.2 & 125.3; AQMD Rule
1470; Form 400–E–13a instructions; GC
§34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-066 Load Records, Load Curves, Temperature
Logs, Water Logs 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (required for 3
years); 18 CFR 125.2, 125.3; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-14
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).

Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-067
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations (Gas Sniffers) / Hotline Order / Non-
reclose Reassurance / Pre-Switching
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Cal/OSHA requests 3 years of documents
during audits; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-068 Power Outage Database / Interruption of
Service Database
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-069 Power Outage Final Reports 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-070 Power Outage Reports - Preliminary Report
produced by the Control Center 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (Engineering
produces Final Report); GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-071
Power Trading / Power Scheduling /
Settlements
(Check Out Worksheets)
Completion +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (auditing
standards are 5 years); GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-15
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).

Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-072
Power Trading / Power Scheduling /
Settlements
(Confirmations, Invoices)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-073
Power Trading / Power Scheduling /
Settlements
(Generation Worksheets)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-074
Power Trading / Power Scheduling /
Settlements
(Voice Recordings)
2 years Mag Department Preference; GC §34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-075 Regulatory Agency Audits: CEC, CFTC,
CPUC, DOE, EPA, FERC, NERC, WECC, etc. 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (2 years is
required); 18 CFR 125.2(a)(4); GC
§34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-076
Regulatory Agency Compliance Reports &
Confirmations: CEC, CFTC, CPUC, DOE,
EPA, FERC, NERC, WECC, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (2 years is
required); 18 CFR 125.2(a)(4); GC
§34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-16
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).

Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-077
Regulatory Agency Correspondence: CEC,

CFTC, CPUC, DOE, EPA, FERC, NERC,
WECC, etc.

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

QC & OD
Department Preference (2 years is
required); 18 CFR 125.2(a)(4); GC
§34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-078 Regulatory Agency Inspections: CEC, CFTC,
CPUC, DOE, EPA, FERC, NERC, WECC, etc. 10 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Superseded is
required); 18 CFR 125.2(a)(4); GC
§34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-079 Regulatory Agency Licenses: CEC, CFTC,
CPUC, DOE, EPA, FERC, NERC, WECC, etc. P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference (Superseded is
required); 18 CFR 125.2(a)(4); GC
§34090
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-080
Stormwater: NPDES Monitoring and
Inspection, Annual Reports (Electricity
Generation Plants Only)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44
Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-081 Stormwater: NPDES Permits (Electricity
Generation Plants Only)
Expiration +
5 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-17
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).

Utilities / Electric
Power
Generation,
Resource Ops,
Strategic
Analytics
RPU-082 Turbine Activity Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions; GC §34090
Division
Providing
Service / Work
RPU-083
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
RPU-084
Work Orders / Service Requests - All
Information Entered in CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
RPU-085
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
Includes Job Briefing, Operating Checklist,
Safety Briefing or Checklist / Tailboards
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference for OSHA compliance;
CCP §§338 et seq., 340 et seq., 342, GC
§34090
UTILITIES / WATER OPERATIONS & DISTRIBUTION (Includes Water Engineering and Water Resources)) Public Utilities /
Water Ops &
Distribution
RPU-086 SCADA Database (Water Only)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Utilities /
Water Ops &
Distribution
RPU-087 WaterTrax Database (Compliance Software for
Water)
Indefinite -
Minimum 12
years

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

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470; 22 CCR 64690.80; 40 CFR
141.33(a); 40 CFR 141.91
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-18
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).

Public Utilities /
Water Ops &
Distribution
RPU-088 Backflow Tests / Cross-Connection Testing 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets SWRCB
Cross-Connection Control Policy
Handbook Section 3.5.1 requires records
be retained for the previous three
calendar years, GC §34090
Lead Dept.
(Managing the
Project)
RPU-089
Capital Improvement Projects (CIP):

Contracts & Spec's=4 years, CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
RPU-090
Capital Improvement Projects (CIP):

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

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-19
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).

Lead Dept.
(Managing the
Project)
RPU-092
Capital Improvement Projects (CIP):

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

Permanent File / Scanned Records
Specifications / RFP & Addenda, Agreement /
Contract, Successful Proposal, Change Orders,
Geotechnical Studies & Reports, Operations &
Maintenance Manuals (O&M Manuals,)
Materials Testing Reports, Grading Permits,
Hazardous Materials Plans, Notice of
Completion, Photos, Soil Reports, Studies,
Submittals, Surveys, etc.

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

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-20
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).

Lead Dept.
(Managing the
Project)
RPU-095
Capital Improvement Projects (CIP):

Environmental Determinations:

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
Public Utilities /
Lead Div. RPU-096
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations (Gas Sniffers) / Hotline Order / Non-
reclose Reassurance / Pre-Switching
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Utilities /
Water Ops &
Distribution
RPU-097
Customer Concerns / Customer Complaints /
Complaint Forms: Odor / Taste / Visual
Complaints (Correspondence regarding Potable
Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22 CCR
64470(a)
Public Utilities /
Water Ops &
Distribution
RPU-098
Environmental Agencies / Regulatory Agencies
for Potable Water - Correspondence with
Substantive Content:

DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Utilities /
Water Ops &
Distribution
RPU-099 Fire Hydrant Flush and Valve Maintenance
Records - May be in CMMS Database
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. RPU-100 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
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-21
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).

Public Utilities /
Water Ops &
Distribution
RPU-101 Lab Reports - Water System Pressure (PSI)
and Residual Records
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; 10 years is
required for Residuals and for MDD
(Maximum Daily Demand) and PHD
(Peak Hourly Demand) calculations; 40
CFR 141.33(a); 22 CCR §§64454,
64692;
Public Utilities /
Water Ops &
Distribution
RPU-102 Lab Reports & Chains of Custody: Potable
Water "Blended Averages" "Blend Reports" P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
Public Utilities /
Water Ops &
Distribution
RPU-103 Lab Reports & Chains of Custody: Potable
Water Bacteriological and Organics P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; 40 CFR
141.33(a) and (b)(1); 22 CCR §64470
Public Utilities /
Water Ops &
Distribution
RPU-104 Lab Reports & Chains of Custody: Potable
Water Chemical (Includes Residuals) P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, Federal 10 years; 40
CFR 141.33(a); 22 CCR §64692
Public Utilities /
Water Ops &
Distribution
RPU-105 Lab Reports & Chains of Custody: Potable
Water Lead & Copper P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470; 22 CCR 64690.80; 40 CFR
141.33(a); 40 CFR 141.91
Public Utilities /
Water Ops &
Distribution
RPU-106 Leak Report / Annual Leak Report / Water Loss
Reports
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept. RPU-107 Operations & Maintenance Manuals / O & M Manuals
Disposal of
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Utilities /
Water Ops &
Distribution
RPU-108
Permits - Water Regulatory / Operating
Permits: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department
of Water Resources), EPA, , RMP, SWRCB
(State Water Resources Control Board) ,etc.

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-22
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).

Public Utilities /
Water Ops &
Distribution
RPU-109 Plant Operator Log Books 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Public Utilities /
Lead Div. RPU-110 Pressure Vessel Certifications or 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.
(Managing the
Project)
RPU-111
Private 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 & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Lead Dept.
(Managing the
Project)
RPU-112
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and 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
Public Utilities /
Water Ops &
Distribution
RPU-113
Regulatory Reports / Water Reports to
Regulatory Agencies / Monthly Compliance
Reports: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department
of Water Resources), EPA, RMP, SWRCB
(State Water Resources Control Board) ,etc.

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Public Utilities /
Water Ops &
Distribution
RPU-114 Reservoirs: Maintenance, Videos, Inspections,
etc. P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Utilities /
Water Ops &
Distribution
RPU-115 Sanitary Surveys of Water Sources /
Assessments of Water Sources 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (10 years is
required); 22 CCR §64470; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-23
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).

Public Utilities /
Water Ops &
Distribution
RPU-116 Temporary Construction Meters. Completion +
2 years
Mag,
Mfr, OD,
Ppr
S/ I Yes: After
QC & OD GC §34090
Public Utilities /
Lead Div. RPU-117 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; entered into
DigAlert Software; the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain for
3 years; GC §§4216.2(f); GC §34090
Public Utilities /
Water Ops &
Distribution
RPU-118
Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience Assessment
/ Hazard Mitigation Plan
When
Superseded -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Confidential; 42 USC 300i-2(C); GC
§34090
Public Utilities /
Water Ops &
Distribution
RPU-119
Water Companies that were Acquired -
Historical Acquisition Records
(East Riverside Water Company, Riverside
Water Company, Southwest Water Company,
Twin Buttes Water Company)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Utilities /
Water Ops &
Distribution
RPU-120
Water Production Reads / Reports (to State
DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Exceeds
California Department of Health
requirements (3 years); GC §34090
Public Utilities /
Utilities /
Laboratory
RPU-121 Water Quality Reports / Consumer Confidence
Reports / Annual Consumer Confidence Report P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 40
CFR 141.33(a); 40 CFR 141.155. 22
CCR §64470; 22 CCR §64483(g); GC
§34090
Public Utilities /
Water Ops &
Distribution
RPU-122 Water Treatment Plant Operators Certificates
(posting required)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 11.0 RECORDS RETENTION SCHEDULE: PUBLIC UTILITIES
(Customer Service, Electric and Water)
Page RPU-24
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).

Public Utilities /
Water Ops &
Distribution
RPU-123 Water Treatment Plant Safety Training
Certificates (posting required)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
Public Utilities /
Water Ops &
Distribution
RPU-124
Well History / Well Production / Well Pumping /
Well Run History (Includes Abandoned &
Destroyed Wells)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
RPU-125
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
Includes Job Briefing, Operating Checklist,
Safety Briefing or Checklist / Tailboards
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
Division
Providing
Service / Work
RPU-126
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
RPU-127
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-1
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).

PUBLIC WORKS / ENGINEERING
Public Works /
Engineering PW-001
Assessment Districts / Community Facilities
Districts / Landscape Maintenance Districts /
Special Districts:

Formation, Historically Significant Records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-002
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCE-
ONLY PROJECTS (Painting, Re-Roof, etc. -
No change in Infrastructure Configuration)
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute
of Limitations: Contracts & Spec's=4
years, CCP §337 et. seq., GC §34090
Public Works /
Engineering PW-003
Capital Improvement Projects (CIP) - where
Engineering is the Lead: 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

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-2
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).

Public Works /
Engineering PW-004
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications & Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical Exemptions,
Materials Testing Reports, Grading Permits,
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 /
Engineering PW-005
Design & Construction Standards - Authored by
the City for Construction of City Infrastructure
(CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-006
Drawings - where Engineering is the Lead:

Record Drawings, Maps, Large-Format
Drawings, Survey Record Maps, "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering PW-007
Construction / Street Opening Permits:

Temporary Permits (Excavation, Street
Closure Permits, Street Cuts, Street & Sidewalk
Repair, Traffic Control Plans, Utility Cuts etc.)
Includes Insurance Certificates
See Survey & Land for Permanent
Encroachments
Minimum
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-3
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).

Lead Dept. PW-008
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Engineering is the
Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

PUBLIC WORKS / ENGINEERING - LAND DEVELOPMENT - PRIVATE DEVELOPMENT Public Works /
Engineering /
Land
Development
PW-009 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering /
Land
Development
PW-010
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 & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Public Works /
Engineering /
Land
Development
PW-011
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and 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
Public Works /
Engineering /
Land
Development
PW-012 Transportation Permits / Wide Load Permits,
Heavy Load Permits, etc.

Expiration +
2 years
Yes: Until
Expiration
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-4
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).

PUBLIC WORKS / ENGINEERING - SURVEY & LAND
Public Works /
Engineering -
Survey & Land
PW-013 Benchmarks, Control Points / Tie Points P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering -
Survey & Land
PW-014
Real Property: Deeds, Easements,
Encroachment Permits (Permanent Only) Right
of Ways, Certificate of Compliance, etc.

Abandonments / Vacations - originals are
retained by the City Clerk
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD City Clerk retains final; GC §34090(a)
Public Works /
Engineering -
Survey & Land
PW-015 Subdivisions: Tract Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering -
Survey & Land
PW-016 Survey Field Books P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090

PUBLIC WORKS / ENGINEERING - TRAFFIC ENGINEERING
Public Works /
Engineering -
Traffic
Engineering
PW-017 Preferential Parking Petitions
Final
Decision + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering -
Traffic
Engineering
PW-018 Traffic Calming Requests (Speed Humps, Red
Curbs, Stop Signs, etc.) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or Sheriff PW-019 Traffic Collision Reports / SWTRS Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Copies or Not City Records; GC
§34090.7
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-5
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).

Public Works /
Engineering -
Traffic
Engineering
PW-020 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering -
Traffic
Engineering
PW-021 Traffic Signal Timing / Change Logs 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering -
Traffic
Engineering
PW-022 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering -
Traffic
Engineering
PW-023 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk PW-024
Transportation Board - Agendas & Staff
Reports, Audio or Video Recordings,
Minutes
Send Originals to the City Clerk
Copies -
When No
Longer
Required

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

QC & OD
The City Clerk is the Office of Record
(Send all final originals to the City Clerk);
GC §34090.7
Public Works /
Engineering -
Traffic
Engineering
PW-025 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / ENVIRONMENTAL SERVICES
Public Works /
Environmental
Services
PW-026 Storm Drain Inspections / Catch Basin
Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Environmental
Services
PW-027
Stormwater Inspections (Business Inspections,
O&M related inspections, and Development
Inspections)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-6
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).

Public Works /
Environmental
Services
PW-028 Stormwater: NPDES Annual Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
Public Works /
Environmental
Services
PW-029 Stormwater: NPDES Permits (Co-Permittee) Expiration + 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Federal mandate
is 3 years; SWRCB Order 2006-03; 40
CFR §§122.21, 122.41, 122.44; GC
§34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-7
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).

PUBLIC WORKS / PARKING SERVICES
Public Works
/ Parking
Services
PW-030 Parking Citation Database
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works
/ Parking
Services
PW-031 Parking Permit Database
Indefinite -
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data is interrelated; Some Parking
Permits are valid for 3 years; GC §34090
Public Works
/ Parking
Services
PW-032 Garage Parking Agreements (with PCI) Completion + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works
/ Parking
Services
PW-033 Garage Parking Agreements (with PCI) /
Monthly Parking Permits
Completion +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works
/ Parking
Services
PW-034 Parking Citations including Appeals /
Administrative Reviews
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (the Statute of
Limitation for collections is 5 years from
he date of the last violation); CVC
40222(b); GC §34090
Public Works
/ Parking
Services
PW-035 Parking Meters: Out of Service & Repairs
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
Public Works
/ Parking
Services
PW-036 Parking Permit Applications 3 years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Some Parking Permits are valid for 3
years; GC §34090
Public Works
/ Parking
Services
PW-037 Reports generated from Parking Permit
Database
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Preliminary drafts; GC §34090

PUBLIC WORKS / SEWER - WASTEWATER - RECYCLED WATER
Public Works /
Sewer -
Wastewater
PW-038 SCADA Database (Sewer)
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Data is Inter-
related GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-8
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).

Lead Dept. PW-039 AQMD Permits (Air Quality Management
Districts) - 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 /
Sewer -
Wastewater
PW-040 Biosolids / Sewage Sludge Handling Logs and
Weigh Tickets 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Public Works /
Sewer -
Wastewater
PW-041 CCTV Videos of Sewer Lines 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Lead Div. PW-042
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Public Works /
Sewer -
Wastewater
PW-043 Environmental Compliance: Industrial Waste
Permits
Expiration +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Public Works /
Sewer -
Wastewater
PW-044 Environmental Compliance: Industrial Waste
Pretreatment Files 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-9
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).

Public Works /
Sewer -
Wastewater
PW-045 FOG (Fats, Oil & Grease) Inspections /
Pretreatment Annual & Quarterly Reports 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Lead Dept. PW-046 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
Public Works /
Sewer -
Wastewater
PW-047 Lab Reports & Chains of Custody: Wastewater
/ Recycled Water
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference (consistent with
Potable Water Bacteriological and
Organics) GC §34090
Public Works /
Sewer -
Wastewater
PW-048 Logs / Manifests: Vac Con Trucks, etc. 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. PW-049 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (some equipment
is from the 1950's, and the O&M Manual
isn't helpful); GC §34090
Public Works /
Sewer -
Wastewater
PW-050
Permits - Wastewater Regulatory / Operating
Permits: Examples (CalARP, Cal OSHA,
CERS, CUPA, SWRCB, etc.)
Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Public Works /
Sewer -
Wastewater
PW-051
Reports - Wastewater Reports to Regulatory
Agencies: Examples (CalARP, Cal OSHA,
CERS, CUPA, SWRCB, etc.)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-10
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).

Public Works /
Sewer -
Wastewater
PW-052 Sanitary Spills and Overflows (SSOs) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Sewer -
Wastewater
PW-053 Sanitary Survey of Sewer System 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Sewer -
Wastewater
PW-054 Sewer Odor Complaints / Gas Detection
Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Sewer -
Wastewater
PW-055
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090
Lead Dept. PW-056 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; entered into
DigAlert Software; the Excavator,
Operator and the Regional Notification
Center all have an obligation to retain for
3 years; GC §§4216.2(f); GC §34090
Public Works /
Sewer -
Wastewater
PW-057 Wastewater Treatment Plant Operators
Certificates (posting required)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-11
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).

Division
Providing
Service / Work
PW-058
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
(Permanent)
Yes: Until
Work is
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-059
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-060
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / SOLID WASTE
Public Works /
Solid Waste PW-061 Landfill Records (City Owned) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Solid Waste PW-062
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection and Recycling) . CalRecycle Annual
Waste Diversion Report / Measure D annual
report / Form 303 report (HHW report)
Household Hazardous Waste Reports /
CalREcycle Used Oil report / CalREcycle
Bottles & Cans report / Construction Waste
Management Forms, State Waste Reduction
Reports, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SB 1383
compliance is required for 5 years; 14
CCR § 18995.2; GC §34090
Public Works /
Solid Waste PW-063 Solid Waste Tonnage Reports / Statistics 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-12
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).

Public Works /
Solid Waste PW-064 Vehicle Condition Reports (VCRs) -
Commercial Vehicles (Trash Trucks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / STREETS
Public Works /
Lead Div. PW-065 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 /
Streets PW-066 Pressure Vessel Certifications or 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.

Public Works /
Streets PW-067
Route Review / Time Sheets / Time Cards -
Public Works / Streets Only (signed by
Employees)
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Includes the employee's original
signature; 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&T §19530; LC § 1174(d); 29
CFR 516.5; GC §34090; 29 CFR 516.5 &
516.6(c);
Public Works /
Streets PW-068 Shopping Cart Retrieval 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Streets PW-069
Sidewalk Maintenance, Grinding, Asphalt
Ramping (Assessment, Plans, Surveys, Logs
and Forms)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Division
Providing
Service / Work
PW-070
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
(Permanent)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-13
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).

Division
Providing
Service / Work
PW-071
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-072
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / URBAN FORESTRY
Public Works /
Urban Forestry PW-073 Arborist Reports 5 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Urban Forestry PW-074 Tree Database (West Coast Arborists - Tree Locations, Species
Indefinite -
Permanent
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Urban Forestry PW-075 Tree Database (West Coast Arborists - Tree Maintenance
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Urban Forestry PW-076 Tree Removal Permits Expiration + 2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Division
Providing
Service / Work
PW-077
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite -
(Permanent)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-078
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
RIVERSIDE, CA.

Adopted:
©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Env. Services, Parking, Sewer, Solid Waste, Streets, Urban Forestry) Page PW-14
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).

Division
Providing
Service / Work
PW-079
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090
RIVERSIDE, CA.

Riverside City CouncilMarch 25, 2025

Riverside City Council
March 25, 2025