Exhibit A - Retention Schedule for Council Adoption — Salinas City Council, May 16, 2023

HOW TO USE RETENTION SCHEDULES
©1995-2021 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The City -wide retention schedule inclu des those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time.

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. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

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 filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an 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 / transitory record or a copy.

On every page of the schedules (near the top, just under the column headin gs) 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 completion).”

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)

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

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

Total Retention: The total number of years the record will be 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) – the form of the record: 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, CD-r, DVD-r, WORM, or other 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 should be microfilmed

Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates 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 (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, Blue-ray-R, or WORM – Write Once Read Many Media, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

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. 6.0 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
Agreements & Contracts: ORIGINALS (WITH
Grant Funding)
City Clerk retains the Original Agreement or
Contract only when approved by the City
Council
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,
Wrongful Death=comp. + 5 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
Lead Dept. CW-002
Agreements & Contracts: ORIGINALS
(WITHOUT Grant Funding)
City Clerk retains the Original Agreement or
Contract only when approved by the City
Council
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination
+ 5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal.)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

97.42; OMB Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 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-004
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Insurance Certificates, Project Administration,
Certified Payrolls, RFP - Request for Proposal,
etc.)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Published Audit Standards=4-
7 years; Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp.
+ 5 years, Developers=comp. + 10 years;
Statewide guidelines propose termination
+ 5 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-005
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,
and not opened by the City Clerk
2 years Mag,
Ppr
Yes: After
QC & OD GC §34090
CW-006
Boards, Commissions, & Committees:

External Organizations - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council

AGENDAS & STAFF REPORTS
Minimum 2
years Mag,
Ppr
Department Preference; GC §34090 et
seq.

Staffing Dept. CW-008
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council
AUDIO or VIDEO RECORDINGS
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for 90
days; GC §34090.6
Staffing Dept. CW-009
Boards, Committees, Commissions, Ad-Hoc
Committees: Citizen Advisory Created by the
City Council

MINUTES
P Mag,
Ppr GC §34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 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)
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead
(Responding)
Dept.

CW-011
Complaints / Concerns from Citizens
(Excludes Police Officers - Also Request for
Services Software)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP
§§338 et seq., 340 et seq., 342, GC
§34090
Lead Dept. CW-012 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-013
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the
public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
GC §34090; City of San Jose v. Superior
Court (Smith). S218066. Supreme Court of
California, 2017
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 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-014
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, speaker cards,
staff videoconference chats, notes and
recordings, supply inventories, staff
videoconferences, chats, notes, recordings,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, preliminary notices for construction
projects, undeliverable envelopes, visitors logs,
voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are filed and
retained based upon their CONTENT.

Records, e-mails, electronic records, or
social media postings where the Content
relates in a substantive way to the
conduct of the public's business, or
that ARE made or retained for the
purpose of preserving the informational
content for future reference are saved
by printing them out and placing in a file
folder, or saving them electronically in a
folder outside the e-mail system; If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary drafts. GC
§§34090, 7927.500; 64 Ops. Cal. Atty.

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

Superior Court (Smith). S218066.

Supreme Court of California, 2017
Lead Dept. CW-015 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 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-016 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
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-017 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-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-019
Grants / CDBG (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; statewide guidelines propose
4 years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-020 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
Human
Resources CW-021 Personnel Files (Department Copies)
Do Not Retain
in
Departments
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 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-022 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Lead Dept. CW-023 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-024
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-025 Public Relations / Press Releases (may use Constant Contact and Gov Delivery ) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 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; Statewide
Guidelines show 2 years; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-027 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
CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters, etc:

Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 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-029
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
YOUR Department
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Statewide guidelines propose superseded
+ 2 or 5 years; GC §34090
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, Newsletters,
Administrative Policies, etc: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-031 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-032 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently;
GC §34090
Responding
Department CW-033 Request for Services Software / Citizen Complaint Software (Salinas Comment) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-034 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-035
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
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 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-036
Training Presented by City Staff - COURSE

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

QC & OD
Department preference; Ethics Training is
5 years; Statewide guidelines propose 7
years; Calif. Labor Division is required to
keep their OSHA records 7 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
2 -3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/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).

Admin / City
Clerk CC-001
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)
Admin / City
Clerk CC-002
Agenda Packets: City Council,
Redevelopment Agency / Successor
Agency, Oversight Board
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Admin / City
Clerk CC-003
Audio Recordings / Video Recordings: City
Council, Redevelopment Agency /
Successor Agency, Oversight Board
Minimum 2
years Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.6
Admin / City
Clerk CC-004
Agreements & Contracts, WHEN APPROVED

BY THE CITY COUNCIL -
(INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

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

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

ADMINISTRATION - CITY CLERK
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/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).

ADMINISTRATION - CITY CLERK
Admin / City
Clerk CC-005
Agreements & Contracts - , WHEN

APPROVED BY THE CITY COUNCIL - (NON-
INFRASTRUCTURE, Professional Services
Agreements, Tenant / Lease Agreements -

NOT IMAGED)
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal or Scope of Work)
Examples of Non-Infrastructure: Consultants,
Franchises, Landscaping, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Personnel,
Professional Services, etc.

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

QC & OD
Department Preference; Statute of Limitations
is 4 years; 10 years for Errors & Omissions;
land records are permanent by law; CCP
§§337. 337.1(a), 337.15, 343; GC §34090,
Contractor has retention requirements in 48
CFR 4.703(a)
Admin / City
Clerk CC-006
Bid Opening Packets: RFP / Specifications,
Successful Proposal, Notice of Completion
(When opened by the City Clerk)
2 years Mag, Ppr Yes: After
QC & OD GC §34090
Admin / City
Clerk CC-007 Board & Commission / Committee Maddy Act
Lists / Vacancy Notices 2 years Mag, Ppr Yes: After
QC & OD GC §34090
Admin / City
Clerk CC-008
Bonds: CIP Labor & Materials, Construction
Bonds, Indemnity Bonds, Performance Bonds,
Letters of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr Security; GC §34090
Admin / City
Clerk CC-009 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Admin / City
Clerk CC-010
Ethics Training Certificates for Elected Officials
and Designated Employees (may be stored in
Target Solutions / Vector Solutions)
5 years Mag, Mfr,
OD, Ppr S Yes: After
QC & OD GC §§ 3105, 12946, 34090; 53235.2(b)
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/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).

ADMINISTRATION - CITY CLERK
Admin / City
Clerk CC-011
Filing System / Subject Files / Function Filing
System - HISTORICALLY SIGNIFICANT,

LAND, PLANNING, CAPITAL

IMPROVEMENT INFRASTRUCTURE

PROJECTS
P Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
Admin / City
Clerk CC-012 Filing System / Subject Files / Function Filing System - NOT HISTORICALLY SIGNIFICANT
Minimum 2
years Mag, Ppr Yes: After
QC & OD Department preference; GC §34090
Admin / City
Clerk CC-013
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ALL
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
City maintains original statements; GC
§81009(d)(e)(f)&(g)
Admin / City
Clerk CC-014 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years Must post on website; GC §81009(e)
Admin / City
Clerk CC-015 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After 2 years
Should post on website for 4 years; GC
§81009(e)
Admin / City
Clerk CC-016 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After 2 years GC §81009(e)
Admin / City
Clerk CC-017 FPPC Form 806 (Agency Report of Public
Official Appointments) 7 years Mag, Ppr S / I Yes: After 2 years
Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
Admin / City
Clerk CC-018
Campaign Filings (FPPC 400 Series Forms &
Form 501): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Admin / City
Clerk CC-019
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(g)
Admin / City
Clerk CC-020
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
2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)

CITY CLERK ELECTIONS (CONSOLIDATED)
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/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).

ADMINISTRATION - CITY CLERK Admin / City
Clerk CC-021
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
Admin / City
Clerk CC-022
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; Statewide guidelines
proposes 4 years for successful candidates, 2
years for unsuccessful; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
Admin / City
Clerk CC-023
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
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two; EC §17100
Admin / City
Clerk CC-024
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Planning Commission, 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
Admin / City
Clerk CC-025 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
Admin / City
Clerk CC-026 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
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/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).

ADMINISTRATION - CITY CLERK(End of Elections Section)
Admin / City
Clerk CC-027
Historical Records, Photographs, & Historical
Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
Admin / City
Clerk CC-028
Minutes: City Council, Redevelopment
Agency / Successor Agency, Oversight
Board
P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
Admin / City
Clerk CC-029
Oath of Office / Appointments / Oath for
Disaster Worker: City Council, Board or
Commission Members Only
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
Admin / City
Clerk CC-030 Ordinances P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
Admin / City
Clerk CC-031
Prop. 218 (Property-based fees - Sewer, Solid
Waste, Water) Protest Letters / Ballots,
Tabulation
2 years Mag, Ppr GC §53753(e)(2)
Admin / City
Clerk CC-032 Public Records Requests Database -
Excludes Police 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Admin / City
Clerk CC-033 Public Records Requests / Subpoenas Duces
Tecum - Excludes Police 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept
OR City
Clerk
CC-034
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation,
Liens / Lien Releases
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(a)
Admin / City
Clerk CC-035 Records Destruction Authorization Forms &
Certifications (All Departments) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD Department preference; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY CLERK Page AD/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).

ADMINISTRATION - CITY CLERK Admin / City
Clerk CC-036
Resolutions: City Council, Planning
Commission, Redevelopment Agency /
Successor Agency, Oversight Board
P Mag, Mfr,
OD, Ppr S / I No GC §34090(e)
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - CITY MANAGER Page AD/CM-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).

ADMINISTRATION - CITY MANAGER
Admin / City
Manager CM-001
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years Mag, Ppr Department preference; GC §34090
Admin / City
Manager CM-002 Projects / Subject Files (Subject will change over time)
Minimum 2
years Mag, Ppr Department Preference; GC §34090 et seq.

Finance CM-003 Travel Arrangements
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After
QC'd &
OD
Preliminary Drafts (Invoices are the final record);
GC §34090 et seq.

ADMINISTRATION - COMMUNITY RELATIONS
Admin / City
Manager /
Community
Relations
CM-004 Newsletters - Employees and Public Minimum 2
years
Mag, Mfr,
OD, Ppr S/I
Yes:

After QC
& OD
Department preference; GC §34090
Admin / City
Manager /
Community
Relations
CM-005 Photos, Videos & Slides
When No
Longer
Required
Mag, Ppr Drafts; final photos may become part of a final document; GC §34090
Admin / City
Manager /
Community
Relations
CM-006 Special Projects & Fact Sheets (Issues
and/or projects will vary over time)
When No
Longer
Required
Yes: While
Active
Issues
Mag, Ppr GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/HR-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).

ADMINISTRATION - HUMAN RESOURCES
Admin /
Human
Resources
HR-001 Benefit Plan Documents (CalPERS, Dental,
Vision, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; 11 CCR 560; 28 CCR 1300.85.1;
GC §34090
Admin /
Human
Resources
HR-002
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 34090
Admin /
Human
Resources
HR-003 Compensation Surveys & Studies Minimum 3
years Mag, Ppr
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 34090
Admin /
Human
Resources
HR-004 COVID-19 Attestations by Employees,
COVID-19 Notifications to Employees 3 years Mag Ppr LC §6409.6(k), GC §34090 Admin /
Human
Resources
HR-005
CRD (California Civil Rights Department) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Minimum Final
Disposition + 5
years
Mag, Ppr
Department preference; All State and
Federal laws require retention until final
disposition of formal complaint; State
requires 2 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
34090
Admin /
Human
Resources
HR-006
EEOC Forms / EEO-4 Forms / EDD Reports
(Employment Development Department
Reports)
3 years Mag, Ppr 29 CFR 1602.30; 29 CFR 1602.31, 29
CFR 1602.32; GC §34090 et seq.

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/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).

Admin /
Human
Resources
HR-007 Employee Investigations
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference; statute of
limitations for 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), GC §§12946, 34090;
Admin /
Human
Resources
HR-008 Employment Verifications
When No
Longer
Required
Mag, Ppr Non-records, content is not substantive;
GC §34090 et seq.

Admin /
Human
Resources
HR-009 Grievance Board

AGENDAS & STAFF REPORTS
Minimum 2
years Mag, Ppr Department Preference; GC §34090 et
seq.

Admin /
Human
Resources
HR-010 Grievance Board
MINUTES P Mag, Ppr GC §34090
Admin /
Human
Resources
HR-011 Grievances
Minimum Final
Disposition + 5
years
Mag, Mfr,
OD, Ppr S 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 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 34090; LC 1198.5; 26 CFR 31-
6001-1; 53235.2(b); 53237.2(b)
Admin /
Human
Resources
HR-012 I-9s Separation + 3
years
Mag, Mfr,
OD, Ppr S 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, 34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/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).

Admin /
Human
Resources
HR-013 Job Descriptions / Classification
Specifications
Minimum
Superseded +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department preference;
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 §§12946, 34090
Admin /
Human
Resources
HR-014 OSHA Citations and Inspections 5 years Mag, Ppr
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Admin /
Human
Resources
HR-015 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Ppr OSHA requires 5 years; State law requires
2 years; 8 CCR 14300.33(a), 8 CCR
§3203(b)(1), GC §34090.7; LC §6429c
Admin /
Human
Resources
HR-016
Personnel Files - Employee File (Main File,
including Benefits)
Includes Application, Discipline, Evaluations,
Policy Acknowledgements, Employee's Oath
of Office / Oath for Disaster Worker,
Personnel Action Forms, W-4 Forms, etc.)
Separation +
30 years
Mag, Mfr,
OD, Ppr S 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 2 -3 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, 34090; LC 1198.5
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/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).

Admin /
Human
Resources
HR-017
Personnel Files - Medical File
Pre-employment Medical Clearances, ADA
Accommodations, Fit for Duty, Respirator Fit
Tests, etc.

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

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
Admin /
Human
Resources
HR-018
Recruitment and Testing File
(Includes Advertisements, Applications for
Unsuccessful Candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, etc.)
Hiring
Decision + 4
years
Mag, Ppr
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, 34090
Admin /
Human
Resources
HR-019 Recruitment Database (NeoGov) Minimum 4
years Mag, Ppr
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, 34090
Admin /
Human
Resources
HR-020 Retiree Medical Billing 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets municipal
government auditing standards; GC
§34090
Admin /
Human
Resources
HR-021
Training Certificates - Harassment
Prevention Certificates, etc (May be stored in
Target Solutions / Vectors Solutions
Database)
5 years Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
Lead Dept. HR-022 Training Database (Target Solutions / Vector Solutions)
Minimum 5
years
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
8 CCR §3203 et seq., 29 CFR
1627.3(b)(ii), LC §6429(c); GC §§12946,
34090, 53235.2(b)
Admin /
Human
Resources
HR-023 W-4s
Superseded or
Separated + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; (mandate is 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; GC §34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATION - HUMAN RESOURCES Page AD/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).

Admin /
Human
Resources
HR-024
Workers Compensation Claims / Long Term
Disability Claims (Includes all Accident,
Incident, or Injury Reports from Employees)
Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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).

CITY ATTORNEY
City
Attorney CA-001
Administrative Civil & Criminal Citations -
Citations that are issued by various City
Departments for violations of the City's
Municipal Code
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-002 Advice Files / Attorney Work Product /
Subject Files (Notes, etc.)
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

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

City
Attorney CA-003 City Attorney Opinions Minimum 2
years Yes Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City
Attorney CA-004 Claim for Damages / Claims Against the
City
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
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-005 Contracts for Investigators Completion
+ 5 years
Yes: Before
Completion Mag, Ppr
Department preference; Statute of Limitations for
contractual obligations is 4 years; CCP §§337.
337.1(a), 337.15, 343; GC §34090
City
Attorney CA-006
Lawsuits / Litigation - EXCLUDES Final
Settlement Agreements, Historically
Significant Records
Minimum
Resolution
+ 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; CCP §337 et
seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b)
City
Attorney CA-007
Lawsuits / Litigation - Final Settlement
Agreements, Historically Significant
Records
P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; CCP §337 et
seq.; GC §§911.2, 34090, 34090.6; PC §832.5(b)
City
Attorney CA-008 Legislative Advocacies, Amicus Briefs, etc. Minimum 2 years Mag, Ppr Department preference; GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

COMMUNITY DEVELOPMENT / PERMIT SERVICES: BUILDING & SAFETY / LAND DEVELOPMENT Lead Dept. CD-001 _Permit Database (TRAKiT) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Community
Development /
Permit Services
CD-002 Address Files / Building Permits P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090, H&S §19850
Community
Development /
Permit Services
CD-003 Appeals Board / Building Standards Appeals
Board - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Permit Services
CD-004 Appeals Board / Building Standards Appeals
Board - AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Community
Development /
Permit Services
CD-005
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

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

QC & OD
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
Community
Development /
Permit Services
CD-006 Building 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
Community
Development /
Permit Services
CD-007 Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
Community
Development /
Permit Services
CD-008 Building 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
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Permit Services
CD-009
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL - SFR and APPURTENANCES
Structural Calculations
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
Community
Development /
Permit Services
CD-010 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD GC §50022.6
Community
Development /
Permit Services
CD-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Permit Services
CD-012 Construction Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Permit Services
CD-013
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (kept with the
Building Permit file); GC §34090
Community
Development /
Permit Services
CD-014 Correction Notices P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Permit Services
CD-015 Energy Calculations P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Community
Development /
Permit Services
CD-016
Geotechnical and Soil Reports / Hydrology
Reports / Preliminary Studies / Project
Assessments - Where Land Development is the
Lead
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Permit Services
CD-017 Geotechnical and Soils Reports (all) P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Permit Services
CD-018
Land Development / 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
Community
Development /
Permit Services
CD-019
Land Development / Private Development:

Permanent Records
Deeds, Drainage, Driveway, Easements, Rights of
Way, Soils Reports, Stormwater, Private Lab
Verifications, Rights-of-Way Testing Lab Final
Reports etc.

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

QC & OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Development /
Permit Services
CD-021 Stop Work Notices P
Mag,
Mfr, OD,
Ppr
S Yes: After

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

CODE ENFORCEMENT
Community
Development /
Code Enforce.

CD-022
Code Enforcement / Abatement Case Files
(Includes appeals and Code Enforcement
Complaint Letters)
Minimum 2
years
Yes: Until
Resolution Mag, Ppr Department preference; GC §34090
Community
Development /
Code Enforce.

CD-023 Hearing Officer Determinations (for appeals of
Code Enforcement Actions) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Code Enforce.

CD-024 Notice of Violations ./ Code Enforcement Citations Minimum 2 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department preference; GC §34090

ECONOMIC DEVELOPMENT
Community
Development /
Economic
Development
CD-025 Economic Development Projects / Business
Recruitment and Retention
Minimum 2
years Mag, Ppr Department Preference; GC §34090 et
seq.

HOUSING & COMMUNITY DEVELOPMENT
Community
Development /
Housing &
Community
Development
CD-026
CARES Grants (Covid-19)
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; statewide guidelines propose
4 years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Housing &
Community
Development
CD-027 CDBG / Sub-Recipient Grants Agreements
After Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Ppr
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

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

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Development /
Housing &
Community
Development
CD-028
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien Releases -
Where Housing is the Lead
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Housing &
Community
Development
CD-029 Deeds: Trust Deeds Loan Pay-off
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (meets municipal
government auditing standards); GC
§34090
Community
Development /
Housing &
Community
Development
CD-030
Environmental Determinations (Finals):

Environmental Impact Reports (EIRs), Negative
Declarations, etc.) / CEQA
Where Housing is the Lead
P
Mag,
Mfr, OD,
Ppr
S 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
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Housing &
Community
Development
CD-031
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Housing & Community
Development 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, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Housing &
Community
Development
CD-032
Homeless Services
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; statewide guidelines propose
4 years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Development /
Housing &
Community
Development
CD-033 Housing Applications Rejected (First Time Home
Buyers, Life/Safety, Rehabilitation, HOME, etc.) 5 years Mag, Ppr GC §34090 SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Housing &
Community
Development
CD-034
Housing Programs: Affordable Housing Projects,
HOME, Rehabilitation, CDBG-funded Housing
Projects, etc.

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; statewide guidelines
propose 4 years; 2 CFR 200.334; 24
CFR 92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
Community
Development /
Housing &
Community
Development
CD-035
Housing Programs: CDBG-funded Housing
Projects, etc.

WITHOUT a Recapture / Resale Restriction
Loan Pay-off
+ 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(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090

COMMUNITY DEVELOPMENT / PLANNING / FORMER REDEVELOPMENT AGENCY Lead Dept. CD-036 _Permit Database (TRAKiT) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Planning
CD-037
Planning Projects - Discretionary & Ministerial
- Approved Permanent Entitlements & Permits
(Includes Associated CEQA Noticing, Conditions
of Approval, Environmental Determinations, Staff
Reports, Plans)
Examples:

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

QC & OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC§§34090,
34090.7
Community
Development /
Planning
CD-038 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Development /
Planning
CD-039 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD minute
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Planning
CD-040 Census, Demographics
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau is OFR)
Community
Development /
Planning
CD-041 Design Review Board - AGENDAS & STAFF

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

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

Community
Development /
Planning
CD-042 Design Review Board - AUDIO or VIDEO

RECORDINGS
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Community
Development /
Planning
CD-043 Design Review Board - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Community
Development /
Planning
CD-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, Ppr
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the project
or the agency’s CEQA compliance with
respect to the project — are not within the
scope of section 21167.6, subdivision (e)
and need not be retained." Golden Door
Properties, LLC v. Superior Court of San
Diego County (County of San Diego, et
al., Real Parties in Interest) (53
Cal.App.5th 733); PRC 21167,6; GC
§34090
Community
Development /
Planning
CD-045
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S Yes: After

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-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).

Community
Development /
Planning
CD-046
Former Redevelopment Agency Projects and
Plans - HISTORICAL
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien Releases,
or other Historically Significant records
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Community
Development /
Planning
CD-047 Former Redevelopment Agency Projects and
Plans - NOT Historical 10 years Mag, Ppr Department preference; GC§34090 Community
Development /
Planning
CD-048 General Plan, Elements and Amendments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Community
Development /
Planning
CD-049 Historic Resources Board - AGENDAS & STAFF

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

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

Community
Development /
Planning
CD-050 Historic Resources Board - AUDIO or VIDEO

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

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

Ver. 4.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Econ Dev., Housing & Comm. Dev, Planning ) Page CD-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Community
Development /
Planning
CD-055 Planning Commission - AUDIO or VIDEO

During
Event
Mag, Ppr Department preference; GC§§34090
Community
Development /
Planning
CD-058 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Community
Development /
Planning
CD-059 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 / ACCOUNTING
Finance /
Accounting FIN-001 _Financial Services / ERP Database (Tyler New World) Indefinite Yes Mag
Data Fields / Records are interrelated;
(no retention mandated for databases);
GC §34090
Finance /
Accounting FIN-002 1099's / 1096's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (mandate -
IRS: 4 years after tax is due or paid);
Ca. FTB: 3 years; 26 CFR §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
Accounting FIN-003
Accounts Payable / Invoices and Backup /
Warrants / Refunds / Credit Card
Statements / P-Card Statements
(Includes Invoices, Travel Expense
Reimbursements, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; 5 years meets
municipal government auditing
standards and Statute of Limitations for
contracts; (mandate is 2 years); CCP
§337 et. seq.; GC §34090
Finance /
Accounting FIN-004 Audit Work Papers When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts / content not
substantive; (no retention mandated);
GC §34090
Finance /
Accounting FIN-005 Audits - Annual Financial Reports / Annual Comprehensive Financial Report (ACFR) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (mandate is 2
years); GC §34090
Finance /
Accounting FIN-006
Audits - Single Audits, Grant Audits, IRS
Audits, Transportation Audits, PERS Audit,
etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); (mandate is 2 years); GC
§34090
Finance /
Accounting FIN-007 Bank Statements, Bank Reconciliations 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-008 Banking Transactions, Bank Wire
Transactions, Confirmations 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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).

Finance /
Accounting FIN-009
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) - Includes Continuing Disclosure
Reports
See Bank Statements for statement
retention.

Fully Defeased +
10 years
Yes: Until
Maturity Mag, Ppr
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; (mandate is 2 years); CCP
§§336 et seq. 337.5(a); 26 CFR 1.6001-
1(e): GC §43900 et seq.

Finance /
Accounting FIN-010 Budgets - Finals and Amendments P Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; (mandate is 2
years); GC §34090
Finance /
Accounting FIN-011 Budgets Work Papers When No Longer
Required Mag, Ppr Preliminary drafts; (no retention
mandated); GC §34090
Finance /
Accounting FIN-012 Checks / Warrants (Cashed) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets
municipal government auditing
standards; (mandate is 2 years); GC §
34090
Finance /
Accounting FIN-013 Checks / Warrants (VOIDED) When No Longer Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts; (no retention
mandated); GC §34090
Finance /
Accounting FIN-014 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;
(mandate is 2 years) CCP §§340(d),
1519; GC §34090
Finance /
Accounting FIN-015
Finance Committee Subcommittee of the
Council

AGENDAS, MINUTES, STAFF REPORTS
Minimum 2 years Mag, Ppr Department Preference; (mandate is 2 years); GC §34090 et seq.

Finance /
Accounting FIN-016
Fiscal Agent Statements, Investment
Account Statements, LAIF Statements /
Local Agency Investment Fund Trustee
Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Accounting FIN-017 Fixed Assets 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-018
Investments / Investment Statements /
Certificate of Deposit / Investment Bonds
(Receipts / Advisor Reports / Trade
Tickets
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; statewide guidelines
propose permanent; FTC Reg's rely on
"self-enforcement"; (mandate is 2
years); GC§§ 34090, 43900
Finance /
Accounting FIN-019 Journal Entries / Journal Vouchers 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; (mandate is 2 years); GC
§34090, 26 CFR 31.6001-1
Finance /
Accounting FIN-020
Measure V, G, E Oversight Committees /
Ballot Measure Oversight Committees

AGENDAS, STAFF REPORTS
Minimum 2 years Mag, Ppr Department Preference; (mandate is 2 years); GC §34090 et seq.

Finance /
Accounting FIN-021
Measure V, G, E Oversight Committees /
Ballot Measure Oversight Committees

MINUTES
P Mag, Ppr (mandate is permanent); GC §34090
Finance /
Accounting FIN-022
OES / FEMA Claims
(Excludes Fire Department's Strike Team
Reimbursements)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); (mandate is 2 years); GC
§34090
Finance /
Accounting FIN-023
Reports, General Ledger, Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets,
Revenue & Expenditure Reports, etc.
(FROM DATABASE - ANNUAL,

MONTHLY OR PERIODIC)
When No Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (The Financial
System Database is the original; reports
are considered drafts or copies); (no
retention mandated); GC §34090 et seq.

Finance /
Accounting FIN-024
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Street
Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; (no retention mandated); GC
§34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Accounting FIN-025
Tax - Annual Tax Roll and Special
Assessments: Landscape and Lighting
Districts, Ad Valorem Taxes, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; (no retention mandated); GC
§34090
Finance /
Accounting FIN-026 Tax - Sales Tax Reports When No Longer Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Compilation of Non-Records /
Preliminary drafts used to project
revenue; (no retention mandated); GC
§34090
Finance /
Accounting FIN-027 W-9s Vendor Inactive
+ 3 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets IRS Auditing Standards
(mandated for 3 years after the last
payment to the vendor); GC §34090

FINANCE / REVENUE & LICENSING
Finance /
Revenue &
Licensing
FIN-028
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, etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; (mandate is 2 years); GC
§34090 et seq.

Finance /
Accounting FIN-029 Business License / Business Permits:

Database Indefinite Yes Mag
Data Fields / Records are interrelated;
(no retention mandated for databases);
GC §34090
Finance /
Revenue &
Licensing
FIN-030 Business Licenses / Business Permits:

Applications, New, Renewals 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; (mandate is 2 years); GC
§34090 et seq.

Finance /
Revenue &
Licensing
FIN-031 Cash Receipts, Rents, Other Income,
Credit Card Settlements 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards; (mandate is 2 years); GC
§34090 et seq.

FINANCE / PAYROLL
Finance /
Payroll FIN-032
CalPERS Reports / New York Life Reports -
Annual Valuation Reports, Actuarial
Valuation Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (mandate is 2
years); GC §34090
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Payroll FIN-033
DE-6, DE-7, DE-9, DE-34, DE-43, W-3 &
DE-166, 941 Forms, PERS / FICA &
Medicare Adjustments - Quarterly Payroll
Tax Returns / OASDI, Federal Tax
Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; (mandated for
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-034 Garnishments
Satisfied + 5
years, or
Separation of
Employee
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to meet auditing
standards (mandate is 2 years); GC
§34090; 26 CFR 31.6001.1
Finance /
Payroll FIN-035 Payroll Database (Tyler New World) Indefinite Yes Mag Data Fields / Records are interrelated;
(no retention mandated for databases);
GC §34090
Finance /
Payroll FIN-036 Payroll Reports - Periodic Bi-weekly
Payroll Report 7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for grant audits;
Meets municipal government auditing
standards; (mandate is 2 years); PERS
Circular letter 200-051-17; GC §34090
Finance /
Payroll FIN-037 Time Cards / Time Sheets 7 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference for grant audits;
Meets auditing standards (audit + 4
years); Ca. requires 2 yr min.; FTB
keeps 3 years; (mandate by IRS
requires 4 years); IRS Reg §31.6001-
1(e)(2), R&T §19530; LC § 1174(d); 29
CFR 516.5; 29 CFR 516.5 & 516.6(c);
GC §34090
Finance /
Payroll FIN-038 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
IRS mandate: 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 / PURCHASING
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Purchasing FIN-039
Purchase Orders, / Procurement &
Contracting Records - Formal and Informal
(RFPs, Specifications, Contracts,
Amendments, Successful Bids, Notice of
Award, RFQs, etc.)
10 years Yes: Before
Completion Mag, Ppr
10 years for Errors & Omissions;
Statute of Limitations is 4 years;
(mandate is 2 years); CCP §§337.
337.1(a), 337.15, 343; GC §34090
Finance /
Purchasing FIN-040 Vehicle Titles / Pink Slips
Upon Sale or
Disposal of
Vehicle
Mag, Ppr Title is transferred to new owner or
auction house (no retention mandated);
SALINAS, CA. ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 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. &
Police /
Admin
FR-001
Emergency Operations Plan (includes Office
of Emergency Management & Homeland
Security)
When
Superseded Yes (all)
Mag,
Mfr, OD,
Ppr
S/I No GC §34090
Fire /
Admin. &
Police /
Admin
FR-002 EOC Activations & Drills 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC Department Preference; GC §34090
Fire /
Admin. FR-003 Fire Incident Reports (printouts from the Fire RMS database)
When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft / copy (the Fire
RMS database is the original); GC §34090 et
seq.

Fire /
Admin. FR-004 Fire Incident RMS Database (County
Communications Software) Indefinite Yes Mag,
Ppr Data is interrelated; GC §34090 et seq.

Fire /
Admin. FR-005 HIPAA Policies and Procedures (Health
Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD 24 CFR 164.530(j)
Fire /
Admin. FR-006 ISO Insurance Ratings 15 years Mag,
Ppr
Department Preference (rated every 10 years);
GC §34090
Fire /
Admin. FR-007 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag,
Ppr
Considered a preliminary draft / copy (the Fire
RMS database is the original); GC §34090 et
seq.

Fire /
Admin. FR-008 Programs and Projects (e.g. Cadet, CPR
Program, Fire Service Day, etc.)
Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire /
Admin. FR-009 Ride-A-Long Waivers 2 years Mag,
Ppr GC §34090
Fire /
Admin. FR-010 Strike Team Reimbursement (OES / FEMA) 10 years Mag, Ppr Department Preference; GC §34090
Fire / EMS FR-011 Ambulance Billing (Performed by a private company) 5 years Mag,
Ppr
Department preference; meets municipal
government auditing standards; GC §34090

FIRE / EMERGENCY MEDICAL SERVICES
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 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-012 Controlled Substance Logs, Inventories / Ambulance Inventory Logs 3 years Mag,
Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04
Fire / EMS FR-013 EMS Complaints 3 years Mag,
Ppr
Statute of Limitations for health providers is 3
years; Call Records are required for 3 years; 13
CCR 1100.7, CCP §340.5, GC §34090
Fire / EMS FR-014 HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Superseded
+ 6 years
Mag,
Mfr, OD,
Ppr
S Yes: After 1
year 24 CFR 164.530(j)
Fire / EMS FR-015
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 Yes: After 2
years
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 §§1797.98(e) 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 / EMS FR-016 Refusal to Transfer 3 years Mag,
Ppr
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
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 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 MARSHAL / FIRE PREVENTION
Community
Develop. /
Building
FR-017 Development Review / Plan Review -
Building Permits
Copies -
When No
Longer
Required
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-018
Fire Direct Permits / Administrative
Permits (F-Permits that don't start at
Building)
P Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-019
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods or Materials
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 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-020 Fire Inspections / Citations / Notice of Violations
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Not required for the Life
of the Structure or Activity, or Minimum 5 years
whichever is longer - only applies to Approvals,
Inspections, Fires, Modification / Alternative
Methods or Materials; CFC §§ 104.6 – 104.6.4;
GC §34090
Fire / Fire
Prevention FR-021 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 / Fire
Prevention FR-022 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 2
years
Mag,
Ppr Department preference; GC §34090 et seq.

Fire / Fire
Prevention FR-023 Fire Prevention Programs (Fire Prevention Week, etc.)
Minimum 2
years
Mag,
Ppr Department Preference; GC § 34090 et seq.

Fire / Fire
Prevention FR-024
Permits: Construction Permits (Short Term
Uses / Temporary Uses): High Piled
Storage, Sprinkler Plans, etc.

Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Ppr GC §34090 et seq.

Ver. 2.0 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 / Fire
Prevention FR-025
Permits: Fire Code Permits / Special Event
Permits (assembly permits, candle permits,
tent permits, open flame, etc.)
Expiration of
Permit + 2
years
Yes: Before
Event
Mag,
Ppr GC §34090 et seq.

Fire / Fire
Prevention FR-026
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-027 Public Information / Education (when
produced internally)
Minimum 2
years
Mag,
Ppr Department Preference; GC §34090
Fire / Fire
Prevention FR-028 Temporary Hydrant Permits (Cal Water) Expiration + 2 years
Mag,
Ppr Department preference; GC §34090 et seq.

FIRE / OPERATIONS / SUPPRESSION
Fire / Ops FR-029 Controlled Substance Logs, Inventories / Drug Logs 3 years Yes Mag,
Ppr
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04; GC
§34090
Fire / Ops FR-030 Equipment Records & Testing Surplus + 2 years
Mag,
Ppr
Department Preference to be in compliance with
NFPA Standards for in-service automotive fire
apparatus ; NFPA 1911.4.7.3 & Annex C.5, GC
§34090
Fire / Ops FR-031 Pre-Fire Plans When
Superseded
Mag,
Ppr GC §34090 et seq.

Fire / Ops FR-032 Station Log Books / Red Books P Mag,
Ppr Department Preference; GC §34090
Fire /
Training FR-033
Training Certificates - Fire Specialized
Training (May be stored in Target Solutions /
Vectors Solutions Database)
5 years
Mag,
Mfr, OD,
Ppr
S Yes: After QC
& OD
8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)

FIRE / TRAINING
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 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).

Lead Dept. FR-034 Training Database (Target Solutions / Vector Solutions)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S Yes: After QC
& OD
8 CCR §3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
Fire /
Training FR-035
Training File (by employee)
Individual Training Certificates, Continuing
Education for Paramedics
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S Yes: After QC
& OD
Department preference; Ethics Training is 5
years; Statewide guidelines propose 7 years;
Calif. Labor Division is required to keep their
OSHA records 7 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 34090, 53235.2(b)
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-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).

Information
Technology IT-001 Backups / Computer Backups (ALL)
When No
Longer
Required
Yes Mag.

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

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

Information
Technology IT-003

UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup, WORM /
DVD-r / CD-r / Blue Ray-R) or other
unalterable media that does not permit
additions, deletions, or changes
P 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, CCR 22620 et seq.

Information
Technology IT-004 Video Recordings - Building Security, City Operations 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Information
Technology IT-005 Video Recordings - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing operations;
GC §34090.6 et seq,

INFORMATION TECHNOLOGY
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

COMMUNITY SERVICES / ADMINISTRATION
Library &
Community
Services /
Admin.

L&CS-001 Art in Public Places / Art Installations - Original Designs and Material, etc.

Art
Decommis-
sioned + 5
years
Mag, Mfr,
OD, Ppr S No
Decommissioned means removal from
public display; Department
preference; GC §34090
Library &
Community
Services /
Admin.

L&CS-002
Library & Community Services Commission, Public
Art Commission

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

After QC
&OD
Department Preference; GC §34090
Library &
Community
Services /
Admin.

L&CS-003
Library & Community Services Commission, Public
Art Commission

MINUTES, BYLAWS
P Yes Mag, Mfr,
OD, Ppr S
Yes:

After QC
&OD
GC §34090

COMMUNITY SERVICES / PARKS & SPORTS ADMINISTRATION
Library &
Community
Services /
Parks &
Sports Admin
L&CS-004 _Recreation Database / Class Registration
Database
Minimum 2
years Yes Mag, Ppr
May contain e-packets with electronic
waivers; Data is interrelated; GC
§34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-005 Activity Guide / Class Guide / Program Guide (Final) 2 years Mag, Mfr, OD, Ppr S / I
Yes:

After QC'd
& OD
GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-006
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, Ppr GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

Library &
Community
Services /
Lead Div.

L&CS-007 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-008 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Parks &
Sports Admin
L&CS-009 Contracts for Instructors and Performers Completion + 2 years
Yes:

During
Class or
Program
Mag, Ppr Department preference; CCP §337;
GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-010 Evaluations / Surveys (Programmatic Evaluations of Recreation programs)
When No
Longer
Required
Mag, Ppr Content Not Substantive / Preliminary
drafts / Transitory records; GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-011 Film Permits, Special Event Permits Expiration + 2 years Mag, Ppr GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-012 Herbicide / Pesticide Application (Parks) 2 years Mag, Ppr Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623, 40
CFR 171.11 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

Library &
Community
Services /
Parks &
Sports Admin
L&CS-013 Income Assistance Subventions for Recreation
Programs / Scholarships (from General Fund) 5 years
Yes:

During
Class or
Program
Mag, Ppr
Department Preference (Some
programs may have grant funding); 2
CFR 200.334; 24 CFR 91.105(h),

92.505, 570.490, & 570.502(a&b), 29
CFR 97.42; OMB Circular A-110 & A-
133; GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-014
Park Facility Use Requests / Field Rentals / Facility
Use Applications and Permits (includes ABC Permits,
and Insurance Certificates, where required)
2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Parks &
Sports Admin
L&CS-015 Park Tree Maintenance 5 years Mag, Ppr Department preference; GC §34090 Library &
Community
Services /
Parks &
Sports Admin
L&CS-016 Playground Inspections 10 years Mag, Ppr Department preference; GC §34090 Library &
Community
Services /
Parks &
Sports Admin
L&CS-017 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Ppr GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-018 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

Library &
Community
Services /
Parks &
Sports Admin
L&CS-019 Senior Services (Excludes Foodbank or any grant- funded programs) 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
Library &
Community
Services /
Parks &
Sports Admin
L&CS-020 Swimming Pool Chemical Addition Logs 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
Division
Providing
Service /
Work
L&CS-021
Work Orders / Service Requests - CRM / CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service /
Work
L&CS-022
Work Orders / Service Requests - All Information
Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service /
Work
L&CS-023
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 Ppr City Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090

YOUTH SERVICES & COMMUNITY ENGAGEMENT
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-024 Client Outreach (Enrollment Forms, Goal Setting, Referrals, etc.)
Minimum 2
years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
&OD
Department Preference; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-025 Community Alliance for Safety and Peace Minimum 2 years Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
&OD
Department Preference; GC §34090
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-026
Grants - State and Federal (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
5 years Mag, Ppr
Meets auditing standards; Uniform
Admin. Requirements for Grants to
Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; statewide
guidelines propose 4 years; 2 CFR
200.334; 24 CFR 91.105(h), 92.505,
570.490, & 570.502(a&b), 29 CFR

97.42; OMB Circular A-110 & A-133;
GC §34090
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-027 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Ppr GC §34090
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-028 Violence Prevention (Outreach, Leadership
Development Attendance, Registration, etc.)
Minimum 2
years Mag, Mfr,
OD, Ppr S / I
Yes:

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-029 Volunteer Applications & Waivers - Placed / Hours were volunteered
Inactive /
Separation +
3 years
Mag, Mfr,
OD, Ppr S Yes: 1
year
Courts may treat volunteers as
employees; 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 §§12946, 12960, 34090; 29
USC 1113
Library &
Community
Services /
Youth
Services &
Community
Engage.

L&CS-030 Volunteer Applications & Waivers - Wait Listed 3 years Ppr Courts may treat volunteers as
employees; 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 §§12946, 12960, 34090; 29
USC 1113

LIBRARY
Library &
Community
Services /
Library
L&CS-031 _Library Information Database Indefinite Yes Mag, Ppr Data Fields / Records are interrelated; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-032 Contest Entries (Photo Contests, etc.)
When No
Longer
Required
Mag, Ppr
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-033 Contest Winners (Photo Contests, etc.) 2 years Mag, Ppr GC §34090 et. seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

Library &
Community
Services /
Lead Div.

L&CS-034 Contracts for Digital Services / Subscription for On- Line Services
Completion
+ 2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Library
L&CS-035
Grants: LSCA (Library Services and Construction),
LSTA (Library Services and Technology), SLRC
(State Literacy Resource Centers), CLLS (California
Library Literacy Services); CLSA (California Library
Services Act, IMLS (Institute of Museum & Library
Services), and PLF (Public Library Foundation)
ONLY. For all others, follow City-wide Schedule.
(SUCCESSFUL Reports, and Financial Information)
Send copy of application and award to Administrative
Services
Final
Expenditure
+ 5 years
Mag, Mfr,
OD, Ppr S/ I Yes: After

QC & OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Library &
Community
Services /
Library
L&CS-036 Incident Reports Minimum 2
years Mag, Ppr Department Preference; GC §34090
Library &
Community
Services /
Library
L&CS-037 Library Programs - Education, Youth & Families, Lifelong Learning, etc. (Program Manager's Records)
Minimum 2
years Mag, Ppr Department Preference; GC §34090
Library &
Community
Services /
Lead Div.

L&CS-038 Registrations / Sign-ups / Waivers (Signed by
participants, or their parent or guardian) 2 years Mag, Ppr GC §34090 et. seq.

Library &
Community
Services /
Lead Div.

L&CS-039
Releases / Copyright Usage Permission / Photo or
Video Release Agreement / Use Items from Library
Collection, etc.

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

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

Ver. 6.0 RECORDS RETENTION SCHEDULE - LIBRARY &

COMMUNITY SERVICES
Page LIB&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).

Library &
Community
Services /
Library
L&CS-040 Sponsored Art, Artists and/or Projects - Temporary Exhibits
Completion
+ 2 years Mag, Ppr GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 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).

ANIMAL SERVICES
Police /
Animal
Services
PD-001 _Animal Shelter Manager Software
Database Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Police /
Animal
Services
PD-002 Adoption Receipts / Ownership 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-003
Animal Address Files: Bite Reports,
Complaints, Cruelty Investigations and
Administrative Hearing Officer Findings,
Dangerous Dog Reports, Impound Notices,
Investigations, Barking Dogs, Loose Dogs,
etc.

When
Animal
Deceased,
Minimum 3
years
Mag, Ppr Department Preference; GC §34090 et seq.

Library &
Community
Services /
Admin.

PD-004 Animal Services Committee

AGENDAS, AGENDA PACKETS
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Library &
Community
Services /
Admin.

PD-005 Animal Services Committee
MINUTES, BYLAWS P Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Animal
Services
PD-006 Animal Treatment / Medical 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
3 years is required for animal treatment
records; FA §32003(e), PC §597.1(d); CCP
§§336(a), 337 et. seq.,
Police /
Animal
Services
PD-007 Complaints - Regarding Animals (Barking,
etc.) 3 years Yes Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-008 Impound Notices / Contact Requests
End of
Impound + 3
years
Mag, Ppr
Department preference; 3 years is required for
animal treatment records; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et. seq., GC
§34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Animal
Services
PD-009
Investigations / Problem Files (barking, loose
dogs, dangerous dog reports, vicious
animals, etc.)
Minimum 3
years Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-010 Notices to Comply, Warning Letters / Notices
/ Citation Books (Off leash, etc.)
Minimum 3
years Mag, Ppr Department Preference; GC §34090 et seq.

Police /
Animal
Services
PD-011 Record of All Efforts to Contact Owner and/or
Microchip’s Primary Registrant 2 years Mag, Ppr FA 31108.3 and 31752.1

POLICE ADMINISTRATION / POLICE CHIEF
Police /
Admin. /
Chief
PD-012 Alarm Billing 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets municipal
government auditing standards); GC §34090
Police /
Admin. /
Chief
PD-013 Alarm Permits, False Alarm Notifications Expiration + 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Admin. /
Chief
PD-014 Background Files - Successful Applicants Separation + 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946, 12960, 34090; 29
USC 1113
Police /
Admin. /
Chief
PD-015 Background Files - Unsuccessful
Applicants 4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1672.3(b)(i), 29
CFR 1602.14; GC §§12946,12960, 34090
Police /
Admin. /
Chief
PD-016 CCW Permits (Carry Concealed Weapon
Permits) - Retired Employees
Expiration +
2 years Mag, Ppr Department preference; GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Admin. /
Chief
PD-017 Contracts for Investigators (Police only) Completion + 5 years
Yes:

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

QC & OD
Department preference; Statute of Limitations
for contractual obligations is 4 years; CCP
§§337. 337.1(a), 337.15, 343; GC §34090
Fire /
Admin. and
Police /
Admin. /
Chief
PD-018
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
Fire /
Admin. &
Police /
Admin
PD-019 EOC Activations & Drills 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC Department Preference; GC §34090
Police /
Admin. /
Chief
PD-020
Internal Affairs / Complaints from a Member
of the Public WITH Sustained Finding of
Misconduct
Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC§ 34090
Police /
Admin. /
Chief
PD-021
Internal Affairs / Complaints from a Member
of the Public WITHOUT Sustained Finding
of Misconduct
Final
Disposition +
5 years
Mag, Ppr
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 /
Admin. /
Chief
PD-022 Internal Affairs / Internal Complaints (made
by employees)
Final
Disposition +
5 years
Mag, Ppr
Department Preference; Exceeds with Lexipol
Policy; Not a civilian complaint; other State &
Federal laws require retention until final
disposition of formal complaint; State requires 2
years after action is taken; EVC §1045, GC
§§12946,12960, 34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Admin. /
Chief
PD-023
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded Mag, Mfr,
OD, Ppr S / I Yes: After
superseded Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-024 Press Releases - Police Only 2 years Mag, Ppr GC §34090 Police /
Admin. /
Chief
PD-025 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-026
Reports and Studies regarding Police
operations (not historical - manpower,
consolidation, etc.)
Minimum 2
years Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Admin. /
Chief
PD-027
Reports to State or Federal Agencies:

Report to the State Commission on Peace
Officer Standards and Training (POST
Commission) of peace officer employment,
compliant, finding, disposition, or judgement
pursuant to PC §13510.9;
Report of data regarding the number, type, or
disposition of complaints made against its
officers
2 years Mag, Ppr PC §13510.9, GC §34090 et seq.

Police /
Admin. /
Chief
PD-028 Use of Force Reviews - Not as a result of a
complaint by a Member of the Public 2 years Mag, Ppr Department Preference; GC §§12946, 12960, 34090

INVESTIGATIONS
Police /
Investig. PD-029 Asset Forfeiture Notification 5 years Mag, Ppr Per Federal DOJ requirements (Equitable Sharing Guide); GC §34090
Police /
Investig. PD-030
Business Permit Background Files (Bingo
license, Pawn broker license, Tobacco Retail
Licensing, etc.)
Expiration +
2 years Mag, Ppr Department Preference; GC § 34090 et seq.

Police /
Investig. PD-031
Business Permits (Bingo license, Pawn
broker license, Tobacco Retail Licensing,
etc.)
Expiration +
2 years Mag, Ppr Department Preference; GC § 34090 et seq.

Ver. 3.0 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 /
Investig. PD-032
Criminal Intelligence Files
Confidential informant information & activities
Last Entry +
5 years Mag, Ppr
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal conduct
or activity. Misleading, obsolete or unreliable
information is required to be destroyed;
remaining records must not be retained longer
than 5 years; 28 CFR 23.20(h); GC §34090
Police /
Investig. PD-033 Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Crime
Report Files
Ppr, Mag Transfer all Official Reports to Records to be placed in the Crime Report Files.

Police /
Investig. PD-034 Guns: Dealers Record of Sale (DROS) 2 years Mag, Ppr GC §34090 Police /
Investig. PD-035 Informant Files
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Investig. PD-036 Pawn Slips 2 years Mag, Ppr GC §34090
Police /
Investig. PD-037 Registrants: Arson Registrations: Adults Death of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Pursuant to PC §457.1
et seq.; required to register for life; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC §34090.7
Police /
Investig. PD-038 Registrants: Arson Registrations: Juveniles released from California Youth Authority
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or
sealing pursuant to W&I §781; GC §34090.7
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Investig. PD-039 Registrants: Sex Offender Registrations:

Adults
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 /
Investig. PD-040 Registrants: Sex Offender Registrations:

Juveniles
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 /
Investig. PD-041 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.

Ver. 3.0 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).

OPERATIONS / PATROL
Police / Ops
/ Patrol PD-042 Canine (Police Service Dogs) Program Files / Training Files: Animal Files
Separation +
3 years Mag, Ppr
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC
§34090 et seq.

Police / Ops
/ Patrol PD-043 Canine (Police Service Dogs) Program
Files: Action Reports, Monthly Reports 5 years Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops
/ Patrol PD-044 Patrol Schedules
When No
Longer
Required
Mag, Ppr Preliminary drafts (the timecard / timesheet is the final); GC §34090 et seq.

OPERATIONS / TRAFFIC
Police / Ops
/ Traffic PD-045 Hearing Officer Determinations (Citation Appeals, Tows, etc.) 2 years Mag, Ppr GC §34090
Police / Ops
/ Traffic PD-046 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Ppr Department preference; GC §34090 et seq.

Police / Ops
/ Traffic PD-047 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Ppr GC §34090 et seq.

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-048 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Police /
Property &
Evidence
PD-049 Gun and Narcotics Destruction Log
(Documents related to)
Minimum 2
years Mag, Ppr Department Preference; GC §34090
Police /
Property &
Evidence
PD-050 Property & Evidence Database Indefinite Mag, Ppr Department Preference (data is interrelated); GC §34090
Police /
Property &
Evidence
PD-051 Property & Evidence Logs 2 years Mag, Ppr GC §34090 SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Property &
Evidence
PD-052 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-053
Citations (Parking, Traffic, Marijuana /
Cannabis). Includes requests for dismissals,
cancellations, and appeals.
2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-054
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile and Ward Cases - Except
those with Child Abuse or Severe Neglect,
(Substantiated), outstanding stolen property,
including firearms, or lost firearms
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations runs up to age of majority
+ 8 years; sealed records for juveniles and
wards of the Court must be destroyed 5 years
after sealing date; CCP §§340.1, GC §34090;
W&I §§389(a), 781(d)
Police /
Records PD-055
CRIME REPORTS:

Lost Property: Firearms entered into CLETS
(if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S / 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 /
Records PD-056
CRIME 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 / I Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799; 803(h),
11169 et seq.; 11170(a); WIC 707(b)
Police /
Records PD-057
CRIME REPORTS:

Child Abuse or Neglect Investigation Reports
- Unsubstantiated or Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Records PD-058
CRIME REPORTS:

Except those specifically mentioned in the
schedule (ALL Others)
7 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable
items, criminal deaths, they are not historically
significant, and it is not classified under PC
§800 & 290; Stat. of Limit. is 2 yrs; Destroy
juvenile marijuana after age18; H&S §11361.5,
GC §34090, PC §802, PC §§187, 800 et seq.

Police /
Records PD-059
CRIME REPORTS:

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 / I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq.

Police /
Records PD-060
CRIME 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 / I Yes: After

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Records PD-061
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Records PD-062
CRIME 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 / 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 /
Records PD-063
CRIME 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 / I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-064
CRIME 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
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy); GC
§34090; PC §§236.14(k); 236.15(k)
Police /
Records PD-065 Officer Recordings: Body-Worn Cameras – LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Records PD-066
Officer 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 /
Records PD-067 Officer Recordings: Body-Worn Cameras - that are NOT evidence 60 days Mag,
Department preference (law recommends 90
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Records PD-068 Public Records Requests / Subpoenas
Duces Tecum - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Records PD-069 Public Records Requests Database
(NextRequest) - Police Only 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
SALINAS, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 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 /
Records PD-070 RMS Database (Mark43) Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Police /
Records PD-071 Video Recordings - Temporary Holding
Cells 1 year Mag Records regular ongoing operations of the City; GC §34090.6 et seq.

Ver. 3.0 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).

TRAINING
Police /
Training PD-072
Personnel Training File - Officer Training -
BY EMPLOYEE (Includes POST printouts)
Includes Range Qualifications, Retiree Fire
Arson Qualifications
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to be consistent with
Human Resources; 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 /
Training PD-073
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters, 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 /
Training PD-074 Ride A-Long Waiver Form 2 years Mag, Ppr GC §34090 et seq.

Police /
Training PD-075 STOP Source Data, Audit Log / Racial and Identity Profiling Act (RIPA) Annual Report 3 years Mag, Ppr 11 CCR 999.228; 11 CCR 999.229; GC §34090 Police /
Training PD-076 Training Bulletins 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 / AIRPORT
Public Works /
Airport PW-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 No
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
years); EPA recommends that formal test
records or reports be retained for the life
of the container; GC §34090
Public Works /
Airport PW-002 Aircraft Accident / Incident Reports: Aircraft (sent to FAA)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S Yes: After
QC & OD Department preference; GC §34090
Public Works /
Airport PW-003 Airport Commission

AGENDAS & STAFF REPORTS
Minimum 2
years Mag, Ppr Department Preference; GC §34090 et
seq.

Public Works /
Airport PW-004 Airport Commission

AUDIO OR VIDEO RECORDINGS
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Public Works /
Airport PW-005 Airport Commission
MINUTES P Mag, Ppr GC §34090
Public Works /
Airport PW-006
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.

Public Works /
Airport PW-007 Airport State License (Safety Inspections) P Yes Mag,
Mfr, OD,
Ppr
S No Department preference; GC §34090
Public Works /
Airport PW-008 Airport Tenant Agreements and Insurance
Certificates
Termination
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Public Works /
Airport PW-009 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.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 /
Airport PW-010
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); Statewide guidelines
recommend Current Year + 10 years for
Noise Monitoring & Complaints; GC
§34090 et seq.

Public Works /
Airport PW-011
Emergency Operations Plan / Disaster
Recovery Plan / Earthquake Information, Airport
Certification Manual, Airport Emergency Plan
Until
Superseded Yes
Mag,
Mfr, OD,
Ppr
S No Most are non-records; GC §34090
Public Works /
Airport PW-012
Employee Training File - All Course Records
(except for medically related)
(Attendance Rosters, Outlines & Materials,
SOP's & Checklists)
Separation +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Airport PW-013
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
2 years Mag, Ppr S Yes: After
QC & OD GC §34090, 14 CFR 171.13 - 171.327
Public Works /
Airport PW-014 NPDES Permit (Stormwater Discharge Permit) - Airport Only
Expiration +
3 years Yes Mag, Ppr
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Airport PW-015 Oil / Water Separator (Concrete) 3 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.

Public Works /
Airport PW-016 Permits: Use Permits, Short-Term Use Permits, Short-Term Rentals
Termination
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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).

Public Works /
Airport PW-017 Stormwater: Chain of Custody, Guidance
Information, Lab Reports - Airport Only 3 years Mag, Ppr Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Public Works /
Airport PW-018
Stormwater: Industrial Notices / Code
Enforcement / Violations / Spill Response -
Airport Only
Resolution +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41, 122.44;
CCP §337 et seq.

Division
Providing
Service / Work
PW-019
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-020
Work Orders / Service Requests - All
Information Entered in CRM / CMMS Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-021
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 Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

ENGINEERING & TRANSPORTATION
Lead Dept. PW-022 _Permit Database (TRAKiT) Indefinite Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Public Works /
Engineering &
Transportation
PW-023 Assessment Districts / Community Facilities
Districts / Landscape and Lighting Districts P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-024 Bonds: CIP Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment Permits
Release of
Bond / Letter
of Credit
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Security; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 &
Transportation
PW-025
Capital Improvement Projects (CIP) / Design &
Construction: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, 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; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
Public Works /
Engineering &
Transportation
PW-026
Capital Improvement Projects (CIP) / Design &
Construction: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; 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 &
Transportation
PW-027 Design & Construction Standards - Authored by
the City for Private Development P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-028
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Engineering &
Transportation
PW-029
Encroachment Permits / Excavation Permits:

Permanent (Structures in the City's Right of
Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 &
Transportation
PW-030
Encroachment Permits / Excavation Permits:

Temporary (Street Permits, Temporary
Construction, Sidewalk Repairs, Traffic Control,
Transportation Permits, Utility Cuts (Installation
& Patching), etc.)
Includes Insurance Certificates
Minimum 2
years
Yes: Until
Completion Mag, Ppr S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering &
Transportation
PW-031
Engineering Studies / Surveys (Public Right-of-
Way) - Geotechnical and Soil Reports /
Hydrology Reports / Preliminary Studies /
Project Assessments
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-032
FEMA / Flood Plain: National Flood Insurance
Program’s (NFIP) Community Rating System
(CRS) FEMA Required Reporting
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-033 Grading Permits P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering &
Transportation
PW-034 Improvement Plans (for Tracts / Subdivisions) P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Drafts should be destroyed; Some maps
are also retained by Planning; Selected
maps are retained in Public Works for
administrative purposes; GC §34090,
34090.7
Public Works /
Engineering &
Transportation
PW-035
Private Development Projects / Job Files:

Administration File / Construction Inspection
Construction Inspections, Correspondence,
Daily Logs, Inspector's Records, Photos, etc.

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

QC & OD
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
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 /
Engineering &
Transportation
PW-036
Private Development Projects / Job Files:

Permanent Files
Certificate of Acceptance / Approval (copy),
Dedications, Abandonments, Drainage,
Driveway, Private Lab Verifications, Testing
Lab Final Reports, Studies, Reports,
Geotechnical and Soil Reports / Hydrology
Reports, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes; GC
§34090
Lead Dept OR
City Clerk PW-037
Recorded Documents: Deeds, Easements,
Right of Ways, Abandonments / Vacation, Liens
/ Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works /
Engineering &
Transportation
PW-038 Traffic and Transportation Committee -

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

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

Public Works /
Engineering &
Transportation
PW-039 Traffic and Transportation Committee - AUDIO
or VIDEO RECORDINGS
Minimum 2
years Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.6
Public Works /
Engineering &
Transportation
PW-040 Traffic and Transportation Committee -

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
Public Works /
Engineering &
Transportation
PW-041 Traffic Calming Requests (Speed Humps, etc.) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Police / State of
California PW-042 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag Ppr copies; GC §34090.7
Public Works /
Engineering &
Transportation
PW-043 Traffic Counts Minimum 2
years Mag Ppr Department preference; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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).

City Clerk PW-044 Traffic Speed Surveys (certified by City Council Resolution)
Copies -
When No
Longer
Required
Mag Ppr Presented to the City Council in the
Council Agenda Packet; GC §34090.7
Public Works /
Engineering &
Transportation
PW-045 Traffic Stop Sign Warrants Minimum 2
years Mag Ppr Department preference; GC §34090
Public Works /
Engineering &
Transportation
PW-046 Traffic Video Recordings (Public Areas / Public
Activity)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
PUBLIC WORKS / ENVIRONMENTAL MAINTENANCE (Corporation Yard, Facilities, Fleet, Streets, Urban Forestry, Wastewater Maintenance) Public Works /
Environmental
Maintenance
PW-047
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures
(SPCC), Inspections, Integrity Testing, Maintenance,
Repairs
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); GC §34090
Public Works /
Environmental
Maintenance
PW-048 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
Public Works /
Environmental
Maintenance
PW-049 Asbestos or Lead Testing / Testing Results
(ALL, no matter who ordered the test) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Environmental
Maintenance
PW-050 Building Inspections / Facilities Inspections 2 years Mag, Ppr GC §34090 Public Works /
Environmental
Maintenance
PW-051 CCTV Videos of Sewer and Storm Drain Lines 5 years Mag, Ppr Department preference; GC §34090 SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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.
(Who Uses the
Vehicle)
PW-052
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Public Works /
Environmental
Maintenance
PW-053 Fleet - Used Oil Disposal Manifests 3 years Mag, Ppr 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq.

Public Works /
Environmental
Maintenance
PW-054
Fleet - Vehicle & Equipment History Files
Maintenance, Smog Certificates
Disposal of
Vehicle or
Equipment +
2 years
Mag, Ppr
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3; CCP §337 et. seq., 3 CCR 1234(f);
GC §34090
Public Works /
Environmental
Maintenance
PW-055 Fleet Management Database Indefinite Mag Data is interrelated; GC §34090 Public Works /
Environmental
Maintenance
PW-056 Generator Operation Logs & Inspections 5 years Mag, Ppr AQMD Rule 1470; Form 400–E–13a instructions; GC §34090
Public Works /
Environmental
Maintenance
PW-057
Herbicide or Pesticide Application Forms
(FIFRA Forms - Federal Insecticide, Fungicide,
and Rodenticide Act)
(Electronic records are retained in the NPDES
database)
2 years Mag, Ppr
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; 3 CCR 6623
Public Works /
Environmental
Maintenance
PW-058 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 /
Environmental
Maintenance
PW-059 Pressure Vessel Certifications or Permits (Air
Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S Yes: After 1
year
Department preference; GC §34090 et.
seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 /
Environmental
Maintenance
PW-060
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
Public Works /
Environmental
Maintenance
PW-061
Streets - Sidewalk Maintenance, Grinding,
50/50 Program with Residents for Sidewalk
Repair (3 bids, successful bidder, etc.)
5 years Mag, Ppr Department preference; GC §34090
Public Works /
Environmental
Maintenance
PW-062 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC
§§4216.2(d) & 4216.3(d), GC §34090
Public Works /
Environmental
Maintenance
PW-063 Urban Forestry: Tree DATABASE Indefinite Mag Data is interrelated; GC §34090 Public Works /
Environmental
Maintenance
PW-064 Urban Forestry: Tree Maintenance, Trimming,
Arborists Reports 5 years Mag, Ppr Department preference; GC §34090 Public Works /
Environmental
Maintenance
PW-065 Wastewater - Confined Space Entries / Hot
Work Permits 6 years Mag, Ppr
Department Preference to be consistent
with SSMP 6-year update requirement; 8
CCR 5157(d)(14) & (e)(6); 29 CFR
1910.146(e)(6) GC §34090
Public Works /
Environmental
Maintenance
PW-066
Wastewater - FOG (Fats, Oil & Grease) /
Source Control / Industrial Pretreatment Annual
/ Semi-Annual Reports
6 years Mag, Ppr
Department Preference to be consistent
with SSMP 6-year update requirement;
NPDES Monitoring records required for 3
years; POTW reports are required for 3
years; 40 CFR 403.12; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 /
Environmental
Maintenance
PW-067 Wastewater - Lab Reports & Chains of Custody:

Wastewater 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
GC §34090
Public Works /
Environmental
Maintenance
PW-068
Wastewater - Lift Station Maintenance (records
not in the Work Order / Service Request
database)
6 years Mag,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
GC §34090
Public Works /
Environmental
Maintenance
PW-069 Wastewater - Odor Complaints / Gas Detection
Results / Investigations 6 years Mag,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
GC §34090
Public Works /
Environmental
Maintenance
PW-070 Wastewater - Sanitary Spills and Overflows
(SSOs) 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Public Works /
Environmental
Maintenance
PW-071
Wastewater - Sewer System Management
Plans (SSMP) and Audits / Sanitary Spills
Overflow Prevention Plan (SSOPP) and
Sanitary Sewer Overflow Response Plan
Superseded
+ 6 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 Orders 2006-03 & 2022-0103-
DWQ; GC §34090
Public Works /
Environmental
Maintenance
PW-072
Wastewater Permits - Regulatory / Operating
Permits / Industrial Waste Discharge
Requirements (WDR) Permit: Examples
(CalARP, Cal OSHA, CERS, CUPA, NPDES,
SWRCB, etc.)
Minimum 6
years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference to be consistent
with SSMP 6-year update requirement;
NPDES Monitoring records required for 3
years; 40 CFR §§122.21, 122.41, 122.44;
GC §34090 CCP §337 et seq.

Public Works /
Environmental
Maintenance
PW-073
Wastewater Regulatory Reports - Reports to
Regulatory Agencies: Examples (CalARP, Cal
OSHA, CERS, CUPA, NPDES, SWRCB, etc.)
Minimum 6
years Mag, Ppr
Department Preference to be consistent
with SSMP 6-year update requirement;
NPDES Monitoring records required for 3
years; 40 CFR §§122.21, 122.41, 122.44;
GC §34090 CCP §337 et seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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-074
Work Orders / Service Requests - CRM /
CMMS DATABASE (Computerized
Maintenance Management System)
Indefinite Mag Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-075
Work Orders / Service Requests - All
Information Entered in CRM / CMMS
Database
(Paper drafts)
When No
Longer
Required
Mag Ppr Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-076
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 Ppr City Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

PUBLIC WORKS / GEOGRAPHIC INFORMATION SYSTEMS (GIS)
Lead Dept. PW-077 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
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.

PUBLIC WORKS / NPDES (NATIONAL POLLUTION DISCHARGE ELIMINATION SYSTEM) Public Works /
NPDES PW-078 NPDES Database (Stormwater Inspections,
etc.) Indefinite Yes Mag, Ppr Data is interrelated; GC §34090 et seq.

Public Works /
NPDES PW-079 Stormwater Illicit Discharges 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years; 40
CFR 122.41(j)(2); SWRCB Order 2006-
03; 40 CFR §§122.21, 122.41, 122.44;
GC §34090
Public Works /
NPDES PW-080
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; City's permit
requires 5 years (Federal mandate is 3
years SWRCB Order 2006-03;
4§§122.21, 122.41, 122.44; GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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 /
NPDES PW-081 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years0; 40 CFR §§122.21, 122.41,
122.44
Public Works /
NPDES PW-082 Stormwater: NPDES Permits Expiration +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
NPDES PW-083 Street Sweeping Tonnage Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; City's permit
requires 5 years (Federal mandate is 3
years); 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

PUBLIC WORKS / WATER, WASTE AND ENERGY
Public Works /
Water Waste &
Energy
PW-084
Solar Energy / Vehicle e-Charing Stations -
Capital Improvement Projects (CIP) / Design &
Construction: Administration File
Project Administration, Certified Payrolls,
Construction Manager's Logs, Hazardous
Materials Plans, Meeting Minutes, Project
Schedules, Progress meetings, Real Estate
Appraisals, RFIs & Responses, Construction
Inspection Logs, Daily Inspections, Daily Logs,
Punch Lists, 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; Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years;
CCP §337 et. seq., GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering Transportation, Environmental Maintenance, GIS) 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).

Public Works /
Water Waste &
Energy
PW-085
Solar Energy / Vehicle e-Charing Stations -
Capital Improvement Projects (CIP) / Design &
Construction: Permanent File
Specifications & Addenda, Contract Copies,
Change Orders, CEQA / Environmental
Documents - EIRs, Negative Declarations,
Exemptions, Materials Testing Reports, Photos,
Soil Reports, Studies, Submittals, Successful
Proposal, Surveys, etc.

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

QC & OD
Department preference; retained for
disaster preparedness purposes;
Statewide guidelines propose Permanent
for Infrastructure plans; 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 /
Water Waste &
Energy
PW-086
Solar Energy / Vehicle e-Charing Stations -
Drawings, Maps, Plans and Record Drawings,
Large-Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Public Works /
Water Waste &
Energy
PW-087
Solid Waste - Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste Collection
and Recycling) . CalRecycle Annual Waste
Diversion Reports
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for 10
years, and are eligible for an extension;
14 CCR § 18995.2; H&S §39730.7; GC
§34090
Public Works /
Water Waste &
Energy
PW-088 Solid Waste - Tonnage Reports / Statistics 10 years Mag, Ppr Department preference; GC §34090 Lead Dept. PW-089 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Ppr Required for 3 years; GC §§4216.2(f) & 4216.3(d); GC §34090
SALINAS, CA. ©1995-2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Salinas City CouncilMay 16, 2023

Salinas City Council
May 16, 2023