a255c93a-2.b-records-retention-schedule-adoption — San Rafael City Council, March 16, 2026

____________________________________________________________________________________

FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 2.b
Meeting Date: March 16, 2026

SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: City Clerk
Prepared by: Lindsay Lara, City Clerk City Manager Approval: ______________ TOPIC: RECORDS RETENTION SCHEDULE ADOPTION
SUBJECT: RESOLUTION RESCINDING RESOLUTIONS 13483 AND 13558 AND ADOPTING A

NEW CITY-WIDE RECORDS RETENTION SCHEDULE
RECOMMENDATION:

Adopt the resolution rescinding Resolutions 13483 and 13558 and adopting a new City-wide Records Retention Schedule.

BACKGROUND:

In 2013, the City Council adopted Resolutions 13483 and 13558, establishing departmental records retention schedules based on the legal requirements and operational practices in place at that time. While the City has made annual updates to these schedules to maintain legal compliance, the structure and format have remained largely unchanged.

Over time, significant staff turnover and the inconsistent way the schedules were written have made it difficult for employees to determine which records should be retained and which are eligible for destruction. This has led to confusion, inconsistencies, and a general reluctance to dispose of records, even when permitted, due to uncertainty and a lack of clarity.

To address these challenges, in 2025 the City Clerk’s Office entered into an agreement with Records Control Systems, a records management consultant, to complete a comprehensive city-wide records retention schedule update aimed at creating a single, standardized retention schedule. The new schedule is designed to be intuitive, legally sound, and easy for all departments to navigate, empowering staff to confidently manage records in alignment with regulatory requirements and operational best practices.

Importantly, having an up-to-date, City Council-approved records retention schedule is also a prerequisite for achieving the State of California’s Trusted System designation for electronic document management systems (EDMS). A Trusted System designation, as defined by the Secretary of State, authorizes agencies to destroy paper records once they’ve been digitized, provided the digital versions are maintained under approved conditions. This step is essential for San Rafael’s long-term vision of reducing paper dependence, streamlining operations, and ultimately recognizing digital records as the official originals.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
ANALYSIS:

The new City-Wide Records Retention Schedule represents a significant improvement over the City’s prior retention framework. While past schedules were maintained by individual departments and updated annually for legal compliance, they were often inconsistent in structure, terminology, and formatting.

These inconsistencies created confusion about what records applied to which categories, how long they needed to be retained, and when they could be lawfully destroyed.

The updated schedule includes several key enhancements and additions not present in the previous versions:
• Standardized Naming and Categorization: Record series are now grouped by function rather than by department, making it easier for staff to find and apply retention rules based on the type of record rather than where it originated.
• Expanded Legal Citations: Each record series includes applicable legal references and statutory retention requirements, improving transparency and compliance. • Clear Disposition Instructions: The new schedule provides explicit guidance on how records should be handled at the end of their retention period, whether destroyed, archived, or transferred, reducing ambiguity for staff.
• Inclusion of Electronic Records: The updated schedule explicitly accounts for digital record formats and aligns with best practices for managing electronic records. • City-Wide Applicability: Rather than maintaining multiple department-specific schedules, the new retention schedule serves as a unified policy that applies across all departments, ensuring consistency and simplifying training and implementation.

These improvements support the City’s ongoing digital transformation efforts and lay the groundwork for the implementation of a City-wide Electronic Document Management System (EDMS). Approval of records retention schedules aligns with San Rafael’s 3-year Strategic Plan, Priority Area F - High Performing Government; Objective F.2.4 – Update and implement citywide records retention schedules and Public Records Act related policies.

Recommendation for Delegated Authority:

To ensure the retention schedule remains up to date with evolving legal requirements and operational needs, staff recommends that the City Council delegate authority to the City Clerk’s Office, in consultation with the City Attorney’s Office, to approve and implement future administrative and legal updates to the retention schedule without requiring City Council action, provided the changes do not materially alter the City’s retention policy or result in the premature destruction of records. This practice is consistent with our prior practice.

This delegation of authority would allow the City to:
• Respond more quickly to changes in federal and state law; • Incorporate new record types or clarify retention periods as internal processes evolve; • Maintain compliance without the need for recurring formal Council resolutions for minor or technical updates.

The City Clerk’s Office will continue to coordinate closely with departments and the City Attorney’s Office to ensure any future updates are well-documented, legally compliant, and communicated to staff through internal training and procedural updates.

SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
FISCAL IMPACT:

There is no fiscal impact for this item.

ATTACHMENTS:

1. Resolution

2. Records Retention Schedule
RESOLUTION NO.

RESOLUTION OF THE SAN RAFAEL CITY COUNCIL RESCINDING RESOLUTIONS 13483 AND 13558 AND ADOPTING A NEW CITY-WIDE RECORDS RETENTION SCHEDULE WHEREAS, in 2013, the City Council adopted Resolutions 13483 and 13558 to establish departmental records retention schedules based on the legal and operational standards at that time; and
WHEREAS, although the City has updated these schedules annually, the structure and format remained inconsistent, leading to confusion and hesitation among staff in applying retention and destruction policies; and
WHEREAS, in 2025, the City Clerk’s Office initiated a city-wide project to modernize the records retention schedule and contracted with Records Control Systems to develop a clear, easy-to-use, and legally compliant schedule applicable to all departments; and WHEREAS, the updated schedule includes functional categorization, expanded legal citations, clear disposition instructions, and alignment with best practices for electronic records, thereby supporting consistent and effective records management across the organization; and WHEREAS, an up-to-date, Council-approved records retention schedule is a prerequisite for achieving the State of California’s “Trusted System” designation for electronic document management systems (EDMS), which allows for the lawful destruction of paper records once digitized under compliant conditions; and
WHEREAS, the new schedule supports the City’s transition to EDMS, improves operational efficiency, and helps realize the City’s strategic goal of becoming a paperless Clerk’s Office and a high-performing digital government; and
WHEREAS, in order to keep the schedule current with evolving legal mandates and internal needs, the City Council desires to delegate authority to the City Clerk’s Office, in consultation with the City Attorney’s Office, to make future administrative updates, provided such updates do not materially alter the City’s retention policy or permit premature destruction of records.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Rafael hereby rescinds Resolution Nos. 13483 and 13558 and adopts the City-Wide Records Retention Schedule attached to the Staff Report; and
BE IT FURTHER RESOLVED that City Clerk’s Office, in consultation with the City Attorney’s Office, is authorized to approve and implement future administrative updates to the Records Retention Schedule, provided such updates are consistent with applicable law, do not materially alter policy, and are appropriately communicated to staff.

I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 16th day of March 2026, by the following vote, to wit:

AYES: Councilmembers:

NOES: Councilmembers:

ABSENT: Councilmembers:
____________________
Lindsay Lara, City Clerk

CITY-WIDE RECORDS

RETENTION SCHEDULES
Adopted _______ - Resolution _____
City of San Rafael
Record Retention Schedules and UFIRST Index

TABLE OF CONTENTS
PAGE
01-00-00 CITY-WIDE ADMINISTRATION 2
02-00-00 CITY CLERK 7
03-00-00 LEGAL & LEGISLATIVE 10
04-00-00 CITY MANAGER 15
05-00-00 DIGITAL SERVICES 19
06-00-00 FINANCIAL SERVICES 21
07-00-00 HUMAN RESOURCES 27
08-00-00 COMMUNITY & ECONOMIC DEVELOPMENT 33
09-00-00 HOUSING & COMMUNITY SERVICES 38
10-00-00 PUBLIC WORKS & ENGINEERING 41
11-00-00 LIBRARY & RECREATION 49
12-00-00 POLICE SERVICES 54
13-00-00 FIRE SERVICES 65

RECORD CATEGORIES
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
01-01-00 Administrative Materials
01-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-01-02 Correspondence & Reports - External Correspondence not attached to contracts, agreements or specific projects. Review annually for content.

Citywide CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal Correspondence not attached to contracts, agreements or specific projects. Review annually for content.

Citywide CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
01-01-04 Departmental Goals / Objectives Citywide S+5 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-05 Policies & Procedures Citywide V S+5 GC 34090; 2 year minimum CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-06 Staff & Interdepartmental Meetings Includes informal meeting agendas. Citywide EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-07 Surveys & Studies - General City Citywide AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
01-01-08 Departmental Budget Workpapers Documents used by departments to create the department's portion of the annual operating budget.

Citywide ACT Transitory / Reference Record; Maintain while records are actively reference.
01-01-09 Contracts & Agreements, Department Threshold Contracts approved within the Department authority. Citywide AC+4 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
01-02-00 Reference Materials
01-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Administrative Record, State of California Guidelines
01-02-03 Professional Associations / Organizations Citywide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Community Organizations / Foundations Citywide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-05 Complaint Files General complaints to City departments. Does not include claims against the City or Police Department
complaints.

Citywide AC+7 42 USC 1983; Settlement of complaint plus 7 years

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Series
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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
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CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
01-02-06 Community Information / Events / Public
Engagement
Includes outreach and other communications with
community organizations.

Citywide H * CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year. * Review for historical content and retain
accordingly.
01-02-07 Historical Information / Events Citywide H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value
01-02-08 Public Relations Information / Handouts /
Speeches / Biographies
Citywide H * EY+7, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 7
Administrative Decision: * Review before destruction for potential historical content and reclassification to
Historical Information / Events as a permanent record.
01-02-09 Dues / Subscriptions Citywide ACT GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum.
01-02-10 Technical Reference Citywide CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-02-11 Volunteers Includes the application, contact information, waivers, correspondence, statistics and any general information
about the volunteers for the Library.

Accepted applications:

Denied applications:

Citywide C
AS+4
AC+4
GC 12946; 4 years after completion / position filled
State of California Guidelines; 2 years after termination 09-01-09 Marketing Materials Handouts, flyers, brochures for activities. Citywide CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year.
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Record Retention Schedules and UFIRST Index

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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
01-03-00 Records & Information Management Program
01-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 01-03-03 Active Filing System Includes active file inventories and procedures for managing active records.

Citywide S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 01-03-04 UFIRST Index & Records Retention Schedule Clerk S+4 CCP 343; 4 years to commence action State of California Guidelines; 4 years after superseded. 01-03-05 Retention Review & Destruction Request Forms City Clerk maintains the original signed destruction request forms. Includes certificates of destruction.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Policy: Permanent for destruction
tracking purposes.
01-03-06 Business Continuation Plan & Vital Records
Program
Citywide S+5 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-04-00 Agencies & Other Cities
01-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-04-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

Citywide CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
01-04-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

Citywide CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
01-04-04 Regional / National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

Citywide CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
01-04-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

Citywide CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
01-04-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

Citywide CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
01-04-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

Citywide CY+2, AR GC 34090; 2 year minimum
State of California Guidelines; Administrative Record
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Record Retention Schedules and UFIRST Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
01-05-00 Purchasing & Material Acquisition
01-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-05-02 RFI / RFP / RFQ Citywide AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-03 Bids - Successful Citywide AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
City Municipal Code 2.55.260; 1 year allowance for
inspection of bids
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-04 Bids - Unsuccessful Citywide CY+2 GC 34090; 2 years minimum City Municipal Code 2.55.260; 1 year allowance for
inspection of bids
State of California Guidelines; Current year plus 2 for unsuccessful bids
01-05-05 Vendor Information Citywide ACT Transitory / Reference Record; Maintain while vendor is active
01-05-06 Surplus Property Disposition Includes vehicles, equipment and other surplus property disposition.

Citywide AA+4 GC 34090; 2 years minimum
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit for surplus property disposal and sealed bid sales of
equipment
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE RECORDS (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
01-06-00 Grant Applications & Agreements
01-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-06-02 Grant Applications & Agreements Includes agreements, grant applications and supporting documents for the grant. Grant administrators must
maintain copies of all invoices associated with the grant along with the supporting documents. For federal, state, county and school district grants.

City-wide AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
01-06-03 CDBG Grant Applications & Agreements Includes agreements, grant applications and supporting documents for the grant. Grant administrators must
maintain copies of all invoices associated with the grant along with the supporting documents.

City-wide AFP+4 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
02-01-00 City Council Records
02-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-01-02 Agenda Packets & Staff Reports Agenda, staff reports and all other supporting documentation for Council meetings. Scanned Agenda
Packets are maintained for 10 years.

Clerk V CY+20 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Current Year plus 20 years for reference purposes.
02-01-03 Minutes Includes minutes and action recaps for governing bodies.

Clerk V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-01-04 Special Study Session Meetings Clerk CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Current Year plus 10 years for reference purposes.
02-01-05 Meeting Audio Recordings Electronic audio recording of meetings. Clerk CM+11M GC 54953.5; 30 days after recording Administrative Decision: Maintain for the current month plus 11 months for simplicity of annual destruction.
02-01-06 Meeting Video Recordings Electronic video recording of meetings stored on Granicus. Supports the agenda packet and action
minutes.

Clerk P GC 54953.5; 30 days after recording
Administrative Decision: Maintain permanently to
support action minutes.
02-01-07 Public Comments & Submitted Materials Open Time documents including speaker cards, flyers, brochures, petitions, correspondence and other
materials received by governing bodies during
scheduled meetings.

Clerk CY+2 GC 34090; 2 year minimum requirement
CCP 1094.6; 90 days to file petition, 190 days to
respond to petition
GC §54957.5 - Late received agenda items availability
for public inspection.

State of California Guidelines; Maintain for the Current Year plus 2 years
02-01-08 Ceremonial Items Includes proclamations and other ceremonial items presented by Council.

Manager H EY+2 GC 34090; 2 years minimum
02-01-09 Council Policies Clerk S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for policies and directives rendered by Council not
assigned a resolution or ordinance number

CITY CLERK
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
02-02-00 Boards, Commissions & Committees
02-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Clerk AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; maintain not selected
applications for 2 years after completion
02-02-03 Applications - Successful Applications for approved board, commission and committee members.

Clerk AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
02-02-04 Rosters & Membership Maddy Act documents including committee member listings, appointments, resignations, rosters, stipend optin forms, Brown Act distribution forms and other membership information.

Clerk L+5 GC 34090; 2 years minimum
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term
02-02-05 Administration Notices and other administrative documents for board, commission and committee membership.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-06 Public Hearing Notices Affidavits of publication and meeting notices for boards, commissions and committees.

Citywide CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
02-02-07 Agendas / Agenda Packets Includes Planning Commission and all other boards, commissions and committees.

Citywide CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
02-02-08 Minutes Includes Planning Commission and all other boards, commissions and committees.

Citywide P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-02-09 Meeting Recordings Includes Planning Commission and all other boards, commissions and committees.

Citywide 30 Days GC 54953.5; 30 days after recording
02-02-10 Public Comments & Submitted Materials Includes speaker cards, flyers, brochures, petitions, correspondence and other materials received by
governing bodies during scheduled meetings.

Citywide CY+2 GC 34090; 2 year minimum requirement
CCP 1094.6; 90 days to file petition, 190 days to
respond to petition
GC §54957.5 - Late received agenda items availability
for public inspection.

State of California Guidelines; Maintain for the Current Year plus 2 years
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Record Retention Schedules and UFIRST Index

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
02-03-00 Elections Materials
02-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-03-02 Elections Administration Includes ballot material copies, certification of votes, council appointment oaths, correspondence
Original canvass information including records used to
compile final election results, tally sheets, voting
machine tabulation, detailed breakdown of results and
special election results are kept at the County Registrar of Voters Office.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records
may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
02-03-03 Nomination Papers & Candidates Statements of
Qualifications - Elected
Clerk AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
02-03-04 Nomination Papers & Candidates Statements of
Qualifications - Unsuccessful
Clerk AC+2 GC 34090; 2 year minimum requirement
02-03-05 Referendum / Recall / Citizens Initiative Petitions Clerk AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election / final examination
for election recall petitions.
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
03-01-00 Legislative Information
03-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-01-02 Ordinances Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
03-01-03 Resolutions Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
03-01-04 City Charter Includes the charter, articles of incorporation and any amendments to the charter.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 34460; Maintain charter in archives
GC 40801; Maintain
State of California Guidelines; Permanent
03-01-05 Municipal Code Maintained in paper form by the City Clerk, and electronically on the City website.

Clerk V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
03-01-06 State & Federal Legislation Includes letters to the state or federal government supporting or opposing legislation.

Clerk CY+2 GC 34090; 2 year minimum requirement
03-02-00 General Legal Matters
03-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-02-02 Proof of Publication / Certificates of Posting Includes notices of public meetings Clerk CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
03-02-03 Public Records Requests Citywide AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion 03-02-04 Legal Actions & Court Proceedings Duplicate of originals on file with the County.

General cases
High profile cases
Clerk
AC+5
P
GC 34090; 2 year minimum requirement
CA Rules of Professional Conduct 1.15; Retain client
files for 5 years after case is settled, including financial records.

State of California Guidelines; Retain high profile cases permanently.
03-02-05 Abatement Proceedings Clerk C AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after correction / completion.
03-02-06 Temporary Use Permit Applications Clerk CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
03-02-07 Grand Jury Reports City responses to reports pertaining to City operations. Clerk CY+5 GC 34090; 2 year minimum requirement Administrative Decision: Retention period matches
retention of the Grand Jury.

AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Legend:

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-03-02 Service, Equipment & Supply Agreements Vendors, product acquisitions, services, employment, professional services and consultants, purchase, bonds, leases, licenses and all other general City agreements.

Clerk AC+10 CCP 337.2; Statutes of limitations of 4 years CCP 337(2)&(3); Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

Administrative Decision: Maintain agreements for 10
years after completion to meet the longest required
retention maintained in the series.
03-03-03 Infrastructure Agreements Capital improvement, development, subdivision, franchise, joint powers, mutual aid, labor MOU and
other infrastructure related agreements.

Clerk P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
03-03-04 Bond Agreements Clerk AC+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 6 years after
expiration
FC 3368; Maintain
FC 30210; Maintain
State of California Guidelines; 10 years after closure / expiration
03-03-05 Grant Agreements Grant administrators retain administrative documents associated with the grants.

Clerk AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
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Legend:

State of California Guidelines; Permanent
03-04-03 Assessment District Formation & Administration PBID, lighting and landscape, public facilities and other assessment districts. Includes maps, engineers reports, assessment increases, copies of resolutions, resolution of intention to form, noticings, resolutions to levy,
developers requests to form, and other formation
documents.

Clerk P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
03-04-04 Assessment District Ballots - Prop 218 Includes completed, returned and spoiled ballots. Clerk AC+2 GC 53753; 2 years after completion for ballots 03-04-05 Assessment District Protest Letters - Prop 218 Includes petitions and protest letters, correspondence and general information.

Clerk AC+2 GC 53755; 2 years after completion for protests 03-04-06 Series Available for Use
03-04-07 Easements, Deeds, Quitclaim Deeds & Right of
Way
From or to the City. Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
03-04-08 Real Property Acquisition & Disposition Citywide AC+10 GC 34090; 2 years minimum GC 6254; Record disclosure
CCP 337.1; 4 years after completion of construction or
improvement
CCP 337.15; 10 years after completion of construction
or improvement
36 CFR 64.11; 3 years after last payment for public
property acquisition.

State of California Guidelines; Completion expiration + 10 years for acquisitions.
03-04-09 Encroachment Permits City lands or rights of way access. Clerk P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
03-04-10 Abandonments & Vacations Property and City streets. Clerk P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
03-04-11 Eminent Domain Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
03-04-12 Code Enforcement Legal Documents Includes liens, settlement agreements, administrative orders and other recorded documents for repeat
offenders and non-compliant owners.

Clerk AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after correction / completion.
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Legend:

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-05-02 Campaign Statements - Elected Elected officials and committees supporting elected officials. Includes campaign statements and oaths of
office.

Clerk P GC 81009(b); maintain elected indefinitely
03-05-03 Campaign Statements - Unsuccessful Unsuccessful candidates for office and committees supporting unsuccessful candidates for office. Includes campaign statements and oaths of office.

Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates 03-05-04 Campaign Statements - Committees Committees formed to support or oppose a ballot measure. Includes campaign statements and oaths of
office.

Clerk AC+7 GC 81009(e); 7 year requirement for originals 03-05-05 Statement of Economic Interest (Form 700) -
87200
Mayor, city council members, planning commissioners,
city manager and city attorney.

Clerk AC+4 GC 81009(f); 4 year requirement for copies
03-05-06 Statement of Economic Interest (Form 700) -
Designated
Designated Positions Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
03-05-07 Oaths of Office Clerk AT+6 GC 34090; 2 year minimum requirement State of California Guidelines; 6 years after termination for elected officials.
03-05-08 Ethics Training Certificates Filed by official. Clerk AC+5 GC 53235(b); 5 years 03-05-09 Form 800s Includes gifts and donations, event tickets / pass distributions, behested payment report, new positions,
consultants and public official appointments.

AC+7 GC 81009(e); 7 year requirement for originals
GC 81009(f); 4 year requirement for copies
03-06-00 Financial Reports
03-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Citywide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-06-02 Audits & Audit Reports Clerk P GC 34090; 2 years minimum State of California Guidelines; Permanent
03-06-03 Annual Financial Statements Clerk AA+7 GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
03-06-04 Annual Report to State Controller Clerk P GC 34090; 2 years minimum State of California Guidelines; Permanent
03-06-05 Budgets (Capital Improvement 8-5, V) / Revenue Sharing
Clerk P GC 34090; 2 years minimum
GC 53901; Budgets copy must be filed with the County
State of California Guidelines; Permanent
Permanent refers to one final copy of the approved
budget.
03-06-06 Miscellaneous & Special Financial Reports Clerk ACT GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement.
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Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-07-02 Legal Advice Includes legal advice, legal opinions, memoranda, and research notes and review of documents either general
in nature or received from or relating to departments,
such as contracts and agreements, general matters,
staff reports to Council and other requests.

Attorney C AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 03-07-03 Litigation Includes in-house litigation documents and pleadings and attorney / client documents received from outside
counsel. Some documents are duplicate of originals on
file with the County. Claims and litigation are managed by a Third Party Administrator and accessible by the
City.

Attorney AC+5 GC 34090; 2 year minimum requirement
CA Rules of Professional Conduct 1.15; Retain client
files for 5 years after case is settled, including financial records.

State of California Guidelines; Retain high profile cases permanently.
03-07-04 Subpoenas Subpoenas for records and deposition testimony. Attorney AC+1 GC 34090; 2 year minimum requirement Administrative Decision: Retain subpoenas for 1 year
after completion of response since they are duplicates
of the County record.
03-07-05 Pitchess Motions Attorney CY+2 GC 34090; 2 year minimum requirement 03-07-06 Amicus Briefs Attorney AC+7 GC 34090; 2 year minimum requirement State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.

Includes briefs.
03-07-07 Settlement Agreements Includes claims and litigation related settlement agreements and liability releases.

Attorney Varies * CCP 343; Statutes of limitations, general 4 years State of California Guidelines; 5 years after termination for non-capital improvement agreements and contracts
* Retention period may vary. Review the settlement
agreement for retention period.
03-07-08 Council Closed Session Reports Minutes managed by the City Manager's Office. Attorney C P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
03-07-09 Mobile Home Parks Includes petitions and requests for rent increases. Attorney CY+2 GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
04-01-00 General City Management Materials
04-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

May go to Council.

Manager ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
04-01-03 City Manager's Friday Memos Reports submitted to the City Council and City Attorney.

Includes attorney / client documents.

Manager C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for management
reports
04-01-04 Snapshot Email newsletter distributed twice a month to subscribers and is posted on the website.

Manager CY+2 GC 34090; 2 year minimum requirement
04-01-05 Strategic Planning Includes goals and planning with department directors.

Documents from quarterly retreats with department
heads.

Manager S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after strategic plan is superseded.
04-01-06 State of the City Address Includes the Mayor's speech. Manager H CY+2 GC 34090; 2 year minimum requirement 04-01-07 Federal & State Legislation Letters Includes letters of support or against legislation / appropriations.

Manager CY+2 GC 34090; 2 year minimum requirement
04-01-08 Social Media Includes posting to Instagram, Facebook, Nextdoor, Tik Toc, Twitter / X, Youtube, Vimeo and other social media platforms.

Manager CY+2 GC 34090; 2 year minimum requirement
04-01-09 Legislative Advocacy Administration Includes a reports from the TPA, newsletters, correspondence to jurisdictions for payments and other
administrative documents. The City is the fiscal agent.

Manager CY+2 GC 34090; 2 year minimum requirement
04-01-10 Press Releases & City Statements Manager CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for press releases.
04-01-11 Closed Session Minutes Manager C P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
04-02-00 Sustainability
04-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-02-02 Franchise Management Includes correspondence, rate reviews, fees, contract copies, ad-hoc committee notes and other coordination
documents.

Sustainability CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines

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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY MANAGER
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
04-02-03 Grant Applications & Agreements Grants to support programs. Sustainability AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
04-02-04 Waste & Recycling Programs Compliance management documents for tracking and to support reporting coordination with local agencies, JPAs and other agencies.

Sustainability CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
04-02-05 Waste Hauler Reporting Overview of all programs completed during the year.

Submitted to CalRecycle. Includes landfill disposal
quantity reports. Includes SB1383 / organic waste and
food recovery coordinated with Zero Waste Marin.

Sustainability CY+5 14 CCR 18995.2; 5 years for organic waste recycling records
State of California Guidelines; 2 years plus the current year for tonnage reports and management reports.
04-02-06 Violations Includes notifications, citations, fines and other documents for non-participation in recycling programs
and waste violations. Recycling violations tracked via
Smart 1383.

Sustainability AC+5 14 CCR 18995.2; 5 years for organic waste recycling records
Administrative Decision: Retain recycling violations for 5 years after correction.
04-02-07 Illegal Dumping Program Includes emails, complaints, flyers, correspondence with tenants and property managers, community events
and outreach, surveillance, data collection and other
tracking information.

Sustainability AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for maintenance and operations
04-02-08 Electric Vehicle Transition Includes reporting and coordination with consultants, installers and utilities for fleet transition to electric vehicles and public charging stations.

Funding documents:

Site, equipment and utilization data:

Sustainability
AC+10
AC+5
GC 34090; 2 year minimum requirement
PG&E Contract Retention: 10 years after completion for
funding documents, 5 years after completion for site,
equipment and utilization data after chargers are
operational.
04-02-09 Community Meetings Non-Brown Act body. May include correspondence and agendas for meetings with the public and the City.

Sustainability CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
04-02-10 Volunteers Includes service agreements, waivers, outreach coordination and other volunteer materials currently
maintained by Sustainability. Shifting to Human
Resources as the sole source for volunteers.

Sustainability C AS+4 GC 12946; 4 years after completion/position filled State of California Guidelines; 2 years after
completion/position filled
Denied applications maintained for 4 years after the
position is filled to follow GC 12946.
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
04-03-02 Grant Applications & Agreements May include grants from federal, state and regional entities for sea level rise tracking and evaluation.

Sustainability AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
04-03-03 Consultants Includes working documents supporting contracts and agreement.

Sustainability AC+4 CCP 337.2; Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

Administrative Decision: Retain agreement-related
documents for the life of the agreement plus 4 years to support agreement activities.
04-03-04 Studies Sustainability AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for general studies and surveys
04-03-05 Mitigation Projects Includes non-compliance letters and corrective actions. Sustainability AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
04-03-06 Agency Coordination Includes correspondence and reports from and to state, local and regional agencies to evaluate and mitigate
sea level rise.

Sustainability CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
04-04-00 Homelessness
04-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HIPPA related documents.

Homeless C AC+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 year statute of limitations for action on
injuries caused by neglect.
04-04-03 Quarterly / Annual Reports Reports sent to the County and the State. Summarizes the client report with success challenges and notices of completion for the shelter crisis.

Homeless CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
04-04-04 Complaints May include correspondence, signed petitions and other information from residents.

Homeless CY+2 GC 34090; 2 year minimum requirement
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Special
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Total
Retention
© Citations & Legal Basis

Parking CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations.
04-05-03 Appeals Initial appeal managed by the City, then sent to the TPA or the courts.

Parking AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking and traffic citations.

Administrative Decision: Retain appeals for 2 years
after closure of the appeal.
04-05-04 Entry / Garage Tickets For entry and exiting parking structures. Parking CY+2 GC 34090; 2 year minimum requirement 04-05-05 Deposit Slips & Bag Tags Parking CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-05-06 Parking Permits Tracked in a database by year. For both one-off, monthly and employee parking permits.

Parking CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for parking permits
04-05-07 Quarterly Reimbursement Reports To the County for reimbursements for abandoned vehicles.

Parking CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
04-05-08 Abandoned Vehicles Includes tracking documents for abandoned vehicles.

Previously managed on paper. Tracking not managed in
the same format since 2017.

Parking AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after return or disposition of vehicle for abandoned vehicles
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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
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Retention
© Citations & Legal Basis
05-01-00 General Information Technologies
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-01-02 Enterprise System Catalog State requirement under SB 272. IT S+2 GC 34090; 2 year minimum requirement Administrative Decision: Retain enterprise system
catalogs for 2 years after superseded to match the
minimum requirement.
05-01-03 IT-initiated Projects Enterprise-wide. May include scope of work, project charter and copies of contracts.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
05-01-04 Department-initiated Project May include scope of work, project charter and copies of contracts.

IT AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
05-01-05 Process / Users Guides & Training Includes vendor provided manuals and in-house created how-to guides.

IT ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.
05-01-06 Digital Communications & Content IT CY+2 GC 34090; 2 year minimum requirement 05-01-07 Technical Network Diagrams Police Department network audited by the FBI for DOJ compliance.

IT C CY+4 CCP 343; Statute of limitations of 4 years
State of California Guidelines; Current year plus 4 years for network configuration and diagrams
05-01-08 GIS / Mapping Includes truck routes and circulation maps. Hosted on the GIS web server.

IT S Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.

Administrative Decision: Maintain on the GIS system
until superseded.
05-01-09 Surveillance Recordings - Police Facilities Includes in-building and parking lot surveillance. 1Y GC 34090.6; 1 year. If a claim is filed or pending litigation, retain with the case file for 100 days after conclusion of court action.

Administrative Decision: Retain surveillance recordings for 1 year rotating due to equipment capabilities.

DIGITAL SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Special
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DIGITAL SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
05-02-00 Backup and Disaster Recovery Plans
05-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

On-prem servers: Nightly snapshots locally and on the
cloud. 90 day rotating.

Quarterly backups on tape at Access and maintained
for 1 year.

IT
90 Days
1Y
GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.

State of California Guidelines; Current month plus 1
year for monthly backups
Administrative Decision: Retain nightly backups for 90
days and quarterly backups for 1 year total to support
retention periods for electronic documents.
05-02-03 Office 365 Backups Daily backups to the data center for 90 days rotating.

Retention policy set up for 365 of 2 years.

IT 1Y GC 34090.7; Duplicate information may be destroyed within the 2 year minimum requirement retention
requirement. Duplicates must not be kept longer than
the retention life of the original record.

State of California Guidelines; Current month plus 1
year for monthly backups
Administrative Decision: Retain Office 365 backups for
90 days rotating to support retention periods for
electronic documents.
05-02-04 One Drive Includes drives for staff separated from the City. IT 30D Administrative Decision: Retain staff drives for 30 days after separation to allow the department to review and
manage project or administrative documents.
05-02-05 SharePoint Includes deleted documents stored in SharePoint. IT 2Y GC 34090; 2 year minimum requirement 05-02-06 Teams Chats IT 6M Administrative Decision: Retain team chats for 60 days rotating.
05-02-07 Team Channel Conversations IT 2Y GC 34090; 2 year minimum requirement 05-02-08 Social Media Platforms IT ACT Administrative Decision: Retain social media posts while the platform is in use by the City.
05-02-09 Text Messages IT 2Y GC 34090; 2 year minimum requirement 05-02-10 Email Includes emails in Outlook. IT 2Y GC 34090; 2 year minimum requirement ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2025. All rights reserved.

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Special
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© Citations & Legal Basis
06-01-00 General Accounting Group
06-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Includes YTD budgets, revenue / expenditure / project
reports, trial balance, and general ledger detail.

Finance ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
06-01-03 Journal Entries Include year-end journal entries. Hardcopies before 2022. Now electronically in the financial management
software.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
06-02-00 Accounts Payable
06-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-02-02 Invoices Paid Includes invoices and vendor information. Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
06-02-03 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by
administrative staff in each department but information is sent to Finance.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
06-02-04 Quarterly Tax Payments Includes payments on sales, gas and other taxes due. Finance AA+5 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-02-05 Credit Card Statements Includes monthly statements, credit card reconciliation and authorization forms, and invoices.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; 4 years after audit
06-02-06 1099 Reporting Includes 1096 and 1099 forms, summary and detailed vendor reports, and 1099 B Notices.

Finance AA+4 GC 34090; 2 year minimum requirement
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-02-07 Purchase Orders (PO) For supplies and equipment. Agreement numbers act as purchase orders for service agreements.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
06-02-08 Vendor Maintenance File Includes W-9 and other payment information submitted by the vendor.

Finance AC+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations
State of California Guidelines; 4 years after audit
Administrative Decision: Retain for 4 years after the
vendor ceases relations with the City.

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FINANCIAL SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
06-03-00 Accounts Receivable
06-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
05-03-02 Miscellaneous Receivables Includes receivables from permits, fees, Police activities, legislative advocacy, intergovernmental and other miscellaneous receivables.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
05-03-03 Cash Receipts Includes cash, credit card and other miscellaneous revenue. For TOT, special revenues from measures
and propositions, grants and other cash receipts.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
05-03-04 Bank Deposits Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
05-03-05 Collections / NSF Includes returned checks, administrative citations and other collection activities.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
05-03-06 Deposits / Trust Accounts Includes developer deposits for permits, legal services and other trust accounts maintained by the City.

Retention starts after closure of account.

Finance AC+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; 4 years after audit
Administrative Decision: Maintain trust accounts for 4
years after the account is closed. Retention starts after the account is closed.
06-04-00 Auditing
06-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-04-02 ACFR Annual Financial Statement Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Administrative Decision: Maintain annual financial
statements permanently.
06-04-03 Memorandum of Internal Control Supports the ACFR but maintained separately. Finance AA+7 GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
06-04-04 Communications with Those in Charge with
Governance
Supports the ACFR but maintained separately. Finance AA+7 GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
06-04-05 Audits Includes single audits, annual individual audits and special audits. Maintained electronically.

Finance P GC 34090; 2 years minimum
State of California Guidelines; Permanent
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© Citations & Legal Basis

FINANCIAL SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
06-05-00 Banking & Investing
06-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-05-02 Bank Statements & Reconciliations Both paper and electronic. Also includes LAIF and investment related statements, such as the monthly
portfolio report.

Finance AA+5 GC 34090; 2 years minimum
26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
06-05-03 Investment Policy Presented to Council. Reviewed on an annual basis. Clerk S+5 GC 34090; 2 year minimum CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
06-05-04 Quarterly Treasurers Investment Reports Management report sent in a staff report to City Council.

While not required by the State any longer, Finance still produces the report as good practice.

Finance CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for management
reports
06-06-00 Budgeting
06-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-06-02 Annual Budgets Includes general City and CIP budget books. Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after audit
Administrative Decision: Maintain annual budgets
permanently for reference.
06-06-03 Master Fee Schedule Finance S+2 GC 34090; 2 years minimum 06-07-00 Debt Financing
06-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance P GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statute of limitations of 10 years
FC 30210; Maintain
State of California Guidelines; Permanent for bond
issues.
06-07-03 Bond Statements & Reports Include arbitrage, annual statements, bond disclosure, bond pay-offs, bond covenants and cash / surety bonds.

Finance AFP+10 GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statute of limitations of 10 years
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
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© Citations & Legal Basis

FINANCIAL SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
06-07-04 Short-term Credit / Loans Finance AFP+4 CCP 337(b); Statute of limitations of 4 years CCP 337.2; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
06-08-00 Financial Reporting
06-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Finance P GC 34090; 2 years minimum
State of California Guidelines; Permanent
06-08-03 Use & Diesel Fuel Reports Reported electronically and printed for reference.

Includes sales & use tax reporting.

Finance AA+5 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001-1; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
29 CFR 516.5; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-09-00 Grants
06-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-09-02 Federal & State Grant Applications & Agreements Includes claims/reimbursable claims. All administrative documents are kept with the department in charge of
the grant. Finance maintains the AP & AR records.

Finance AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
06-09-03 CDBG Grant Applications & Agreements Includes claims/reimbursable claims. All administrative documents are kept with the department in charge of
the grant. Finance maintains the AP & AR records.

Finance AFP+4 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
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Code
Series Name Description of Documents, As Needed Office of Record
Special
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Total
Retention
© Citations & Legal Basis

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-10-02 Employee Time Sheets Signed by the employee and electronically approved by the supervisor. Includes time and working documents
for time tracking.

Finance AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
06-10-03 Employee Payroll Files Includes deductions, garnishments, direct deposit forms, tax withholding, payroll adjustments, vacation
and compensation sell-back, deferred compensation
and other payroll documents.

Finance C AS+6 GC 34090; 2 year minimum requirement
LC 1174; 3 years for payroll records
LC 1197.5(d); 2 years for payroll records
22 CCR 1085.2(c); 4 years for unemployment
contributions
29 CFR 516.2(a)(10); Maintain
29 CFR 516.6; 2 years
LC 1174; 2 years after pay period
29 USC 255(a); 2 to 3 years statute of limitations for
minimum and unpaid wages
29 USC 1027, 1113, 1451 (ERISA) (6 years); Benefit
plans for employees
State of California Guidelines; 4 years after termination 06-10-04 Payroll Batch Reports Includes every pay period registers; such as check and deduction registers. Retained electronically.

Finance P GC 34090; 2 years minimum
GC 12946; 4 years after termination
29 CFR 516.2-6; 4 years after tax return filing
29 CFR 1627; 3 years
State of California Guidelines; Permanent
06-10-05 State / Federal Reporting Includes Form 941, DE9, 1095, State compensation reports and other quarterly and annual returns.

Finance AA+6 GC 34090; 2 year minimum requirement
29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
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© Citations & Legal Basis

FINANCIAL SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
06-10-06 W-2s / W-2 Reporting Finance C AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years
26 CFR 31.6001; 4 years after tax return is filed
R&T 19530; 3 years after tax return is filed
R&T 19704; 6 year statute of limitations
29 CFR 516.2-6; Maintain at least 3 years
State of California Guidelines; 4 years after audit
06-11-00 Successor Agency Reporting
06-11-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
06-11-02 Recognized Obligation of Payment Schedule -
ROPS
6 month budget provided to the State Controller's
Office. State provided form submitted electronically and printed for signature by Finance.

Finance P GC 34090; 2 years minimum
GC 53901; Budgets copy must be filed with the County
State of California Guidelines; Permanent
Permanent refers to one final copy of the approved
budget.
06-11-03 ROPS Prior Period Adjustment Form 6 month budget-to-actual report sent to the county, who then sends it to the State Controller's Office. Required reporting.

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07-01-00 Personnel Documents
07-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Includes Personnel Action Forms, original application,
training certificates, educational incentive programs & tuition reimbursement, new-hire payroll processing
documents (W-4, DE-4), performance evaluations,
disciplinary actions, employment contracts / agreements (not including union negotiations and resulting contracts / agreements), benefit enrollment and miscellaneous
documents.

HR C, V AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
2 CCR 26; 5 years for various employment records
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 07-01-03 Employee Medical Files Includes exposure, accident related drug tests, EDD claim forms, doctor's notes for protected leave,
accommodation and return to work, and other medical
information.

HR C, V AS+30 8 CCR 15400; Maintain reports
LC 90 - 139.6; 5 years for auditing
LC 6410; OSHA, maintain
29 CFR 1627.3(b)(1); 1 year from action
29 CFR 1910.1020; 30 years after employee termination
State of California Guidelines; 30 after
completion/closure
07-01-04 Protected Leave & Accommodations Includes FMLA and CFRA, ADA and interactive processes.

HR C AS+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
2 CCR 26; 5 years for various employment records
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 07-01-05 Employee Complaints & Investigations Including harassment complaints.

Hired employees, non-sworn:

Hired employees, sworn:

HR
AS+4
AS+5
GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
07-01-06 Volunteers Includes the application, contact information, waivers, correspondence and any general information about the
volunteer.

Accepted applications:

Denied applications:

HR C
AS+4
AC+4
GC 12946; 4 years after completion/position filled
State of California Guidelines; 2 years after
completion/position filled
Denied applications maintained for 4 years after the
position is filled to follow GC 12946.

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HR C AT+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination Administrative Decision: Maintain retiree files for 6
years after termination of benefits.
07-02-00 Personnel Management Records
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-02-02 Job Descriptions Maintained electronically. HR S+10 GC 34090; 2 year minimum requirement Administrative Decision: Maintain job description for 10 years after superseded to support reasonable
accommodation requests.
07-02-03 Policies & Procedures Includes Personnel Rules & Regulations, employment related policies and administrative procedures.

HR S+5 GC 34090; 2 year minimum requirement
CCP 343; 4 years to commence action
2 CCR 26; 5 years for oaths of office
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
07-02-04 Salary Schedule Specific for each job and broken down by bargaining unit.

HR CY+5 GC 34090; 2 year minimum requirement
GC 12946; 4 years after completion/position filled
29 CFR 516.6(2); 2 years for wage rate tables, etc.
2 CCR 570.5; 5 years for pay schedules and special
compensation records
2 CCR 26; 5 years for various employment records
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; Retain records for the
current year they are drafted, plus two additional years. 07-02-05 Classification & Reclassification May include salary surveys, reclassifications and other compensation related documents.

HR CY+5 GC 34090; 2 year minimum requirement
2 CCR 26; 5 years for various employment records
07-02-06 Statutory Reporting May include EEO4, ACA reports, AB 2561 and other statutory reporting.

HR CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; After audit plus 2 years for labor distribution reporting
07-02-07 EEOC Claims Hired employees, non-sworn:

Hired employees, sworn:

Applicants who filed a complaint:

HR C AS+2
AS+5
AC+2
GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees.
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Series Name Description of Documents, As Needed Office of Record
Special
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Total
Retention
© Citations & Legal Basis

HR S+4 GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after
benefit plan termination
State of California Guidelines; 2 years after action
07-02-09 Employee Programs Includes commendations and employee recognition events.

HR CY+4 GC 34090; 2 year minimum requirement
GC 12946; 4 years after submission or creation
07-03-00 Personnel Recruitment Records
07-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-03-02 Recruitment File Files include job advertisements, applications, oral board, rating sheets, practical test and assessment
centers and eligibility lists. Some documents managed
in an application tracking system.

HR AC+4 GC 12946; 4 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filled
State of California Guidelines; 3 years after
completion/position filled
07-03-03 Background Check Information May include initial pre-employment drug testing, psychological evaluations, polygraph, personal history
statements, pre-employment physicals and other
background checks for hired and non-hired candidates.

Hired general employees
Hired safety employees
Not hired applicants
HR
AS+4
P
AC+4
GC 34090; 2 year minimum
PC 832.5; 5 years for officer complaints
State of California Guidelines; 3 years after
termination/separation for hired general employees,
Permanent for hired Safety Personnel; 2 years after
position closes for Safety Personnel not hired.
07-04-00 Safety & Training Records
07-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

HR S+5 GC 34090; 2 year minimum,
8 CCR 3204; 1 year for IIPP training records
State of California Guideline: 5 years after superseded or expired
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Special
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Total
Retention
© Citations & Legal Basis

Does not include Police or Fire training.

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
07-04-04 Random Drug Pulls - DOT Records of inspection, maintenance, and calibration of EBTs
Records of negative and cancelled drug test results and alcohol test results with a concentration of less than

0.02 Records of alcohol test results indicating an alcohol concentration of 0.02 or greater; records of verified
positive drug test results; documentation of refusals to take required alcohol and / or drug tests (including
substituted or adulterated drug test results); SAP
reports; and all follow-up tests and schedules for followup tests.

All filed by year completed.

HR C CY+5 49 CFR 40.333; 1 to 5 years depending upon document type. All documents must be maintain in a secured
area.
07-05-00 Risk Management
07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-05-02 Workers Compensation Claims Includes copies of information from the TPA on the employee claim. Doctor's notes stored in the
employee's medical file.

HR C P 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; Permanent for workers
compensation working files (claim files, reports,
incidents). Originals filed with third party administrator. 07-05-03 Third Pary Administrator Correspondence, reports and general information & administration from the TPA.

HR CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; Administrative Record
07-05-04 OSHA 300 Reports & Logs Maintained electronically. Also includes quarterly audit reports.

HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports
8 CCR 14300.33; 5 years for OSHA 300 reports
8 CCR 10102;5 years from date of injury
State of California Guideline: 5 years after completed
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Special
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Total
Retention
© Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
07-05-05 Workers Compensation Loss Run Reports Monthly reports HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 129(a); 5 years for auditing
State of California Guidelines; State recommends
Permanent retention, but no relevant statues; Risk
Management Reports (including Loss Analysis Reports)
are 5 years after completion/closure.
07-05-06 City Insurance Policies & Certificates Includes facilities, auto and other general insurance policies
HR V P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for liability and property insurance
07-05-07 Certificates of Insurance Certificates not related to an agreement or contract. HR CY+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 year statute of limitations for action on
injuries caused by neglect.

State of California Guidelines; Permanent for insurance certificates filed separately from contracts/agreements, including insurance filed by licensees.

Administrative Decision: Retain certificates of insurance not related to an agreement or contract for the current year plus 2 years to satisfy statute of limitations.
07-05-08 Claims Against the City Includes general government code claims. Does not include employment or application claims.

HR AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
07-05-09 Subrogation HR AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
07-06-00 Labor Relations Records
07-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
07-06-02 Union Representatives / Organizations Includes correspondence and reviews with labor organizations. Does not include negotiation information.

HR CY+2, AR GC 34090; 2 year minimum requirement
Administrative Decision: Maintain correspondence and
communications for the current year plus 2 years.

Review annually for relevant content.
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Special
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Retention
© Citations & Legal Basis

HR P 29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
07-06-04 Memorandums of Understanding Includes labor agreements, employment resolutions and side letters.

Clerk P 29 USC 211c; Maintain, indefinite
29 CFR 516.5(b); 3 years
State of California Guidelines; Recommend Permanent
retention without relevant statutes or regulations cited. 07-06-05 Grievances Hired employees, non-sworn:

Hired employees, sworn:

HR C AS+4
AS+5
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
07-06-06 Appeals Appeals based on grievances or other labor relations issues.

HR AS+5 GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/change
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
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08-00-00 COMMUNITY & ECONOMIC DEVELOPMENT
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
08-01-00 General Administration
08-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Admin ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
08-01-03 Consultants Includes copies of agreements, contact information, correspondence for CEQA, transportation, cell towers
and other consulting work.

Admin AC+4 CCP 337(2) & (3); Statutes of limitations of 4 years CCP 337.2; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
08-02-00 Planning Applications & Entitlements
08-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-02-02 Property Related Applications & Permits Includes all entitlements for residential and commercial and industrial purposes.

Planning P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-02-03 Temporary Use Permits Includes construction trailers, pumpkin patches, Christmas tree lots, circus and other non-permanent
permits on private property.

Planning AC+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
08-03-00 Long Range Planning
08-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
08-03-03 Specific / Precise Plans Includes specific plans, precise plans and associated amendments.

Planning P GC 34090(a); Real property records, maintain Permanently
GC 4003, 4004; Maintain costs, records and plans
H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; Permanent
08-03-04 Code & Map Amendments Includes zoning, director zoning interpretations, subdivisions and other code amendments.

Planning P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
08-03-05 LAFCO Annexations Jurisdictional boundary adjustments. Planning P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-04-02 Enforcement Cases Includes warning letters, citations, notice of correction, substandard liens, appeals, property seizures (real
estate signs, donation bins, etc.) and other code
enforcement information.

Code AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
08-04-03 Residential Building Resale Reports For sales of property. Code Enforcement inspect the property prior to the sale.

Issues needing correction:

No corrections needed:

Code
AC+2
CY+2
GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
08-04-04 Massage Establishment Permits Annual permit. Code AC+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits
08-04-05 Housing Inspection Program Includes inspections of residential multi-unit housing. Code AC+5 24 CFR 982.158(f)(4); 3 years for unit inspection reports Administrative Decision: Retain inspection records for 5 years after completion to meet the 5-year inspection
cycle.
08-04-06 Short Term Rental Program Monitors compliance with short term rental requirements of the City, including correspondence,
violation letters and other documents.

Code AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
08-05-00 Building Records
08-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Building CY+2 GC 34090; 2 year minimum requirement
08-05-03 Building Permits - Residential / Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Land Surveys,
Pad Elevations, Special Inspection Reports, Plan Check
Comments / Responses, Request for Waiver for
Accessibility Requirements, Certificates of Occupancy,
Inspection Reports and Cards with wet signatures, and
other documents for building projects.

Building P H&S 19850; Building plans - Life of Building, with exceptions
CC 1351; definitions, community property
State of California Guidelines; Permanent including
commercial plans
08-05-04 Building Code Amendments Working documents for updating building code prior to approval by Council. Update occur every 3 years.

Building P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
08-05-05 New Development Reports Submitted annually to the State. Building CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for periodic reports
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Legend:

Building AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
08-06-00 Economic Development
08-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Feasibility studies are confidential.

ED C AC+5 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705 et. seq; 4 years for contractor related
records
State of California Guidelines; 5 years for feasibility studies
08-06-03 Appraisals ED AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.
08-06-04 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials.

ED EY+7 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 7
08-06-05 Workshops & Community Events Community outreach. ED CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
08-06-06 Cannabis Program May include applications, decision appeals, successful submissions, license transfers, annual cannabis
business operating license and other program
documents.

Unsuccessful Submissions:

ED AE+2
AC+2
GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Administrative Decision: Maintain cannabis permits for
2 years after expiration of the permit.
08-06-07 Art in Public Places Program Includes art structures, murals and other permanent installations.

ED AC+4 CCP 337.2; Statute of limitations of 4 years
CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705 et. seq; 4 years for contractor related
records
08-06-08 Film Permits Electronic documents. ED AE+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Administrative Decision: Maintain film permits for 2
years after expiration of the permit.
08-06-09 Special Event Permits For local street closures and other events put on by residents. Does not include City sponsored special
events.

ED AE+2 GC 34090; 2 years minimum
State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Administrative Decision: Maintain special event permits for 2 years after expiration of the permit.
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08-00-00 COMMUNITY & ECONOMIC DEVELOPMENT
Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-07-02 Successor Agency Formation Documents Housing V P GC 34090(e); Permanent for ordinances and resolutions
State of California Guidelines; Permanent for
administrative records and for decisions made by public agencies
08-07-03 Redevelopment Plan Clerk P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
08-07-04 Redevelopment Projects & Project Areas Housing P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
08-07-05 Downtown Improvement Loans Grants funded with RDA funds. Housing AFP+5 24 CFR 92.508; 5 years 24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
State of California Guidelines; Closure of loan plus 3
years
08-07-06 Relocation Files Housing AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain relocation files for 2 years after completion.
08-07-07 Property Acquisition Housing AC+10 CCP 337.15; 10 years after completion of construction or improvement
State of California Guidelines; Completion expiration 10 years for acquisitions.
08-07-08 Property Disposition Housing AC+10 CCP 337.15; 10 years after completion of construction or improvement
State of California Guidelines; Completion expiration 10 years for acquisitions.
08-07-09 Demolition Files Housing AC+10 CCP 337.15; 10 years after completion of construction or improvement
State of California Guidelines; Completion expiration 10 years for acquisitions.
08-07-10 Appraisals Housing C AC+2 GC 34090; 2 year minimum requirement GC 6254(h); PRA, confidential record designation until
acquisition complete.
08-07-11 Project Proposals - No Disposition / Rejected Housing AC+2 GC 34090; 2 year minimum requirement 08-07-12 Plans & Maps May be a combination of originals and plans and maps duplicated in Planning or Building.

Housing P GC 34090(a); Real property records, maintain
State of California Guidelines; Permanent
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Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
08-08-02 Agendas Planning CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
08-08-03 Minutes Planning V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
08-08-04 Public Hearing Notices Affidavits of publication. Planning CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
09-01-00 Housing & Community Services Administration
09-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-01-02 Grant Applications & Reporting Applications submitted for grants, capacity building, or technical assistance opportunities. Includes award
letters and grant reporting.

AFP+5 * 29 CFR 97.36(i)(11); 3 years after final payment 29 CFR 97.42(b); 3 years after final payment
2 CFR 200.334; 3 years after final expenditure report for federal grants
24 CFR 570.502(a)(7)(i)(a); Deeds/CDBG activities, 4
years after closure of loan
State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.
09-02-00 Affordable Housing
09-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-02-02 Nexus Studies Nexus studies for affordable housing in-lieu fee and commercial linkage fee
H&CS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
09-02-03 Affordable Housing Trust Fund Notices of Funding Availability, Scoring Guide, Applications, Grant Agreement and Loan Document
Templates
H&CS AC+4 GC 34090; 2 year minimum requirement
CCP 337.2; Statutes of limitations of 4 years
09-03-00 Below Market Rate Program Includes developer agreement copies 09-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-03-02 Monitoring Database H&CS ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
09-03-03 Marin Housing Authority Administration BMR portfolio for rental and homeownership. H&CS S+3 GC 34090; 2 year minimum requirement 24 CFR 982.158(f); 3 years for HUD reports under
Section 8
09-03-04 Program Guidelines Guidelines for developers and management of the property.

H&CS S+3 GC 34090; 2 year minimum requirement
24 CFR 570.490; 3 years for reports
09-03-05 Affordable Housing Agreement Template Includes deeds of restriction and agreements pertaining to acquisition of existing housing for preservation as
affordable housing.

H&CS AC+10 CCP 337.15; 10 years after completion of construction or improvement
State of California Guidelines; Completion expiration 10 years for acquisitions.

HOUSING & COMMUNITY SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

HOUSING & COMMUNITY SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
09-04-00 Renter Protections
09-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
09-04-02 Cause Required for Eviction City notice of termination, submitted termination notices. AC+2 GC 34090; 2 year minimum requirement CCP 1161; Up to 2 year term for process of eviction
09-04-03 Mobile Home Rent Stabilization Annual submissions from mobile home parks; Communications from City.

AC+2 GC 34090; 2 year minimum requirement
09-04-04 Relocation Assistance Forms, payment calculator, permit review cases, staff training materials, community education materials.

AC+2 GC 34090; 2 year minimum requirement
09-04-05 Rental Housing Dispute Resolution Mandatory mediation. Notice of tenant rights with request form, submitted requests.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the 2 years after closure
09-04-06 Community Engagement Activities Outreach and application, workshops and workshop materials, photos, surveys.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
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10-00-00 PUBLIC WORKS & ENGINEERING
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
10-01-00 Public Works Administration
10-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

PW Admin ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
10-01-03 Asset Management System Lidar used to track assets, such as signs, signals, trees and other City property assets.

PW Admin ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
10-01-04 Notices to Homeowners Notices to correct. PW Admin AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
correction/completion.
10-01-05 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and events.

Managed in VelocityEHS.

PW Admin CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
10-01-06 Work Orders Physical or electronic work orders printed from the project management system.

PW Admin AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations projects.

Administrative Decision: Retain street work orders for 5 years after completion of the project to support potential litigation.
10-01-07 ADA Transition Plan Maintenance PW Admin S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for curb and sidewalk improvements
10-01-08 Other Required Reporting Includes Regional Water Quality Control Board, Air Quality Management District and other regional
regulatory body reports.

PW Admin AC+12 GC 34090; 2 year minimum requirement
40 CFR 141.91; 12 years after completion
CCP 338(k); 6 year statute of limitations for air quality records
State of California Guidelines; Current year plus 7 years for AQMD records. Current year plus 12 for water
quality compliance documents.
10-01-09 Operations & Maintenance Manuals PW Admin L+3 GC 34090; 2 year minimum requirement CCP 337; 3 year statute of limitations
State of California Guidelines; Life of system plus 2
years
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Version Date: 3/11/2026
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Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-02-02 Surveys & Studies - General Does not include surveys of real property. Engineering AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
10-02-03 Infrastructure Maps Maps for storm drains, lighting, utilities and other infrastructure maps.

Engineering P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
10-02-04 Floodplain Management Includes maps, certificates, elevation and other flood management documents.

Engineering P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for flood
maps.
10-02-05 Pavement Management Program Schedules 3 and 5 year plans for maintenance of streets and pavements. Project folder created annually
that includes bids, plans and project documents.

Engineering S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.

Administrative Decision: Retain program documents for
2 years after the plan is superseded to meet the plan
schedules.
10-02-06 Pavement Technical Assistance Program (PTAP)
Reports
Grant program applied for funding every 2 to 3 years.

Received from the MTC with data entered into the PMS.

Payments maintained by MTC, with the City invoicing
once. Reports superseded every 2 to 3 years.

Engineering S+3 GC 34090; 2 year minimum requirement
Administrative Decision: Retain reports for 3 years after superseded to reference the previous submission.

Report process occurs every 2 to 3 years.
10-03-00 Capital Improvement Programs
10-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-03-02 Capital Improvement Projects CIP Construction Records including design, construction, conversion or modification of local
government- owned facilities, structures & systems;
environmental / CEQA reports and documents (i.e..
streets, curbs, gutters, sidewalks, storm drains, etc.):

Engineering P GC 34090(a); Permanent for real property related documents
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
10-03-03 Capital Improvement Projects - Construction CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists,
non-environmental reports, work orders, schedules,
exhibits, construction staking documentation and
correspondence:

Engineering AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
10-03-04 Capital Improvement Projects - Administration General administration and correspondence. Engineering AC+2 GC 34090; 2 year minimum requirement 10-04-00 Engineering Permits
10-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-04-02 Encroachment Permits - Major Continuing Includes agreements for large project encroachments. Engineering P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
10-04-03 Encroachment Permits - Minor Continuing Includes agreements for small permanent project encroachments.

Engineering P GC 34090(a) Real property records, maintain Permanently
GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions
State of California Guidelines; Permanent for
construction based encroachment permits.
10-04-04 Encroachment Permits - Minor Temporary Engineering AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
10-04-05 Encroachment Permits - Utility Special District Annual permit applied for annually. Engineering AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
10-04-06 Grading Permits Engineering P GC 34090(a), Real property records, maintain CCP337, 337.1(a), 337.15; Statutes of limitations
GC 4003, 4004; Maintain
State of California Guidelines; Permanent
10-04-07 Newspaper Rack Permits Engineering AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
10-04-08 Tide Land Permits Temporary permits for work in tidal influence areas. Engineering AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
10-04-09 Water Course Permits Temporary permits for work performed within a certain distance from a water body.

Engineering AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
10-04-10 Transportation Permits For oversized vehicles and other transportation. Engineering AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use
permits.
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Version Date: 3/11/2026
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Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-05-02 Final Maps Includes final tract and parcel maps. Engineering P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
10-05-03 Lot Line Adjustments Applied for under Community Development and routed to Engineering for retaining.

Engineering P GC 34090(a); Real property records, maintain GC 4003, 4004; Maintain
H&S 19850; Building Plans - Life of Building, with
exceptions
CCP 337.15; 10 years
State of California Guidelines; Permanent
10-06-00 Traffic
10-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Engineering AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Completion of survey
plus 2 years
10-06-03 Traffic Change Requests Includes public requests for street signs, red curbs and other traffic related changes. SeeClickFix requests.

Engineering AC+2 GC 34090; 2 year minimum requirement
Administrative Decision: Maintain traffic change
requests for 2 years after the request is accommodated
or denied.
10-06-04 Traffic Signal Inspections Performed by an outside contractor. Includes checklists for inspections.

Engineering AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
10-06-05 Advisory Traffic Committee Includes agendas and meeting notes. Engineering CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the current year plus 2 years
10-06-06 Traffic Signal Timing Sheets Engineering S+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.

Administrative Decision: Retain timing sheets for 2
years after superseded to meet the minimum
requirement.
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Version Date: 3/11/2026
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Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-07-02 Reserve Studies Used for financial planning for the districts. Engineering AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the 2 years after completion.
10-07-03 Assessment District Maintenance Engineering AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
10-07-04 Engineer's Reports City Clerk P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
10-07-05 District Plans Contractor work product for vegetation, landscaping, maintenance and other contracted reports.

Engineering AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
10-07-06 Quarterly District Meetings Includes agendas and resulting notes for meetings with staff, residents and contractors.

Engineering CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the current year plus 2 years
10-08-00 Storm Water
10-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-08-02 NPDES Permit PW Ops P 40 CFR 122.28; Maintain NPDES general permits State of California Guidelines; Permanent for NPDES
permits
10-08-03 Storm Water & NPDES Reporting Includes the Water Discharge Report and other backup information for the report. Submitted to Marin County
Storm Water Pollution Prevention Program and
uploaded to SWRCB.

PW Ops CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
NPDES Permit No. CA0038776 IV. Standard
Provisions, Records; 3 years from date of sample.
10-08-04 Storm Water Inspections PW Ops CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for
other discharge records, including calibration records
40 CFR 503; 3 years for significant leaks or spills
NPDES Permit No. CA0038776 IV. Standard
Provisions, Records; 3 years from date of sample.
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
10-08-05 Notices of Violation Illicit discharge notifications. PW Ops AC+5 40 CFR 122.21; 3 years after approval 40 CFR 122.41; 3 years after report
State of California Guidelines; Current year plus 5 years for discharge monitoring reports
Administrative Decision: Maintain incidents for 5 years after correction or resolve.
10-08-06 Pump Station Maintenance PSD Citywide Asset information and work orders.

Annual pump station maintenance contracts. Pump
station operational documents, manuals, etc.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
10-09-00 City-owned Properties & Facilities
10-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-09-02 Maintenance Projects Maintenance projects including painting, roofing, janitorial and other contracted maintenance work.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
10-09-03 Facility Inspections Includes facility asset and condition inventories, and the quarterly facility safety checklists.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
10-09-04 Facility Permits Includes permits and regulatory compliance documents for City buildings and facilities, including fire, elevator, ADA, confined space and other permits.

PW Ops AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for municipal facility use permits
10-10-00 Park Maintenance
10-10-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects.
10-10-03 Play Structure Inspection & Maintenance PW Ops AC+3 CCP 338; 3 years for action State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories.
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Version Date: 3/11/2026
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Legend:

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
10-11-02 Street Maintenance Projects Maintained by supervisor to track street maintenance projects. Includes sidewalks, signs, striping / markings, lights, maintenance projects and other street
information.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects.
10-11-03 Inspections & Assessments Records of inspections and condition assessments. PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations projects.
10-11-04 Graffiti Removal PW Ops AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance projects.
10-11-05 Illegal Dumping Records of illegal dumping and data. PW Ops CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for maintenance and operations projects.
10-12-00 Fleet
10-12-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

PW Ops AC+4 CCP 337(2) & (3); Statutes of limitations of 4 years 48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
10-12-03 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance and other specific
vehicle and equipment related information.

PW Ops L+2 GC 34090; 2 year minimum requirement
State of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.
10-12-04 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the DOT. PW Ops CY+2 GC 34090; 2 year minimum requirement VC 3450.12; maintain inspection reports for at least 2
years. 25 month inspection period.
10-12-05 BIT Audits Annual CHP audit of BIT records. Review drivers licenses, drug pull records, driver training and medical records for drivers.

PW Ops CY+2 GC 34090; 2 year minimum requirement
VC 3450.12; maintain inspection reports for at least 2
years. 25 month inspection period.
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Legend:

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.

Administrative Decision: Maintain inspection records for 2 years after completion to follow State retention for the CARB permit.
10-12-07 Portable Diesel Equipment Reports Reports to the AQMD. PW Ops AC+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.

Administrative Decision: Maintain inspection records for 2 years after completion to follow State retention for the CARB permit.
10-12-08 Diesel & Gas Smog Inspections Maintained in CFA and in hard copy form PW Ops AC+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.

Administrative Decision: Maintain inspection records for 2 years after completion to follow State retention for the CARB permit.
10-12-09 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights.

Maintain the old and new books in the vehicle.

PW Ops CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
10-12-10 Fuel System Reports Preventative maintenance and management activities reports for Fluid Secure system.

PW Ops AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 3 years after audit
10-12-11 Weekly Fuel Island Inspections Includes inspections of gas and diesel fuel tanks.

County inspects the tanks monthly and maintains the
records. No records maintain by the City.

PW Ops AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 3 years after audit
10-12-12 Safety Meetings Includes tailgate meeting rosters, subject matter and other meeting information for weekly and monthly
sessions.

PW Ops CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
10-12-13 Tire Disposal Records Release slips from the recycler. PW Ops CY+10 GC 34090; 2 year minimum requirement 40 CFR 122.21; 3 to 5 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.
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Legend:

PW Ops CY+10 GC 34090; 2 year minimum requirement
40 CFR 122.21; 3 to 5 years
State of California Guidelines; Current year plus 10
years for hazardous waste disposal documents.
10-12-15 Vehicle Auction/Disposal Records Vehicle Auction/Disposal Records PW Ops CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property.
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Version Date: 3/11/2026
11-00-00 LIBRARY & RECREATION
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
11-01-00 Library Administration
11-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
11-01-02 California Library Statistical Report Fiscal year report to State. State of the library, including personnel and salary, collections, programing and
special section for requested information.

Library CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for management
reports and library activities and records
Administrative Decision: Retain reports for the current year plus 5 years to align with the program data
retention.
11-01-03 Incident Log Incident reports regarding patron conduct and associated issues.

Library AC+10 GC 34090; 2 year minimum requirement
Administrative Decision: Retain incident logs for 10
years after completion for reference and historical
trending.
11-01-04 Accident/Incident Reports Library AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
11-01-05 Warnings & Suspensions For patrons. Suspension for a specific time periods based on violations.

Library AC+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for library
activities and records
Administrative Decision: Retain suspensions for 10
years after last incident for reference purposes.
11-01-06 Program Initiation Forms Form for planning programs. Library CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for library
activities and records
11-01-07 Program Data Includes attendance, funding source, location and other program documents.

Library CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for library
activities and records
Administrative Decision: Retain requests for collection additions for the current year plus 5 years to track
attendance.

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Legend:

Library AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for library
activities and records
Administrative Decision: Retain requests for collection additions for 5 years after request is accepted or
denied.
11-02-00 Recreation Programs
11-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
11-02-02 Recreation Program Database Electronically signed waivers are included in ActiveNet. Recreation ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
11-02-03 Recreation Programs Includes registration information, rules, guides and brochures, code of conduct, curriculum, contact
information, attendance records, class sign-in sheets,
and liability waivers for paid programs, classes and drop in classes.

Recreation CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-02-04 Activity Guide Brochure listing events and schedules for programs. Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 11-02-05 Registration Packets Includes signed hardcopy waivers, schedule change forms, names, address, emergency contacts, field trip
forms and other registration related information.

Maintained alphabetically by quarter.

Recreation C CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-02-06 Attendance Records Sign in sheets and rosters for programs. Recreation C CY+2 GC 34090; 2 year minimum requirement 11-02-07 Evaluation Forms Recreation CY+2 GC 34090; 2 year minimum requirement 11-02-08 Scholarships May include sensitive personal information. Subsidized discount to eligible students.

Recreation C CY+2 GC 34090; 2 year minimum requirement
11-02-09 Contract Instructors Includes contracts and other instructor information. Recreation AS+4 CCP 337(b); Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
Administrative Decision: Maintain instructor files for 4 years after the instructor separates from the City.
11-02-10 Community Partner Agreements Includes facility use and other agreements. Recreation / Clerk
AC+4 CCP 337(2) & (3); Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
11-02-11 Sponsorships Includes Boro co-sponsorship program and other sponsorship programs.

Recreation CY+2 GC 34090; 2 year minimum requirement
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Legend:

Recreation CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
11-02-13 Accident / Incident Reports Includes accidents, incidents and other incident related reports.

Recreation AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
11-02-14 Facility & Park Rental Agreements Includes applications, proof of insurance and other rental documents for room rentals, fields, park and
picnic areas, and other facility rentals.

Recreation AC+4 CCP 337(2) & (3); Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.
11-03-00 Childcare & After-school Programs
11-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Recreation ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
11-03-03 State Licensing Childcare license and associated documents to maintain the license.

Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
11-03-04 Child Enrollment Files State licensed facility. Includes enrollment packets, parent agreements, emergency medical treatment
forms, identification emergency contacts, physician's
report, parents rights notification, pre-admission heath report, personal rights form, background check forms,
evacuation forms, liability and photo releases,
immunization records, address, custody, restraining
orders and other parent information.

Recreation AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
22 CCR 101221; 3 years after termination
11-03-05 Staff Files Includes CPR and other certificates, educational background, criminal clearance, physical testing, and
other contact information for teachers.

Recreation C AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
California Social Services Recommendation: 3 years
after termination for personnel records.
11-03-06 Annual Licensing Roster Updates Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
11-03-07 Sign-in / Sign-out Sheets Recreation C CY+2 GC 34090; 2 year minimum requirement 22 CCR 101229.1; maintain sign-in sheet for 1 month
State of California Guidelines; Current year plus 2 years 11-03-08 Inspection Reports Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
11-03-09 CPS Mandated Reporting Required reporting for child abuse to CPS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
11-03-10 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 11-03-11 Childcare Incident/Accident Report Forms Accident / Incident / First Aid Forms Recreation AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
GC 25105.5; 5 years after closure/completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for
accident/incident reports
11-04-00 Aquatics
11-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
11-04-02 Daily Opening / Closing Checklist & Chemical
Tests
Checklists by lifeguards for pool and facility conditions. Recreation CY+30 GC 34090; 2 year minimum requirement 8 CCR 3204; 30 years for potential chemical exposure
State of California Guidelines; 2 years plus the current year for maintenance projects. 30 years after
termination for personnel exposure records.
11-04-03 Facility Inspections & Permits Inflatables, sprinklers / fountains, ADA pool lifts and other equipment.

AE+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for municipal facility rental / use permits
11-04-04 Skill Checks Periodic assessment of life guard skills. Following Red Cross standards.

Recreation CY+2 GC 34090; 2 year minimum requirement
11-04-05 Training and Certifications Periodic routine training certifications. Recreation AS+4 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 2 years for certificates and designations training.
11-05-00 Public Art Review Board
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Legend:

Recreation AC+4 CCP 337.2; Statute of limitations of 4 years CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705 et. seq; 4 years for contractor related
records
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
12-01-00 Administrative Services / Chief of Police
12-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Member of public complaint with sustained finding:

Member of public complaint with no sustained finding:

Internally generated:

Admin
AC+5
AC+15
AC+4
EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

GC 12946; Personnel records, 4 years after termination.

PC 801.5; 4 years to commence prosecution
PC 832.5(b); 5 years after closure for lack of sustained conduct, 15 years after closure with proof of sustained conduct, confidential document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.
12-01-03 Standard Operating Procedures Lexipol Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.
12-01-04 Use of Force Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for use of force files
12-01-05 Collision Review Board Not a Brown Act body. Reviews officer-related collisions with findings of avoidable or unavoidable.

With sustained finding:

With no sustained finding:

Admin
AC+5
AC+15
EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

GC 12946; Personnel records, 4 years after termination.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25 years,
2 years plus the current year for death in custody
reporting.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.
12-01-06 Department Directives Separate from Lexipol. Admin P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation
given.

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Admin S+3 GC 34090; 2 year minimum requirement
CCP 340.5; 3 year statute of limitations for healthcare negligence
12-01-08 Memorandums of Understanding Between the Police Department and partner agencies. Admin V P CCP337, 337.1(a), 337.15; Statute of limitations of 4 years
CCP 337.2; Statute of limitations of 4 years
CCP 343; Statute of limitations of 4 years
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

State of California Guidelines; Permanent
12-01-09 CCW Approved:

Denied:

Admin AE+2
CY+2
GC 34090; 2 year minimum requirement
PC 12071, Maintain records
PC 12078, Maintain records
State Recommendation, 2 years after the license
expires.
12-01-10 Body Worn Cameras & Recordings and Drone
Recordings:

Admin
Non-evidence, Police Report with No Arrest,
Detention / Arrest, Traffic / Pedestrian Contact
with No Report:

Admin C EY+1Y PC 832.18(5)(A)&(B); 60 days for non-evidentiary data, 2 years for evidentiary data.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Violent Crime Report, Use of Force,
Administrative, Complaint Against Employee or
Agency:

No sustained findings:

Sustained findings:

Admin C EY+5Y
EY+15Y
EVC 1045; Discovery of officer information on Internal
Affairs cases. 5 year access limit.

CCP 338 et al.; up to 3 years after commission of
offense or after realization of offense.

PC 832.5; 5 years after case closure with no sustained
misconduct, *15 years with sustained misconduct;
confidential document not for public exposure.

Critical Incident, Homicide: Admin C P PC 799; No statutes of limitations on actions CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
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State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years.

PC 799, 801.1, 803; No statutes of limitations on
actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Misdemeanor Arrest Cases: Admin C AC+3 GC 34090; 2 year minimum requirement CCP 338; up to 3 years after commission of offense or
after realization of offense.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
12-01-11 Drone Flight Logs Admin P GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
GC 25105.5; 5 years after closure / completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

State of California; 7 years after closure for accident / incident reports
14 CFR 107.9; Safety event reporting requirements
14 CFR 107.65; In-flight emergency reporting
requirements
Administrative Decision: Retain drone flight logs
permanently to track history of drone use.
12-02-00 Records
12-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
12-02-02 Electronic Case Management System Records C ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
12-02-03 Case Reports: Crime reports, DUI's, incidents, mandatory registrants, bookings / arrests, missing persons, restraining orders, criminal protective orders, NCIC entries. May include
property, photos, field interview cards, additional
documents and any other elements for the case. All files scanned and stored in the RMS system.

Records *** Maintain all case files confidential while active.

California Public Records Act to be consulted.

Retention periods focused on paper records including
documents not in CAD.
187 - Murders Records V, C *** P PC 187; Definitions
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Accident Reports, Felony & Fatality Collisions Records V, C *** AC+6 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense, 6 years for notary public offenses.

State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years.

PC 799, 801.1, 803; No statutes of limitations on
actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Accident Reports, General & Misdemeanor
Infractions
Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Administrative Decision: Maintain for 2 years after
closure of the case.

Child Abuse Records V, C *** AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ
Recommendation
PC 288, 647; Definitions
Child Molestation Records V, C *** L+2 PC 261; Definitions PC 220; Definitions & punishments
PC 286; Definitions & punishments
PC 288; Definitions & punishments
PC 289; Definitions & punishments
W&I 781; Juvenile records, when offender reaches age
38, or 5 years after records are sealed.

Department of Justice recommends 25 years.

Administrative Decision: Maintain sex crime cases for 2 years after proof of offender's death.
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State of California Guidelines; 7 years after closure
Drug / Sex Crime Registration Sex offenders - Adult:

Sex offenders - Juvenile:

Records V, C *** L+2
* Varies
GC 34090; 2 years minimum
* PC 290; definitions and references
W&IC 781; 5 years after record sealed or when juvenile
reaches 38 years. Permanent if tried as an adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

Felony Cases, Non-permanent Does not include murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with a deadly weapon by a life-term prisoner,
bombing resulting in death or bodily injury, making
defective war materials that cause death
Records V, H, C *** AC+6 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense, 6 years for notary public offenses.

PC 800; Prosecution of cases involving 8 or more years
in prison must commence within 6 years.

CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Felony Cases, Permanent Includes murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, sexual
assault, assault with a deadly weapon by a life-term
prisoner, bombing resulting in death or bodily injury,
making defective war materials that cause death.

Records V, H, C *** P CCP 338 et al.; up to 3 years after commission of offense or after realization of offense, 6 years for notary public offenses.

State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years.

PC 799, 801.1, 803; No statutes of limitations on
actions
CCP 335.1; Must commence action within 2 years
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

Misdemeanors / Infractions, Filed Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.

Misdemeanors / Infractions, Not Filed Misdemeanors with no leads, no convictions or arrests not filed.

Records V, C *** AC+3 GC 34090; 2 year minimum requirement CCP 338; up to 3 years after commission of offense or
after realization of offense.

State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests,
identifiable property or missing persons.
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DOJ recommends permanent for unsolved missing
persons.

Officer Involved Shootings Includes shootings Records V, C *** AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

PC 832.5; 5 years after case closure with no sustained
misconduct, 15 years with sustained misconduct;
confidential document not for public exposure.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission.

State Recommendation; Closure of case plus 25 years.

DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Robberies / Burglary Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.

Sex Crimes Records V, C *** L+2 PC 261; Definitions
PC 220; Definitions & punishments
PC 286; Definitions & punishments
PC 288; Definitions & punishments
PC 289; Definitions & punishments
W&I 781; Juvenile records, when offender reaches age
38, or 5 years after records are sealed.

Department of Justice recommends 25 years.

Administrative Decision: Maintain sex crime cases for 2 years after proof of offender's death.

Stolen Vehicles Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.

State Recommendation; Closure of case plus 3 years.

Unattended Death / Suicide Suspicious
No suspicious circumstances
Records V, H, C ***
V, C ***
P
AC+2
PC 799; No statutes of limitations on actions
Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

State of California Guidelines; Permanent
GC 34090; 2 year minimum requirement
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Records V, C *** AC+5 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime
information for 5 years to track potentially violent
individuals.
12-02-04 Cash Receipt Books Log of monies receive at the PD counter. PD retains the original receipt and sends a copy to Finance.

Records CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
State of California Guidelines; 4 years after annual audit 12-02-05 Clearance Letters Includes requests from persons residing in the City asking for a cursory records check through our RMS
system to ascertain if the person has any negative
information on file in our RMS system. This request
results in a letter stating the results of the records
check.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for requests for criminal history
12-02-06 Criminal Background Checks Requests for criminal history from an outside agency.

Maintained in a book perpetually until the book is full.

Records CY+3 GC 34090; 2 year minimum requirement
CCP 340; 1 year statute of limitations
11 CCR 707(c); 3 years after release of record
12-02-07 DOJ Audit Reports / NCIC Entries National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles / license plates, stolen weapons, warrants, missing persons and
restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual
activity/statistical reports.
12-02-08 Evidence Purge / Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition
memorandums and returns to owners. Retained in RMS
system.

Records P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2 years for property control logs recording items coming into
and going out of property rooms.
12-02-09 Quarterly Statistical Reports Reports and data generated internally and distributed to requesting divisions / units, departments, agencies or
the public.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.
12-02-10 Record Sealings Adults Records C AC+3 PC 851.8(a); Factually innocent records, 3 years after arrest.
12-02-11 Record Sealings Juveniles Records C AC+5 ** Date of court ordered destruction W&IC 781; 5 years after sealed by court order for at-risk youth;
** W&IC 781; When juvenile reaches the age of 38 for
murder and/or sex crimes occurring before the child is
14 years of age
** W&IC 781; For murder and/or sex crimes occurring
on or after the child reaches age 14, DO NOT
DESTROY.
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
12-02-12 Registration Files - 11590 HS Drug registrants Records L+2 GC 34090; 2 year minimum requirement H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

Obsolete reporting system.
12-02-13 Registration Files - 290, Adults For sex offenders. Activity based on ORI status. Records L+2 GC 34090; 2 years minimum * PC 290; definitions and references
W&IC 781; 5 years after record sealed or when juvenile
reaches 38 years. Permanent if tried as an adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-02-14 Registration Files - 290, Juveniles For sex offenders. Activity based on ORI status. Records * Varies GC 34090; 2 years minimum * PC 290; definitions and references
W&IC 781; 5 years after record sealed or when juvenile
reaches 38 years. Permanent if tried as an adult.

State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-02-15 Registration Files - 457.1, Adults Arson Records L+2 GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-02-16 Registration Files - 457.1, Juveniles Arson Records * Varies GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or
probation
PC 186.32; 5 years after last registration requirement
* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.
12-02-17 Traffic Citations Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking and traffic citations.
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
12-02-18 Ride-along Waiver Records CY+2 GC 34090; 2 year minimum requirement CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
12-02-19 Holding Cell Logs Title 15 jail regulations Records CY+6 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 6 years for jail logs
12-02-20 Juvenile Detention Logs Records CY+6 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 6 years for jail logs
12-02-21 CHP 187 Vehicle Pursuits Includes a log tracking filing and sending the report, a summary of the actions, and proof of delivery from the
CHP.

Records IND VC 17004.7; Maintain vehicle pursuit records, no retention.
12-03-00 Operations & Patrol
12-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
12-03-02 Crisis Response Unit Training SWAT CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
12-03-03 Crisis Response Unit Call-outs SWAT After Action Reviews (AARs) CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for use of force files
12-03-04 SAFE Activity Records Non-profit that contracts with the department. Includes logs and monthly statistical reports
CY+2 GC 34090; 2 year minimum requirement
12-03-05 K-9 Monthly Reports & Logs Training logs. CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training.
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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
12-04-02 911 & Telephone Audio Recordings 6M Rotating GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.

State of California Guidelines; 180 days for audio,
telephone and radio communication tapes, with
exceptions of recordings pertaining to GC 34090.6
12-04-03 Incident Reimbursement Statements For false alarms and DUI incident responses. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for false alarm duplicates.
12-04-04 Holding Cell Surveillance 1Y rotating GC 34090.6; 1 year. If a claim is filed or pending litigation, retain with the case file for 100 days after conclusion of court action.
12-04-05 License Plate Reader Recordings Cloud based hosted system. 30D Rotating GC 34090.6; 1 year. If a claim is filed or pending litigation, retain with the case file for 100 days after conclusion of court action.

Administrative Decision: Retain recordings for 30 days
rotating due to equipment capabilities.
12-04-06 Tow Logs Old system in paper format no longer used. Information saved in CAD since 2021.

CY+2 GC 34090; 2 year minimum requirement
12-04-07 Criminal History Run Log Used for investigative purposes. Retained for DOJ annual audit.

AC+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after closure of the case. No additional citation listed.
12-05-00 Professional Standards Unit
12-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
12-05-02 Personnel Records Includes equipment released, employee transaction forms, step increases, corrective evaluations and other materials related to the employee. Similar to the files maintained by HR but contains other confidential
information on officers.

PSU V, C AS+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 4 years after termination or action
State of California Guidelines; 3 years after termination 12-05-03 Background Checks Successful:

Unsuccessful:

PSU C AS+4
AC+4
GC 34090; 2 year minimum requirement
GC 12946; 4 years after termination or action
11 CCR 1953(g)(3); while employed plus 4 years per
GC 12946.
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PSU AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000; PRA, confidential record status
State of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training.
12-05-05 Equipment Assignments Managed in RIMS. PSU S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for equipment inventory records
12-05-06 Equipment Inventory Managed in RIMS for serialized equipment. PSU S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for equipment inventory records
12-05-07 Equipment Manuals & Procedures PSU AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; Retain manuals for the
life of the equipment plus 2 years
12-05-08 Military Equipment Inventory Report AB 481 report produced annually for the Council. PSU ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period. Duplicates must not be kept
longer than the retention life of the original record.

Administrative Record, State of California Guidelines
12-05-10 Field Training Includes binders filed by officer containing class outline, tests, percentages, roster, handouts, instructor's
qualifications and resumes, daily evaluations,
qualification criteria and training scenarios, firearms safety plan, weapon maintenance, firearm training
manuals, simulation training, range master and safety
officer for firearms and less-lethal weapons. PowerDMS.

PSU AC+15 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 2 years after termination
GC 7920.000: PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2
years for certificates and designations training. 15 years after completion for range lesson plans (No citation
given).
12-05-11 Training Management System Database (TMS) Used to track all training for officers, including inhouse, POST and other training sessions. Tracked in RIMS
Management.

PSU ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
13-01-00 Fire Administration
13-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Fire ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
13-01-03 TeleStaff Creates rosters for personnel and used to create timesheets, shift rosters and overtime for Finance.

Fire ACT Transitory Record: Maintain while active or until data is transferred to a new tracking system.
13-01-04 Policies & Procedures Includes interoffice procedures and directives from the Fire Chief. Maintained in Lexipol.

Fire P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent, no citation
given.
13-01-05 Strike Team Activities Used to submit forms for reimbursement from the State.

Series applies to earlier documents are in physical
format. Information in the State database CalOES
MARS as of FY 2024 / 25.

Fire CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations of 4 years
13-01-06 Waivers Includes a waiver form for ride alongs, volunteers, right of entry and other waivers.

Fire CY+2 CCP 340.8; Exposure to hazardous substances; 2 years after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCR 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.
13-01-07 False Alarms Used for tracking of resetting and checking alarm systems. Electronic documents in Word and Excel.

Fire CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for false alarm duplicates.
13-01-08 ISO Insurance Ratings 5 year cycle for renewing the rating. Fire S+2 GC 34090; 2 year minimum requirement Administrative Decision: Retain insurance ratings for 2 years after the ratings are renewed due to 5 year
renewal cycle.
13-02-00 Fire Prevention
13-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
13-02-02 Fire Investigations Non-Arson
Arson with No Bodily Harm
Arson with Great Bodily Harm
Arson with Homicide
Fire AC+3
AC+6
AC+6
P
CCP 338; 3 year statute of limitations for action
PC 800; 6 year statute of limitations after commission of the offense
PC 799; No statutes of limitations on actions for murder.

Indefinite retention is recommended by DOJ and CA
Law Enforcement Officers Assoc.

FIRE SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-02-03 Permit & Structure Inspection System Used to track plan reviews, structure inspections, business and annual inspections, special permits, fees
and other building / facility related actions. Includes plans for new construction or improvements to firerelated systems, such as sprinklers, fire alarms, underground sprinkler work, etc.

Fire AE+5 UFC 104.6; Retain for 5 years after renewal/expiration of fire permit
State of California Guidelines; 3 years after completion of inspection
13-02-04 Vegetation Inspections Inspections are tracked in FireAside. Fire AC+3 GC 34090; 2 year minimum requirement State of California Guidelines; 3 years after completion of inspection
13-02-05 Vegetation Violations & Citations Violation letters and citations are managed electronically outside of FireAside.

Fire AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after
correction/completion.
13-03-00 Fire Suppression & Equipment
13-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
13-03-02 Personal Protective Equipment Inspections Annual maintenance and repairs on turn-outs. Fire CY+5 GC 34090; 2 year minimum requirement CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years.
13-03-03 SCBA Fit & Flow Test Annual tests for both person and unit. Fire P 8 CCP 3203(b)(1); Injury & Illness Prevention Program inspection records, maintain at least 1 year.

State of California Guidelines; 2 years after superseded for training materials.

Individual training information maintained by employee is retained for termination/separation plus 2 years, per
State of California Guidelines
Administrative Decision: Permanent for long term
potential medical issues and varying retention periods of the citations.
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-03-04 Hose Testing Records Fire L+2 GC 34090; 2 year minimum requirement 8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Administrative Decision: Maintain testing records for the life of the equipment plus 2 years to track history of
equipment.
13-03-05 Ladder & Aerial Testing Fire L+2 GC 34090; 2 year minimum requirement 8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Administrative Decision: Maintain testing records for the life of the equipment plus 2 years to track history of
equipment.
13-03-06 Compressor Maintenance Fire L+2 GC 34090; 2 year minimum requirement 8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Administrative Decision: Maintain testing records for the life of the equipment plus 2 years to track history of
equipment.
13-03-07 Engine Pump Tests Fire L+2 GC 34090; 2 year minimum requirement 8 CCP 3203(b)(1); Injury & Illness Prevention Program
inspection records, maintain at least 1 year.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Administrative Decision: Maintain testing records for the life of the equipment plus 2 years to track history of
equipment.
13-03-08 BIT Inspections Fire CY+2 GC 34090; 2 year minimum requirement VC 3450.12; maintain inspection reports for at least 2
years. 25 month inspection period.
13-03-09 Fuel & DEF Usage Tracking Fire CY+4 GC 34090; 2 year minimum requirement CCP 337; Statutes of limitations of 4 years
State of California Guidelines; 3 years after audit
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Series
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Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-03-10 Fresh Air Compressor / SCBA Fill Station
Inspections
Inspection by an outside company with resulting
certificate of compliance.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

State of California Guidelines; Current year plus 2 years for equipment and gear logs.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years.
13-03-11 Property Damage Reports Reports for general equipment and vehicle damage repairs. Signed document.

Fire AC+3 GC 34090; 2 year minimum requirement
CCP 338(b) & (c); 3 year statute of limitations
13-03-12 Daily Vehicle Inspection Log Inspection of vehicles by drivers prior to driving.

Required by the DOT. Includes safety equipment, liquid
levels, tire condition, appearance, operations, lights and other aspects.

Fire CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
13-04-00 Emergency Medical Services
13-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

Produced and maintained digitally in ImageTrend
software system as of 2023.

Fire C AC+20 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
22 CCR 70751; 7 years for patient records for adults, * 2 years after 18th birthday for unemancipated minors.

Administrative Decision: Retain for 20 years after
closure of the case to cover the longest juvenile patient retention requirement.
13-04-03 Narcotic Administration Log Log of administration of narcotics and distribution of remaining narcotics maintained on the providers cloud
system. Physical records up until 2024.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years.
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-04-04 Paramedic Daily Logs Forms used by paramedics to document equipment checks, narcotics inventories, ordering supplies. Three reports: Daily, monthly, medical supply order forms.

Fire AC+5 GC 34090; 2 year minimum requirement
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.

Administrative Decision: Possibility of defending an
equitable indemnity claim up to 5 years.
13-05-00 Training
13-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
13-05-02 Training Materials & Schedules Includes initial academy classes, in-service training, daily training, mandatory annually training and other
training classes.

Fire AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 6250; PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.
13-05-03 Cadet Program 2 year program. Includes rosters, training materials, applications for apprentices.

Non-hired candidates:

Hired candidates:

Fire
AC+5
AS+7
GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
5 CCR 16026; 4 years after completion
GC 12946; 4 years after termination
GC 7920.000 PRA, confidential record status
LC 3076.3; 5 years for apprenticeship records
State of California Guidelines; 7 years after termination for safety employee training records. Current year plus 2 years for certificates and designations training.
13-05-04 Explorer Program Includes rosters, applications, training materials and other documents for people interested in fire services.

Fire CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by
neglect.

State of California Guidelines; 2 years plus the current year.
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-06-00 Emergency Management
13-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
13-06-02 Disaster Preparedness / Emergency Operations
Plan
Includes handbooks, maps, emergency planning and
other documents created prior to an activation.

Fire V S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for emergency management and mutual aid strategic
plans.
13-06-03 Emergency Response Incidents Includes emergency proclamations, incident action plans, alert and warning, after action, situation reports, individual 214, press releases, damage assessments,
sign-in staff logs, procurement and other incident
documentation. Used to support CalOES and FEMA
cost recovery.

Fire V AC+4 CCP 337; Statute of limitations of 4 years
CCP 338; 3 years for action
CCP 340.5; Healthcare providers; 3 years after
occurrence or 1 year after the patient discovers the
injury, whichever comes first.

CCP 340.8; Exposure to hazardous substances; 2 years
after exposure, or 2 years after patient discovers injury, whichever is later.
13-06-04 Community Emergency Response Team May include rosters, disaster worker waivers, volunteers, training materials, plans / maps, events, training
supplies / equipment and other materials. Also includes neighborhood response and Firewise groups.

Fire V AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; 4 years after termination
GC 7920.000: PRA, confidential record status
State of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.
13-06-05 Hazard Mitigation Plan Multi jurisdictional plan managed through the County and submitted to Council. 5 year plan cycle.

Fire V S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 13-06-06 Community Wildfire Protection Plan 5 year plan cycle through Marin Wildfire Prevention Agency.

Fire V S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 13-07-00 Fire Drone Program
13-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
13-07-02 Drone Operation, Registration & Maintenance Includes registrations, licenses, insurance certificates, specifications, inspections and configurations.

Maintenance records retained in the drone provider's
online system.

Fire L+3 GC 34090; 2 year minimum requirement
14 CFR 48.100(c); Registration renewals expire 3 years
after date of issue
14 CFR 107.140(c)(4)(i); Retain drone maintenance
records for 1 years after work is completed
14 CFR 107.140(c)(4)(ii); Retain status of life-limited parts, compliance with airworthiness directives and
inspection status until vehicle ownership is transferred 14 CFR 107.165; Retain declarations of compliance for
2 years after submission to regulatory agencies
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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

FIRE SERVICES
AA - After Audit, AC - After Completion / Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, D - Day(s), EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, M - Monty(s), P - Permanent, S - After Superseded, V - Vital, Y - Year(s), +[Number] - Plus Years or Months
13-07-03 Training Fire S+2 GC 34090; 2 year minimum requirement CCP 335.1; 2 years for action on injuries caused by
neglect.
14 CFR 107.65; Recurrent training must occur every 2
years.
13-07-04 In-flight Emergency Reports Reports sent to regulatory agencies regarding accidents, incidents, near-misses and damage to property caused
by drones.

Fire AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
GC 25105.5; 5 years after closure / completion
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or violation, whichever comes first.

GC 910 - 913; 6 months to 1 year after event occurs.

Sorted by flight and date and retained in SharePoint.

Criminal cases are also shared with the Police
Department if requested.

Fire CM+11M GC 34090.6; Retain routine video monitoring recordings for 1 year. Recordings used for evidence in any claim or pending litigation are preserved until the matter is
resolved.
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San Rafael City CouncilMarch 16, 2026

San Rafael City Council
March 16, 2026