Att B - Records Retention Schedule City Wide DRAFT_FY_23-24 — San Pablo City Council, March 4, 2024

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

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

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

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

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

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The City -wide retention schedule includes 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 t herefore responsible for maintaining the official (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 Depart ment. 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 official (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 official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft / transitory record or a copy.

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

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

Usually it is the department that originates the record.

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

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained

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

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

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

Media Options (guideline) – 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 was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , 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. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY-WIDE (applies to All Departments)
City Manager /
Human
Resources
CW-001
Accident, Incident, Injury
reports: EMPLOYEES, with
associated MSDS, if a
chemical was involved
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §34090.7
Finance CW-002
Accounts Payable, Invoices,
Petty Cash, Warrant Requests,
Travel Reimbursement, etc.

ALL backup is forwarded to
Finance
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§34090.7
Lead Dept. CW-003
Affidavits of Publications /
Public Hearing Notices / Legal
Advertising / Affidavits of
Posting
2 years 2 years
Mag,
Mfr, OD,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §§34090,
54960.1(c)(1)
City Clerk CW-004
Agenda Packets / Staff
Reports: City Council /
Redevelopment / Successor
Agency / Oversight Board
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S Yes: After
QC &OD GC §34090.7
City Clerk CW-005
Agreements & Contracts ALL

ORIGINALS
(Specifications / Scope of
Work, Notices of Completion,
etc.)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: Upon
Completio
n
All agreements that are
approved by the City Council
are sent to the City Clerk; GC
§34090.7
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-006
Agreements & Contracts:

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates,
Invoices, Logs, RFP, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); 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-007
Agreements & Contracts:

ADMINISTRATIVE FILES
(with Grant Funding)
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Insurance Certificates, Copies
of Invoices, Logs, RFP, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio
n
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., 2 CFR
200.334; 24 CFR 91.105(h),

92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133;
GC §34090; GC §8546.7
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-008
Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL
PROPOSALS or RESPONSES
to RFPs (Request for
Proposals) and/or RFQs
(Request for Qualifications)
that don't result in a contract
2 years 2 years Mag,
Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract (City Clerk is OFR);
GC §34090
Finance CW-009
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr Copies; GC §34090.7
CW-010 Bids: See Agreements &
Contracts
Staffing Dept. CW-011
Boards and Committees:

AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
Staffing Dept. CW-012
Boards, Commissions, &
Committees: City Council
Subcommittees
(Composed solely of less than
a quorum of the City Council)
2 years 2 years Mag,
Ppr
All recommendations are
presented to the City Council;
GC §34090 et seq.

SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-013
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA
PACKETS.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
City Clerk CW-015
Boards, Commissions, &
Committees: Residents
Advisory Bodies Formed by

CITY COUNCIL

MINUTES, RESOLUTIONS &
BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
SN o Send all originals to the City
Clerk; GC §34090.7
CW-016 Brochures: See Reference
Manuals
Finance CW-017 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Finance CW-018
Cash Receipts Detail / Backup
/ Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
City Attorney CW-019 City Attorney Opinions
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
City Attorney
and
City Manager /
Human
Resources
CW-020 Claims
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement GC §§34090.7, 34090.6
Lead Dept. CW-021
Committees Internal -
Attended by employees: All
Records
(e.g. Evaluation Committee,
Records Management
Committee, In-House Task
Forces, etc.)
2 years 2 years Mag,
Ppr GC §34090
City Manager /
Human
Resources
CW-022 Complaints Against Employees
Send to
Human
Resources
Send to
Human
Resources
Mag,
Ppr GC §34090.7
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead
(Responding)
Dept.

CW-023
Complaints / Concerns from
Citizens / Computer Tracking
Software or Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
City preference; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §§340 et seq.,
342, GC §§911.2, 34090
CW-024 Contracts: See Agreements
CW-025 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-026
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(e.g. Administrative,
Chronological Files, e-mail,
General Files, Letters,
Memorandums, Miscellaneous
Reports, Press Releases,
Public Records Requests,
Reading Files, Working Files,
etc.)
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's
business
2 years 2 years Mag,
Ppr
ONLY IF the Content relates in
a substantive way to the
conduct of the public's
business; City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017; GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-027
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
(which may include
calendars,
checklists, e-mail, e-comments,
flyers, invitations, instant
messaging, logs, mailing lists,
meeting room registrations,
staff videoconference chats,
notes and recordings, supply
inventories, telephone
messages, text messages,
transmittal letters, thank yous,
requests from other cities,
social media, undeliverable
envelopes, visitors logs, voice
mails, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

Records where either the
Content relates in a
substantive way to the conduct
of the public's business, or
ARE made or retained for the
purpose of preserving the
informational content for future
reference are saved by placing
them in an electronic or paper
(project) file folder and retained
for the applicable retention
period. If not mentioned here,
consult the City Attorney to
determine if a record is
considered transitory /
preliminary drafts. GC §34090,
GC §§7927.500, 7928.705
6252; 64 Ops. Cal. Atty. Gen.
317 (1981)); City of San Jose
v. Superior Court (Smith).

S218066. Supreme Court of
California, 2017
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-028 Deeds, Easements, Final
Orders of Condemnations (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Send all originals to the City
Clerk; GC §34090.7
Lead Dept. CW-029 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
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,
7928.705 6252, 6254(a)
Lead Dept. CW-030 Facility Use Applications /
Facility Use Permits 2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-031
GIS Database / Data / Layers
(both City-wide and
Specialized)
When No
Longer
Required
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-032 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-033
Grants / CDBG / Reimbursable
Claims / FEMA Claims / OES
Claims (SUCCESSFUL
Reports, other records required
to pass the funding agency's
audit, if required)
Applications (successful), grant
agreement, program rules,
regulations & procedures, reports
to grant funding agencies,
correspondence, audit records,
completion records
Excludes State Prop 1B (2006
Transportation Projects), which the
State requires for 35 years
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
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; GC §8546.7
City Manager /
Human
Resources
CW-034 Grievances and Informal
Complaints (Employees)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
City Attorney CW-035 Lawsuits, Litigation, Pending
Litigation
Copies -
When No
Longer
Required
(Upon
Settlement)
Copies -
When No
Longer
Required
(Upon
Settlement)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
Risk Management
administrates claim; GC
§§34090.7, 34090.6
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-036
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) Chemical Use Report
Form (or records of the
chemical / substance / agent,
where & when it was used)
While
Chemical In
Use
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Previous MSDS may be
obtained from a service; 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
City Clerk CW-037
Minutes - City Council,
Redevelopment, LSA (Local
Successor Agency, Oversight
Board
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
SN o
Originals maintained by City
Clerk Permanently; GC
§34090.7
City Clerk CW-038 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr
IN o
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-039 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-040
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years Mag,
Ppr GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

City Clerk CW-041 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
SN o Originals maintained by City
Clerk Permanently; GC §34090
Lead Dept. CW-042
OSHA Inspections & Citations,
Log 200 and Log 300, 301,
301A
5 years 5 years Ppr
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7; LC
§6429c
City Manager /
Human
Resources
CW-043
Personnel Files (Department-
level Files)
Except Police Department
Send to
Human
Resources
Upon
Separation or
Transfer
Send to
Human
Resources
Upon
Separation or
Transfer
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources); GC
§34090.7
Lead Dept. CW-044 Personnel Files (Supervisor's
Notes)
After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Ppr
Preliminary drafts; Notes
maintained in a separate folder
to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-045 Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts; destroy
unnecessary photographs. GC
§§34090,
Lead Dept. CW-046 Public Relations / Press
Releases 2 years 2 years Mag,
Ppr GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept.
(Who Ordered
the Appraisal)
CW-047
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-048
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S Yes: After
Inactive
Not accessible to the public
until purchase has been
completed; meets municipal
government auditing
standards; Statewide
Guidelines show 2 years; GC
§§34090, 6254(h) 7928.705
City Clerk CW-049
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
CW-050
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
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-051
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by YOUR
Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department preference;
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-052
Reference Materials: Policies,
Procedures, Brochures, Flyers,
Manuals, Newsletters, etc.:

Produced by OTHER
Departments
When
Superseded
When
Superseded Mag,
Ppr Copies; GC §34090.7
CW-053 Reference or Working Files:

See Correspondence
Lead Dept. CW-054
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained permanently;
GC §34090
Lead Dept. CW-055
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years Mag,
Ppr
Department preference;
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
City Clerk CW-056 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
SN o
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-057 Special Projects / Subject Files
/ Issue Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Department Preference; GC
§34090 et seq.

SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-058
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 2 years Mag,
Ppr GC §34090
CW-059 Tapes / DVD Recordings: See
Boards & Commissions
Finance CW-060
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards / Leave Slips
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Most Employees provide digital
signatures when they submit
their timecards, but some in
Public Works and Community
Services do not (another
employee enters their time);
GC §34090.7
Lead Dept. CW-061
Training - ALL COURSE

RECORDS
(Attendance Rosters, Outlines
and Materials; includes Ethics
Training, Harassment
Prevention Training, & Safety
training, Tailgates)
2 years 3
years 5 years
Mag,
Mfr, OD,
Ppr
S Yes: When
Inactive
Department preference; Ethics
Training is 5 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
1602.31; LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b); 53237.2(b)
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY-WIDE Page CW-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. CW-062
Volunteer / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation + 3
years
Inactive /
Separation +
3 years
Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
Lead Dept. CW-063
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

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

CITY ATTORNEY
City
Attorney CA-001 Advice Files / Department Files
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S/I Yes: After
2 years
Department Preference; GC
§34090
City
Attorney CA-002 City Attorney Opinions and
Opinion Index
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S/I No
Department Preference;
Statewide guidelines propose
superseded + 2 years; GC
§34090
City
Attorney
and
City
Manager /
Human
Resources
CA-003 Claims / MPA
Settlement /
Case
Closure + 5
years
Settlement /
Case
Closure + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Department preference; CCP
§§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)
City
Attorney CA-005 Contract Routing Slips 2 years 2 years Mag, Ppr Department Preference; GC §34090
SAN PABLO, CA ©1995 - 2020 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 6.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2 Office of
Record
Retention
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
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
Attorney CA-004 Litigation Files / Court Case Files
When No
Longer
Required,
but at Least
5 years
Minimum
After
Settlement /
Case
Closure
When No
Longer
Required,
but at Least
5 years
Minimum
After
Settlement /
Case
Closure
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Juveniles may have additional
legal recourses; CCP §§ 337 et
seq.; GC §§ 911.2; 34090,
34090.6; PC §832.5(b)
SAN PABLO, CA ©1995 - 2020 Gladwell Governmental Services, Inc. all rights reserved Do not duplicate or distribute without prior permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. CC-001
Affidavits of Publications /
Affidavits of Posting Notices /
Legal Advertising / Notices /
Proofs of Publications / Public
Hearing Notices
2 years 2 years Mag, Mfr,
OD, Ppr GC §§34090, 54960.1(c)(1)
City Clerk CC-021
Agenda Packets: City Council,
Redevelopment, LSA (Local
Successor Agency,) Oversight
Board
PP Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference; GC
§34090
City Clerk CC-002
Agreements & Contracts (ALL

INFRASTRUCTURE, OR IF
IMAGED, JPAs, MOUs)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Infrastructure:

Architects, Buildings, bridges,
covenants, development,
environmental, Joint Powers,
MOUs, park improvements,
property & property restrictions,
redevelopment, reservoirs, sewers,
sidewalks, street & alley
improvements, settlement,
subdivisions, utilities, water, etc.

Completion P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
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

CITY CLERK
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-003
Agreements & Contracts (ALL

NON-INFRASTRUCTURE,
Professional Services
Agreements - NOT IMAGED)
Agreement or Contract
includes all contractual
obligations (e.g. Specifications
and Successful Proposal /
Scope of Work)
Examples of Non-Infrastructure:

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

Completion 10 years Completion +
10 years
Yes: Before
Completion Mag, Ppr
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)
City Clerk CC-005
Agreements & Contracts
PERS, SSI (Social Security,)
Retirement
5 years P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
Department Preference; CCP
§337 et. seq., GC §34090
City Clerk CC-006
Agreements & Contracts
Subdivision, LLA (Lot Line
Adjustments,) LSA (Lot Split
Agreements)
5 years P P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S Yes: Upon
Completion
Department Preference; CCP
§337 et. seq., GC §34090
City Clerk CC-007 Annexations P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; GC
§34090
City Clerk CC-008 Assessment District Formation P P Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-022
Audio Recordings: City
Council, Redevelopment, LSA
(Local Successor Agency,)
Oversight Board
2 years 2 years Mag, OD
Department Preference; State
law only requires for 30 days;
GC §54953.5(b)
City Clerk CC-009
Board & Commission /
Committee Rosters (Maddy
Act)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-010 Board & Commission
Members: Oath of Office, etc. PP Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; GC
§34090
City Clerk CC-011
Board & Commission
Recruitments: Applications,
correspondence, notices, etc.
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-012
Budgets - ALL City Agencies -
Operating & Capital
Improvement Budgets
City, Redevelopment / LSA /
Successor Agency / Oversight
Board
2 years P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
GC §34090, 40802 (Must be
filed with County Auditor - GC
§53901)
City Clerk CC-013
Campaign Filings (FPPC 400
Series Forms & Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically
or not
2 years P P Mag, Mfr,
OD, Ppr S Yes: After 2
years
For Electronic Filings, Data
that has been maintained for
at least 10 years may then be
archived in a secure format;
Paper must be retained for at
least 2 years; GC
§81009(b)&(g); GC §84615(i)
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-015
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES
Includes Unsuccessful
Candidates Without
Committees that Don't File
Electronically
5 years 5 years Mag, Mfr,
OD, Ppr S Yes: After 2
years
City Clerk CC-015.1
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES

ELECTRONICALLY FILED -
WITH or WITHOUT
Committees
10 years 10 years Mag, Ppr
City Clerk CC-016
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK
(copies)
4 years 4 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(b)(g)
City Clerk CC-017
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years Mag, Ppr
Paper must be retained for at
least 2 years; GC
§81009(c)(g)
City Clerk CC-018 Certificates of Election P P Mag, Mfr, OD, Ppr S / I Yes: After
QC'd & OD
Department preference; GC
§34090
Candidates without
committees are not required
to file their statements,
reports or copies online or
electronically; Paper must be
retained for at least 2 years;
GC §81009(b)&(g); GC
§84615
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-020
City Clerk's Filing System
(Numeric File Classification
System)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City Clerk CC-026 City Council Video
Recordings
Minimum 10
years
Minimum 10
years Mag, OD
Department preference;
Video recording of meetings
are only required for 90 days;
GC §§34090.7, 34090
City Clerk OR
Commun.

Develop. /
Economic
Develop.

CC-030 Deeds, Easements, Liens,
Rights of Way P P Yes (all) Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department preference;
Finals are maintained by City
Clerk; Department file may
include correspondence; GC
§34090 et seq.

City Clerk CC-033
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests): ALL
7 years 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
City maintains original
statements; GC
§81009(d)(e)(f)&(g)
City Clerk CC-058
Economic Interest Filings
(FPPC 700 Series Forms -
Statement of Economic
Interests):

ELECTRONICALLY FILED
10 years 10 years Mag
Statements filed electronically
are required for 10 years;
City maintains copies only;
original statements are filed
with FPPC; GC §81009(f)(g);
GC §84615
City Clerk CC-059
Economic Interest Filings
(FPPC Form 635 / 602) -
Lobbyist Authorization /
Reporting
5 years 5 years Mag 2 CCR 18615(f),; GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-035
Elections - GENERAL,
WORKING or
ADMINISTRATION Files
(Correspondence, Applications
for vacancies on the Council,
Precinct Maps, County Election
Services, Candidate
Statements to be printed in the
Sample Ballot, etc.)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-036
Elections - HISTORICAL
(Sample ballot, Certificate of
Election, Oath of Office, etc.)
PP Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference; GC
§34090
City Clerk CC-037 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months, or
Final
Examination
if No Election
+ 1 year after
petition
examination
if petition is
insufficient
Results + 8
months, or
Final
Examination
if No Election
+1 year after
petition
examination if
petition is
insufficient
Ppr
Not accessible to the public;
The 8 month retention applies
after election results, or final
examination if no election,
unless there is a legal or
FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk CC-060 Enterprise System Catalogue
(posted on line) 2 years 2 years Mag GC §34090
City Clerk CC-038
Ethics Training Certificates,
Harassment Prevention
Training Certificates
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S Yes: After
QC
GC §§34090, 53235.2(b),
53237.2(b)
City Clerk CC-039 Fee Waivers for Non-profits
(for Community Services) 5 years 5 years Mag, Mfr,
OD, Ppr S Yes: After
QC
Department preference; GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-040 FPPC Form 801 (Gift to
Agency Report) 7 years 7 years Mag, Ppr Must post on website; GC §81009(e)
City Manager CC-041
FPPC Form 802 (Event Ticket
/ Pass Distributions Agency
Report)
7 years 7 years Mag, Ppr Should post on website for 4
years; GC §81009(e)
City Clerk CC-042 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag, Ppr FPPC Regulation 18734(c); GC §81009e
City Clerk CC-043 FPPC Form 804 (Agency
Report of New Positions) P P Mag, Ppr FPPC Regulation 18734(c); GC §81009e
City Clerk CC-044 FPPC Form 805 (Agency
Report of Consultants) P P Mag, Ppr GC §34090; GC §81009(e) City Clerk CC-045
FPPC Form 806 (Agency
Report of Public Official
Appointments)
7 years 7 years Mag, Ppr
Must post on website; 2 CCR
18702.5; GC §34090; GC
§81009(e)
City Clerk CC-064 Grand Jury Reports 5 years 5 years Mag, Ppr Department preference
(matches the retention of the
Grand Jury); GC §34090
City Clerk CC-046
Historical Records ,
Photographs, & Historical
Projects (e.g. Incorporation,
City Seal, Awards of significant
historical interest, etc.)
PP Mag, Mfr,
OD, Ppr SN o
City Clerk determines
historical significance;
records can address a variety
of subjects and media. Some
media (e.g. audio and video
tape) may be limited because
of the media's life
expectancy; GC §34090
City Clerk CC-047 Index to Records P P Mag, Mfr,
OD, Ppr S / I No Department Preference; GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-048 Insurance Certificates -
Miscellaneous 11 years 11 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference (most
certificates are filed with the
Agreement or Contract; GC
§34090
City Clerk CC-049
Minutes: Boards &
Commissions
Advisory Committee on Aging ,
Childhood Obesity Prevention
Task Force, Community
Foundation Grants Review
Committee, Planning
Commission, Safety
Commission, Youth Advisory
Commission
PP Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-050
Minutes: City Council,
Redevelopment, LSA (Local
Successor Agency,) Oversight
Board, Standing Committees
PP Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-051
Municipal Code
Administration, Distribution,
etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
City Clerk CC-052 Ordinances P P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-061
Proclamations /
Commendations / Certificate of
Recognitions
2 years 2 years Mag, Ppr GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-053
Public Records Requests /
Request for Records /
Subpoenas (Civil / Duces
Tecum)
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-054 Records Destruction
Authorization Forms PP Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department preference; GC
§34090
City Clerk CC-055
Records Retention Schedules /
Amendments to Records
Retention Schedules
10 years P P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD GC §34090 et. seq.

City Clerk CC-056
Resolutions: City Council,
Planning Commission,
Redevelopment, LSA (Local
Successor Agency,) Oversight
Board
PP Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-062
Secretary of State Statement of
Facts / Roster of Public
Agencies
4 years 4 years Mag, Ppr Department Preference; GC
§34090
City Clerk CC-063 Sponsorships 2 years 2 years Mag, Ppr GC §34090 City Clerk CC-057 Vehicle Titles ("Pink Slips") Sale or Disposal
Sale or
Disposal Mag, Ppr Department Preference; GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER,

ECONOMIC DEVELOPMENT, HOUSING
Page CM-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

CITY MANAGER
City
Manager CM-001 City Council Correspondence
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-002
City Manager Correspondence
(Interoffice, Citizens, Legislative
Positions, Organizations, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-003 City Manager Monthly Reports
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-004 Department Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-005
Projects, Programs, Subject &
Issues (Issues and/or projects will
vary over time - e.g. Hotels, Cable
TV, Developments, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr Department Preference; GC
§34090
City
Manager CM-006 Speech Notes / PowerPoint
Presentations
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Notes, drafts, or preliminary
documents; GC §34090 et seq.

ECONOMIC DEVELOPMENT, HOUSING
Page CM-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

ECONOMIC DEVELOPMENT / FORMER REDEVELOPMENT / SUCCESSOR AGENCY City
Manager /
Economic
Develop.

CM-007 Agenda Packets: Economic
Development Corporation
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager /
Economic
Develop.

CM-008
Agenda Packets: Oversight
Boards: Measure K and Measure
Q (Sales Tax Increase Measures)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager /
Economic
Develop.

CM-009 Minutes: Economic
Development Corporation PP Mag, Mfr,
OD, Ppr S / I Yes: After
2 years GC §34090
City
Manager /
Economic
Develop.

CM-010
Minutes: Oversight Boards:

Measure K and Measure Q (Sales
Tax Increase Measures)
PP Mag, Mfr,
OD, Ppr S / I Yes: After
2 years GC §34090
City
Manager /
Economic
Develop.

CM-011 Project Files: Economic
Development Projects
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
City
Manager /
Economic
Develop.

CM-012 Redevelopment Plans P P Mag, Ppr Department Preference; GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER,

ECONOMIC DEVELOPMENT, HOUSING
Page CM-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Economic
Develop.

CM-013 Redevelopment Projects P P Mag, Ppr Department Preference; GC §34090
City
Manager /
Economic
Develop.

CM-013.1
Redevelopment Projects & Project
Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP
Projects, and City Clerk has all
Real Property records for
Permanent retention)
Completion
+ 10 years
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I Department preference; GC
§34090
Engineerin
g CM-013.2
Redevelopment Projects & Project
Areas
CIP Projects built by
Redevelopment Agency, if any
Send to
Engineering
Send to
Engineering
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
Community
Developme
nt /
Planning
CM-013.3
Redevelopment Projects & Project
Areas
Environmental Documents /
CEQA Permits, EIRs,
Categorical Exemptions,
Negative Declarations, etc.

Send to
Planning
Send to
Planning
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090
City Clerk CM-013.4
Redevelopment Projects & Project
Areas
Real Property: Deeds,
Easements, Rights of Way
Send to City
Clerk
Send to City
Clerk
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; GC
§34090

HOUSING
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER,

ECONOMIC DEVELOPMENT, HOUSING
Page CM-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Housing
CM-014
Five Year Consolidated Action
Plan and the related Action Plans /
PHA Plans
Expiration of
Plan + 5
year
Expiration of
Plan + 5
years
Mag, Ppr Consolidated Plan Requirement;
GC §34090
City
Manager /
Housing
CM-015
Homeless Services: Supportive
Housing, Outreach, Rapid Re-
housing, Continuing Care Grants,
etc.
5 years 5 years Mag, Ppr
Department preference (some
services have grant funding);
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for Grants
to Local Governments is 3 years
from expenditure report or final
payment of grantee or
subgrantee; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, 92.508,
570.490, & 570.502(a&b), 29
CFR 97.42; GC §34090; 24 CFR
982.158
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER,

ECONOMIC DEVELOPMENT, HOUSING
Page CM-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Housing
CM-016
Housing Programs:

All, including Covid, Low-Mod,
CalHome, CDBG & HOME
WITH Recapture or Resale
Restrictions
Applications, payoff demands,
subordination agreements for
down payment assistance loans,
verification documents for
compliance with affordability
covenants
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer
Mag, Mfr,
OD, Ppr S Yes: After
QC &OD
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local Governments
is 3 years from expenditure
report; 2 CFR 200.334; 24 CFR

92.508(a)(c)(2); 29 CFR 97.42,
GC §34090
City
Manager /
Housing
CM-017
Housing Programs: All, including
Covid, Low-Mod, CalHome,

CDBG & HOME

NO RECAPTURE / RESALE

RESTRICTIONS
Applications, payoff demands,
subordination agreements for
down payment assistance loans,
verification documents for
compliance with affordability
covenants
Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC &OD
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements
for Grants to Local Governments
is 3 years from expenditure
report; 2 CFR 200.334; 24 CFR

92.508(a)(c)(2); 29 CFR 97.42,
GC §34090
City
Manager /
Housing
CM-018 HUD Reports (ALL Reports to
HUD) 5 years 5 years Mag, Ppr Department preference; ; GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY MANAGER,

ECONOMIC DEVELOPMENT, HOUSING
Page CM-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Housing
CM-019
Preliminary Application Form
(required for a housing
development project that includes
residential units; form is provided
by California Department of
Housing & Community
Development
5 years 5 years Mag, Ppr
Various benchmarks are placed
using the number of residential
dwelling units on the project site
within the last five years; GC
§§34090, 66300.

SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
City
Manager /
Human
Resources
HR-023
1095-C, 1094-C (Employer-
Provided Health Insurance Offer
and Coverage & Transmittal
Form)
5 years 5 years Mag Ppr
IRS: 4 years after tax is due or
paid; 26 CFR 31.6001-1(e)(2);
GC §34090
City
Manager /
Human
Resources
HR-001 Benefit Plan Documents
(CalPERS, Optical, Dental, etc.)
Duration of
the Contract
+ 2 years
Duration of
the Contract
+ 2 years
Yes: For
Duration of
Contract
Mag, Ppr
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; State Law requires
2 years after action; 29 CFR
1627.3(b)(2); 29 USC 1027; GC
§§12946, 12960, 34090
City
Attorney
and
City
Manager /
Human
Resources
HR-002 Claims / MPA
Settlement /
Case
Closure + 5
years
Settlement /
Case
Closure + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After
Settled
Department preference; CCP §§
337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)
City
Manager /
Human
Resources
HR-002.5 Classification & Compensation
Plan
Superseded
+ 4
3 years
Superseded
+ 4 3 years Mag, Ppr
Department Preference; State
Law requires 4 years; statute of
limitations for
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(ii), GC §§12946,
12960, 34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-003
Classification / Reorganization
Studies (for employee
classifications and department
structures)
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr
Department preference; PERS
requires 5 years for
Compensation Earnable (usually
compensation is adopted via
Resolution of the City Council);
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, 2 CCR 270.5; GC
§§12946, 12960, 34090
City
Manager /
Human
Resources
HR-003.1 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 City
Manager /
Human
Resources
HR-004 Compensation Surveys & Studies
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 3
years
Mag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are 1
or 2 years; State requires 2
years; 29 CFR 516.6(2), 29 CFR
1602.14, GC §§12946, 12960,
34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-005
California Civil Rights
Department (CRD) / Department
of Fair Employment & Housing
(DFEH or EEOC) Claims /
Harassment Claims
Final
Disposition +
4 3 years
Final
Disposition +
4 3 years
Mag, Ppr
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
City
Manager /
Human
Resources
HR-006 DMV Pull Notices
When
Superseded
or
Separated
When
Superseded
or
Separated
Mag Ppr
Transitory or source records not
retained in the ordinary course
of business; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
City
Manager /
Human
Resources
HR-007
Drug & Alcohol Test Results (All -
Positives and Negatives)
(Except Paratransit Employees)
5 years 5 years Mag Ppr
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc., 1 year for
negative tests; EEOC / FLSA /
ADEA (Age) requires 3 years
physical examinations; State
Law requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71 et
seq.; 49 CFR 382.401 et seq.;
49 CFR 653.71
City
Manager /
Human
Resources
HR-008
EEO-4 Reports and records
required to generate EEO-4
report (Self-Identification Form,
etc.)
3 years 3 years Mag, Ppr
29 CFR 1602.30; 29 CFR
1602.31, 29 CFR 1602.32; GC
§34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-009 I-9s Separation +
3 years
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; INA -
Immigration and Nationality Act
274A(b)(3); INS Rule
274a.1(b)(2); 8 CFR 274a.2; 29
CFR 1627.3(b)(1); GC §§12946,
12960, 34090
City
Manager /
Human
Resources
HR-010 Job Descriptions / Classification
Specifications
When No
Longer
Required -
Minimum 4 3
years
When No
Longer
Required -
Minimum 4 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)(2), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
City
Manager /
Human
Resources
HR-011
Labor Relations Files
(Negotiation Notes,
Correspondence, Interpretation of
MOU Provisions, Documentation,
etc.)
5 years 5 years 10 years Mag, Ppr Department Preference; GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-025
Letters of Commitment for
Resource Agencies for the San
Pablo Childhood Obesity
Prevention Task Force
Minimum 2
years
Minimum 2
years Mag Ppr Department Preference; GC
§34090
Lead Dept. HR-012 OSHA Inspections & Citations,
Log 200 and Log 300, 301, 301A 5 years 5 years Ppr
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
§3203(b)(1), 29 CFR 1904.33,
OMB 1220-0029, 8 CCR
14300.33; GC §34090; LC
§6429c
City
Manager /
Human
Resources
HR-013
Personnel Files - Background
File - SUCCESSFUL
(Employees)
Separation +
6 years
Separation +
6 years
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960
, 34090
City
Manager /
Human
Resources
HR-014
Personnel Files - Background
File - UNSUCCESSFUL
Applicants 3 years 3 years Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department preference;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960
, 34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-015 Personnel Files - Benefit
Enrollment File
Separation +
6 years
Separation +
6 years
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
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, 12960,
34090; 53237.2(b), LC 1198.5
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-016
Personnel Files - Employee File
Includes Application, Disciplinary
Actions, Evaluations, Formal
Complaints, Grievances /
Appeals, Policies, Oaths of
Office, PAFs, Training Records,
etc.

Separation +
6 years
Separation +
6 years
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department Preference; statute
of limitations for retirement
benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4
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, 12960,
34090; 53237.2(b), LC 1198.5
City
Manager /
Human
Resources
HR-017
Personnel Files - Medical File (all
employees)
Pre-employment Medical
Clearances, ADA
Accommodations, etc.

Separation +
10 years
20 years, or
Termination
of Benefits,
whichever is
longer, OR
Death of
Employee +
7 years,
whichever is
longer
Separation +
30 years, or
Termination
of Benefits,
whichever is
longer, OR
Death of
Employee +
7 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
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; 8 CCR
5144, 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090, 3105; LC
§1198.5; 29 CFR 1602.14
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-018 Personnel Files - Retiree File Termination
of Benefits
Termination
of Benefits
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department Preference; GC
§§12946, 12960, 34090; 29
USC 1113
City
Manager /
Human
Resources
HR-026 Recruitment Exam Plan
Database (NeoGov) 5 years 5 years Yes Mag
Per NeoGov Policy; 29 CFR
1627.3(b)(1), 29 CFR 1602.14; 2
CCR 11013(c); GC §§12946,
12960, 34090
City
Manager /
Human
Resources
HR-019
Recruitment and Testing File;
Eligibility Lists
(Includes Advertisements,
Applications for Unsuccessful
Candidates, Interview Notes, Job
Brochures, Test Data, Testing
Analysis & statistical Metric, Job
Analysis, Rating Sheets,
Scantrons, Rater's Profile &
Confidentiality Agreement,
Flowchart, Eligible Lists, etc.)
Eligibility List
+ 4 years
Eligibility List
+ 4 years Mag, Ppr
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 4
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14; 2 CCR 11013(c);
GC §§12946, 12960, 34090
City
Manager /
Human
Resources
HR-020
Studies & Surveys Conducted on
Behalf of the City (Sick Leave,
Attrition, Benefits, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained in
the ordinary course of business;
GC §34090
City
Manager /
Human
Resources
HR-020.5
Verifications of Employment,
Child Support, etc. (From
lenders or other outside
companies)
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Not an Agency record / Content
does NOT relate in a substantive
way to the conduct of the
public's business; GC §34090 et
seq
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER / HUMAN RESOURCES & RISK MANAGEMENT
Page HR-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City
Manager /
Human
Resources
HR-021 Workers Compensation Claim
Runs 5 years 5 years Mag Ppr Meets auditing standards; GC §34090
City
Manager /
Human
Resources
HR-022 Workers Compensation Claims /
Long Term Disability Claims
Separation +
10 years
20 years, or
Termination
of Benefits,
whichever is
longer, OR
Death of
Employee +
7 years,
whichever is
longer
Separation +
30 years, or
Termination
of Benefits,
whichever is
longer, OR
Death of
Employee +
7 years,
whichever is
longer
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation +
1 year
Department Preference; Statute
of Limitations for Retirement
Benefits is 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; 8 CCR 5144, 8 CCR
15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090, 3105; LC
§1198.5; 29 CFR 1602.14
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT SERVICES /

BUILDING, PLANNING, RESIDENTIAL HEALTH & SAFETY
Page CDS-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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).

BUILDING & SAFETY
Community
Develop.

Services /
Building
DS-001 Address Files / Building Permits P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Statewide guidelines propose
permanent; CBC §106.4.2, GC
§34090, H&S §19850
Community
Develop.

Services /
Building
DS-002 Address Assignment P P
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
Community
Develop.

Services /
Building
DS-003 Building Permit Database P P Yes (all) Mag
Department Preference - Data is
interrelated; GC §34090, H&S
§19850
Community
Develop.

Services /
Building
DS-004 Building Plans - Cancelled or
Withdrawn
When No
Longer
Required
When No
Longer
Required

Mag,
Mfr, OD,
Ppr
S 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
Develop.

Services /
Building
DS-005
Building Plans and Construction
Documents - Finalled - SINGLE
FAMILY RESIDENTIAL - SFR and

APPURTENANCES
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Law does not require plans to
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
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT SERVICES /

BUILDING, PLANNING, RESIDENTIAL HEALTH & SAFETY
Page CDS-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Develop.

Services /
Building
DS-006
Building Plans and Construction
Documents - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS
(includes commercial structural
plans, Hazardous Materials
Questionnaire, etc.
)
P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; Law
requires for the life of the
building for commercial only;
Statewide guidelines propose 2
years for blueprints &
specifications; CBC and UAC
require plans be retained 180
days from completion date for
residential and appurtenances;
CBC 104.7 & 107; H&S§19850,
GC §34090
Community
Develop.

Services /
Building
DS-007 Certificates of Occupancy P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Community
Develop.

Services /
Building
DS-008
Construction Notices / Inspection
Notices
(correction notices, compliance
orders, stop work notices, etc.)
2 years or
until Project
Completion,
whichever is
longer
2 years or
until Project
Completion,
whichever is
longer
Mag, Ppr
Department preference; The
finalled permit is the final /
official record; these are
preliminary drafts; GC §34090
Community
Develop.

Services /
Building
DS-009 Reports: Building Activity
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090 et seq.

Community
Develop.

Services /
Building
DS-010
Requests & Permissions to Receive
Copies of Plans (to and from
Architects)
2 years 2 years Mag, Ppr GC §34090 et seq.

BUILDING, PLANNING, RESIDENTIAL HEALTH & SAFETY
Page CDS-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Develop.

Services /
Building
DS-011 Uniform Building Codes / California
Building Codes
Minimum
Current Code
+ 1 Prior
Adopted
Code
Minimum
Current Code
+ 1 Prior
Adopted
Code
Mag, Ppr Department preference; GC
§50022.6
Community
Develop.

Services /
Permit
Services
DS-012 Address Files / Residential Health
& Safety Inspections P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
Community
Develop.

Services /
Permit
Services
DS-013 Business License Applications and
Renewals (ALL) P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
GC§§34090
Community
Develop.

Services /
Permit
Services
DS-014 Business License Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
Community
Develop.

Services /
Permit
Services
DS-015 Home Occupation Permits P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090

PERMIT SERVICES
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT SERVICES /

BUILDING, PLANNING, RESIDENTIAL HEALTH & SAFETY
Page CDS-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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).

PLANNING
Community
Develop.

Services /
Planning
DS-016
Address Files / Planning Project
Files - Approved Permanent
Entitlements
(Includes Associated Noticing,
Conditions of Approval, Public
Noticing, Staff Reports, Plans &
Maps)
Examples: Conditional Use Permits
(CUPs), Design Review, Lot Line
Adjustments, Parcel Maps, Planned Unit
Developments (PUD), Site Plans,
Tentative Subdivisions, Variances, Zone
Chan
ges, etc.

Minimum 5
years P P Yes
Mag,
Mfr, OD,
Ppr
S 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
Develop.

Services /
Planning
DS-017
Affidavits of Publications / Public
Hearing Notices / Legal Advertising
/ Public Notices
2 years 2 years
Mag,
Mfr, OD,
Ppr
S 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; CCP §§337 et
seq, 349.4; GC §§34090,
54960.1(c)(1)
Community
Develop.

Services /
Planning
DS-018 Alcohol Beverage Control License
Applications (ABC Applications)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records)
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT SERVICES /

BUILDING, PLANNING, RESIDENTIAL HEALTH & SAFETY
Page CDS-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Develop.

Services /
Planning
DS-019 Annexations / Boundaries /
Consolidations / LAFCO 5 years P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Land Records; GC §34090
Community
Develop.

Services /
Planning
DS-020 Census, Demographics
When No
Longer
Required
When No
Longer
Required
Mag, Ppr (Non-Records - Census Bureau
is OFR)
Community
Develop.

Services /
Planning
DS-021
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Inside City boundaries
PP
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
Develop.

Services /
Planning
DS-021.1
Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
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
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
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT SERVICES /

BUILDING, PLANNING, RESIDENTIAL HEALTH & SAFETY
Page CDS-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Develop.

Services /
Planning
DS-022
General Plan, Elements and
Amendments, Master Plans,
Specific Plans, Bikeway Plans,
Landscaping Plans, Street Master
Plans, etc.

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

QC & OD
City Clerk Maintains all Agenda
Packets Permanently; GC
§34090.7
Community
Develop.

Services /
Planning
DS-023 Historical Preservation P P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC
§34090
Community
Develop.

Services /
Planning
DS-024 Materials Boards
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Develop.

Services /
Planning
DS-025
Planning Commission

AGENDA PACKETS & AGENDAS
PP
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Community
Develop.

Services /
Planning
DS-026
Planning Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
City Clerk DS-027
Planning Commission

MINUTES, RESOLUTIONS &
BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090.7
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 10.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT SERVICES /

BUILDING, PLANNING, RESIDENTIAL HEALTH & SAFETY
Page CDS-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Develop.

Services /
Planning
DS-028 Project Log Index / Spreadsheet /
Binders of Historic Actions P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; GC
§34090
Community
Develop.

Services /
Planning
DS-029 Special Studies P P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; GC
§34090
Community
Develop.

Services /
Planning
DS-030
Temporary Entitlements /
Temporary Permits (Approved &
Unapproved):

Christmas Tree Lots, Banner
Permits, Pumpkin Lots, Temporary
Signs, etc.
2 years 2 years
Yes:

During
Event
Mag, Ppr
Temporary uses; Department
maintains complete files for
administrative purposes;
GC§§34090
Community
Develop.

Services /
Planning
DS-031 Zoning Maps (Historically
Significant) P P Yes (all)
Mag,
Mfr, OD,
Ppr
SN o
Department Preference; City
Clerk Maintains originals of all
documents that were presented
to Council; GC §34090.7
Community
Develop.

Services /
Planning
DS-032 Zoning Ordinance Amendments,
Reclassifications / Zone Change P P Yes
Mag,
Mfr, OD,
Ppr
SN o Department Preference
(copies); GC §34090.7
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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).

RECREATION / SENIOR SERVICES / YOUTH SERVICES
Community
Services CS-001 Accident / Incident Reports
(Members of the Public) 2 years 2 years Mag, Ppr GC §34090 Community
Services CS-002
Activity / Special Programs / Special
Event Files & Reports / ABC
Permits, where required
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Community
Services CS-003
Advisory Committee on Aging

AGENDAS & AGENDA PACKETS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
SN o Department preference; GC
§34090
Community
Services CS-004
Advisory Committee on Aging
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
City Clerk CS-005
Advisory Committee on Aging

MINUTES, RESOLUTIONS &
BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
SN o Send all originals to the City
Clerk; GC §34090.7
Community
Services CS-006
Applications for Boards or
Commissions (Appointed and
Unappointed)
2 years 2 years Mag, Ppr GC §34090
Community
Services CS-008
Boards or Commissions that have
been Disbanded
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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 CS-010
Boards or Commissions that have
been Disbanded

AGENDA PACKETS & AGENDAS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years

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

QC & OD
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Community
Services CS-011 Case Management / Social
Services Referrals
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Finance CS-012
Cash Receipts Detail / Backup /
Accounts Receivable Detail /
Refund Detail
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Community
Services CS-013
Childhood Obesity Prevention Task
Force

AGENDA PACKETS & AGENDAS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years

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

QC & OD
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Community
Services CS-014
Childhood Obesity Prevention Task
Force
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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 CS-015
Childhood Obesity Prevention Task
Force

AGENDA PACKETS & AGENDAS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years

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

QC & OD
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Community
Services CS-017
Community Foundation Grants
Review Committee
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
City Clerk CS-018
Community Foundation Grants
Review Committee

MINUTES RESOLUTIONS &
BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
SN o Send all originals to the City
Clerk; GC §34090.7
Community
Services CS-019 Evaluations / Surveys (of programs)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts / Transitory
records; GC §34090
Community
Services CS-020
Facility Use Rental Contracts / Field
Use Contracts / Facility Use
Requests
2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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 CS-009 Fee Waivers for Non-Profits
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S No GC §34090.7
Community
Services CS-021 Fundraising Events 2 years 2 years Mag, Ppr GC §34090 Community
Services CS-022 Nutrition / Senior Nutrition Program
/ Waivers / Daily Rosters 7 years 7 years Mag, Ppr
Program funded by the County,
who requires 7 years; GC
§34090
Community
Services CS-023 Recreation Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag Department Preference; data is
interrelated; GC §34090
Community
Services CS-024
Registration / Applications /
Liability Forms / Release of Liability
Forms / Permissions: Camps, Field
Trips, Authorization to give
Medicine, etc.
2 years 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
Community
Services CS-025 Schedules / Hours
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Community
Services CS-026 Sports Organizations (Little League,
Soccer, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Services CS-027 Sports Score Sheets, Schedules
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts / Transitory
records - NOT made or
retained for the purpose of
preserving the informational
content for future reference,
GC §34090; 64 Ops. Cal. Atty.

Gen. 317 (1981))
Lead Dept. CS-028
Volunteer Applications &
Agreements - Unsuccessful or
Pending Applicants
3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection,
or discharge; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Lead Dept. CS-029
Volunteer Applications &
Agreements (includes emergency
contact information) - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Courts 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
Community
Services CS-030 Waivers of Liability 2 years 2 years Mag, Ppr GC §34090 SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Services CS-031
Youth Commission

AGENDA PACKETS & AGENDAS
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years

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

QC & OD
Original Staff Reports are filed
in the project file; Brown Act
challenges must be filed within
30 or 90 days of action; GC
§§34090, 54960.1(c)(1)
Community
Services CS-032
Youth Commission
AUDIO RECORDINGS of Meetings
/ Audio Tapes
2 years 2 years Tape
(Mag)
City preference; State law only
requires for 30 days; GC
§54953.5(b)
City Clerk CS-033
Youth Commission

MINUTES RESOLUTIONS &
BYLAWS
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
SN o Send all originals to the City
Clerk; GC §34090.7
Community
Services CS-034 Youth Participants Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag Department Preference; data is
interrelated; GC §34090
Community
Services CS-044
Youth, School, & Community
Partnerships: Interview Sheets,
Questions, Contact Lists, etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Community
Services CS-045
Youth, School, & Community
Partnerships: Kaiser Sponsorship
for Youth Summit Packet
(Copy of check, letter of acceptance
and terms/purposes of Sponsorship
)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090

PARATRANSIT
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Services /
Paratransit
CS-035
Applications for Paratransit
Services (Door-to-Door, etc.) /
Clients
Inactive + 5
years
Inactive + 5
years Mag, Ppr
Department preference (meets
grant auditing requirements);
GC § 34090
Community
Services /
Paratransit
CS-036 Audits: DMV & CHP, Terminal
Inspections 5 years 5 years Mag, Ppr
Consistent with CHP
requirements; OSHA requires 1
year; 8 Ca. Code Reg. §
3203(b)(1); GC § 34090
Community
Services /
Paratransit
CS-037 Bus / Vehicle Procurement
Disposal of
Vehicle + 2
years
Disposal of
Vehicle + 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(c); CCP §337 et.

Seq., GC §34090
Community
Services /
Paratransit
CS-038 Dispatch System / Dial-a-Ride /
Door-to-Door Database
Indefinite -
Minimum 2
years
Indefinite -
Minimum 2
years
Mag, Ppr Department preference; GC §§
34090 & 26202
Community
Services /
Paratransit
CS-039 Door-to-Door Daily Counts, Etc. 5 years 5 years Mag, Ppr Department preference (meets
grant auditing requirements);
GC § 34090
Community
Services /
Paratransit
CS-040 DVI - Daily Vehicle Inspections 5 years 5 years Mag, Ppr Department preference; GC § 34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Community
Services /
Paratransit
CS-041
Drug & Alcohol Test Results (All -
Positives and Negatives) -
Paratransit Employees Only
5 years 5 years Mag Ppr
Department preference; D.O.T.

Requires 5 years for positive
tests, 1 year for negative tests;
EEOC/FLSA/ADEA (Age)
requires 3 years physical
examinations; State Law
requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71
et seq.; 49 CFR 382.401 et
seq. 49 CFR 653.71
Community
Services /
Paratransit
CS-042 Monthly Reports - Paratransit 5 years 5 years Mag, Ppr Department preference; GC § 34090
Community
Services /
Paratransit
CS-043 Vehicle & Equipment History Files
(Paratransit Vehicles ONLY)
Disposal of
Vehicle + 2
years
Disposal of
Vehicle + 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(c); CCP §337 et.

Seq., GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / ADMINISTRATION & BUDGET
Finance /
Admin. FN-000 Assets Inventory 5 years 5 years Yes: Until Paid Mag, Ppr
Department Preference
(meets municipal government
auditing standards); GC
§34090
Finance /
Admin. FN-001
Audit Reports / Annual
Comprehensive Financial
Report (ACFR) and related
Audit Opinions
10 years P P Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Department Preference
(copies); GC §34090.7
Finance /
Admin. FN-002 Audit Work Papers 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference;
meets municipal government
auditing standards;
Statewide
guidelines propose audit + 4
years; Published articles show
3 - 7 years; GC §34090
Finance /
Admin. FN-003 Budgets - Adjustments 5 years 5 years
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Department preference; GC
§34090 et seq.

Finance /
Admin. FN-004 Budgets - Adopted / Final P P
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Department preference; GC
§34090 et seq.

Finance /
Admin. FN-005 Budgets - Preliminary, Backup
Documents
When No
Longer
Required
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Ppr Preliminary drafts; GC §34090
Finance /
Admin. FN-006 Single Audits / Transportation
Audits / PERS Audit, etc. 10 years P 10 years
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Department Preference
(meets municipal government
auditing standards); GC
§34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

GENERAL ACCOUNTING
Finance /
General
Accounting
FN-007
1099's / 1096's / DE542
(California Report of
Independent Contractors)
5 years 5 years Mag, Ppr
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; 26 CFR
§31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6,
29 USC 436, GC §34090
Finance /
General
Accounting
FN-008
Accounts Payable / Invoices
and Backup
(Includes Invoices, Travel
Expense Reimbursements,
Warrant Request, etc.)
2 years 3 years 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference;
meets municipal government
auditing standards;
Statewide
guidelines propose audit + 4
years; Published articles show
3 - 7 years; GC §34090
Finance /
General
Accounting
FN-009 Actuarial Valuation Reports 10 years 10 years Mag, Ppr Department Preference; GC §34090
Finance /
General
Accounting
FN-010
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment
Account Statements, Bank
Reconciliations, Bank
Deposits, Bank Transmittal
Advice
2 years 3 years 5 years Mag, Ppr
Department Preference;
Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FN-011
Bond Official Statements /
Transcripts / Certificates of
Participations (COPs) -
Includes Continuing Disclosure
Reports
See Bank Statements for
statement retention.

Fully
Defeased +
10 years
Fully Defeased
+ 10 years
Yes: Until
Maturity Mag, Ppr
Statute of Limitations for
bonds, mortgages, trust
deeds, notes or debentures is
6 years; Bonds issued by local
governments are 10 years;
There are specific
requirements for disposal of
unused bonds; CCP §§336 et
seq., 337.5(a); 26 CFR 1.6001
-
1(e): GC §43900 et seq.

Finance /
General
Accounting
FN-012 Checks / Warrants (Cashed) 2 years 3 years 5 years Mag, Mfr, OD, Ppr S Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090, CCP §
337
Finance /
General
Accounting
FN-013 Escheat (Unclaimed money /
uncashed checks) 5 years 5 years Mag, Ppr
Department preference; All
tangible property held by
government agencies
escheats after 3 years; Statute
of Limitations is 1 year for
seized property; CCP
§§340(d), 1519; GC §34090
Finance /
General
Accounting
FN-014 Financial Services Database
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing
standards; GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FN-015 Grant Folders (invoices,
copies of checks, etc.) 2 years
After Funding
Agency Audit,
if Required -
Minimum 5
years
(per Grant
Requirements)
After Funding
Agency Audit,
if required -
Minimum 5
years
(per Grant
Requirements)
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; GC
§8546.7
Finance /
General
Accounting
FN-016
Homebuyer Assistance
Housing Rehabilitation (Deeds
& CC&Rs)
PP Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
Department Preference; GC
§34090
City Clerk FN-017 Investment Reports /
Treasurer's Reports
Copies -
When No
Longer
Required
Copies - When
No Longer
Required
Mag, Ppr Part of the City Council
Agenda Packet; GC §34090.7
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FN-018
Investments / Arbitrage /
Certificate of Deposit /
Investment Bonds (Receipts /
Advisor Reports / Trade
Tickets / LAIF (Local Agency
Investment Fund))
5 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference; Meets
auditing standards; Published
articles show disposal + 7
years for security brokerage
slips; statewide guidelines
propose permanent; FTC
Reg's rely on "self-
enforcement"; GC§§ 34090,
43900
Finance /
General
Accounting
FN-019 Journal Entries / Journal
Vouchers 2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference for
grant auditing / claims
reimbursement purposes;
Statute of Limitations is 4
years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Finance /
General
Accounting
FN-020
Reports, Finance Reports
created from Database:

Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Revenue &
Expenditure Reports, etc.
(MONTHLY OR PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference
(Financial System qualifies as
a trusted system); GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FN-021
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Gas
Tax, MOE (Maintenance of
Effort) Report, Fixed Charge
Special Assessment Report,
Public Self Insurer Report (SIP
Report), Street Report, etc.
5 years 5 years Mag, Ppr
Department Preference; Meets
auditing standards; GC
§34090
Finance /
General
Accounting
FN-022 W-9s
Vendor
Inactive + 3
years
5 years
P
Vendor
Inactive + 3
years
P
Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Department Preference; IRS
requires 3 years after vendor
is inactive; GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

PAYROLL
Finance /
Payroll FN-023
CalPERS Reports - Annual
Valuation Reports, Actuarial
Valuation Reports
2 years 3 years 5 years Mag, Ppr
Department Preference;
Retained to match other
auditing periods; GC §34090
Finance /
Payroll FN-024
DE-6, DE-7, DE-9, DE-43, W-
3, & DE-166, 941 Forms, IRS
5500 Forms (Employee
Benefit Plans), PERS / FICA &
Medicare Adjustments -
Quarterly Payroll Tax Returns /
OASDI, Federal Tax Deposits,
Adjustments, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; 26 CFR
§31.6001-1(e)(2), R&T
§19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC
§34090
Finance /
Payroll FN-025 Deferred Compensation (457,
401A) Reports, Registers 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090
Finance /
Payroll FN-026 Employment Verifications
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the "Regular Course of
Business" GC §34090
Finance /
Payroll FN-027
Payroll Administration Forms
(Changes, Personnel Action
Form copies, Vacation pay-off
requests, etc.)
2 years 3 years 5 years Mag, Ppr Department preference; GC §34090
Finance /
Payroll FN-028 Payroll Journals 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090
Finance /
Payroll FN-029 Payroll Check Registers 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090
Finance /
Payroll FN-030
Payroll Reports (includes
Deduction Registers, Leave
Registers, Time Transaction
Reports, etc.)
2 years 3 years 5 years Mag, Ppr Department preference; GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Payroll FN-031
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards - IF FINANCE
RECEIVES SIGNATURE of
EMPLOYEE (Either in Paper
or Electronic Format)
5 years 5 years Mag, Ppr
Department preference; Meets
auditing standards (audit + 4
years); IRS requires 4 years;
Ca. requires 2 yr min.; FTB
keeps 3 years; Most
Employees provide digital
signatures when they submit
their timecards, but some in
Public Works and Community
Services do not (another
employee enters their time); ;
IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29
CFR 516.5 & 516.6(c); GC
§34090
Finance /
Payroll FN-032 W-2's 3 years
P
5 years
P Mag, Ppr
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; IRS Reg
§31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Payroll FN-033 W-4's
No Longer in
Effect + 4
years
No Longer in
Effect + 4
years
Mag, Ppr
Department preference; IRS
Regulation 31-6001-1 four
years after the due date of
such tax for the return period
to which the records relate, or
the date such tax is paid,
whichever is the later. GC
§34090; 26 CFR 31.6001-1
GC §60201
Lead Dept. FN-034 Bid Mailing List / Vendor List
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC §34090
Finance /
Purchasing FN-035 Purchase Order Logs 2 years 3 years 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference;
Retained to match other
auditing periods; GC §34090
Finance /
Purchasing FN-036 Purchase Orders, Purchase
Order Requests 2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference;
Retained to match other
auditing periods; GC §34090
Finance /
Revenue FN-037
Accounts Receivable -
Miscellaneous - Citations,
Transient Occupancy Tax
(TOT) Applications & Returns,
Damage to Public Property,
Invoices to Outside Entities,
etc.
2 years 3 years 5 years Mag, Ppr
Department preference; Meets
auditing standards; GC
§34090 et seq.

REVENUE

PURCHASING
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Revenue FN-038
Cash Receipts / Daily Cash
Summaries / Cashiers Reports
/ Cash Reports / Petty Cash
2 years 3 years 5 years Mag, Mfr,
OD, Ppr S / I Yes: After 2
years
Department Preference meets
municipal government auditing
standards; Published articles
show 3 - 4 years; GC §34090,
26 CFR 31.6001-1
Finance /
Revenue FN-039
Prop 218 Proceedings (fee
increases): Proceedings,
Protest Letters, etc.
2 years 2 years Mag, Ppr GC §53753(e)(2)
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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
Admin
Services /
Information
Technology
IT-001
Backups / Computer Backups
(ALL Disaster Recovery Computer
Backups) - DAILY (Monday -
Thursday)
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Admin
Services /
Information
Technology
IT-002 Backups - WEEKLY (Friday)
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
Purposes Only; Store off-site in
commercial storage for disaster
recovery; Considered a copy
and can be destroyed when no
longer required; retention based
on administrative value; recycle
tapes; GC §34090 et seq.

Admin
Services /
Information
Technology
IT-003 Network Configuration Maps &
Plans
When No
Longer
Required
When No
Longer
Required
Yes Mag.

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

Admin
Services /
Information
Technology
IT-004 Video Recordings (Public Areas)
When No
Longer
Required
When No
Longer
Required
Mag
Does not record regular ongoing
operations of the City; GC
§34090.6(a)
SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 4.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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
Services /
Information
Technology
IT-005

UNALTERABLE MEDIA /

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

SAN PABLO, CA ©1995-2020 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

CHIEF / ADMINISTRATION
Police /
Chief /
Admin.

PD-001
Canine (Police Dogs) Program
Files / Training Files: Animal
Files
Separation +
6 years
Separation +
6 years Mag, Ppr
3 years is required for animal
care / treatment records; FA
§32003(e), PC §597.1(d); GC
§34090 et seq.

Police /
Chief /
Admin.

PD-001.1 Casino Employee Background
Checks 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Chief /
Admin.

PD-002
Department Policies &
Procedures / Operation
Directives / General Orders /
Lexipol (Department Policies and
Procedures)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
superseded
Department Preference; GC §
34090 et seq.

Lead
Division PD-003 Divisional Counseling Files
(Supervisors Notes) 2 years 2 years Mag, Ppr Department preference; GC §34090
Police /
Chief /
Admin.

PD-004
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers WITHOUT
Sustained Finding of
Misconduct
(May include criminal acts, moral
turpitude, complaints generated
from a civilian)
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy;
State requires for at least 5 years
for Civilian complaints; 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
after the discovery of the offense
for misconduct in office; EVC §
1045(b)(1), GC §§12946, 12960,
34090; PC §832.5; VC §2547
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Chief /
Admin.

PD-004.1
Internal Affairs Investigations -
Individual Officers / Complaints
Against Officers WITH
Sustained Finding of
Misconduct
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §832.5; GC §34090
Police /
Chief /
Admin.

PD-005
Personnel Background Packet /
BAD Standing- POLICE
EMPLOYEES or CADETS
Minimum
Separation +
10 years
Minimum
Separation +
10 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; EEOC /
FLSA / ADEA (Age) requires 3
years; State Law requires 4
years; 29 CFR 1627.3(b)(i), 29
CFR 1602; GC §§12946, 12960,
34090
Police /
Chief /
Admin.

PD-006
Personnel Background Packet /
GOOD Standing- POLICE
EMPLOYEES or CADETS
Minimum
Separation +
6 years
Minimum
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; EEOC /
FLSA / ADEA (Age) requires 3
years; State Law requires 4
years; 29 CFR 1627.3(b)(i), 29
CFR 1602; GC §§12946, 12960,
34090
Police /
Chief /
Admin.

PD-007 Personnel Files Separation +
6 years
Separation +
6 years
Before
Separation Mag, Ppr
Ensure records kept in
Department files comply with City
policy ; GC §34090.7
Police /
Chief /
Admin.

PD-008 Personnel Training Files Separation +
6 years
Separation +
6 years
Before
Separation Mag, Ppr
Ensure records kept in
Department files comply with City
policy ; GC §34090.7
Police /
Chief /
Admin.

PD-009 Pitchess Motions 2 years 2 years Mag, Ppr Department preference; GC §34090
Police /
Chief /
Admin.

PD-010 Pursuit Critiques 5 years 5 years Mag, Ppr Department preference; GC §34090 et seq.

SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Chief /
Admin.

PD-010.1
Report of data regarding the
number, type, or disposition of
complaints made against its
officers (optional)
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Chief /
Admin.

PD-011
Reports and Studies regarding
Police operations (not historical -
staffing, overtime, etc.)
Report to POST Commission of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC §
34090 et seq.

Police /
Chief /
Admin. &
Public
Works
PD-012 Safety Committee 2 years 3 years 5 years Mag, Ppr Department preference; Police &
Public Works trade staffing
yearly; meets OSHA
requirements 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC
§6429(c); GC §§12946, 12960,
34090
Police /
Chief /
Admin.

PD-013
Use of Force Review / Canine
Bite Reports (Involving
Employees and Police Canines)
Incident + 5
years
Incident + 5
years Mag, Ppr Department preference; GC
§§12946, 12960, 34090
Police /
Chief /
Admin.

PD-014 Volunteer Background Packet
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; EEOC /
FLSA / ADEA (Age) requires 3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(i), 29
CFR 1602.14; GC §§12946,
12960, 34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Chief /
Admin.

PD-015 Volunteer Personnel Files
(CERT, Etc.)
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S
Yes: After
Separation
+ 1 year
Department preference; EEOC /
FLSA / ADEA (Age) requires 3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(i), 29
CFR 1602.14; GC §§12946,
12960, 34090

CODE ENFORCEMENT
Police /
Code
Enforce.

PD-016
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
Excludes Liens
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution Mag, Ppr
Department preference; Case is
open until satisfactorily resolved
(some cases are not resolved);
CFC §104.3.4, GC §34090
Police /
Code
Enforce.

PD-017
Code Enforcement / Abatement
Case Files (Includes appeals and
Code Enforcement Complaint
Letters)
Liens, Release of Liens
PP Yes: Until
Resolution Mag, Ppr GC §34090(a)

EMERGENCY SERVICES / EMERGENCY OPERATIONS CENTER
Police /
EOC PD-018
Disaster Claims / Strike Team
Reimbursements (FEMA / OES
Reimbursement Records)
10 years 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Department Preference; GC
§34090
Police /
EOC PD-019
Emergency Operations Plan
(includes Office of Emergency
Management & Homeland
Security)
Superseded
and
Approved
Superseded
and
Approved
Yes (all) Mag, Mfr,
OD, Ppr S/I No GC §34090
Police /
EOC PD-020 EOC Activations & Drills 10 years 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC
Department Preference; GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

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

City Clerk PD-021 Evacuation Plans (County Wide)
Superseded
and
Approved
Superseded
and
Approved
Yes (all) Mag, Mfr,
OD, Ppr S/I No Non records (County maintains
originals); GC §34090

INVESTIGATIONS
Police /
Investigat. PD-022 Detectives Investigation Files
and Arrest Files
Transfer to
Records
Transfer to
Records Mag, Ppr
Final reports and records are
transferred to the case file stored
in Records; GC §34090 et seq.

Police /
Investigat. PD-022.5 Drone (Unmanned Aerial
Vehicle) Recordings
When No
Longer
Required
When No
Longer
Required
Mag
Does not record regular and
ongoing operations; GC
§34090.6 et seq,
Police /
Investigat. PD-023 Informant Files Minimum 5
years
Minimum 5
years Mag, Ppr
Informant information; Does not
contain criminal intelligence
information concerning
individuals; Department
preference GC §34090
Police /
Investigat. PD-024 Intelligence Files (Criminal
Intelligence Files)
No Longer
than 5 years
No Longer
than 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
information is relevant to that
criminal conduct or activity.

Misleading, obsolete or
unreliable information is required
to be destroyed; remaining
records must not be retained
longer than 5 years; 28 CFR

23.20(h); GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Investigat. PD-025 Pawn Slips 2 years 2 years Mag, Ppr
Department Preference to
provide information to other
agencies; Non-records used for
investigations; Originals entered
into the State Automated
Property System; most agencies
retain for 2 years; GC §34090
Police /
Investigat. PD-026 Search Warrants 2 years 2 years Mag, Ppr Department preference; GC §34090
Police /
Investigat. PD-027 Subpoenas (Police Criminal
Personal Appearance) 2 years 2 years Mag, Ppr GC §34090 PATROL
Police /
Patrol PD-028
Canine (Police Dogs) Program
Files: Action Reports, Monthly
Reports
5 years 5 years Mag, Ppr Department preference; GC
§34090 et seq.

Police /
Patrol PD-029 Intoxilizer / PAS Device
Calibration Logs 3 years 3 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Patrol PD-030 Patrol Ride-A-Long Waiver Form 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Patrol PD-031 Special Events / Ops Plan Minimum 2
years
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts not made or
retained for the purpose of
preserving the informational
content for future reference; GC
§34090, GC §6252; 64 Ops. Cal.

Atty. Gen. 317 (1981))
Police /
Patrol PD-032 Traffic Control: Radar
Calibration Records 2 years 2 years Mag, Ppr GC §34090 et seq.

SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

PROPERTY & EVIDENCE
Police /
Property &
Evidence
PD-033 Crime Report Photos
Follows the
Retention
Period of the
Evidence
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After 1
year
Department Preference; GC
§34090
Police /
Property &
Evidence
PD-033.1 Fleet Camera Recordings - that
ARE evidence
Follows
retention for
Evidence,
Minimum 2
years
Follows
retention for
Evidence,
Minimum 2
years
Mag,
The systems are set up to
automatically rewrite consistent
with this Records Retention
Schedule. Further requests to
destroy records approved by the
City Clerk and City Attorney are
not required. GC §34090.6 et
seq.; Police Policy 446
Police /
Property &
Evidence
PD-033.2 Fleet Camera Recordings –Non-
Evidence 180 days 180 days Mag,
The systems are set up to
automatically rewrite consistent
with this Records Retention
Schedule. Further requests to
destroy records approved by the
City Clerk and City Attorney are
not required. GC §34090.6 et
seq.; Police Policy 446
Police /
Property &
Evidence
PD-034 Forfeiture Notification 5 2
years 5 2 years Mag, Ppr
Per Federal DOJ requirements
(Equitable Sharing Guide); GC
§34090
Police /
Property &
Evidence
PD-035 Gun and Narcotics Destruction
Log (Documents related to) 10 years 10 years Mag, Ppr Department Preference; GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Property &
Evidence
PD-036 Lost & Found Property
(Documents related to) 2 years 2 years Mag, Ppr GC §34090 Police /
Property &
Evidence
PD-036.1
Officer Recordings: Body-Worn
Cameras – LOGS of Access or
Deletion of Data
P P Mag, PC§ 832.18(b)(5)(E); GC
§34090.6 et seq.

Police /
Property &
Evidence
PD-036.2
Officer Recordings: Body-Worn
Cameras - that ARE evidence,
Officer Involved Shootings /
Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Follows
retention for
Evidence,
Minimum 2
years
Mag,
The systems are set up to
automatically rewrite consistent
with this Records Retention
Schedule. Further requests to
destroy records approved by the
City Clerk and City Attorney are
not required. PC§
832.18(b)(5)(B)&(C); GC
§34090.6 et seq.; Police Policy
378, 462, 613
Police /
Property &
Evidence
PD-036.3
Officer Recordings: Body-Worn
Cameras - that are NOT
evidence
180 days 180 days Mag,
The systems are set up to
automatically rewrite consistent
with this Records Retention
Schedule. Further requests to
destroy records approved by the
City Clerk and City Attorney are
not required. PC§
832.18(b)(5)(A); GC §34090.6 et
seq.

SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Property &
Evidence
PD-037
Officer Recordings: Mobile
Audio Video (MAV) that are not
evidence, Automated License
Plate Readers (ALPR) and drone
1 year + 1
day
1 year + 1
day Mag
The systems are set up to
automatically rewrite consistent
with this Records Retention
Schedule. Further requests to
destroy records approved by the
City Clerk and City Attorney are
not required. Those segments of
videos that are determined to be
evidence are copied onto a
different tape and retained for the
same length of time as the crime
report (see crime reports for legal
citations); GC §34090.6; Police
Policy 378, 462, 613
Police /
Property &
Evidence
PD-038 Property Auctions 2 years 2 years Mag, Ppr GC §34090

RECORDS
Police /
Records PD-039 Arrest Disposition Log 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-040 Citations - Moving Violations,
Marijuana / Cannabis 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-040.1
Citations - Payment Plans for
outstanding parking citations
received by indigent persons
Fully Paid,
Written off,
or Forgiven
+ 5 years
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Ppr
Department preference (the
Statute of Limitation for
collections is 5 years from the
date of the last violation); CVC
40222(b); GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-041
Crime Statistics / National
Incident-Based Reporting
System (NIBRS) / Uniform
Crime Reports (UCR) -
Summaries (BCS)
2 years 2 years Mag, Ppr Filed on line with the State; GC §34090
Police /
Records PD-042 MSRS / Field Investigation Cards
(FI's) - After Entry into to RMS
After Entry
Into RMS
After Entry
into RMS Mag, Ppr Preliminary Drafts; GC§ 34090 et
seq.

Police /
Records PD-043 NCIC Validation 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-044 Police Permit Applications /
Special Event Applications 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-045

POLICE REPORTS / INCIDENT
REPORTS:

Firearms entered into CLETS
(if not Permanent Retention) -
Found / Recovered Firearms
Firearm
Found or
Recovered
Firearm
Found or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC PC§ 11108(b); GC§ 34090
Police /
Records PD-046

POLICE REPORTS / INCIDENT
REPORTS:

Miscellaneous Service Reports
(MSR)
2 years 2 years Mag, Ppr Department Preference; GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-047

POLICE REPORTS / INCIDENT
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
2 years 2 years
Yes:

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

QC & OD
("Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Records PD-048

POLICE REPORTS / INCIDENT
REPORTS:

ALL FELONIES &
MISDEMEANORS, Except
Those Specifically Mentioned
in the Schedule
e.g., 5150, Detention Reports,
etc.
6 years 6 years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
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 and H&S §11850; Stat. of
Limit. is 2 yrs; Destroy juvenile
marijuana after age18; H&S
§11361.5, GC §34090, PC §802,
PC §§187, 800 et seq.

SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-049

POLICE REPORTS / INCIDENT
REPORTS:

Capital Crimes / Homicides /
Major Crimes / Serious
Felonies / Sex Crimes / Felony
DNA / Substantiated Child
Abuse or Severe Neglect
(Adults Only) (Crimes Subject to
the Death Penalty), Sex Crimes
(PC §288, 290, WIC 707(b)), PC
803
(h)
P P Yes Mag, Mfr,
OD, Ppr S/M/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-050

POLICE REPORTS / INCIDENT
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
Date of
Arrest + 3
years
Yes:

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

QC & OD
Individual petitions District
Attorney; Sheriff concurs that
person is factually innocent, then
seals record ("Shall" Destroy);
GC §34090; PC §851.8(a)
Police /
Records PD-051

POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis
- H&S §1135 - Except those with
outstanding stolen property,
including firearms, or lost
firearms
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes:

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

QC & OD
(Courts and other Agencies
"Shall" Destroy); H&S §11361.5;
GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-052

POLICE REPORTS / INCIDENT
REPORTS:

Misdemeanor or Infraction
Marijuana / Cannabis §11357(d) -
Juvenile on School Grounds
during School Hours (with
procedure in H&S §11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
Yes Mag, Ppr
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
et seq., 11357(d)
Police /
Records PD-053

POLICE REPORTS / INCIDENT
REPORTS:

Missing Persons (Returned)
Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Until CLETS
Entry No
Longer
Exists -
Minimum 2
years
Yes:

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

QC & OD
Department Preference; GC
§34090
Police /
Records PD-054

POLICE REPORTS / INCIDENT
REPORTS:

Sealed Adult, Juvenile and
Ward Cases - Except Childhood
Sexual Assault, Child Abuse or
Severe Neglect, (Substantiated),
those with outstanding stolen
property, including firearms, or
lost firearms
Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes:

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

QC & OD
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-054.1

CRIME REPORTS / SEALED
RECORDS:

Sealed Juvenile and Ward
Cases - Childhood Sexual
Assault
Age of
Majority + 22
years
Age of
Majority + 22
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr CCP §§340.1, GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-054.5

POLICE REPORTS / INCIDENT
REPORTS:

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

QC & OD
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
Records PD-055 Public Information Requests 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-056 Registrants: Arson - Adults 5 years P P Mag, Mfr, OD, Ppr S/M/I Yes: After 5
years
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 /
Records PD-057
Registrants: Arson - Juveniles
released from California Youth
Authority
P, or Age 25
or Sealing
Date + 5
years
P, or Age 25
or Sealing
Date + 5
years
Mag, Mfr,
OD, Ppr S/M/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.; If
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781(d)
Police /
Records PD-057.2 Registrants: Gang Adults Minimum 5
years
Minimum 5
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Records PD-057.3 Registrants: Gang Juveniles Sealing Date + 5 years
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference
(registration pursuant to PC
186.3(a)); Records are destroyed
pursuant to W&I §781;GC
§34090
Police /
Records PD-058 Registrants: Narcotic 5 years 5 years Mag, Ppr Department Preference;
Registration is required for 5
years; GC §34090, H&S §11590
et seq., H&S §11594(a)
Police /
Records PD-059 Registrants: Sex Offenders -
Adults PP Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference;
Pursuant to PC §290 et seq.

Police /
Records PD-060 Registrants: Sex Offenders -
Juveniles
P
or Sealing
Date + 5
years (or
Court Order)
P
or Sealing
Date + 5
years (or
Court Order)
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Pursuant to PC §290 et seq.;
W&I §781(d)
Police /
Records PD-061 RMS Database
Indefinite -
Follows
Retention of
the Crime
Report
Indefinite -
Follows
Retention of
the Crime
Report
Yes Mag Data Fields / Records are
interrelated; GC §34090
Police /
Records PD-061.1
STOP Source Data, Audit Log /
Racial and Identity Profiling Act
(RIPA) Annual Report
3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090

TEMPORARY HOLDING FACILITY
Police /
Temp.

Holding
Facility
PD-062 Booking Folders (Property,
Medical, etc.) 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police /
Temp.

Holding
Facility
PD-063 Booking Log 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Temp.

Holding
Facility
PD-064 Jail Cell Checks 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Temp.

Holding
Facility
PD-065 Jail Check Log 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Temp.

Holding
Facility
PD-066 Juvenile Detention Log 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Police /
Temp.

Holding
Facility
PD-067 Temporary Holding Facility
Videos ("Jail" videos)
1 year + 1
day
1 year + 1
day Mag
Those segments of videos that
are determined to be evidence
are copied onto a different tape
and retained for the same length
of time as the crime report (see
crime reports for legal citations);
GC §34090.6

VEHICLE MAINTENANCE (POLICE)
Police -
Vehicle
Maint.

PD-068
Pre-Trip Inspections / DOT
Program / CHP Inspections /
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years 2 years Ppr GC §34090; 3 CCR 1234(c)
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 15.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-17 Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Police -
Vehicle
Maint.

PD-069 Used Oil Disposal 3 years 3 years Mag, Ppr
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et
seq.

Police -
Vehicle
Maint.

PD-070
Vehicle & Equipment History
Files
Maintenance, Smog Certificates,
Registrations
Disposal of
Vehicle or
Equipment +
2 years
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(c); CCP §337 et.
seq., 3 CCR 1234(f); GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS, ENGINEERING,

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-1
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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).

ENGINEERING
Public Works /
Engineering PW-001 Aerial Maps P P
Mag,
Mfr, OD,
Ppr
S / I No Department Preference; GC
§34090
Public Works /
Engineering PW-002 Benchmarks P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-003 Bonds: Subdivision Bonds, Letters
of Credit
Release of
Bond / Letter
of Credit
Release of
Bond / Letter
of Credit
Mag, Ppr
Securities (Performance
Bonds, Letters of Credit,
CD's, etc.) are released after
the Notice of Completion is
issued and replaced with the
Warranty Bond, which is
released 1 year after the
Notice of Completion date.

GC §34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS, ENGINEERING,

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-2
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Public Works /
Engineering PW-004
Capital Improvement Projects
(CIP): Administration File
Project Administration, Certified
Payrolls, Construction Manager's Logs,
Daily Inspections, Daily Logs, Project
Schedules, Progress meetings, Punch
Lists, Real Estate Appraisals, RFIs &
Responses, etc.

Upon
Completion
1 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed Mag, Ppr
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., 2
CFR 200.334; 24 CFR

91.105(h), 92.505, &
570.502(b), 29 CFR 97.42;
OMB Circular A-133; GC
§34090; GC §8546.7
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS, ENGINEERING,

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-3
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Public Works /
Engineering PW-005
Capital Improvement Projects
(CIP): Permanent File
Specifications & Addenda, Agreement /
Contract, Successful Proposal, Change
Orders, EIRs, Negative Declarations,
Categorical Exemptions, Operations &
Maintenance Manuals (O&M Manuals,)
Materials Testing Reports, Grading
Permits, Hazardous Materials Plans,
Notice of Completion, Photos, Soils
Reports, Studies, Submittals, Surveys,
etc.

Upon
Completion PP Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I
Yes:

Complet.
+ 10 years
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
Lead Dept. PW-006 Correspondence - Regulatory
Agencies
Minimum 2
years
Minimum 2
years
Yes: While
Active
Issues
Mag,
Mfr, OD,
Ppr
S Yes: After
QC
Department preference;
Some correspondence from
Regulatory Agencies need to
be retained for long periods
of time; GC §34090
Public Works /
Engineering PW-007 Design & Construction Standards P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-008
Drawings, Maps, Plans and
Record Drawings, Large-Format
Drawings, Survey Record Maps,
Capital Improvement Project "As-
Bid" and "As-Built"
P P Yes (all)
Mag,
Mfr, OD,
Ppr
SN o
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
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS, ENGINEERING,

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-4
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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 /
Land Develop. PW-009
Encroachment Permits:

Temporary (Street Permits,
Temporary Construction, Sidewalk
Repairs, Traffic Control, Utility Cuts
etc.)
Expiration + 2
years
Expiration +
2 years
Yes: Until
Completion Mag, Ppr GC § 34090
Public Works /
Engineering PW-010
Encroachments - Permanent
(Permanent structures in the City's
Right of Way)
PP
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-011
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments (Not Acquired or
Developed)
Minimum 10
years
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-012
Engineering Studies / Surveys
(City Built Projects in the Public
Right of Way / on City-owned
Property)
PP
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Department Preference; GC
§34090
Public Works /
Engineering PW-013 Private Land Developer Trust
Accounts
Close + 5
years
Close + 5
years Mag, Ppr
Department Preference;
(meets municipal government
auditing standards); GC
§34090
Public Works /
Engineering PW-014
Geotechnical and Soils Reports;
Hydrology Reports (Authored by
the City or their contractors)
PP
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department Preference; GC
§34090
Building PW-015 Plan Checks for Building Permits
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts; GC
§34090 et seq.

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-5
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention Vital? Media
Options
Image:

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

Public Works /
Engineering PW-016
Private Land Development
Projects / Job Files:

Administration File
Construction Inspections, Photos,
Private Lab Verifications, Testing Lab
Final Reports
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts,. TPMs, TSMs
Upon
Completion 10 years Completion +
10 years
Yes: Until
Completed Mag, Ppr
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 PW-017
Private Land Development
Projects / Job Files: Permanent
Files
Drainage, Driveway, Encroachments,
Grading Plans, Rights of Way,
Stormwater, etc.

Dedications, Easements,
Abandonments (City Clerk is OFR)
Examples: CUPs, Lot Line
Adjustments, Parcel Maps, Precise
Alignment, Specific Plans, Split Lots,
Subdivisions, Tracts, TPMs, TSMs
Upon
Completion PP 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 PW-018 Site Clearance / Soils Remediation
/ Mitigation PP
Yes:

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

QC & OD
Department preference; GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS, ENGINEERING,

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-6
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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).

State of
California PW-019 SWITRS - Statewide Integrated
Traffic Records System
When No
Longer
Required
When No
Longer
Required
Mag Ppr Non-Records (Sheriff)
Public Works /
Engineering PW-020 Traffic Complaints Minimum 2
years
Minimum 2
years Mag, Ppr Department preference; GC
§34090
Public Works /
Engineering PW-021 Traffic Counts 15 years 15 years
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference; GC
§34090
Public Works /
Engineering PW-022 Traffic Signal Locations P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
Drafts should be destroyed;
GC §34090
Public Works /
Engineering PW-023 Traffic Signal Timing Replaced + 5
years
Replaced + 5
years Mag Ppr
Department preference;
Drafts should be destroyed;
GC §34090
Public Works /
Engineering PW-024 Traffic Speed Surveys 15 years 15 years Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference
(required every 5 years, but
can be extended to 7 or 10
years); GC §34090
Public Works /
Engineering PW-025 Transportation Master Plans /
Traffic Master Plans PP
Mag,
Mfr, OD,
Ppr
S Yes: After

QC & OD
Department preference;
Drafts should be destroyed;
GC §34090
Lead Dept. PW-026
Underground Service Alerts
(USA's) / Dig Alerts - Requests
and Record of Marking
3 years 3 years Mag, Ppr
Department Preference (the
Regional Notification Center
has the obligation to retain
the notice for 3 years); GC
§§4216.2(f) & 4216.3(e
d),
34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS, ENGINEERING,

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-7
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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).

ENVIRONMENTAL SERVICES
Public Works /
Environmental
Services
PW-027 NPDES / Stormwater Monitoring
and Inspection 3 years 3 years Mag, Ppr
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41; CCP §337
et seq.

Public Works /
Environmental
Services
PW-028 NPDES / Stormwater Permits Superseded +
3 years
Superseded
+ 3 years Mag, Ppr
Department Preference;
Monitoring records required
for 3 years; 40 CFR
§§122.21, 122.41; CCP §337
et seq.

Public Works /
Environmental
Services
PW-029
Solid Waste Management: AB 939
Reports / SB 1383 Compliance
(Organic Waste Collection and
Recycling), etc.
10 years 10 years Mag, Ppr
Department preference; SB
1383 compliance is 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
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023 Ver. 9.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS, ENGINEERING,

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-8
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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).

BUILDING & FLEET MAINTENANCE
Public Works /
Equipment
Maint. & Fleet
PW-030 AQMD Permits 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works /
Equipment
Maint. & Fleet
PW-031 Fleet Management Database /
Expenses per Vehicle
Indefinite -
Minimum Life
of the Vehicle
Indefinite -
Minimum Life
of the Vehicle
Yes Mag Data Fields / Records are
interrelated; GC §34090
Lead Dept. PW-032 Generator Operation Logs (for
generators) / Inspections 5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions; GC
§34090
Lead Dept. PW-033 Operations & Maintenance
Manuals (O&M Manuals)
Life of Facility
or Equipment
Life of
Facility or
Equipment
Mag, Ppr Department Preference; GC
§34090 et. seq.

Public Works /
Equipment
Maint. & Fleet
PW-034
Pre-Trip Inspections / DOT
Program / CHP Inspections /
Vehicle Safety Checks / Daily
Vehicle Inspections / Daily
Equipment Checks
2 years 2 years Ppr GC §34090; 13 CCR 1234(c)
Police / Chief /
Admin. & Public
Works
PW-035 Safety Committee 2 years 3 years 5 years Mag, Ppr Department preference;
Police & Public Works trade
staffing yearly; meets OSHA
requirements 8 CCR §3203
et seq., 29 CFR 1627.3(b)(1),
LC §6429(c); GC §§12946,
12960, 34090
Public Works /
Equipment
Maint. & Fleet
PW-036 Used Oil Disposal 3 years 3 years Mag, Ppr
22 CCR 66266.130(c)(5),
H&S §25250.18(b),
25250.19(a)(3) et seq.

ENVIRONMENTAL SERVICES, AND MAINTENANCE
Page PW-9
Office of
Record Retention No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
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 /
Equipment
Maint. & Fleet
PW-037
Vehicle & Equipment History Files
Maintenance, Smog Certificates,
Registrations
Excludes Police Vehicles
Disposal of
Vehicle or
Equipment +
2 years
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(c); CCP §337 et. seq.,
3 CCR 1234(f); GC §34090
Engineering /
Lead
(Responding)
Dept.

PW-038
Work Orders / Service Requests

CMMS DATABASE
(Computerized Maintenance
Management System)
Indefinite -
Minimum 5
years
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC
§34090
Engineering /
Lead
(Responding)
Dept.

PW-039
Work Orders / Service Requests -
All Information Entered in CMMS
Database
(Paper drafts)
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Preliminary drafts (the
database is the original); GC
§34090
Engineering /
Lead
(Responding)
Dept.

PW-040
Work Orders / Service Requests -
NOT entered in CMMS Database
(or partial information entered into
CMMS Database)
(Division providing service retains
originals; Division requesting
service is considered a copy)
5 years 5 years Mag Ppr
City Preference; CCP §§338
et seq., 340 et seq., 342, GC
§34090
SAN PABLO, CA. ©1995-2020 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2023

(date)

SUBJECT: UPDATE TO RECORDS RETENTION SCHEDULES

Department:_________________________________

Version Number Being Approved:_______________

Attached are updated Retention Schedules for the above department showing proposed updates in “Track Changes” format.

The updates have been reviewed, approved, and made by the City’s records management consultant, who specializes in California local government records (Gladwell Governmental Services, Inc.)

Per the resolution originally adopting the records retention schedules, updates are authorized to be made without further action by the City Council, but must obtain the consent of the City Clerk, City Manager and City Attorney.

I have reviewed and approved the proposed updates to the Records Retention Schedules.

______________________________________________ ________________ Department Head Date

______________________________________________ ________________ City Clerk Date

______________________________________________ ________________ City Manager Date

______________________________________________ ________________ City Attorney Date

San Pablo City CouncilMarch 4, 2024

San Pablo City Council
March 4, 2024