San Ramon City Council
March 12, 2024

CITY COUNCIL AGENDA
March 12, 2024

WE PROVIDE EFFICIENT DELIVERY OF QUALITY PUBLIC SERVICES THAT ARE

ESSENTIAL TO THOSE WHO LIVE AND WORK IN SAN RAMON
David E. Hudson, Mayor • Scott Perkins, Vice Mayor
Mark Armstrong, Councilmember • Marisol Rubio, Councilmember • Sridhar Verose, Councilmember Council Chamber
7000 Bollinger Canyon Road

REGULAR MEETING AND
CLOSED SESSION – 7:00 PM
Agenda Questions: Please contact the City Clerk (925) 973-2539 or [email protected] Please refer to the end of the agenda to review options for participation in the meeting.

Unless stated otherwise on the agenda, every item on the agenda is exempt from CEQA Guidelines Sections 15060(c), 15061(b)(3), 15273, 15378, 15301, 15323 and/or Public Resources Code Section 21065.

1. CALL TO ORDER/ROLL CALL

2. PLEDGE OF ALLEGIANCE

3. ANNOUNCEMENTS

3.1 Changes and Additions to the Agenda

3.2 If you wish to speak under Public Comment or regarding an agenda item please fill out a speaker card located in the back of the room and submit it to the City Clerk.

4. PUBLIC COMMENT
Members of the audience are encouraged to address the City Council on any non-agenda item relating to the business of the City Council. Comments are limited to three (3) minutes, or less time if a large number of speakers are anticipated. A speaker may not allocate their time to another speaker. All remarks shall be addressed to the City Council.

Comments from the public on non-agenda items may also be submitted by email to [email protected]. Comments received by email will not be read aloud; however, they will be forwarded to the Council for their consideration. If you wish to present your comments to the public, you may do so in-person during this Public Comment period. No Council action can be taken at this meeting on issues raised during public comment. 2 City Council Meeting – March 12, 2024
During public comment, members of the public are permitted to address the City Council only on the following:
 Any non-agenda item relating to the business of the City Council.  Items that are on the Consent Calendar, including requests to pull an item from the consent calendar and the reason why you wish to pull the item or items. Please note that the decision to remove the item from the Consent Calendar is strictly at the discretion of the City Council.
 Requests for Future Agenda Items.
 Special Presentation Items under Section 6 of tonight’s Agenda.  Items that are not on the agenda and are within the City Council’s jurisdiction.

5. CONSENT CALENDAR
Consent Calendar items are considered routine and are acted upon by the City Council with a single action. Members of the audience wishing to provide public input may request (by email to the City Clerk or under Item 4 Public Comment) that the City Council remove the item from the Consent Calendar. Members of the public may request that items be removed from the Consent Calendar, however, the decision to remove the item is solely at the discretion of the City Council.

With respect to the approval of resolutions and ordinances, the reading of the title thereto shall be deemed a motion to waive a reading of the complete resolution or ordinance and unless there is a request by a Council member that the resolution or ordinance be read in full, further reading of the resolution or ordinance shall be deemed waived by unanimous consent of the Council.

5.1 Minutes of the City Council Regular Meeting and Closed Session - Feb 27, 2024 Recommendation: Approve Minutes

5.2 Resolution No. 2024-030 - Authorizing the Mayor to Execute an Agreement with TreanorHL for Architectural Design and Consulting Services to Provide Professional Services for the Boone House Preservation, Repair, and Upgrading Project as Part of Forest Home Farms Structures (CIP 925418), in an Amount Not to Exceed $115,000, and with an Option to Amend the Contract for Future Phases for a Total Contract Amount Not to Exceed $850,000
Recommendation: Approve Resolution No. 2024-030

5.3 Resolution No. 2024-031 - Approving the City of San Ramon Records Management Policy, Electronic Communications Policy, Accepting Laserfiche as a Trusted System, and Records Retention/Destruction Schedule; and Repealing Resolution No. 2014-107
Recommendation: Approve Resolution No. 2024-031

5.4 Resolution No. 2024-032 - Authorizing the Mayor to Execute an Agreement with FCS International D.B.A First Carbon Solutions for On-Call Environmental Consulting and Staffing Services
Recommendation: Approve Resolution No. 2024-032

5.5 Resolution No. 2024-033 - Authorizing the Appropriation of $70,701 from the Vehicle Replacement Fund for the Purchase of a Ford F-150 Lightning Pro as a Replacement Patrol Vehicle for Fiscal Year 2023/24
Recommendation: Approve Resolution No. 2024-033
3 City Council Meeting – March 12, 2024

6. SPECIAL PRESENTATIONS

6.1 Proclamation Declaring March 2024 as Prescription Drug Abuse Awareness Month. Presented to April Rovero, Founder/Executive Director of the National Coalition Against Prescription Drug Abuse.

6.2 Recognition for the Teen Leadership Program which received a statewide California Parks and Recreation Award of Excellence for Creating Community, Presentation by Becky Adams, Recreation Program Manager to Andrew Mendez, Recreation Coordinator.

7. DEFERRED CONSENT ITEMS

8. UNFINISHED BUSINESS

9. NEW BUSINESS

9.1 Discussion of a South County Family Justice Center
Discussion led by Contra Costa County Supervisor Candace Andersen

10. CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS /

MATTERS INITIATED

11. CLOSED SESSION

11.1 Convene to Closed Session pursuant to Govt. Code §54957.6 (Conference with Labor Negotiators) for City Council to meet with City Negotiators: Steven Spedowfski, City Manager, and Kelly M. Tuffo, Liebert Cassidy Whitmore, concerning Labor Negotiations with the San Ramon Police Officers’ Association and Unrepresented Employees: Police Chief, Police Captain, Police Lieutenant

11.2 Report on Closed Session

12. ADJOURNMENT
I hereby certify the attached City Council agenda was posted 72 hours before the noted meeting.

Dated: March 8, 2024
4 City Council Meeting – March 12, 2024
HOW TO VIEW OR PARTICIPATE IN THE MEETING:

The public is invited to participate in the meeting using any of the following methods:

IN-PERSON
San Ramon City Hall, Council Chamber, 7000 Bollinger Canyon Road. Members of the public can provide in-person comments in the Council Chambers. To make a request for disability-related accommodation to participate in the meeting, please contact the City Clerk’s Office 48 hours in advance of the meeting.

WRITTEN COMMUNICATION BY EMAIL
Public comments may be submitted via e-mail to [email protected]. Any public comments received up until two (2) hours prior to the scheduled start time of the meeting will be distributed to the City Council via e-mail, provided at the meeting in the red binder, and posted online at https://www.sanramon.ca.gov/public_comment.

Written comments received after the cut-off time will be provided to the City Council the day following the meeting.

Please include “Public Comment” in the subject line. In the body of the email please include your name and the item you wish to comment on. Written public comment will not be read aloud during the meeting.

TO VIEW OR LISTEN ONLY
As a courtesy and technology permitting, the public will have the opportunity to view the meeting via one-way feed by the options below. However, the City cannot guarantee that the public’s remote access to any meeting will be uninterrupted, and technical difficulties may occur from time to time. In those instances, so long as the public may still attend the meeting in person, the meeting will continue. Members of the public desiring to provide comments as a part of the meeting are encouraged to either submit written comments prior to the meeting or to attend the meeting in person.
a. Zoom: https://cityofsanramon.zoom.us/j/93148213465
Webinar ID: 931 4821 3465
b. Zoom Phone Numbers: +1 (669) 900-6833
c. The City’s YouTube Channel: www.sanramon.ca.gov/YouTube Regular City Council meetings are broadcast on Contra Costa Television (CCTV) (Channel 27) on Wednesdays at 7:00 p.m. and Thursdays at 1:00 p.m. immediately following the meeting. Regular City Council meetings are also broadcast on AT&T U-Verse (Channel 99).

ATTENDEE CONDUCT
There will be zero tolerance for any person addressing the Council making profane, offensive and disruptive remarks, or engaging in loud, boisterous, or other disorderly conduct, that disrupts the orderly conduct of the public meeting.

Specifically, it is important for all speakers to adhere to the following guidelines for participation in this meeting:
a. No profanity or obscenity.
b. Refrain from personal threats or attacks.
c. Refrain from hateful epithets and demeaning language based on any person’s race, religion, sexual orientation, ethnicity, gender, or disability.
d. Respect all people that are present or watching.

At the discretion of the Mayor, a speaker may forfeit speaking time for any of the following reasons:
a. Exceeding the allotted time to speak;
b. Yelling, screaming, or other behavior that renders this Council unable to continue the meeting; c. Excessive profanity or slander;
d. Specific threats or “fighting words” that incite violence; or e. Speech that is outside the subject matter jurisdiction of the Council or the specific agenda item in which you are speaking.

While the City of San Ramon ensures the First Amendment rights of its citizens, we do not accept nor endorse any offensive or hateful comments made during our meetings. The City of San Ramon celebrates the diversity of our community, and we strive to be a welcoming and open community for all.

MINUTES OF THE

CITY OF SAN RAMON

CITY COUNCIL MEETING
February 27, 2024

1. CALL TO ORDER/ROLL CALL
The meeting was called to order at 7:00 p.m.

Also in attendance: City Manager Steven Spedowfski, City Attorney Martin Lysons, City Clerk Christina Franco, and Administrative Services Director Kelly Sessions.

2. PLEDGE OF ALLEGIANCE

3. ANNOUNCEMENTS

3.1 Changes and Additions to the Agenda

3.2 If you wish to speak under Public Comment or regarding an agenda item please fill out a speaker card located in the back of the room and submit it to the City Clerk.

4. PUBLIC COMMENT
The City Council did not receive any public comment.

5. CONSENT CALENDAR
Cm. Verose's motion to approve the consent calendar items 5.1-5.9 was seconded by Cm.

Rubio. The motion was passed 5-0-0-0.

RESULT: ADOPTED [UNANIMOUS]
MOVER: Sridhar Verose, Vice Mayor
SECONDER: Marisol Rubio, Councilmember
AYES: Hudson, Perkins, Armstrong, Verose, Rubio

5.1 Minutes of the City Council Regular Meeting - February 13, 2024 Recommendation: Approve Minutes

5.2 Register of Demands as Presented by the City Treasurer (Period Ending January 31, 2024)
Recommendation: Approve Register of Demands
Attendee Name Title Status
Dave Hudson Mayor Present
Scott Perkins Vice Mayor Present
Mark Armstrong Councilmember Present
Sridhar Verose Councilmember Present
Marisol Rubio Councilmember Present

5.1 Packet Pg. 6
Minutes Acceptance: Minutes of Feb 27, 2024 7:00 PM (CONSENT CALENDAR) 2 City Council Meeting – February 27, 2024

5.3 Minute Order No. 2024-001 - Ratifying the Architectural Review Board Appointments
Recommendation: Approve Minute Order No. 2024-001

5.4 Resolution No. 2024-021 - Authorizing the Mayor to Execute Amendment No. 3 to the Contract with Mintier Harnish to Complete the General Plan Project Update, Which Includes Finalizing the Climate Action Plan, Zoning Ordinance Revisions, Additional Retail Analysis and Other Necessary Document Revisions, and Related Environmental Review, with an Appropriation of $258,594 from Fund 201 Planning Cost Recovery Fees to CIP 969003 for a Total CIP Budget for All Projects of $1,794,490, and Total Amended Contract Amount Not to Exceed $1,484,915 Including Reimbursables and Extending the Contract Term to Run Until April 1, 2025, with an Option for an Additional One-Year Extension Recommendation: Approve Resolution No. 2024-021

5.5 Resolution No. 2024-022 - Authorizing the Mayor to Execute Amendment No. 1 to the Existing Agreement with Frank and Grossman Landscape Contractors, Inc. (C2019-069) for School Park Landscape Maintenance Services, in the Amount of $603,868 for an Additional One-Year Term Ending June 30, 2025 for a Total Cumulative Amount Not to Exceed $4,493,361, Funded by Landscaping and Lighting District 1984-1, Park Development Fund, Dougherty Valley CSA M-29 Fund, and General Fund
Recommendation: Approve Resolution No. 2024-022

5.6 Resolution No. 2024-023 - Authorizing the Mayor to Execute an Agreement with Miracle Construction Company, Inc., DBA Miracle Playsystems, for the Installation of the Terrace Room Patio Shade Structure, as Part of the San Ramon Community Center Renovation Project (CIP 200003) Phase 2 Exterior Renovation Improvements in an Amount Not to Exceed $199,450 through December 31, 2024, and Appropriate $68,202 from the Infrastructure Maintenance Fund to the San Ramon Community Center Renovation Project (CIP 200003)
Recommendation: Approve Resolution No. 2024-023

5.7 Resolution No. 2024-024 - Accepting the Work by Miracle Construction Company, Inc., DBA Miracle Playsystems (C2022-070) for the Shade Structure Installations in Various Parks, as Part of the Shade Structure Improvement Project (CIP 955566), and Authorizing the City Clerk to File a Notice of Completion with the County Recorder's Office
Recommendation: Approve Resolution No. 2024-024

5.1 Packet Pg. 7
Minutes Acceptance: Minutes of Feb 27, 2024 7:00 PM (CONSENT CALENDAR) 3 City Council Meeting – February 27, 2024

5.8 Resolution No. 2024-025 - Authorizing the Mayor to Execute Amendment No. 6 to the Existing Agreement with New Image Landscape Company for Landscape Maintenance Services (C2015-022) in the Amount of $3,028,003 for a Final OneYear Term Ending June 30, 2025 for a Total Cumulative Amount Not to Exceed $25,087,916, Funded by the General Fund, Dougherty Valley CSA M-29, Landscaping and Lighting Districts, and Park Development Fund Resolution No. 2024- 026 - Authorizing the Mayor to Execute Amendment No. 6 to the Existing Agreement with Brightview Landscape Services for Landscape Maintenance Services (C2015-023) in the Amount of $1,501,674, for a Final OneYear Term Ending June 30, 2025 for a Total Cumulative Amount Not to Exceed $11,170,187, Funded by the General Fund, Dougherty Valley CSA M-29, Landscaping and Lighting Districts, and Park Development Fund Recommendation: Approve Resolution Nos. 2024-025 and 2024-026

5.9 Resolution No. 2024-027 - Authorizing the Mayor to Execute a Purchasing Agreement with Imperial Sprinkler Supply for the Provision of Irrigation Supplies for a Total Cumulative Five-Year Amount Not to Exceed $2,500,000, through June 30, 2029, Funded by the General Fund, Dougherty Valley CSA M-29, Landscaping and Lighting Districts, and Park Development Fund Recommendation: Approve Resolution No. 2024-027
Resolution No. 2024-028 - Authorizing the Mayor to Execute a Purchasing Agreement with SiteOne Landscape Supply for the Provision of Irrigation Supplies for a Total Cumulative Five-Year Amount Not to Exceed $1,000,000, through June 30, 2029, Funded by the General Fund, Dougherty Valley CSA M29, Landscaping and Lighting Districts, and Park Development Fund Recommendation: Approve Resolution Nos. 2024-027 and 2024-028

6. SPECIAL PRESENTATIONS

6.1 Presentation from the Contra Costa County Clerk Recorder’s Office Presentation by Kristin Connelly, County Clerk Recorder.

7. DEFERRED CONSENT ITEMS

8. UNFINISHED BUSINESS

9. NEW BUSINESS

9.1 Resolution No. 2024-029 - Authorizing Mid-Year 2023-2024 Budget Adjustments Recommendation: Approve Resolution 2024-029
Staff report by Kelly Sessions, Administrative Services Director.

5.1 Packet Pg. 8
Minutes Acceptance: Minutes of Feb 27, 2024 7:00 PM (CONSENT CALENDAR) 4 City Council Meeting – February 27, 2024
The Mayor opened public comment. There were no requests. The Mayor closed public comment.

Vice Mayor Perkins' motion to approve Resolution No. 2024-024 authorizing mid-year 2023-2024 budget adjustments was seconded by Cm. Verose. The motion passed 5-0-0-0.

RESULT: APPROVED [UNANIMOUS]
MOVER: Scott Perkins, Councilmember
SECONDER: Sridhar Verose, Vice Mayor
AYES: Hudson, Perkins, Armstrong, Verose, Rubio

10. CITY MANAGER'S AND CITY COUNCIL MEMBERS' COMMENTS /

MATTERS INITIATED

11. CLOSED SESSION

11.1 Convene to Closed Session Pursuant to Government Code Section 59457 to Perform the Evaluation of the City Manager.

The City Council convened to closed session at 9:09 p.m.

The Mayor opened public comment. There were no requests. The Mayor closed public comment.

11.2 Report on Closed Session
The City Council returned from closed session at 10:21 p.m.

The mayor reported that the City Council met in closed session for the performance evaluation of the City Manager and has nothing to report at this time.

12. ADJOURNMENT
The meeting was adjourned at 10:21 p.m.

5.1 Packet Pg. 9
Minutes Acceptance: Minutes of Feb 27, 2024 7:00 PM (CONSENT CALENDAR)

CITY COUNCIL STAFF REPORT
DATE: March 12, 2024
TO: City Council/City Manager
FROM: Maria Fierner, Interim Public Works Director
By: Robin Bartlett, Division Manager/District Engineer
SUBJECT: RESOLUTION NO. 2024-030 - Authorizing the Mayor to Execute an Agreement with TreanorHL for Architectural Design and Consulting Services to Provide Professional Services for the Boone House Preservation, Repair, and Upgrading Project as Part of Forest Home Farms Structures (CIP 925418), in an Amount Not to Exceed $115,000, and with an Option to Amend the Contract for Future Phases for a Total Contract Amount Not to Exceed $850,000

EXECUTIVE SUMMARY
The City of San Ramon is responsible for the on-going maintenance of the structures at Forest Home Farms. One of these structures is the Boone House, which requires renovation and restoration efforts. These efforts will likely be phased over several years. As part of these efforts, a Request for Qualifications/Proposals was issued on December 18, 2023 for architectural design and consulting services. Staff received six (6) Statement of Qualifications (SOQs) by the January 19, 2024 submittal deadline. Upon review of the proposals and the interviews conducted, TreanorHL was determined to be the most qualified proposer to perform these services. Staff recommends awarding the Agreement to TreanorHL for the Boone House Preservation, Repair, and Upgrading Project as part of Forest Home Farms Structures (CIP 925418).

The scope of work for the first phase of the Project includes a comprehensive review of previous analysis, updating of the condition survey, and developing options for phasing future work in a comprehensive way which will minimize redoing work while balancing access and use, preservation, efficient use of funds, and opportunities for grants. The contract amount for the first phase will be $115,000 with an option to retain TreanorHL for additional phases in the future.

RECOMMENDED ACTION
Staff recommends adoption of this Resolutions, authorizing the Mayor to execute the Agreement with TreanorHL for Architectural Design and Consulting Services to provide professional services for the Boone House Preservation, Repair, and Upgrading Project as part of Forest Home Farms Structures (CIP 925418), in an amount not to exceed $115,000, and with the option to amend the contract for future phases for a total contract amount not to exceed $850,000.

5.2 Packet Pg. 10

BACKGROUND
Forest Home Farms was gifted to the City of San Ramon in 1998 by Ruth Quayle Boone. The gift stipulated that the Farm be preserved in perpetuity for public education and enjoyment. In October 1999, the City adopted the Forest Home Farms Master Plan, providing a detailed inventory of the 21 buildings, plans for their rehabilitation and use, and facilitated its listing on the National Register of Historic Places. One of the prominent structures on the site is the Boone House.

In March 2021, a community survey (Boone House Future Use Survey) was developed to gather feedback on future use of the Boone House. Over 600 community members and stakeholders completed the survey and provided insight into how residents view the Boone House and Forest Home Farms and how they should be used in the future. The results of the Survey revealed that 75% of respondents consider it "important" to "extremely important" that the renovated space provides educational space for expanded hands-on learning reserved for field trips and guided tours, as well as interpretive exhibit space open to the broader public for learning about the history of the property and the San Ramon Valley throughout the early 20th Century.

Preservation and restoration of the architectural and historical integrity of the Boone House will be paramount in all considerations of future use. Future restoration of the Boone House lends itself to the opportunity to utilize space differently and re-envision how to tell the story of the property to the community. This process is complicated and can be approached in many different ways. It is important that the City choose the most appropriate path for its priorities and establish milestones to achieve success in the project.

DISCUSSION
On December 18, 2023, staff advertised the Request for Qualifications/Proposals to provide Architectural Design and Consulting Services on the City’s website. As a result, the following six (6) firms submitted Statement of Qualifications (SOQs):

1. Garavaglia Architecture

2. Goring & Straja Architects

3. HB+A Architects

4. Page & Turnbull

5. Rim Architects

6. TreanorHL
A consultant selection panel consisting of four City staff members evaluated the proposals and selected the following four (4) firms to move forward to the interview phase:

1. Garavaglia Architecture

2. Goring & Straja Architects

3. Page & Turnbull

4. TreanorHL

5.2 Packet Pg. 11
Each firm was rated on the qualifications, education, and experience of the Architect of Record (project manager); the education and experience of the subordinate personnel that make up the project team; knowledge of local conditions; performance and experience on similar types of projects; references; the ability to meet the City’s insurance requirements; the overall quality of their SOQ; hourly rates; responses to staff questions during the interview phase; and the best fit with the City’s needs.

As a result of the on-call consultant selection process, the panel selected TreanorHL as the firm that best matches the City’s needs to provide Architectural Design and Consulting services.

TreanorHL has a comprehensive team including architectural, structural, electrical, plumbing, estimating, and preservation expertise. They also have previous experience at the site having completed work on the Boone House Condition Assessment.

The scope of work for this first phase of the Project includes a comprehensive review of previous analysis, updating the condition survey, and developing options for phasing future work in a comprehensive way which will minimize redoing work while balancing access and use, preservation, efficient use of funds, and opportunities for grants. Future phases will depend on the approach adopted by the City and the availability of funds. However, it is intended that TreanorHL continue on the Project through the successive phases, if desired by the City.

Therefore, staff recommends that TreanorHL be awarded a contract for the first phase of work in an amount not to exceed $115,000 with an option to amend the contract, at the City’s discretion, for future phases for a total contract amount not to exceed $850,000.

FISCAL ANALYSIS
The Five-Year 2023-2028 Capital Improvement Program authorized a total Project Budget of $807,617 for the Forest Home Farms Structures Project (CIP 925418). The Project currently has an available balance of $164,115, which is funded by the Infrastructure Maintenance Fund and San Ramon Historic Foundation donations. There are sufficient funds in the Project to fund the first phase of work issued under this Agreement. Authorization of future phases will be at the discretion of the City and dependent on available funding.

STEPS FOLLOWING APPROVAL
The City Attorney’s Office will forward the Contract Agreement to TreanorHL for execution.

Upon receipt of the executed Agreement, certificates of insurance, and copies of a current City business license, the City Attorney’s Office will send a copy of the executed Contract Agreement and all attachments to the Public Works – Engineering Services Division. A task letter will be issued when services are required.

5.2 Packet Pg. 12
RESOLUTION NO. 2024-030

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH TREANORHL

FOR ARCHITECTURAL DESIGN AND CONSULTING SERVICES TO PROVIDE

PROFESSIONAL SERVICES FOR THE BOONE HOUSE PRESERVATION, REPAIR,

AND UPGRADING PROJECT AS PART OF FOREST HOME FARMS STRUCTURES (CIP 925418), IN AN AMOUNT NOT TO EXCEED $115,000, AND WITH AN OPTION

TO AMEND THE CONTRACT FOR FUTURE PHASES FOR A TOTAL CONTRACT AMOUNT NOT TO EXCEED $850,000
WHEREAS, the City desires to obtain Architectural Design and Consulting Services for the Boone House Preservation, Repair, and Upgrading Project as part of the Forest Home Farms Structures (CIP 925418); and
WHEREAS, on December 18, 2023, the City advertised the Request for Qualifications/Proposals for Architectural Design and Consulting Services on the City’s website; and
WHEREAS, staff received six Statement of Qualifications (SOQs) by the January 19, 2024 submittal deadline, and the City completed the consultant selection process to determine the most qualified firm to perform said services; and
WHEREAS, TreanorHL is qualified and able to perform such services, has been recommended by staff, and has submitted to the City a SOQ setting forth the terms and conditions under which the firm is willing to perform such services.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an Agreement with TreanorHL for Architectural Design and Consulting Services for the Boone House Preservation, Repair, and Upgrading Project as part of the Forest Home Farms Structures (CIP 925418), in an amount not to exceed $115,000, and with an option to amend the contract for future phases for a total contract amount not to exceed $850,000.

PASSED, APPROVED AND ADOPTED at the meeting of March 12, 2024 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

5.2 Packet Pg. 13
________________________
David E. Hudson, Mayor
ATTEST:
___________________________
Christina Franco, City Clerk

5.2 Packet Pg. 14

CITY COUNCIL STAFF REPORT
DATE: March 12, 2024
TO: City Council/City Manager
FROM: Christina Franco, City Clerk
By: Christina Franco, City Clerk
SUBJECT: RESOLUTION NO. 2024-031 - Approving the City of San Ramon Records Management Policy, Electronic Communications Policy, Accepting Laserfiche as a Trusted System, and Records Retention/Destruction Schedule; and Repealing Resolution No. 2014-107

RECOMMENDED ACTION
Staff recommends the review of the City of San Ramon Records Management Policy, Electronic Communications Policy, Accepting Laserfiche as a Trusted System for the management of City electronic records, and Records Retention/Destruction Schedule.

BACKGROUND/DISCUSSION
The City Council approved the City’s Record Management Policy and Records Retention/Destruction Policy in October 2014. Since 2014, there have been many changes to the laws governing records retention, as well as, technology and industry best practices have changed, requiring that the program be brought up to date.

The purpose of a records management program is to establish policies and procedures to control the orderly creation, utilization, maintenance, retention, preservation, and disposition of City Records, consistent with State law, including the California Public Records Act and with City business practices.

A Records Management Policy includes both records retention and records destruction guidelines. The adoption of a Records Management Policy will result in efficiency gains and cost savings. The use of a retention schedule is driven by limited onsite storage capacity, cost of offsite storage, duplicate documents retained as originals, technology changes, and changes in the law. Each department’s retention schedule provides clear and specific records description, and retention periods. Adoption of the proposed resolution will establish the city’s records retention schedule which provides staff with clear policies regarding responsibilities and how long to retain different types of records. The Policy will also authorize destruction of records that have exceeded their retention period. Destruction must be approved by both the City Attorney and the City Clerk once destruction has been requested from the Department Head.

5.3 Packet Pg. 15
Maintenance of numerous records is expensive, slows down document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of City government. It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period. The proposed resolution will allow staff to streamline the implementation of the schedule by providing the authorization required by Government Code Sections 34090 and 34090.5 without sending each individual destruction list to City Council for approval. No records shall be destroyed without the prior written approval of the Department Head, City Clerk, and City Attorney. Litigation, claims, complaints, audits, Public Records Act requests, and/or investigations suspend normal retention periods until the issue is resolved then the record is subject to the stated retention period. The City Clerk and City Attorney will continue to periodically review and update the Records Retention schedule as necessary with input from the departments.

In addition, staff is also requesting the approval of the new Electronic Communications Policy.

This policy applies to all employees, elected officials, appointed officials, consultants, volunteers, or other non-employees who use electronic communications regarding City business. The objective of the policy is to provide clear and concise direction regarding use of the City’s electronic communications systems, including electronic mail (email), text messaging, voicemail and any other electronic communication services or devices currently used or that will be used in the future by the City, and to comply with applicable laws and City policies related to the use of email and all other forms of electronic communication.

Future revisions to the policies and schedules are authorized to be made with the approval of the City Manager, City Attorney, and City Clerk.

Designating a Trusted System
The California Public Records Act defines records as “any writing containing information relating to the conduct of the public's business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics.” While many records today are received in electronic format, the City has many records in paper format.

State laws and regulations have been enacted to allow government agencies to convert paper records to electronic formats. Storing records electronically is a cost-saving measure, reducing the need for onsite and offsite storage and management of voluminous paper records, and also allows the City to provide easier and quicker access to records.

In order to retain records electronically and dispose of the paper version, the legislative body of an agency must declare a “trusted system.” Under California law (Government Code section 12168.7), “a ‘trusted system’ means a combination of technologies, policies, and procedures for which there is no plausible scenario in which a public record retrieved from or reproduced by the system could differ substantially from the public record that is originally stored.” Additionally, the Secretary of State has adopted Trustworthy Electronic Document or Record Preservation regulations (Chapter 15, Division 7, Title 2 of the California Code of Regulations), which govern the recording, storing, and reproducing of records in electronic media where the intent is to destroy the original hardcopy and maintain the electronic copy as the official Record.

5.3 Packet Pg. 16
The City Clerk’s Office has worked with the IT department to ensure the City's enterprise content management system, Laserfiche, and the records stored within the system, are kept in accordance with the State's Trusted System requirements and the Trustworthy Electronic Document and/or Record Preservation regulations.

Staff recommends adopting this to declare Laserfiche a “trusted system” for the management of City records and the automation of retention requirements, allowing staff to convert paper records for storage electronically.

The process of converting existing paper records to an electronic format will be an ongoing process, conducted as resources are available for scanning.

The Policy Committee, at the February 28, 2024 meeting, approve the recommendation to forward the item to the City Council for approval.

FISCAL ANALYSIS
There will be savings in labor and onsite/offsite storage costs.

STEPS FOLLOWING APPROVAL
The City Clerk’s Office will distribute the final Retention Schedules to each department, assist with implementation of Laserfiche, and assist with destruction of records exceeding the current retention period.

ATTACHMENT
Exhibit 1: Records and Information Management (RIM) Program

5.3 Packet Pg. 17
RESOLUTION NO. 2024-031

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

APPROVING THE CITY OF SAN RAMON RECORDS MANAGEMENT POLICY,

ELECTRONIC COMMUNICATIONS POLICY, ACCEPTING LASERFICHE AS A TRUSTED SYSTEM, AND RECORDS RETENTION/DESTRUCTION SCHEDULE; AND REPEALING RESOLUTION NO. 2014-107
WHEREAS, pursuant to Government Code Section 12236 and Government Code Section 34090, et. Seq., the City Council adopted Resolution No. 2014-107 on October 28, 2014, approving the City of San Ramon Records Retention Schedule to ensure that proper retention periods had been applied and that an adequate documentation exists for all City records prior to destruction; and
WHEREAS, to ensure a sound records management program, City staff will review, amend, and update the City Records and Information Management Program from time to time as required by changes in the organization and legislation; and WHEREAS, the City desires to amend the City Records and Information Management Program as outlined in the attached Exhibit 1; and
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the City of San Ramon; and
WHEREAS, the proposed Records Management Program Policy authorizes staff to destroy records of the City of San Ramon as allowed under Section 34090 et seq. of the State of California, in accordance with the provisions of the records retention schedule set forth in Exhibit 1, upon the request of the Department Head having control over the record, and with the written consent of the City Attorney and City Clerk, without further action by the San Ramon City Council; and
WHEREAS, the objective of the Electronic Communications Policy is to provide clear and concise direction regarding use of the City’s electronic communications systems, including electronic mail (email), text messaging, voicemail and any other electronic communication services or devices currently used or that will be used in the future by the City, and to comply with applicable laws and City policies related to the use of email and all other forms of electronic communication; and
WHEREAS, the Electronic Communications Policy applies to all employees, elected officials, appointed officials, consultants, volunteers, or other non-employees who use electronic communications regarding City business; and
WHEREAS, California Government Code Section 12168.7 provides uniform statewide standards for storing documents in electronic media; and

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WHEREAS, the Secretary of State has adopted Trustworthy Electronic Document or Record Preservation regulations, located in Chapter 15, Division 7, Title 2 of the California Code of Regulations, which govern the recording, storing, and reproducing of Records in electronic media where the intent is to destroy the original hardcopy and maintain the electronic copy as the official Record; and
WHEREAS, the City Clerk and Information Technology Department has worked to ensure the City's content management system, and Records stored within the system, are kept in accordance with the State's Trusted System requirements and the Trustworthy Electronic Document or Record Preservation regulations; and
WHEREAS, the City uses Laserfiche to electronically store records in PDF and/or TIFF format; and
WHEREAS, collectively, the City Records and Information Management Program and the Laserfiche technology constitute a Trusted System in accordance with State law.

NOW, THEREFORE, BE IT RESOLVED that the City of San Ramon does hereby establish as follows:

1. The council hereby authorizes staff to make updates to the City Records and Information Management Program with the consent of the City Manager, City Attorney, and City Clerk, without further action by the San Ramon City Council.

2. The City of San Ramon Records and Information Management Program is hereby repealed in its entirety and replaced with the Policy attached hereto by Exhibit 1.

3. This revised Records and Information Management Program supersedes the Records Retention and Destruction Program Policy and Schedule approved on October 28, 2014, under Resolution No. 2014-107, which is hereby repealed.

4. The council hereby authorizes the City Clerk, with the approval of the City Attorney, to designate other technologies, in addition to Laserfiche, as a Trusted System.

PASSED, APPROVED, AND ADOPTED at the meeting of March 12, 2024 by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:

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_______________________
David E. Hudson, Mayor
ATTEST:
_____________________
Christina Franco, City Clerk
Exhibit 1: City of San Ramon - Records and Information Management (RIM) Program

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RECORDS AND INFORMATION

MANAGEMENT (RIM) PROGRAM
Scope: Citywide
Policy Contact: Christina Franco, City Clerk
Records Management Program:
 Records Management Program Policy
 Electronic Communication Usage and Retention Policy
 Retention/Destruction Schedules
 Destruction Form
The City of San Ramon (City) is committed to effective records management including but not limited to:

1. Meeting legal requirements for record retention,

2. Managing record holds,

3. Protecting privacy,

4. Optimizing the use of space,

5. Minimizing the cost of record retention,

6. Providing open access to public records,

7. Releasing open data sets, and

8. Disposing of outdated records properly.

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Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and Schedule)

CITY OF SAN RAMON

RECORDS MANAGEMENT

PROGRAM POLICY
2024

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Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and Schedule)

CITY OF SAN RAMON

ADMINISTRATIVE POLICY
Date: March 12, 2024
Effective: March 12, 2024
SUBJECT: Records Management Program Policy
PURPOSE:

The intent of the Records Management Program Policy (“Policy”) establishes comprehensive and uniform methods for the cost effective and efficient management of the City’s public records (including creation, utilization, maintenance, security, retention, storage, preservation, and destruction), in accordance with legal requirements and professional standards.

The Policy herein stated and approved shall become effective upon the date of approval and signature by the City Manager, City Attorney, and City Clerk.

Steven Spedowfski, City Manager Martin Lysons, City Attorney Christina Franco, City Clerk

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1. PURPOSE
This Records Management Program Policy (“Policy”) establishes comprehensive and uniform methods for the cost effective and efficient management of the City’s public records (including creation, utilization, maintenance, security, retention, storage, preservation, and destruction), in accordance with legal requirements and professional standards.

2. SCOPE AND APPLICABILITY
This Policy is established by the City in accordance with all relevant federal, state, and local laws, and contractual requirements and is established in accordance with the State Record Retention laws (Government Code §34090, et seq.) and the California Public Records Act (Government Code §7920.000, et seq.). Additionally, where relevant to the particular needs of the City’s management of records, the City has incorporated provisions from professional standards and guidelines. All written or electronic documents, sound, or video works created by employees in the course of executing the City’s business are records under this policy whether they are managed in a formal process by the employee’s department, kept by an employee or their work unit for reference, or generated or retained for any other purpose.

Records policies apply to all records, whether they are maintained in hard (paper) copy, electronically, or in some other fashion. Each department shall develop, implement, maintain, and adhere to a records management plan for the particular records it maintains, in cooperation with the City Clerk’s Office.

The City is subject to a range of statues and rules regarding record retention and disclosure.

3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of City records include the following:

Federal and State Law Numerous Federal and State laws related to minimum record retention requirements and statutes of limitations apply to different types of records. Each record series listed in the Record Retention Schedules (attached hereto) will have applicable laws cited.

Government Code §34090, et seq The principal provisions of California law applicable to City Record Retention requirements are addressed in Government Code (GC) §34090, et seq., which generally require original public records to be retained for a minimum of two years, and sets forth other requirements for the retention and destruction of specific public records. This Policy establishes the procedures consistent with the provisions within the State Law for the destruction of original public records that have been retained for at least the minimum retention period and are no longer required by the City for business or historical purposes. The Policy also addresses the destruction of records which have been replaced by “Trusted Copies” (GC §34090.5) and the destruction of “Duplicate Copies” (GC §34090.7). Per subsections of the code, the State Law provisions do not authorize the destruction of the following:
a. Records affecting title to real property or liens thereon b. Court records
c. Records required to be kept by statute
d. Records less than two years old
e. The minutes, ordinances, or resolutions of the legislative body or of a city board, agency, or commission
Government Code §7920.000 et seq. The California Public Records Act provides definitions for “writings” and “public records” for the purpose of determining which public documents are required to be disclosed to the public upon request, and which public documents are confidential or otherwise exempt from disclosure.

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Professional Standards and Suggested Retention Guidelines Selected professional associations and other governmental agencies, such as the California Secretary of State, the Department of Justice, and the City Clerk’s Association of California, have published standards, model retention guidelines, and/or articles recommending retention periods for different types of records. Although these standards and guidelines are not binding upon the City, the City will take these documents into consideration in establishing or modifying the City’s Record Retention Schedules and, where applicable, the City will identify deviations from these suggested guidelines within the Record Retention Schedules. 2 CCR §22620 et seq. The State of California provides requirements and guidelines for Trustworthy Electronic Document or Record Preservation. This includes requirements for electronic document format, such as PDF/A, system backups, file compression, security, and policies and procedures for retaining official documents or records created or acquired using a trusted system.

4. DEFINITIONS
Writing: Any handwriting, typewriting, printing, photo stating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.” (GC §7920.545.)
Non-record Writing: Any writing which is not within the definition of a Record. Examples of “Nonrecord Writings” include writings that are not directly related to the conduct of the City’s business and/or are used specifically for reference including, but not limited to, text books, brochures, catalogs, or seminar announcements.

Record: Any writing containing information relating to the conduct of the business prepared, owned, used, or retained by the organization regardless of physical form or characteristics. Records include the subsets of trusted copies, confidential records, vital records, historical records, active records, inactive records, electronic records, and transitory records.

Trusted System: “A combination of technologies, policies, and procedures for which there is no plausible scenario in which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.” (GC §12168.7(c).) Official Record: The original record or “Trusted Copy” having the legally recognized and enforceable quality of any writing containing information related to the conduct of the City’s business.

Duplicate Copy: A record that is a copy of an Official Record if the copy is not within the definition of a “Trusted Copy.” In addition to hard-copies of Official Records, “Duplicate Copies” also include, but are not limited to, database backups or other copies of electronic records.

Confidential Record: There are many sources of legal authority that define a “Confidential Record” including, but not limited to, the California Public Records Act, Government Code §7920.000 et seq.

Therefore, it would be impractical to list all definitions of a “Confidential Record” within this Policy. If there is any question as to whether a record is a Confidential Record, staff should consult with the City Clerk and/or City Attorney prior to disclosure.

In general, a “Confidential Record” is any record not disclosed to the public unless directed by court order. Examples of a “Confidential Record” may include, but are not limited to, the following:

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a. Personnel records:

Examples include any personnel, medical or similar files, the disclosure of which would cause an unwarranted invasion of personal privacy.
b. Pending litigation or claims:

In general, when litigation or a claim is filed against the City, the records pertaining to the litigation or claim are exempt from public disclosure until the litigation or claim has been adjudicated or settled.
c. Attorney/client privilege and attorney work product:

As a general rule, it should be presumed that all communications from the City Attorney’s office on behalf of the City are subject to attorney/client privilege, and the communications should be protected accordingly.
d. Police records and investigative reports:

Examples include, but are not limited to, a wide variety of records such as:
• Police investigations, intelligence, analysis and conclusions • Information that may endanger the safety of any person • Juvenile records
• Active case files
e. Feasibility studies for property acquisition or public contracts:

Unless required to be disclosed by eminent domain law, feasibility studies relative to the acquisition of property, or to prospective public supply and construction contracts, are not disclosed until all of the subject property has been acquired or until the contract or agreement has been executed.
f. Proprietary information obtained by the City:

Proprietary information will not be disclosed if any of the following apply:
a. The outside party providing the information submits the information with the expressed intention to maintain the confidence.
b. The information has not previously been disclosed to others. c. The outside party has a reasonable expectation that the information will be maintained in confidence based upon the manner by which the City obtained the information.

Examples include, but are not limited to, financial information or computer source code submitted as a condition of a license, permit, or certificate.

Public Interest Balancing Test
If a writing does not fit a specific category of exemption, the writing may still be exempt from disclosure if it meets the Public Interest Balancing Test. According to GC §7922.000, “[a]n agency shall justify withholding any record by demonstrating that the record in question is exempt under express provisions of [the Public Records Act] or that on the facts of the particular case the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record.” Since there is a significant body of case law analyzing this balancing test, City staff must consult with the City Attorney’s office when determining whether a record may be disclosed in light of this exemption.

Vital Record: Includes records that are needed to continue or resume basic City operations in the event of a disaster.

Historical Records: Records valuable to future researchers that document accomplishments, changes, and growth of the City.

Active Records: Records referenced and readily accessible in the general conduct of current City business.

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Inactive Records: Records that are no longer referenced, nor required to be readily accessible, in the general conduct of current City business. Such records may be stored at an off-site storage location or within the work area during their required retention period.

Retention Period: The length of time that a particular record is retained by the City before it is disposed of in accordance with this Policy. The “Retention Periods” for City records are identified on the Record Retention Schedules.

Record Retention Schedules: “Record Retention Schedules,” attached hereto, list records that are prepared, owned, used, or retained by the City, and identify the required retention period for each record series.

Office of Record (OOR): The department within the City that is responsible for maintaining a particular record series in accordance with this Policy and the Record Retention Schedules. The Record Retention Schedules identify the OOR for each record series. Typically, the OOR is the department that originates the record. Exceptions may be noted on the Record Retention Schedules.

Transitory Records: A writing with only transitory (short-lived) value since the information is used for a relatively short period of time.

Metadata: Metadata is data about data. It is data that serves to provide context or additional information about other data. For example, information about the title, subject, author, typeface, enhancements, and size of the data file of a document constitute metadata about that document.

It may also describe the conditions under which the data stored in a database was acquired, its accuracy, date, time, method of compilation and processing, etc. 5 RESPONSIBILITIES
Active management of the City’s records is required to ensure that the records are properly maintained.

The City Clerk is responsible for the development and implementation of a Records Management Program (RMP) consisting of procedures for the management of records from their creation to their disposition.

The City Clerk is also responsible for the development of the City’s retention schedules and for setting best practices for the management of records in accordance with the requirements outlined in applicable law and statues for citywide records, except the records of the San Ramon Police Department. San Ramon Police Records are maintained and managed by the Police Records Division.

The City’s RMP requires that the City manage records in an efficient and economical manner to ensure records are readily available for inspection and duplication as required by the California Public Record Act. This Policy and the City’s Retention Schedule are reviewed annually and updated as needed.

City Manager
The City Manager (or designee) shall be responsible for administering this Policy and approving amendments to the Record Retention Schedules.

City Attorney
The City Attorney (or designee) shall be responsible for the following:
a. Providing legal review and approval for any proposed amendments to this Policy or the Record Retention Schedules.
b. Providing legal review of changes in the law relating to this Policy and the Record Retention Schedules.
c. Notifying staff when the City must suspend the destruction of records due to pending or potential litigation, discovery requests, or for any other reason.

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d. Reviewing all requests for records destruction and exercising discretion to approve or deny requests for destruction in accordance with this Policy. e. Forwarding all approved requests for destruction to the City Clerk.

City Clerk
The City Clerk (or designee) shall be responsible for the following:
a. Developing, implementing, and coordinating the City’s Records Management program. b. Providing review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
c. Appointing one or more designees to assist the City Clerk in the administration of this Policy. d. Disseminating information and providing program training to departments. e. Establishing and maintaining a program to assist departments in the destruction of records once their respective retention periods have expired.
f. Assisting all departments in complying with this Policy. g. Providing written notification to the City Manager and Department Director of violations of the Record Retention Schedules and this Policy.
h. Performing periodic audits to assist departments in complying with the Record Retention Schedules and this Policy.
i. Providing written notification to the City Manager and Department Director of audit discrepancies within departments.
j. Providing review of changes in records management practices relating to this Policy and the Record Retention Schedules.
k. Receiving City Attorney approved requests for records destruction for final review and processing.
l. Maintaining the Official Record of all documents related to the City’s RMP program, and any amendments or updates thereto, including the following:
• Policy
• Record Retention Schedules
• Requests for Destruction of Records
• Authorizations to Destroy Records
• Certifications of Destroyed Records
Department Directors
Department Directors are responsible for the following:
a. Administering the City’s RMP in their respective departments and overseeing that Policy parameters are implemented in a timely manner.
b. Appointing a Department Records Coordinator, and an alternate, to work with the City Clerk’s Office to implement this Policy. Large departments with several divisions may have multiple Records Coordinators and alternates.
c. Establishing and maintaining an inventory of departmental records and providing an updated electronic copy to the City Clerk, when requested. The inventory shall identify the following aspects of each record:
• Associated records series
• Activity status (e.g. active, inactive)
• Media format of the Official Record
• Importance (e.g. vital, historical, confidential), where applicable d. Coordinating with the City Clerk’s Office in the development of a departmental Record Retention Schedule.
e. Periodically reviewing the department’s Record Retention Schedule to ensure that the schedule is complete, current and accurate.
f. Providing the City Clerk’s Office written proposed amendments to the Record Retention Schedule, when needed.

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g. Ensuring the security of records that have been identified as confidential. h. Notifying the City Clerk’s Office of any information received regarding legal issues related to the retention of records within their department.
i. Reviewing proposed changes to the Record Retention Schedule, as prepared by the City Clerk’s Office and City Attorney.
j. Reviewing requests for the destruction of departmental records as authorized by this Policy and the Record Retention Schedules and forwarding such requests to the City Clerk. k. Approve the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
l. Providing written notification to the City Manager and the City Clerk’s Office of any discrepancies or violations of this Policy or the Record Retention Schedule within their department.

Department Records Coordinators
The Records Coordinator(s) for each department, under the direction of the Department Director, are responsible for:
a. Creating an index of department records and working with the City Clerk, or designee to develop a Record Retention Schedule.
b. Informing and updating employees in the department about this Policy and the department’s Record Retention Schedule.
c. Ensuring that active records within the department are maintained according to methods described in this Policy and the department’s Record Retention Schedule. d. Maintaining a master inventory of all department records kept internally and at off-site storage facilities.
e. Monitoring all records that are sent off-site for storage to ensure the records are properly packaged and labeled, accurately and completely inventoried, and assigned proposed destruction dates.
f. Coordinating all requests to retrieve documents from off-site storage and ensuring that documents are returned to off-site storage in a timely manner. g. Annually reviewing records and preparing a list of records eligible for destruction when the retention period has expired, as described in this Policy and the Record Retention Schedule. h. Securing the Department Director’s approval for destruction of records when the retention periods has expired.
i. Ensure the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
j. Providing written notification to their Department Director of any discrepancies or violations of this Policy or the Record Retention Schedule within their department. k. Reviewing currently held records, both onsite and off-site, against the department’s Record Retention Schedule, and coordinating the destruction of outdated records accordingly. l. Validate a record as a Trusted Copy, by confirming legibility, indexes or metadata are accurately reflect the content of the original record.

City Staff
Any City staff member who routinely works with the City’s records, as required by their assignment, is responsible for:
a. Reviewing this Policy and their department’s Record Retention Schedule. b. Retaining Duplicate Copies, Transitory Records and Non-records only as long as they are of direct importance to the current operation of their department. c. Surrendering any and all City records to their supervisors, the City Clerk, City Manager, or City Attorney, when requested.
d. Providing written notification to their Records Coordinator(s) and Department Director of any non-compliance with this Policy or the Record Retention Schedule.

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e. Reviewing currently held records against the department’s Record Retention Schedule and coordinating the destruction of outdated records accordingly. 6 ENFORCEMENT
Failure to follow the Policy may result in excessive costs, litigation, loss of productivity, and courtimposed penalties. 7 POLICY
The Policy for the management, storage and preservation, and destruction of records is as follows:

7.1 Management of Records
Access Controls
All documents, writings, or other forms of information produced or acquired by employees in the course of their duties are the exclusive property of the City. Employees have no expectation of privacy relating to City records.

When it is necessary for employees to work on physical documents away from the City, those documents must be returned to the City, and all copies deleted from the outside location, within 72 hours of final use or reference. Employees shall not keep any City physical records in such places as private homes.

When it is necessary for employees to work on electronic documents away from the City, those documents must accessed via the City’s virtual private network (VPN), and no copies shall be stored on private computer equipment or other electronic media.

Migration of an Original Record to a Trusted Copy
To ensure the accuracy of a Trusted Copy, employees of the OOR must follow the department’s approved process before replacing an original record. The process must be approved by the City Clerk.

Before designating a record as a Trusted Copy, legibility must be validated and indexes or metadata confirmed as accurately reflecting the content of the original record by the Department Records Coordinators.

Once the Trusted Copy has been validated and designated as the Official Record, the original record shall be immediately destroyed in the approved manner, unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

Vital Records
Vital Records are those records needed to continue business operations in the event of a disaster and will be identified as such on the Record Retention Schedules. Each department will be responsible for defining a plan that includes the protection and maintenance of vital records. Examples of protection include, but are not limited to, the following:
• Storing hard copies in a fire-resistant filing cabinet or area, either on site or offsite. • Storing duplicate hard copies at a secure offsite facility for the duration of the retention life of the vital record.
• Providing regular back-ups for electronic vital records. • Printing vital records on acid-free, archival quality paper. • Maintaining:
o A list of physical locations of vital records storage facilities and systems.

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o Access codes, passwords and/or keys for facilities and systems. o Equipment used to store vital records, or needed to access electronically stored vital records.
o An inventory of vital records within the facility.
o Procedures for accessing vital records.

Databases
For Record Retention purposes, the City considers all databases, whether residing on City systems or hosted by an outside source, to be Transitory Records. The blanket retention period for databases is “Until Superseded” to reflect that only the current version has informational value to the City.

The OOR that uses, maintains and modifies a database must assure the information contained within the database is correct and accurate, and has the obligation to produce information from the database, as needed, to perform City business. Due to the transitory nature of databases, periodic reports produced from a database, and used for administrative, fiscal, legal or historical purposes, may become Official Records. Reports designated as Official Records must be maintained in accordance with the Record Retention Schedules.

For example, the City’s Annual Budget Report captures the financial position at the end of a fiscal year and is used to inform the City Council, staff and citizens of the City’s financial state.

Thus, the report must be retained for the retention period designated in the Record Retention Schedule to reflect operational needs.

7.2 Storage and Preservation of Records
Active Records
Storage and preservation methods for active Official Records must be approved by the City Clerk and meet all of the following minimum specifications:
a. Records must be stored and maintained using complete inventories and accurate indexes which allow them to be identified, retrieved and disposed of in an expeditious manner.
b. Records must be maintained so they are readily accessible to conduct current City business.
c. Storage systems for Official Records will accommodate hard-copy or electronic records and must also conform to the requirements of a Trusted System. Migration of original records to electronic form requires a process that complies with Section 6.1.3 of this policy.

Inactive Records
Inactive records may be stored in a secured City facility or stored by a commercial service provider. An Off-site storage facility must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.

Each department shall maintain an inventory of its inactive records in storage and forward an electronic copy of said inventory to the City Clerk’s Office. Prior to sending records to storage, Duplicate Copies, Transitory Records, and Non-Records must be removed and destroyed in accordance with this Policy.

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7.3 Hosted Electronic Records
Hosted electronic records are records that are owned by City, but are maintained and stored on a third party’s or host’s servers. Hosted electronic records must follow the City’s record retention schedules. The hosting company must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.

Destruction of Records
Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy, in accordance with the procedures for creating a Trusted Copy, the original record shall be immediately destroyed in the approved manner unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.

Destruction of Duplicate Copies
Duplicate Copies shall not be maintained longer than the retention period of the Official Record and may be destroyed at any time within the retention period.

Department Directors will ensure that employees follow the established procedures within Section 7 of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:
a. The writing is, in fact, a Duplicate Copy and not an Official Record. b. The writing is no longer required for the operational needs of the department.

Duplicate Copies of certain records may be requested by, and provided to, outside entities via the California Public Records Act, legal discovery, or other valid and approved methods of dispersion. The City realizes that it neither has control over, nor can it enforce the storage, management, and disposal of, Duplicate Records released to outside entities.

Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:
a. The writing is, in fact, a Transitory Record and not an Official Record. b. The writing is no longer required for the operational needs of the department.

Destruction of Non-Records:

A Non-Record may be destroyed at any time. Prior to the destruction of a Non-Record, the employee shall ensure that:
a. The writing is, in fact, a Non-Record.
b. The writing is no longer required for the operational or reference needs of the department.

Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment, including Trusted Systems, used by the City may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business.

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The City understands that, as electronic equipment and technology change, information processing systems and new storage methodologies may allow for the capture of confidential and non-confidential City information.

Prior to decommissioning the equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruction or other disposition until the City information has been deleted. Written confirmation of the destruction of the information will be provided to the City Clerk.

Destruction of Non-paper Media Records
Official Records stored on non-paper media must be destroyed in a manner consistent with this Policy. Documentation for the destruction of these records shall be prepared and retained in accordance with Section 7 of this Policy.

After all Official Records stored on non-paper media (e.g. magnetic tape, disks, diskettes or other magnetic medium) have been destroyed, the medium itself may be reused, recycled, or destroyed.

8. PROCEDURES
The Procedures for the management, storage and preservation, and destruction of records are as follows:

Access to Electronic Records Systems
A Department Director, or designee, shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.

Any electronic records system is subject to audit on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.

Process for Scanning and Imaging of City Records and Documents Laserfiche is the City’s document management system for archiving electronic Trusted Copies and for electronic copies of documents for which there is no legal authorization for destruction (e.g. records affecting title to real property or liens thereon; minutes, ordinances, or resolutions of the legislative body or of a city board, agency, or commission). These documents must be stored within Laserfiche as a Portable Document Format for Archiving (PDF/A), indexed as required by this Policy, and searchable utilizing Optical Character Recognition (OCR).

Laserfiche is also used by departments as an operational tool for access and storage of documents related to current City business.

Procedures for scanning a hard-copy document as a PDF/A image for storage in Laserfiche as an Official Record shall be established and reviewed periodically by each department, based upon their specific needs. Priority shall be given to those records that must be retained on a permanent basis, and to those records which need to be frequently retrieved.

Departments shall review and purge unnecessary documents from their records prior to scanning.

Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies or Non-Records.

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After the PDF/A images are created, the department shall verify the images are legible and complete.

Images will be verified, indexed, and the OCR process completed as soon as possible after scanning occurs.

When creating an electronic Trusted Copy, the Department Record Coordinator must determine that the original record has been successfully transferred into electronic format as defined above. The original record will then be destroyed in accordance with this Policy.

Non-scanned images must be imported into Laserfiche in PDF/A format, indexed and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.

These procedures will be evaluated by the City Clerk and updated, as needed.

Destruction of Official Records
Official Records, for which the retention period identified on the Record Retention Schedules has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.

A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year.

For example:

If expiration occurs on: Then destroy no earlier than: or no later than:

January 1, 2020 January 1, 2021 December 31, 2021
December 31, 2020 January 1, 2021 December 31, 2021
Periodic reviews of records will be performed by Records Coordinators. Additionally, to ensure compliance with this Policy and the Record Retention Schedules, the City Clerk will annually designate a date for departments to review their records and prepare requests for destruction.

Records for which the retention period has elapsed must be identified and included on a Destruction Approval Form, which is signed by the Department Director and forwarded to the City Clerk. The City Clerk will review the form for completeness and then forward the form to the City Attorney (or designee) for approval along with a complete inventory listing of the records to be destroyed.

Upon approval, the City Attorney shall return the form and inventory listing to the City Clerk for final review and processing.

Hard-copy records approved for destruction must be destroyed by the City Clerk (or designee) using one of the following methods:
• Recycle Bin: Expired documents that are not confidential. • Shredding: All other records approved for destruction.

NOTE: Confidential documents must be shredded by the City Clerk’s designee responsible for the destruction of those records. Commercial services may be used for destruction of paper documents, provided that destruction is completed at City facilities.

Destruction of Official Records in electronic format must follow the same approval process as outlined above for the destruction of hard-copy records. Upon approval, electronic records must be destroyed by the City Clerk (or designee) using methods that permanently delete the records.

The destruction process must include all Duplicate Copies of the Official Record.

Following the destruction of records, the City Clerk (or designee) shall certify that the records have been destroyed. All certificates of destruction shall be maintained by the City Clerk.

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CITY OF SAN RAMON

ELECTRONIC COMMUNICATION

USAGE AND RETENTION POLICY
2024

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CITY OF SAN RAMON

ADMINISTRATIVE POLICY
Date: March 12, 2024
Effective: March 12, 2024
SUBJECT: Electronic Communication Usage and Retention Policy This policy applies to all employees, elected officials, appointed officials, consultants, volunteers, or other non-employees who use electronic communications regarding City business. All such persons shall be referred to throughout this policy as “City personnel.” The Policy herein stated and approved shall become effective upon the date of approval and signature by the City Manager, City Attorney, and City Clerk.

Steven Spedowfski, City Manager Martin Lysons, City Attorney Christina Franco, City Clerk

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PURPOSE AND SCOPE
POLICY OBJECTIVES:
• Provide clear and concise direction regarding use of the City’s electronic communications systems, including electronic mail (email), text messaging, voicemail and any other electronic communication services or devices currently used or that will be used in the future by the City. • Minimize any disruptions to City services related to electronic communications. • Enhance work productivity through the use of electronic communications. • Comply with applicable State and federal laws and City policies related to the use of email and all other forms of electronic communication.

DEFINITIONS
DEFINITION OF “OFFICIAL CITY RECORD”:

Under this Policy, the definition of “Official City Record” follows the definitions provided in the Public Records Act and the Secretary of State’s Local Government Records Management Guidelines for “public records,” “writing,” and “records”:
“...any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics...” “...‘Writing’ means handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combination thereof, and any record thereby created, regardless of the manner in which the record has been stored.”
“All papers, maps, exhibits, magnetic or paper tapes, photographic films and prints, punched cards, and other documents produced, received, owned or used by an agency, regardless of physical form or characteristics.”

GENERAL INFORMATION
GENERAL RULE: CITY EMAIL IS AN OFFICIAL CITY RECORD
Email and other forms of electronic communications, such as text messaging and voicemail, generate correspondence and other types of records that can be recognized as Official City Records and are subject to disclosure under the California Public Records Act unless a specific exception applies. Any Official City Records created through email and other forms of electronic communications must be protected and retained in accordance with records retention laws.

Messages transmitted using the City’s email system or using City-owned equipment, such as cell phones, smartphones, or pagers with capabilities for text messaging and voicemail, should be limited to messages that involve City business activities. However, the incidental use of electronic communications (email, text, or voice) that may contain non-City related (i.e., personal) matters is

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permitted. This incidental use shall be limited and must not interfere with employee productivity or the provision of City services. Although incidental (personal) email, text or voice messages are NOT considered public records under the Public Records Act, they may still be discoverable in litigation. All electronic communications that are transmitted through City-owned or City-reimbursed equipment, or through services or providers paid for or reimbursed by the City, are the property of the City of San Ramon.

DETERMINING WHETHER EMAIL IS AN OFFICIAL CITY RECORD
It is the responsibility of individual City personnel to determine if an email message is an Official City Record which must be retained in accordance with the City’s Record Retention Policy. Always consider the content of an email message when you are determining if the email is an Official City Record. The City Clerk or City Attorney can assist you in making such a determination. The following provides guidelines to consider in determining whether an email constitutes an Official City Record:

Examples of Messages Generally Considered Public Records • Email that is created or received in connection with official City business.

Examples:

1. An email message requesting to add a consent calendar item to the City Council meeting agenda.

2. An email message from a member of the public and City Staff or a Planning Commissioner regarding potential land use and zoning within the City. • Email that shows how a City policy was created, or how a decision was made by City staff and/or the City Council.

Examples:

1. An email message between City staff members discussing a land use application concerning property within the City.

2. An email message to/from a member of the public and City Staff or a City Council Member discussing why certain streets have permit parking in the City. • Email regarding a transaction of official City business.

Examples:

1. An email message between City staff members regarding approval of a building permit application.

2. An email message from a member of the public to City Staff or a City Council Member requesting a copy of a City contract.
• Email that documents significant official decisions or commitments which were reached verbally (in person, by phone, by video conference, etc.) and are not otherwise documented in City files.

Examples:

1. An email message that describes successful negotiations with a property owner which resolved a code enforcement case.

2. An email message from the President of the San Ramon Chamber of Commerce confirming a City Council Member attendance at an upcoming Chamber event and any response given by the Council Member.

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NOTE: An email may contain some sensitive information that will need to be redacted before it is made public; however, all such emails remain public records and are subject to the same retention protocols. The City Clerk and City Attorney will address issues pertaining to privileged or private information in the emails themselves.

Examples of Messages Generally NOT Considered Official City Records • Personal messages and announcements not related to City business Examples: Invitations to lunch; announcements of baby showers or a personal grocery list. • Informal notes or rough drafts not retained in the ordinary course of business • “Spam” emails, advertisements or other “junk” emails.

EMAIL ATTACHMENTS
Attachments to email messages should be retained or disposed of according to the content of the attachment itself, not according to the email transmitting the attachment.

GUIDELINES FOR PROPER EMAIL USAGE
• City email system is not for storage. Due to storage and capacity constraints, the City’s email system and any City-owned equipment, such as cell phones, smartphones, or pagers, should not be used for the electronic storage or maintenance of messages or documents. Email messages and any electronic attachments will be reviewed regularly to determine relevance to current City business. When relevant, the email must be converted to an electronic record, or printed in hard copy, and retained with the associated topic or record series (e.g. project file, purchase order, professional services agreement) for the required retention period as designated in the Record Retention Schedules.
• City email access is controlled through individual accounts and passwords. It is the responsibility of City personnel to protect the confidentiality of his or her account and password information. • City personnel are responsible for managing their mailboxes, including organizing and cleaning out any non-City related messages that do not constitute Official City Records. Email users are responsible for determining if emails contain substantive information regarding City business, or may later be important or useful for carrying out City business, and thus could be considered Official City Records.
• City personnel are expected to remember that email sent from City email accounts is a representation of the City. All City personnel must use normal standards of professional and personal courtesy and conduct when drafting email messages. Email messages should be drafted with the same care and in the same manner as any communication printed on City letterhead. Like any other City communication, email is a reflection of the City’s business practices. • All messages transmitted over the City’s email system should be limited to those which involve City business activities or contain information essential to City personnel for the accomplishment of City-related tasks. Use of the City’s email system for personal communication must be kept to a minimum. “Spam” email can be harmful to the City’s computer system. Spam email is electronic junk mail, usually unsolicited commercial and non-commercial messages transmitted as a mass

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mailing to a number of recipients. If an email message does not pertain to City business, it should be deleted from your email account and not forwarded. Examples include jokes, thoughts for the day, “chain” type email messages, etc.
• Email messages should be easy to read and understand. Spelling and grammar should be correct.

Avoid using abbreviations unless you are certain the recipient will understand the meaning. • Messages should be sent to smaller rather than larger audiences where appropriate. Avoid “broadcasting” messages and large documents. Email should not be used for broadcast purposes, unless the message is of interest to all City personnel. • Remember that while emails often take a less formal tone, they may be subject to disclosure later, so avoid humor, sarcasm, and anger vetting, which can backfire or be misunderstood if disclosure is later required to a broader audience.

PROHIBITED USES OF THE CITY’S ELECTRONIC COMMUNICATIONS SYSTEMS Electronic communications shall not be used for any activity that is a violation of local, state, or federal law. Types of messages prohibited from being transmitted through the City’s electronic communications systems include, but are not limited to, the following:
• Messages in support of or in opposition to campaigns for candidates for an elected office or for a ballot measure.
• Messages of a religious nature, including messages promoting or opposing religious beliefs. • Messages containing language which is insulting, offensive, disrespectful, demeaning, or sexually suggestive.
• Messages containing harassment of any form, sexual or ethnic slurs, obscenities, or any representation of obscenities. For more information, please refer to the City’s current policies regarding harassment and discrimination.
• Messages used for gambling or any activity that is a violation of local, state, or federal law.

EMAIL USE WHILE OFF-DUTY
Unless otherwise directly instructed by a supervisor or manager, non-exempt (i.e. hourly) employees are not required or expected to check or respond to work-related emails while off duty. Employees who choose, for their own convenience, to occasionally spend a de minimus amount of time (less than 10 minutes per work period) reading or responding to work-related emails on the department network while off duty do so voluntarily and will not be compensated for this time. If such time is ever beyond a de minimum amount (i.e. over 10 minutes) in any work period, employees are required to report it as time worked on the time card for that work period. Employees are also reminded that they are required to obtain management approval before working any overtime.

ELECTRONIC COMMUNICATIONS AND PRIVACY

NO EXPECTATION OF PRIVACY

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City personnel have no right or expectation of privacy or confidentiality in any message created, sent, received, deleted, or stored using the City email system or any City-owned communication devices. All messages and any attachments on the City’s computer network or other City-owned system or device are the property of the City of San Ramon and may be accessed by authorized personnel. City electronic communications may be monitored as allowed by the Electronic Communications Privacy Act, the federal Stored Communications Act, and other any applicable federal or State laws. Most communications among City personnel are not confidential communications. However, certain communications such as police investigations, personnel records, or attorney-client communications may be confidential or contain confidential information. Questions about whether communications are confidential, and how they are to be preserved, should be discussed with the City Clerk.

USE CAUTION WITH CONFIDENTIAL INFORMATION
All City personnel must exercise a greater degree of caution in sending confidential information on the City’s electronic communications systems than they take with other media because of the risk that such information may be copied and/or retransmitted. When in doubt, do not use email, text messaging or voicemail as a means of communicating confidential information.

PERSONAL EMAIL ACCOUNTS AND OFFICIAL CITY RECORDS
The use of personal email accounts to transmit messages regarding City business should be avoided by all City personnel. In the event that messages regarding City business are received by City personnel through their personal email accounts, City personnel are requested to forward copies of such emails to their City email addresses. Personal emails discussing City business might be considered Official City Records that are subject to the Public Records Act and records retention laws.

City personnel are requested to use only their City email accounts for sending/receiving emails regarding City business.

RECORD RETENTION AND DISCLOSURE
Electronic communications are a business tool which shall be used in accordance with generally accepted business practices and all federal and State laws, including the California Public Records Act, to provide an efficient and effective means of intra-agency and interagency communications. Under most circumstances, communications regarding City business that are sent electronically are public records, subject to disclosure under the Public Records Act and subject to records retention laws applicable to cities.

ELECTRONIC MESSAGE AS OFFICIAL CITY RECORDS – MINIMUM RETENTION The City’s email, text messaging and voice mail systems are tools used for the temporary transport of communication, and as methods to send or receive correspondence. If an email message or text message, including any attachments, can be considered an Official City Record as defined by this Policy (“any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics”), such messages must be preserved for the legally required time period based upon the substance of the email, in accordance with the City’s Records Retention Policy. The general rule is that emails that constitute Official City Records must be retained for at least 2 years unless a longer period is required by the City’s Record Retention Policy or the email is the subject of a Public Records Act requests, a

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subpoena, pending or potential litigation or claims against the City (see “Preserving Electronic Messages,” below).

Email systems are not intended to be, and will not be, used for the electronic storage or maintenance of official records, or as document management systems.

PRESERVING ELECTRONIC MESSAGES – PUBLIC RECORDS ACT REQUESTS, SUBPOENAS, CLAIMS AND

POTENTIAL CLAIMS AGAINST THE CITY
Periodically, the City receives requests for inspection or production of documents pursuant to the Public Records Act, as well as subpoenas or court orders for documents. If such a request or demand includes electronic messages, City personnel who have control over or access to any such messages, once they become aware of the request or demand, shall use their best efforts, by reasonable means available, to temporarily preserve any such message until it is determined whether the message is subject to preservation, public inspection or disclosure. City personnel must contact the City Attorney regarding any such messages that are within their control.

In addition, the City has a duty to preserve any relevant electronic messages or any other type of relevant electronic data when there is a threat of possible litigation against the City even if the retention period has expired. Therefore, any electronic messages must be preserved if they relate to a claim that has been filed against the City, or to a potential claim against the City. Likewise, any electronic messages that may relate to a lawsuit filed against the City must be preserved, even if a subpoena, court order, or discovery demand for such messages has not yet been received. Under federal rules regarding electronic discovery, any information that is stored electronically, include electronic messages, must be produced for a requesting party. A court can impose severe penalties if electronic messages relevant to a lawsuit are deliberately destroyed when it is known, or should have reasonably been anticipated, that a claim or lawsuit could be filed against the City. When City personnel become aware of a potential claim, an actual claim, or a lawsuit against the City, they must preserve any electronic messages and attachments that contain any information relevant to that matter. The City Attorney can provide you with guidance on these issues.

PRE-LITIGATION AND LITIGATION HOLDS
When the City Attorney’s office becomes aware of a threat of possible litigation, they may issue the following holds:
• Pre-Litigation Hold: Once the City Attorney becomes aware of a potential threat of litigation, the office may issue a memorandum stating the nature of the claim and directing staff to preserve any and all records related to the subject matter addressed in the City Attorney’s Memorandum.

This memo will be issued via email to the respective departments, department head, and any potential staff member that may be in possession of subject matter related to the claims asserted. Staff has a duty to forward the City Attorney’s Memorandum to employees who may have relevant subject matter, but were not originally sent the email. The email and memoranda serve as notice to preserve and hold any communication along with any attachments and shall not be purged under the City’s Retention Schedule.
• Litigation Hold: In the event the City is served with a lawsuit, the City Attorney’s office will issue a litigation hold memorandum stating the nature of the claims asserted in the lawsuit. This memo will be issued via email to the respective departments, department head, and any potential staff member that may be in possession of relevant subject matter. Staff has a duty to ensure that all employees who may have relevant subject matter, but were not originally sent

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the email, are provided the memorandum. The email and memoranda serve as notice to preserve and hold any communication along with any attachments and shall not be purged under the City’s Retention Schedule.
• Release of Hold: At the conclusion of the claim or lawsuit, the City Attorney’s office will issue a release of litigation hold memorandum, stating the original hold is released and discharging the preservation. It will provide notice that the records that have been held for preservation are now subject to the City’s Retention Schedule.

MANAGING YOUR CITY EMAIL
Individual City personnel are responsible for the management of their email “inbox” folders and associated folders on a daily basis. To ensure maximum efficiency in the operation of the email system, City personnel are directed to delete email messages that are not Official City Records from their inboxes on a regular basis, preferably daily or weekly. As discussed above, examples of such messages that are generally not considered to be Official City Records are personal emails, email advertisements/announcements, or newsletters from other public agencies received via email. If email messages that are not Official City Records are necessary for transitory work, preliminary drafts, preparation of work product or personal notes, City personnel are directed to either print the email and maintain the paper copy, or create a PDF version of the email (print to PDF) and store the file in an electronic folder on the City’s network drive. If you need assistance, contact an IT staff member.

Email messages (including any attachments) that are Official City Records shall be preserved by one of the following methods:
• Print the email and place the printed copy in the appropriate file. • Create a PDF version of the email (print to PDF) and store the email in an electronic folder on the City’s network.
• Maintain the email in its Outlook (.msg) format and move it to an electronic folder on the City’s network.
• City email should not be stored on portable media (CDs, DVDs, thumb drives, external hard drives, etc.). Contact an IT staff member for available options. • Duplicates of emails need not be retained by each City employee that may receive an email provided at least one copy of the email is preserved by one of the above methods. City staff may want to establish a protocol for larger projects involving multiple City personnel to determine who is responsible for preserving email messages and how the email messages and attachments will be preserved.

VIOLATIONS
Any City personnel found to have violated this policy may have his or her access to City email, text messaging or other means of electronic communication on City equipment limited or revoked completely. City personnel who violate this policy may be subjected to formal disciplinary action up to and including termination from City employment.

Attachment: Acknowledgment of Receipt of Electronic Communication Usage and Retention Policy

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ACKNOWLEDGEMENT OF RECEIPT OF ELECTRONIC COMMUNICATION USAGE AND

RETENTION POLICY
This is to acknowledge that I have received a copy of the City’s “Electronic Communication Usage and Retention Policy.” I understand that these policies contain important information regarding the use of the City’s Electronic Communication Systems and my obligations and responsibilities as an employee/City Council member/contract employee/volunteer.

I acknowledge that I have read, understand and promise to adhere to the City’s Electronic Communication Usage and Retention Policy. I understand that the provisions in these policies govern my use of the City’s Electronic Communication Systems and that the City, in its sole and absolute discretion, may change, rescind, or add to these policies from time to time, with or without prior notice to me.
__________________________________ ________________________ Printed Name Date
_________________________________________
Signature
This document shall be signed and placed in the Human Resources files.

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CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 01-01-00 ADMINISTRATIVE
01-01-01 General Information & Administration Includes general subject information, correspondence, reports and reference documents relating to the record
group, but not associated with a specific record series already in the group. Series is available for any
department to use with information relevant to the group.

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 Electronic Communication and Correspondence -
External / Internal
E-mail, text messaging, voicemail and any other
electronic communication services or devices currently
used or that will be used in the future by the City
Date of
Correspond
ence + 30
Mos.*
GC 34090; 2 year minimum requirement Administrative
Record, State of California Guidelines
*Refer to Electronic Communication Usage and
Retention Policy
01-01-03 Policies/Procedures S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-04 Bids, RFQs, RFPs - Successful AC+5 GC 34090; 2 year minimum requirement 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.
01-01-05 Bids, RFQs, RFPs - Unsuccessful, Rejected CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 for unsuccessful bids
Administrative Decision: Maintain unsuccessful bids for 2 years after closure of the bidding process.
01-01-06 Bid Summaries Summary listing all project bid results for a particular project. Used for announcing lowest apparent bidder.

Primarily public works and capital projects.

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.

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOE/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Equipment, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

ADMINISTRATION/CITYWIDE

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CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 01-02-00 EQUIPMENT INVENTORY
01-02-01 Equipment Inventory Listing of equipment assigned to Division, and if applicable to whom it is assigned. Includes paperwork.

S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded for equipment inventory records
01-02-02 Equipment Ownership and Maintenance Records Individual Departments maintain records. Legal titles, warranties, maintenance log Records documenting the
legal ownership and maintenance of all office-owned
equipment.

LOE+2 GC 34090; 2 year minimum requirement
Administrative Record, State of California Guidelines
Administrative Decision: Maintain for 2 years after the equipment is retired.
01-03-00 GRANT ADMINISTRATION
01-03-01 Grant Applications & Agreements Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term
applies, as needed.

AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after final expenditure report.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any.

ADMINISTRATION/CITYWIDE

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CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 02-01-00 ADMINISTRATION
02-01-01 City Manager Correspondence Date of
Correspond
ence + 30
Mos.*
GC 34090; 2 year minimum requirement Administrative
Record, State of California Guidelines
*Refer to Electronic Communication Usage and
Retention Policy
02-01-03 Mayor and City Council Correspondence Date of
Correspond
ence + 30
Mos.*
GC 34090; 2 year minimum requirement Administrative
Record, State of California Guidelines
*Refer to Electronic Communication Usage and
Retention Policy
02-02-00 CIVIL CEREMONY
02-02-01 Paperwork for Marriage Not License; copy of license only CY+2 GC 34090; 2 year minimum requirement 02-03-00 GENERAL CITY MANAGEMENT MATERIALS
02-03-01 City Manager Weeklys Operational news and off-agenda reports to Council from all City departments. Maintained
electronically.

CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
02-03-02 Strategic Planning S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is
superseded.
02-03-03 Administrative Policies and Procedures 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.
02-03-04 Grand Jury Responses to routine Grand Jury requests that are sent to all cities in the County.

CY+2 GC 34090; 2 year minimum requirement State of
California Guidelines; Current year plus 2 years
02-03-05 Brochures, Publications, Newsletter, Bulletins May have historic value. CY+2, AR GC 34090; 2 year minimum requirement Administrative Record, State of California Guidelines
Administrative Decision: Maintain for the current year
plus 2 years, review annually for historical value.

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

CITY MANAGER

5.3.a
Packet Pg. 47
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
02-03-06 Media Relations Includes cable, newspaper, radio, message boards, presentations.

CY+7 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.
02-03-07 Press Releases CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years
02-04-00 STREET SMARTS
02-04-01 Agendas and Packets Includes original agendas packets and special meeting notices
P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets
permanently for reference purposes.
02-04-02 Legal Posting/Notifications public notices and legal publications. Examples: ad copy, invoice, mailing information, (proofs of legal
publications, resolutions, etc.); public notices, Affidavit of publication, etc.

CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
02-04-03 Minutes P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings GC 40801;
Maintain record of proceedings
State of California Guidelines; Permanent

CITY MANAGER

5.3.a
Packet Pg. 48
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 03-01-00 GENERAL INFORMATION
03-01-01 General Information & Administration Includes general subject information, correspondence, reports and reference documents relating to the record
group, but not associated with a specific record series already in the group. Series is available for any
department to use with information relevant to the group.

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 Correspondence (Chronological) Includes correspondence related to cases or projects, and general correspondence from the City Attorney's
Office.

CY+2 GC 34090; 2 year minimum requirement
GC 34090.7; Duplicates of records may be
destroyed within the 2 year minimum requirement
period.
03-01-03 Attorney Case Files (non-litigation fee) Including notations on activities related to case. AC+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Maintain attorney case files
permanently after the matter is closed or completed for reference purposes.
03-01-04 Research Files Including research on general subjects and legal issues. AC+2 GC 34090; 2 year minimum requirement GC 34090.7; Duplicates may be destroyed within the 2
year minimum requirement period.

Administrative Decision: Maintain general assignments
for 2 years after the matter is closed or completed, if record of review is maintained.
03-02-00 LITIGATION / OPINIONS
03-02-01 Litigation Files including but not limited to settlement agreements, dispositions/court orders,
AC+7* GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after closure for case records
*If Ligitigation File is determined to be historical or holds City to future compliance, keep Permanently.
03-02-02 Opinions P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded
Administrative Decision: Maintain opinions permanently
for reference purposes.

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

CITY ATTORNEY'S OFFICE

5.3.a
Packet Pg. 49
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 04-01-00 ADMINISTRATIVE
04-01-01 Oath of Office Administered upon certification of election results.

Employee oaths are kept with personnel files in HR.

T+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years to commence action State of
California Guideline; 6 years after term or termination 04-01-02 Passport Transmittal Sheets CY+2 GC 34090; 2 year minimum requirement Department of State; Destroy after 2 years
04-01-03 Public Records Act Requests AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion
04-01-04 Subpoena & Summons Request for Information and/or Request for Personal Appearance. Request for Information Original kept by
City Clerk's Office. Request for Personal Appearance
kept by respective Dept.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for copies of subpoenas.
04-01-05 Administrative Appeals CY+2 GC 34090; 2 year minimum requirement; unless a lawsuit is initiated and then records must be retained
under litigation rules.
04-01-06 Proclamations and Certificates CY+2 GC 34090; 2 year minimum requirement 04-02-00 BOARDS / COMMISSIONS / COMMITTEES
04-02-01 Applications - BCC - Appointed Administrative files of persons appointed to a City of San Ramon board, commission, or committee (personnel files
are kept in HR)
After
Term+4
GC 34090; 2 year minimum requirement
State of California Guidelines; duration of appointed
service + 4 years
04-02-02 Applications - BCC - Unsuccessful AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after the
application is filed.
04-02-03 BCC Interview Materials Interview Schedules and rating sheets CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
04-03-00 CONTRACTS, AGREEMENTS, MOUs
04-03-01 General & Professional Services Includes: Leases, Equipment; Services or Supplies AC+5 CCP 337; Statutes of limitations CCP 343; Statutes of limitations
04-03-02 Property, Deeds, Promissory Notes Includes: Abandonments/Vacations; Easements; Dedications; Right-of-Ways; Williamson Act
P GC 34090(a); Permanent for land and property related
documents
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, T - Termination, V - Vital, +[Number] - Plus Years or Months

CITY CLERK

5.3.a
Packet Pg. 50
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
04-03-03 Recorded Agreements/Contracts P GC 34090(a) Permanent for recorded documents 04-03-04 Capital Improvement - Construction P GC 34090(a); Real property records, maintain H&S 19850; Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent
04-03-05 Non-CIP Construction Contracts & Agreements AC+10 CCP 337.15; 10 years State of California Guidelines; 10 years after project
completion
04-03-06 Franchise Agreements P CCP 337; Statutes of limitations CCP 343; Statutes of limitations
State of California Guidelines; Permanent
04-03-07 Labor Agreements and Memoranda of Understanding (MOU)
SEIU 1021; Management Professional and Confidential
Employees; Police Officers Association
P 29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
04-03-08 Bond Agreements AC+10 GC 34090; 2 year 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
04-03-09 Settlement Agreements, Recorded P CCP 343; Statutes of limitations, general 4 years State of California Guidelines; Permanent for recorded
documents
04-03-10 Public Agency Funding Agreements Revenue agreements, joint powers, mutual aid and subcontracts with public agencies.

P State of California Guidelines; Permanent for joint
powers authorities for insurance.
04-03-11 Real Property Purchase Agreements Property purchased and maintained by the City. P GC 34090(a); Real property records, maintain H&S 19850; Life of Building, with exceptions CCP 337.15; 10 years
State of California Guidelines; Permanent

CITY CLERK

5.3.a
Packet Pg. 51
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
04-03-12 Real Property Sale Agreements Property sold by the City AC+10 GC 34090; 2 years minimum 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.
04-03-13 Property Development Agreements Includes Subdivision Agreements, Disposition & Development Agreements, Owner Participation
Agreements and Development Agreements under
Subdivision Map Act, approved, amended or cancelled by
resolution.

P GC 34090(a), Real property records, maintain CCP337,
337.1(a), 337.15; 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.
04-03-14 Agreements Granting Easements P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
04-04-00 ELECTIONS
04-04-01 Administrative Election File Includes: Certification of Election, Sample Ballots, Arguments, Measures. Historic value, history of
elections, sample ballots, certificates of destruction, other resolutions re: elections.

P 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.

Administrative Decision: Maintain Permanently

CITY CLERK

5.3.a
Packet Pg. 52
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
04-04-02 Candidate Election File - Successful Includes: Nomination papers; Ballot Designation Worksheet/Ballot Designation Form; Candidate
Statement of Qualifications; Candidate Statement of
Qualifications Waiver; Code of Fair Campaign Practices; Voluntary Expenditure Limit Resolution
AT+6 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
State of California Guidelines; 6 years after term ends for elected officials.
04-04-03 Candidate Election File - Unsuccessful Includes: Nomination papers; Ballot Designation Worksheet/Ballot Designation Form; Candidate
Statement of Qualifications; Candidate Statement of
Qualifications Waiver; Code of Fair Campaign Practices; Voluntary Expenditure Limit Resolution
AC+5 GC 81009(b); 5 years for unsuccessful candidates
04-04-04 Charter Amendments/Measures P GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years EC
17302-6; 6 months after election, if no contest, for
election records
04-04-05 Initiative Measures, Referendums & Recall Petitions Includes petitions from date of election. Includes petitions with original signatures.

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.
04-04-06 Candidate Election Handbook AC+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain for 2 years after
election closes for relevance to subsequent elections.
04-04-07 Statement of Responsibility for Temporary Political Signs
AC+2 GC 34090; 2 year minimum requirement
BPC 5405.3; Political signs must be removed within 10
days after election closes.

Administrative Decision: Maintain statements for 2 years after the election closes.
04-05-00 FAIR POLITICAL PRACTICES (FPPC)
04-05-01 Administration / Campaign Statements, and Conflict of Interest
FPPC Opinions. Examples: Conflict of Interest Code
biennial review; reporting forms and working documents.

CY+5 GC 34090; 2 year minimum requirement
GC 34090.7; Duplicate records may be destroyed within
the 2 year minimum requirement period.

State of California Guidelines; Current year plus 5 years for administration/campaign statements

CITY CLERK

5.3.a
Packet Pg. 53
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
04-05-02 Campaign Statements (FPPC) - Elected (Forms 410, 460, 470, 501, 497)
Original campaign statements for Mayors, City
Councilmembers, Candidates holding the offices, their
controlled committees, and committees supporting such
officeholders and candidates FPPC Filings.

P GC 81009(b); maintain elected indefinitely
04-05-03 Campaign Statements (FPPC) - Unsuccessful (Forms 410, 460, 470, 501, 497)
Original campaign statements of non-incumbent
candidates not elected to these offices and committees
supporting candidates not elected to above offices FPPC Filings.

AC+5 GC 81009(b); 5 years for unsuccessful candidates
04-05-04 Campaign Statements (FPPC) Disclosure - All Other Committees (Forms 410, 460, 470, 497)
Original Campaign statements of filers not listed above (e.g. Ballot Measure Committees, General Purpose
(PAC), Independent Expenditure, and Major Donor
Committees)
AC+7 GC 81009(e); 7 year requirement for originals
04-05-05 Campaign and Form 700 Tracking Databaseses Tracks noticing, correspondence and filing dates IND Transitory Record; Databases are maintained while active
04-05-06 Campaign Statements - Copies All copies of campaign statements received by filing officers who do not receivd the original statements (i.e.

Form 410s)
AC+4 GC 81009(f); 4 year requirement for copies
04-05-07 Statement of Economic Interests (Form 700) – Elected Officials & 87200 Filers
Mayor, City Councilmembers, Planning Commissioners,
City Manager and City Attorney.

Code Section 87200 filers file electronically with the
FPPC. Copies retained on file.

AC+7 GC 81009(f); 4 year requirement for copies
Administrative Decision: Maintain all forms for 7 years per GC 81009(e) for consistency in retention.
04-05-08 Statement of Economic Interests (Form 700) –
Employees & Commissioners, Consultants as
applicable
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

AC+7 GC 81009(e); 7 year requirement for originals
GC 81009(f); 4 year requirement for copies
04-05-09 Statement of Economic Interests (Form 700) –
Candidates for Elective Office
Prior to election, Candidates’ Statement of Economic
Interests are filed with the City Clerk along with
other election forms.

AC+7 GC 81009(e); 7 year requirement for originals
GC 81009(f); 4 year requirement for copies
04-05-10 Ethics Training Certifications (AB 1234) Date of Traning + 5
GC 53235.2(b); 5 years
04-05-11 Forms 801, 802, and 806 Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802) and Public Official
Appointments (Form 806) as applicable and necessary.

AC+7 FPPC Recommendation; 7 years as relates to 2 CCR
18944

CITY CLERK

5.3.a
Packet Pg. 54
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
04-06-00 LEGISLATIVE BODIES AND LEGAL DOCUMENTS
04-06-01 Agendas & Packets: City Council, Boards,
Commissions, and Committees
Includes original agendas and special meeting notices for City Council, Redevelopment Agency, and all advisory
committees, boards and commissions. All legislative
bodies defined by the Brown Act. All agendas and
packets should be kept in Laserfiche.

P GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets
permanently for reference purposes.
04-06-02 Public Hearing Notices/Proof of Publication, Affidavits of Posting, Mailing, and/or Publication
public notices and legal publications. Examples: ad
copy, invoice, mailing information, (proofs of legal
publications, ordinances, resolutions, etc.); public
notices, Affidavit of publication, etc.

CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
04-06-04 Minutes: Council, Boards, Commissions, and
Committees
Includes official minutes and hearing proceedings of City Council, Redevelopment Agency, and all advisory
committees, boards and commissions. All legislative
bodies defined by the Brown Act.

P GC 34090e; Minutes of governing bodies, Permanent
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
04-06-05 Ordinances P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
04-06-06 Resolutions P GC 34090(e); Permanent for decisions of the City GC 40801; Maintain
State of California Guidelines; Permanent
04-06-07 Recordings of Meetings; Audio and/or Video Meeting Dates1983-2013 CY+5 GC 54953.5; 30 days after recording Administrative Decision: Maintain audio tapes for the
current year plus 5 years.
04-06-08 Recordings of Meetings; Audio and/or Video Meeting Dates 2014 to present P GC 54953.5; 30 days after recording Administrative Decision: Per Council Resolution No.
2014-030, all recordings are kept permanantely.
04-06-09 Charter and Articles of Incorporation Includes the City charter. A written instrument that creates and defines the rights and priveleges of the City.

May include, but not limited to: original charter, petitions for incorporation, amendments.

P GC 34090(e); Permanent for decisions of the City GC
34460; Maintain charter in archives
State of California Guidelines; Permanent
04-06-10 Petitions Includes petitions submitted to City Council and/or Redevelopment Agency, not associated with a Initiative, Referendum, Recall
Date of
Petition + 1
GC 50115; 1 year after submission to Council
Administrative Decision: Maintain petitions to Council for the current year plus 1 year for reference purposes.

CITY CLERK

5.3.a
Packet Pg. 55
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
04-06-11 Notice of Completion P GC 34090(a); Permanent for land and property records State of California Guidelines; Permanent (CEQA)
04-06-12 Municipal Code P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
04-07-00 ASSESSMENT DISTRICTS
04-07-01 Assessment District Elections Prop. 218 proceedings and election materials P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations State of California Guidelines; Permanent
04-07-02 Assesment District Ballots & Protest Letters AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
04-08-00 RECORDS MANAGEMENT
04-08-01 Certificates of Destruction Includes internally approved destruction forms and records management disposition certificates.

S+2 GC 34090; 2 year minimum requirement State of
California Guidelines; 2 years after superseded
04-08-02 Inventory of Records S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded 04-08-04 Records Management Requests Documents includes retrieval, transfers - inactive. CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after
completion
04-08-05 Records Retention Schedule S+4 CCP 343; 4 years to commence action State of California Guidelines; 4 years after superseded.

CITY CLERK

5.3.a
Packet Pg. 56
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 05-01-00 ACCOUNTING
05-01-01 Accounts Payable (A/P) Includes registers, paid invoices, billing receipt books and canceled checks/warrants (bank statements); and
purchase orders.

AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
05-01-02 Accounts Receivable (A/R) Monthly reports on site; June 30 reports in storage; A/R invoices.

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
05-01-03 Assessment Districts Collection information AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
05-01-04 Bank Reconciliation Statements, summaries for receipts,disbursements & reconciliation.

AA+5 GC 34090; 2 year minimum requirement
26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
05-01-05 Budget Adjustments / Journal Entries Account transfers. AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
05-01-06 Deposits, Cash Receipts Checks, coins, currency. 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
05-01-07 Ledger General P GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action
State of California Guidelines; Permanent
05-01-08 Ledger Voucher 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
05-01-09 Register of Demands Duplicate of information in the City's accounting software. AA+2 GC 34090.7; Duplicates may be destroyed within the 2 year minimum requirement period.
05-01-10 Taxes, Receivable AA+3 GC 34090; 2 year minimum requirement CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
05-01-11 Vehicle Mileage Reimbursement Rates Annual mileage reimbursement rates as set by the IRS. ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum requirement period.

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

FINANCE

5.3.a
Packet Pg. 57
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 05-02-00 ADMINISTRATIVE SERVICES
05-02-01 Budget, Operating - Departmental Level Copies. Departmental reference. CY+2 GC 34090.7; Duplicates may be destroyed within the 2 year minimum requirement period.
05-02-02 Budget, Proposed Presented to Council. Summary attached to the staff report, and original maintained in Finance.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
05-02-03 Budget, Adopted P GC 34090; 2 year minimum requirement 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. Working copies can be destroyed after use.
05-02-04 Forecasts 5-Year Financial & Mid-Year Budget S+5 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded.

Administrative Decision : Maintain for 5 years after
superseded to reference previous strategic plan.
05-03-00 FIXED ASSETS
05-03-01 Inventory Reflects purchase date, cost, account number. AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for depreciation schedules.
05-03-02 Surplus Property, Auction Listing of property. AA+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of
05-03-03 Surplus Property, Disposal Sealed bid sales of equipment. AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years
State of California Guidelines; 4 years after audit
05-03-04 Vehicle Ownership & Title Title transfer when vehicle sold. LOV+4 GC 34090; 2 year minimum requirement CCP 343; 4 years for action
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.

FINANCE

5.3.a
Packet Pg. 58
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 05-05-00 GRANTS
05-05-01 Community Development Block Grant and Urban
Development
Applications, reports, contracts, supporting documents AFP+5* 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants must be kept for 3 years. State of California Guidelines; 5 years after grant closure.
*State recommends referring to grant application closeout procedures, if any. 05-05-02 Federal and State Grants AFP+5* 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years. State of California Guidelines; 5 years after grant closure.
* State recommends referring to grant application closeout procedures, if any. 05-05-03 Financial Records Includes invoices associated with the grant and other supporting financial records.

AFP+5* 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years. State of California Guidelines; 5 years after grant closure.
*State recommends referring to grant application closeout procedures, if any. 05-05-04 Unsuccessful AC+2 GC 34090; 2 year minimum requirement

FINANCE

5.3.a
Packet Pg. 59
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 05-06-00 PAYROLL
05-06-01 Adjustments For audit purposes. AA+6 GC 34090; 2 year minimum requirement R&T 19530; 3 years after tax return due R&T 19704; 6
year statute of limitations
LC 1174; 3 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
State of California Guidelines; 6 years after audit
05-06-02 Employee Timesheets Signed by employee for audit & FEMA Reports AA+6 GC 34090; 2 year minimum requirement R&T 19530; 3 years after tax return due R&T 19704; 6
year statute of limitations
LC 1174; 3 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
State of California Guidelines; 6 years after audit
05-06-03 PERS Employee Deduction Reports P 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; Permanent for PERS
working documents, 4 years after termination for
employee deduction reports.
05-06-04 Payroll Register Labor costs by employee and program. P GC 34090; 2 year minimum requirement 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
05-06-05 Salary Records Deduction authorization, beneficiary designations, unemployment claims, garnishments.

AT+3 29 CFR 1627.3; 3 years after termination
29 CFR 1602.30-32; 2 - 3 years after termination
29 CFR 1650.202; 10 years from date of action for tax
payments
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action
GC 12946; 2 years after termination or action
05-06-06 Federal and State Tax Forms1096, 1099, W-4s and w-2s 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

FINANCE

5.3.a
Packet Pg. 60
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 05-06-07 Deferred Compensation Records of employee contributions and City payments AT+5 GC 34090; 2 year minimum requirement LC 1174 and 1197.5(e); 3 years for payroll records
22 CCR 1085-2(c); 4 years for unemployment
contributions
29 CFR 516.6; 2 years
LC 1174; 3 years after pay period
29 USC 255(a); 2 to 3 years statute of limitations for
minimum and unpaid wages
State of California Guidelines; 5 years after termination 05-07-00 PURCHASING
05-07-01 Purchase Orders 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
05-08-00 REPORTS
05-08-01 Audits P GC 34090; 2 year minimum requirement
State of Calfornia Guidelines; Permanent
05-08-02 State Controller P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
05-08-03 Annual Comprehensive Financial Report (ACFR) AA+7 GC 34090; 2 year minimum requirement State of California Guidelines; 7 years after audit
05-08-04 Investment Transactions Summary of transactions, inventory and earnings report. P GC34090; 2 year minimum requirement CCP 337; Statutes of limitations, 4 years for action
State of California Guidelines; Permanent
05-09-00 TREASURER
05-09-01 Bank Statements Financing authority. AA+5 GC 34090; 2 year minimum requirement 26 CFR 31.6001-1(e)(2); 4 years
State of California Guidelines; 5 years after audit
05-10-00 BONDS
05-10-01 Account Statements Monthly statement of transactions. AFP+10 GC 34090; 2 year minimum requirement GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations 10 years
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration

FINANCE

5.3.a
Packet Pg. 61
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 05-10-02 Administration Supporting documents. AFP+10 GC 34090; 2 year minimum requirement GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations 10 years
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
05-10-03 Bonds and Coupons Paid / cancelled. AC+10 GC 34090; 2 year minimum requirement GC 43900-43903, 53921; Destruction guidelines for
bonds
CCP 337.5; Statutes of limitations 10 years
FC 30210; Maintain
State of California Guidelines; 2 years after
closure/expiration
05-11-00 RISK MANAGEMENT & CLAIMS ADMINISTRATION
05-11-01 Damage to City Assets Theft, arson, vandalism, property damage or similar occurrence (excluding fire/law enforcement)
AC+6 GC 34090; 2 year minimum requirement
State of California Guideline; 5 years after settlement or closure
05-11-02 Personal Injury (Incident) Reports and related records AC+6 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
GC 910 - 913; 6 months to 1 year after event occurs.

State of California Guideline; 5 years after settlement or closure
05-11-03 Employee Fidelity Bonds AT+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination 05-11-04 Claims, Damage Paid/Denied City/MPA AC+6 GC 34090; 2 year minimum requirement State of California Guideline; 5 years after settlement or closure
05-11-05 Insurance Agreement, MPA Municipal Powers Authority /MPA - Authority California Cities Excess Liability, B Accreditation / MOU,
agreement/agendas.

P GC 34090; 2 year minimum requirement
State of California Guidlines; Permanent for joint powers agreements for excess liability insurance.
05-11-06 Insurance Certificates Insurance certificates filed separately from contracts, includes insurance filed by licensees.

CY+10 GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for insurance certificates filed separately from contracts/agreements, including insurance filed by licensees.
05-11-07 Insurance, Liability / Property MPA. May include policies for liability, property, Certificates of Participation, deferred, use of facilities.

Includes City vehicles.

P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for liability and property insurance

FINANCE

5.3.a
Packet Pg. 62
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 05-11-08 Insurance, Workers Compensation MPA Policy / Information / Reports - Indemnity; PERS working files. Originals with Administrator.

P 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation
due; when audit findings are final.

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. 05-11-09 Risk Management Reports Federal OSHA Forms; Loss Analysis Report; Safety Reports; Actuarial Studies.

CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years from
the end of the calendar year they relate to.
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation
due; when audit findings are final.

State of California Guideline: 5 years after completed
05-12-00 PUBLIC FINANCING AUTHORITY
05-12-01 Administration P GC 34090; Permanent
GC 40802; Maintain for local government entities State of California Guidelines; Permanent
05-12-02 Financial Records P GC 34090; Permanent
GC 40802; Maintain for local government entities State of California Guidelines; Permanent
05-12-03 Management Reports CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for management
reports

FINANCE

5.3.a
Packet Pg. 63
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 06-01-00 EMPLOYEE BENEFITS
06-01-01 Benefit Plan Enrollment Elected
Declined / No Response
AT+6
CY+4
GC 34090: 2 year minimum requirement
29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination
29 CFR 1650.202; 10 years from date of action for tax
payments
29 CFR 516.5 - 6; 3 years after action
29 USC 1113; 6 years after date of last action State of California Guidelines; 4 years after completion/closure for denied benefit plan enrollment, permanent for benefit
plan claims.
06-01-02 PERS P 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; Permanent for PERS
documents
06-02-00 LABOR NEGOTIATIONS
06-02-01 Labor MOUs Current agreements. Side letters of agreement. ACT GC 34090.7; Duplicates of records may be destroyed within the 2 year minimum requirement period. 06-02-02 Negotiation Documentation Includes meeting notes, notebooks and correspondence. P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
06-02-03 Grievances General Employees
Public Safety Employees
May include Arbitration, grievances, union requests,
sexual harassment and Civil Rights, complaints,
disciplinary actions.

AT+4
AT+5
GC 12946; 4 years after completion
29 CFR 1602.14; 1 year after action/change 29 USC
211c; Maintain, indefinite
29 USC 203m and 207g; Definitions
State of California Guidelines; 2 years after termination for general employees, 5 years after termination for
safety employees
06-03-00
06-03-01 PERS Enrollment P 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; Permanent for PERS
documents
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months PERSONNEL (Full Time, Part Time, Volunteers, Electeds)

HUMAN RESOURCES

5.3.a
Packet Pg. 64
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 06-03-02 Official Personnel File May include benefit plan paperwork, Action Request Forms, original application, safety and training records, educational incentive programs, performance
evaluations, disciplinary action/proceedings, employment contracts / agreements (not including union negotiations and resulting contracts/agreements), insurance
information, EDD claim forms for unemployment, payroll
forms (tax, deferred compensation, direct deposit and
benefit payments), DOJ fingerprinting and miscellaneous communications.

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; 2 years after termination or action State of California Guidelines; 3 years after termination
06-03-03 Personnel Records (Supervisory FIles) Copies may be destroyed by departments once no longer useful for reference. Examples: Counseling memos,
notes through the evaluation period.

Supervisory Files should NOT include disability leave
requests
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 retention requirement.
06-03-04 Employee Medical Files Includes medical disability claims, fitness for duty, preemployment physicals and drug screens (hired employees), and FMLA documents. May include ADA
Requests for Accommodation or workers' compensation
claims.

AS+30 8 CCR 15400; Maintain reports
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 CA Guidelines; 30 after completion/closure
06-03-05 Police Personnel Background Packets - Hired Hired general employees Hired safety employees
Not hired applicants
PD pre-employment background investigations are
retained by the PD. The only exception are preemployment physicals/drug and alcohol testing reports, which are retained in the employee's medical file.

AT+3
P
AC+2
GC 34090; 2 year minimum requirement PC 832.5; 5
years for officer complaints State of California Gudelines; 3 years after termination/separation for hired general
employees, Permanent for hired Safety
Personnel; 2 years after position closes for Safety
Personnel not hired.

HUMAN RESOURCES

5.3.a
Packet Pg. 65
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 06-03-06 DOT Drug Testing Records of inspection, maintenance, and calibration of Evidential Breath Testing devices:

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 follow-up tests:

Alcohol and controlled substance collection process
documents:

CY+3
CY+1
CY+3
CY+2
49 CFR 40.333 & FMCSA 40.382.401; 1 to 5 years
depending upon document type. All documents must be
maintain in a secured area. 49 CFR 40.333(2) You must
keep records for three years of information obtained from previous employers under § 40.25 concerning drug and
alcohol test results of employees.
(3) You must keep records of the inspection,
maintenance, and calibration of EBTs, for two years.
06-03-07 Workers Compensation Review active files annually. Files should be kept separately from the emlpoyee file.

P 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years
8 CCR 10102; 5 years
LC 6410; Maintain for potential exposure claims
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. 06-03-08 Employee Eligiblity Verification Forms (I-9 Form) AS+3 8 CFR §274a.2(b)(2)(i) (separation +1 year, no less than 3 years from hire date)
06-03-09 Limited Term Employee - Contract File AC+5 CCP 337; 4 year SOL for written contracts.

CCP 343; is a SOL for all other causes and is also a 4
year SOL.
48 CFR 4.700 et seq.; 5 years for procurements
exceeding $25,000
06-03-10 Fingerprinting | DOJ | Livescan File Employees AS+2 GC 34090; 2 year minimum requirement State of CA Guidelines; Maintain fingerprint information for city employment for 2 years after termination.
06-03-11 Motor Vehicle Pulls (DMV) S VC 1808.1; must pull record at least every 12 months

HUMAN RESOURCES

5.3.a
Packet Pg. 66
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
06-03-12 Volunteer Records Accepted Applications:

Denied Applications:

Includes fingerprinting information, applications,
acknowledgements, record of hours, and other volunteer
position related documents. Waivers are part of the
application.

AS+4
AC+4
GC 12946; 4 years after completion/position filled State of CA Guidelines; 2 years after completion/position filled 06-03-13 DFEH - Dept. of Fair Employment and Housing Discrimination claims AS+4 GC 12946; 4 years after completion 29 CFR 516.2; Maintain, indefinite
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; 3 years after
termination/separation for unemployment records
06-03-14 ERMA Umbrella insurace through MPA - claims of harrassment AS+4 GC 12946; 4 years after completion 29 CFR 516.2; Maintain, indefinite
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; 3 years after
termination/separation for unemployment records
06-04-00 PERSONNEL RULES & REGULATIONS
06-04-01 Personnel Rules and Regulations Handbook General employee information including benefit plans. S+2 GC 34090; 2 year minimum requirement 06-05-00 RECRUITMENT FILES
06-05-01 Recruitment Includes applications, resumes, alternate lists/logs, indices; ethnicity disclosures; examination materials;
examination answer sheets, job bulletins, preemployment physicals (not-hired), eligibility; electronic database.

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
06-06-00
06-06-01 Salary Schedules P 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
29 CFR 1602.14; 1 year after action/change
State of CA Guidelines; Retain records for the current
year they are drafted, plus two additional years.

CLASSIFICATION AND COMPENSATION

HUMAN RESOURCES

5.3.a
Packet Pg. 67
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 06-06-02 Classification Studies and Salary Surveys Includes classification, wage rates. Not related to labor negotiations.

S+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
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. Current salary schedules are Vital Records.
06-06-03 Classifications and Appointments Includes supplemental Personnel records. S+5 GC 34090; 2 year minimum 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
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. 06-07-00
06-07-01 Employee Training Records Sign-in sheets, handouts, consultant training programs, tailgate meetings and other program information for
general employee training and lunchtime workshops.

Does not include Police.

AS+4 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records
GC 12946; personnel records retained for 4 years after
creation/receipt or employment action taken.
06-07-02 Tuition Reimbursement Tuition Reimbursement documents. CY+2 GC 34090; 2 year minimum requirement

EDUCATION AND TRAINING RECORDS

HUMAN RESOURCES

5.3.a
Packet Pg. 68
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
07-01-00 ADMINISTRATIVE FILES
07-01-01 Asset Forfeiture Files AC+ 2 CCP 340(b) Admin. Decision SOL to be considered 07-01-02 Background Packets - Hired Applicants For all officer complaints:

Sustained complaints of officer misconduct:

AS+5
AS+15
PC 832.5; 5 years for officer complaints
State of California Gudelines; Permanent for hired Safety Personnel PC
832.5(b) now requires 15 years for sustained findings of misconduct.

Recommendation: Permanent for current personnel, and
then after separation 5yr for all officer complaints, and 15 years for sustained complaints of officer misconduct
07-01-03 Background Packets - Not Hired Applicants AC+4 GC 12946; requires 4 years after records/files initially created/received.
29 CFR 1602.14; 1 year after position filled
29 CFR 1607; Maintain EEOC demographic information
29 CFR 1627.3; 1 year after position filled State of
California Guidelines; 3 years after completion/position filled.
07-01-04 Background Files, Volunteers/Reserves AS+3 GC 34090; 2 year minimum requirement State of California Gudelines; 3 years after termination/separation for hired general employees
07-01-05 Concealed Weapons Permits (CCW) San Ramon Citizens: CCW applicaton to be reviewed and approved by Chief of Police
AE+2 GC 34090; 2 year minimum requirement
PC PC 1207and 12078, Maintain records
State Recommendation, 2 years after the license expires. 07-01-06 Personnel Rosters: Divisions Personnel assigned division S+4 GC 34090(d) GC 12946 requires 4 years after personnel records/files initially created/received or employment action taken.
07-01-07 PD Media Relations Content provided to media outlets, such as written replies , press releases and associated photos/photo releases, vi deo, etc
CY+2 GC34090
07-01-08 PD Media Relations Written authorization to use or publish photos CY+2 GC34090 LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

POLICE DEPARTMENT

5.3.a
Packet Pg. 69
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-01-09 Schedules Officer's Daily Schedules CY+2 GC 34090 07-01-10 Training: Event Files Correspondence, brochures, promotional materials, info on speakers, guests, supporting documents
CY+2 GC 34090
07-01-11 Training Lesson Plans Scope, content, time period of courses. To include Firing Range
CY+2 GC 34090
07-01-12 Training Personnel: By Name Paperwork documenting officers internal and external training.

AT+7 GC 34090
07-02-00 INTERNAL INVESTIGATIONS
07-02-01 Administrative Inquiries- Not Sustained Finding of Misconduct
Complaints and any reports or findings relating to these complaints, including all complaints and any reports
currently in the possession of the department or agency.

Includes citizen generated complaints, supervisor
generated complaints, CHP 187 vehicle pursuits, use of
force reports, collision reviews, vehicle & property
damage, in-house initiated investigation reports, and all investigative documents related to the complaint.

AC+5 PC 832.5(b) A record shall not be destroyed while a request related to that record is being processed or any process or litigation to determine whether the record is subject to release is ongoing. PC 832.7(b)(1)(A) PC
832.7(D) PC 832.7(b)(2), PC832.7(b)(3)*categories of
disclosable public record described above will not be
subject to disclosure until January 1, 2023, if those
records relate to incidents occurring before January
1, 2022. However, note that records in your
department’s possession on January 1, 2022, must
be retained pursuant to the new retention
requirements set forth in 832.5, subsection (b).

POLICE DEPARTMENT

5.3.a
Packet Pg. 70
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-02-02 Administrative Inquiries- Sustained Finding of Misconduct
Complaints and any reports or findings relating to these complaints, including all complaints and any reports
currently in the possession of the department or agency.

Includes citizen generated complaints, supervisor
generated complaints, CHP 187 vehicle pursuits, use of
force reports, collision reviews, vehicle & property
damage, in-house initiated investigation reports, and all investigative documents related to the complaint.

AC+15 PC 832.5(b) A record shall not be destroyed while a request related to that record is being processed or any process or litigation to determine whether the record is subject to release is ongoing. PC 832.7(b)(1)(A) PC
832.7(D) PC 832.7(b)(2), PC832.7(b)(3)*categories of
disclosable public record described above will not be
subject to disclosure until January 1, 2023, if those
records relate to incidents occurring before January
1, 2022. However, note that records in your
department’s possession on January 1, 2022, must
be retained pursuant to the new retention
requirements set forth in 832.5, subsection (b).

Records in possession that involve sustained
misconduct events that occurred before 1/1/2022
must be kept until 1/1/2037.
07-02-03 In Custody Deaths AC+5 PC 832.5; 5 years after case closure, confidential document not for public exposure.

PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

GC 12946; Personnel records, 2 years after termination.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission. State Recommendation;
Closure of case plus 5 years for internal investigations, 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.

POLICE DEPARTMENT

5.3.a
Packet Pg. 71
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-02-04 Officer Involved Shootings / Shooting Review AC+25 PC 832.5; 5 years after case closure, confidential document not for public exposure.

PC 801.5; SOL of 4 years after event
PC 803(c); public officer, crime descriptions EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.

GC 12946; Personnel records, 2 years after termination.

VC 2542 & 2547; Officer fraud or misrepresentation. 3
years after act or omission. State Recommendation;
Closure of case plus 25 years for officer involved
shootings.
07-02-05 Officer Involved Shooting where officer is a subject of a criminal investigation - Not Resulting in a Criminal
Conviction
Administrative Investigative Files of an officer involved shooting
AC+25 PC832.5, EVC1040, GC12946, PC801.5; 803(c)VC2547
07-02-06 Officer Involved Shooting where officer is a subject of a criminal investigation - Resulting in a Criminal
Conviction
Administrative Investigative Files of an officer involved shooting
P PC832.5, EVC1040, GC12946, PC801.5; 803(c)VC2547
07-02-07 Officer Subject to Criminal Investigation-Resulting in a Criminal Conviction
Administrative Investigative Files where an officer is a subject of a criminal investigation
P PC832.5, EVC1040, GC12946, PC801.5; 803(c)VC2547
07-02-08 Officer Subject to Criminal Investigation - Not Resulting in a Criminal Conviction
Administrative Investigative Files where an officer is a subject of a criminal investigation
AC+15 PC832.5, EVC1040, GC12946, PC801.5; 803(c)VC2547
07-02-09 Personnel Training Files Includes POST data, files and printouts for training courses
AS+4 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training records GC GC
12946; personnel records retained for 4 years after
creation/receipt or employment action taken.
07-03-00 RECORDS & SUPPORT SERVICES
07-03-01 Alcohol Beverage Application (ABC) AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits

POLICE DEPARTMENT

5.3.a
Packet Pg. 72
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-02 Arson Registration Files - Adults and Juvenile LOR GC 34090; 2 year minimum requirement PC 457; Varies. Life, 25 years of age, or upon sealing
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.
07-03-03 Background Checks To Include: Outside Agency Requests, Second Hand Dealers, Massage Establishements & Technicians,
Solicitors and Taxi Drivers
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 07-03-04 CORI Information Criminal Offender Records Information: Retained for DOJ Inspection Only
CY+3 11 CCR 707 (c) & PC 11078; Attorney General requires retention for three years
07-03-05 DOJ- WPS Purge Notifications CLETS:Wanted Persons System Enteries CY+2 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement retention period
07-03-06 DOJ-CJIS Audits Audits CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for reports sent to the Department of Justice.
07-03-07 DOJ- Validations The NCIC/FBI validation process is to ensure that the automated records are accurate, complete, and
represent an active case
CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for reports sent to the Department of Justice.
07-03-08 Dispatch Recordings San Ramon Valley Fire Protection District is the Office of Record
07-03-09 Drug and Narcotics Registration AC+5 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.

Administrative Decision: Maintain for the current year
plus 5 years for reference purposes since DOJ maintains the original records.

POLICE DEPARTMENT

5.3.a
Packet Pg. 73
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-10 False Alarms Alarm permit, false alarm records, police and fire service CY+2 GC 34090; 2 year minimum requirement 07-03-11 Field Interview Cards- FI Cards CY+3 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for field interview cards.

Administrative Decision: Maintain field interview cards electronically permanently. Notes destroyed in the
regular course of business, FI cards destroyed after
entry into database.
07-03-12 Applicant Fingerprint Records LiveScan Form: BCII-8016 Form CY+4 CA DOJ Guidelines for submitting Applicant Live Scan Transactions, Section M- Proper Handling and Storage of Applicant Information (May 2007).

GC 12946 now requires personnel records retained for 4
years after creation/receipt or employment action taken. 07-03-13 Logs- Front Counter Visitor Logs CY+2 GC 34090 07-03-14 Pawn Slips CY+3 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers.
07-03-15 Public Records Requests Examples: Written requests for public records;subpoena f orm and any attachments; request
forms, logs or documentation
CL+2 GC34090
07-03-16 Restraining Orders CY+2 GC 34090; 2 year minimum requirement GC 68152; Duration of the restraining or other order and renewals, then retain orders as a judgement.

State of California Guidelines; Destroy after law
enforcement actions described in Penal Codes 273.5,
273.6, 646.9, 12028.5, 13700 and Family
Codes 6380 - 6383 are fulfilled and effective date of
restraining order has expired.

Administrative Decision: Maintain for the current year
plus 2 years since the Superior Court is the office of
record

POLICE DEPARTMENT

5.3.a
Packet Pg. 74
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-17 Statistical Information-Department Internally generated information using activity reports; citations, crime reports, accident reports. Reports created for variety of purposes including increases/decreases in criminal activity; officer workload deployment, time
usage.

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.
07-03-18 Statistical Information-Uniform Crime Reporting (UCR)

NIBRS/CIBRS
Monthly Reporting to DOJ/FBI of Arson Offenses know to
Law Enforcement; Number of Violent Crimes Committed
Against Senior Citizens; Domestic violence Related calls for Assistance; Arrest and Citation Register;Hate Crimes Incidents; Death Custody Reporting
P GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical
reports.

Administrative Decision: Maintain reports permanently for historical reference.
07-03-19 Sealed Adult Cases Adults (Factual Innocent) Destruction Upon and
Pursuant to
Court
Order Date
PC 851.8 General Provision: Upon petition, records of
agency must be sealed and destroyed in accordance with
the provisions set by court record; exceptions.
07-03-20 Sealed Juvenile Cases Juvenile (to include Factual innocent W&I 781.5) Destruction Upon and
Pursuant to
Court
Order Date
W&I 781, 781.5 W&I 786 upon petition, Local laws
enforcement records within W&I 826(b)may be destroyed
as ordered by the court, if related probation and Juvenile court records have been destroyed by the probation
officer. Records involving arrests, detention and/or
petitioning juvenile before juvenile court. * W&I 781; For murder and/or sex crimes occuring on or after the child reaches age 14, DO NOT DESTROY
07-03-21 Sex Offender Registration-Juvenile LOR GC 34090; 2 year minimum requirement * PC 290; definitions and references
State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics.

Administrative Decision: Maintain sex offender
registrants for life of registrant plus 2 years.

POLICE DEPARTMENT

5.3.a
Packet Pg. 75
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-22 Sex Offender Registration-Adult LOR GC 34090; 2 year minimum requirement * 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.

Administrative Decision: Maintain sex offender
registrants for life of registrant plus 2 years
07-03-23 Vehicles Stored or Impounded Vehicles Stored or Impounded by the direction of the SRPD, Private Property Tows & Repossesion
CY+2 GC 34090; 2 year minimum
07-03-24 Video Recordings -Non evidentiary data In-car videos, body worn camera, and security samera videos (other than those used as evidence or related to litigation) * Non-Evidentiary Traffic and Pedestrian Stops CY+3 GC 34090.6 & PC 832.18 (minmum of 60 days)
Administrative Decision: videos to be retained aminimum of one year
07-03-25 Video Recordings-Evidentiary data In Car Video Recordings & Body Worn Camera Videos AC+3 GC 34090.6 & PC 832.18 retained for a minimum of two years, or the retention period for evidentiary data under state law.
07-03-26 Video Recordings-Deleted Logs Videos which have been purged per evidence codes, court seals.

P PC 832.18(b)(5)(E)
07-04-00 CITATIONS
07-04-01 Citations: CVC Infractions Original is sent to Court CY+2 GC 34090.5 GC 34090.
07-04-02 Citations: Misdemeanor Traffic or Criminal Original filed with DA's Office CY+2 GC 34090; 2 year minimum requirement PC 802(a); 1 year after commission of offense PC
802(b); 3 years for minors
State of California Guidelines; Current year plus 2 years for parking and traffic citations, current year plus 2 years for misdemeanors / infractions with no arrests,
identifiable property or missing persons.

Administrative Decision : Citations maintained
electronically permanently historical reference and
trending.
07-04-03 Citations: Parking Originals are forwarded to agency processing; includes citations electronically created.

CY+2 GC34090

POLICE DEPARTMENT

5.3.a
Packet Pg. 76
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-05-00 NON-CRIMINAL & CRIMINAL REPORTS
07-05-01 Arrest Logs CM+36
months
PC 851.8: 3 year retention requirement for arrest logs.

Retain for current month + 36 months after date of arrest, and then destruction is acceptable.
07-05-02 Arrest Warrants-Out of Agency Out-of-agency Warrants and other warrants with no inter crime report
C+3 GC 34090, 2 years DOJ recommendation is an
additional 3 years
07-05-03 Child/Elder Abuse/Neglect Reports LOR
(or until
abuser turn
100) unless
10-yr
exception
applies
PC 11169(i) requires retention "for the same period of
time that the information is required to be maintained on the CACI," which is limited to 10 years only if the abuser was under 18 years old at the time of the report (PC
11170(a)(3)). Otherwise, persons may remain on the
CACI until they reach 100 yrs of age.
07-05-04 Domestic Violence Report Assualt & Battery, willful infliction of corporal injury; violation punishment, includes restrainig orders
CY+10 GC 34090
07-05-05 Embezzelment of Public funds P PC 803
07-05-06 Falsificiation of Public Records, Kidnapping, Sexual Assault and Neglect, Misuse of Public Funds, TrainWrecking, Treason, Suicide Crimes subject to Death Penalty or without Statute of
Limitations
P PC 190; Punishments
PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law
Enforcement Officers Assoc.
07-05-07 Felony Drug Reports AC+8 GC 34090
07-05-08 Felony Reports Not to include: Homicide, Juvenile, Child Abuse & Sexual Assault
AC+8 PC 800 et seq.; 6 year statute of limitations after offense. 07-05-09 Homicide, Suspicous Unattended Death, or Natural Causes
P GC 34090, PC 799: Indefinite retention recommended by the DOJ
07-05-10 Injury / Overdose / Attempted Suicide Reports NOT resulting in Death CY+2 GC 34090

POLICE DEPARTMENT

5.3.a
Packet Pg. 77
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-05-11 Lost & Found Reports If artifact over $10,000, artifact is permanent - Statute of Limitations is up to 3 years (recovery from seized
property by Police is 1 year.

CY+4 CCP 338(c); 3 year statute of limitations
CCP 340 et seq.; 1 year statute of limitations
Administrative Decision: Documents maintained
electronically in LaserFiche or the Departments Report
Management System permanently due to document
storage methodology.
07-05-12 Mental Health Commitment W&I 5150 (72 HR Hold) CY+2 GC 34090; 2 year minimum requirement 07-05-13 Missing Person & Runaway Reports Cleared CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.
07-05-14 Missing Person & Runaway Reports Unsolved P GC 34090; State of California Guidelines; DOJ recommends permanent for unsolved missing persons.
07-05-15 Misdemeanor/Miscellaneous police reports,property, non-victim, non-felony
Not involving felonies. CY+4 GC 34090; PC 802: not involving felonies, 2-4 years SOL for different misdemeanors.
07-05-16 Misdemeanor Marijuana offenses Violations less than 28.5 grams AC+2 HS 11361.5, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants associated with the case. Destroy Juvenile marijuana cases after age 18.

Combined cases may be retained for the longest
applicable retention period. Commencement of the 2-yr
period to destroy a minor's misdemeanor record is tolled if the person is incarcerated for any of the offenses
identified in HS 11361.5, and commences upon release
from custody.
07-05-17 Public Assist and Other Police Contact Reports Non-Criminal Police Contact Reports CY+3 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences
07-05-18 Sexual Assualt Cases Unsolved P PC 261; Definitions PC 220; Definitions & punishments PC 286; Definitions & punishments PC 289; Definitions & punishments

POLICE DEPARTMENT

5.3.a
Packet Pg. 78
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-05-19 Stolen Vehicles, No Convictions AC or 3
years
GC 34090; 2 year minimum requirement
Administrative Decision: Maintain until vehicle is
recovered, or 3 years, whichever is shorter.
07-05-20 Suspicious Circumstances, Person and Vehicle Reports CY+2 GC 34090 07-05-21 Traffic Collisions Reports Fatal P GC 34090; 2 year minimum requirement CA Law Enforcement Warrant Officers
Association recommends keeping for an additional 3
years, and permanently for collisions involving fatalities. 07-05-22 Traffic Collision Reports Non-Fatal AC+10 GC 34090; 2 year minimum requirement VC 2547; Within 3 years after act
CA Law Enforcement Warrant Officers
Association recommends keeping for an additional 3
years, and permanently for collisions involving fatalities.

Administrative Decision: Accident reports maintained
electronically in LaserFiche or the Departments Report
Management System permanently due to document
storage methodology.
07-05-23 Traffic Information Reports Counter reports CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years for reports
07-05-24 Weapons, Lost / Stolen, Serialized If no activity from Date of Report and CLETS Purge P GC 34090; 2 year minimum requirement PC 33875; 180 days after firearm found and owner
notified
07-06-00 EMERGENCY PREPAREDNESS PLANNING
07-06-01 Emergency Operations Plans S+2 GC 34090; 2 year mini+A2:E84mum requirement State of California Guidelines; 2 years after superseded

POLICE DEPARTMENT

5.3.a
Packet Pg. 79
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 08-01-00 PUBLIC WORKS ADMINISTRATION
08-01-01 Budget - Departmental Departmental internal budget documents prepared for department or in preparation for city budget.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
08-01-02 Correspondence - Complaints Date of
Correspond
ence + 30
Mos.*
GC 34090; 2 year minimum requirement Administrative
Record, State of California Guidelines
*Refer to Electronic Communication Usage and
Retention Policy
08-01-03 Incident Reports - Internal Includes damage to City property. AC+7 GC 34090; 2 year minimum requirement 8 CCR 3203(b)(1) Routine Inspection: 1 year.

LC 6429(c): Investigations, inspections & citations: 7
years
29 CFR 1904.2-7; OSHA recordkeeping
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 Guideline; 7 years after
settlement or closure 08-01-05 General Maintenance Records All maintenance related information including logs, reports, checklists, and inspections for irrigation,
fountains, restrooms, fields, water usage, vandalizm,
pesticides, playgrounds, etc.

AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
08-01-06 Maintenance Contracts AC+5 CCP 337.2; Statutes of limitations CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
08-01-07 Maintenance Reports CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for management reports.
08-01-08 Overtime Worksheets CY+2 GC 34090d; 2 year minimum requirement 08-01-09 Reports & Studies CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for general studies and reports.

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

PUBLIC WORKS

5.3.a
Packet Pg. 80
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
08-01-10 Safety/Workers Compensation Copies. Originals sent to Human Resources. AC+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; Permanent for workers
compensation working files (claim files, reports,
incidents).
08-01-11 Task Analysis, General CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for management reports.
08-01-12 Work Orders AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for service requests for maintenance.
08-01-13 Work Reports AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for service requests for maintenance.
08-01-14 Worksheets CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for management reports.
08-02-00 ASSESSMENT DISTRICTS
08-02-01 Assessment Districts, Failed P GC 34090(a); Permanent for land and property records State of California Guidelines; Permanent
08-02-02 Assessment Districts, Passed Includes original Assessment District Formation documents.

P GC 34090(a); Permanent for land and property records
State of California Guidelines; Permanent
08-03-00 ENGINEERING
08-03-01 Bid Documents Duplicate specifications and rejected bids. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 for unsuccessful bids
08-03-02 Master Plans P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is superseded.

Administrative Decision: Maintain master plans
permanently for historical reference.
08-03-03 Plans / Drawings Includes facility as-built drawings and plans P GC 4003, 4004, Maintain CCP 337.15; 10 years
State of California Guidelines; Permanent for CIP

PUBLIC WORKS

5.3.a
Packet Pg. 81
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 08-03-04 Plans / Specifications Capital Construction Projects P GC 4003, 4004, Maintain CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
08-03-05 Capital Construction Project Files *Contract documents, permits, submittals, inspection reports, stop notices, notices of completion, plans and specifications
**General information, correspondence, public relations, pre-bid activities,meeting notes, schedules, and financial information
***Certified payroll
*P
**AC+10
***AC+3
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for CIP
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for CIP.
***Certified Payroll is only to be kept secure and only kept for 3 years after project acceptance or completion, then it must be destroyed as per Labor regulations
(Caltrans)
08-03-06 Reports, Traffic Accidents CY+2 GC 34090.7; Duplicate records can be destroyed when no longer needed. Duplicates must not be maintained
longer than the retention period of the original document.

State of California Guidelines; Current year plus 2 years for copies of accident reports in Traffic Engineering
08-04-00 SEWER & STORMWATER
08-04-01 Backflow Reports/Tests CY+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
40 CFR 141.33; 3 years after last action taken for
drinking water violation corrections.

Administrative Decision: Maintain for the current year
plus 5 years for historical reference.
08-04-02 Floods Includes maintenance records CY+2 GC 34090; 2 year minimum requirement State of CA Guidelines; Current year plus 2 years
08-04-03 Landslides P GC 34090; 2 year minimum requirement State of CA Guidelines; Current year plus 2 years
Administrative Decision: Maintain permanently for
historical reference.

PUBLIC WORKS

5.3.a
Packet Pg. 82
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 08-04-04 Sewer / Flusher Log CY+2 GC 34090; 2 year minimum requirement State of CA Guidelines; 2 years plus the current year
08-04-05 Sewer, General CY+5, AR GC 34090; 2 year minimum requirement Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.
08-04-06 Storm Drain, General CY+5, AR GC 34090; 2 year minimum requirement Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.
08-05-00 SOLID WASTE
08-05-01 Solid Waste, General CY+5, AR GC 34090; 2 year minimum requirement Review annually for relevance to a project, inclusion in an associated record series, or creation of a new record
series. Keep while current.
08-05-02 Exemptions For waste services. CY+2 GC 34090; 2 year minimum requirement State of CA Guidelines; 2 years plus the current year
08-05-03 Annual Reports to CalRecycle Overview of all programs completed during the year.

Submitted to CalRecycle. Includes landfill disposal
quantity reports.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-05-04 Household Waste Manifests CY+10 GC 34090; 2 year minimum requirement 40 CFR 122.21; 3 to 5 years
State of CA Guidelines; Current year plus 10 years for
hazardous waste disposal documents.
08-05-05 Waste Management Reports For residential, commercial and curbside waste. CY+2 GC 34090; 2 year minimum requirement State of CA Guidelines; 2 years plus the current year for tonnage reports.
08-06-00 STREETS
08-06-01 Equipment Permits Includes permits issued to the City for signals, street lights, elevators, alarms, etc.

AE+2 GC 34090; 2 year minimum requirement
State of CA Guidlines; Current year plus 2 years for
municipal facility rental / use permits

PUBLIC WORKS

5.3.a
Packet Pg. 83
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
08-06-02 Master Street Tree Plan P GC 34090; 2 year minimum requirement State of CA Guidelines; 2 years after master plan is
superseded.

Administrative Decision: Maintain permanently for
historical reference.
08-06-03 Street Light Repair Orders Includes maintenance records. AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current Year plus 2 years for maintenance projects.
08-06-04 Street Lights Include equipment installations and upgrades. LOS+2 GC 34090; 2 year minimum requirement CCP 337; 3 year statute of limitations
State of CA Guidelines; Life of system plus 2 years.
08-06-05 Street Lights Inventory P GC 34090; 2 year minimum requirement State of CA Guidelines; 2 years after superseded
08-06-06 Traffic Signals Includes maintenance records. AC+2 GC 34090; 2 year minimum requirement State of CA Guidelines; Current Year plus 2 years
08-07-00 VEHICLES & EQUIPMENT
08-07-01 Vehicles - Repair Requests LOV+4 GC 34090; 2 year minimum requirement CCP 343; 4 years for action
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.
08-07-02 Vehicles - Smog Inspection AA+2 GC 34090; 2 year minimum requirement.

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

Administrative Decision: Maintain for 2 years after
completion to follow State retention for the CARB permit. 08-08-00 WATER
08-08-01 Water Quality, Nitrates CY+12 40 CFR 141.91; 12 years after completion State of CA Guidelines; Current year plus 12
08-08-02 Water Testing AC+5 40 CFR 141.33; Maintain bacteriological water analysis for 5 years after completion
08-08-03 Water Wells CY+12 40 CFR 141.91; 12 years after completion State of CA Guidelines; Current year plus 12
08-08-04 Water, Groundwater Clean-up CY+12 40 CFR 141.91; 12 years after completion State of CA Guidelines; Current year plus 12

PUBLIC WORKS

5.3.a
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Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 09-01-00 ADMINISTRATION
09-01-01 Accident/Incident Reports - Departmental Level Accident/Incident Reports, Rescue Reports, Minor First Aid, and Near Miss reports.

AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
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
State of CA Guideline; 7 years after settlement or closure 09-01-02 Budget (working files) - Departmental Level Working budget notes, analysis reports, goals, salary allocation %, reports, goals and objectives, draft budgets.

CY+5 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit
Administrative Decision: Maintain for reference purposes for budgeting.
09-01-03 Client Event Folders Includes contact, pricing and insurance information for event.

CY+5 GC 34090; 2 year minimum requirement CCP 337.2;
Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
09-01-04 Daily Deposit Books AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for action State of California Guidelines; 4 years after annual financial audit
09-01-05 Equipment/Facility Asset Inventory Updated annually; Recreation and Facility Equipment not included in City's fixed asset listing.

AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after audit for park equipment inventories.
09-01-06 Inspection Records Aquatic inspection records. (play strucuture, slide, total aquatic management (facilities audit))
LOS+3 GC 34090; 2 year minimum requirement
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.
09-01-07 Maintenance Reports Aquatic Facility Log Books CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for management reports and logs.

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Parks and Community Services Department

5.3.a
Packet Pg. 85
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 09-01-08 Policies/Procedure, Departmental Retain current department policies/procedures as active and then retain outdated policies/procedures as inactive based on schedule.

S+5 GC 34090; 2 year minimum requirement
CCP 343; 4 years to commence action
State of CA Guidelines recommends retaining for 5 years after superseded.
09-01-09 Program and Facility Business Plans CY+10 GC 34090; 2 year minimum requirement retention State of CA Guidelines; 2 yrs after superseded for strategic
planning and master plans.

Administrative Decision: Maintain for historical
reference.
09-01-10 Receipt Books Includes receipts for Class sign-up and miscellaneous Recreation receipts.

CY+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of Limitations is 4 years
State of CA Guidelines; 4 years after audit
09-01-11 Special Events Permit Non- City sponsored events - Permits and general information. Transferred to Recreation Department,
where oversight now occurs. (i.e durejapuja, private
property events, etc)
CY+5 GC 34090; 2 year minimum requirement
State of CA Guidlines; Current year plus 2 years for
municipal facility rental / use permits
Administrative Decision: Maintain for reference
purposes.
09-01-12 Staff Meetings - Departmental Agendas, action notes, handouts. CY+2 GC 34090; 2 year minimum 09-01-13 Temporary Employee/Contractor/Volunteer Handbooks 1 copy kept for historical purposes S+10 GC 34090; 2 year minimum requirement State of CA Guidlines; 2 years after superseded for
employee handbooks
09-01-14 Warranties on Equipment LOS GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year
09-01-15 Vehicle-Equipment Accident Report Summary 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
State of CA; 7 years after closure for accident/incident reports
Parks and Community Services Department

5.3.a
Packet Pg. 86
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 09-01-16 Master Plans P GC 34090; 2 year minimum requirement retention State of CA Guidelines; 2 years after superseded for strategic planning and master plans.

Administrative Decision: Maintain permanently for
historical reference.
09-01-17 Community Organizations Includes Opinion Surveys. CY+5 GC 34090; 2 year minimum requirement State of CA Guidelines; 2 years after completion for
general studies and surveys
Administrative Decision : Maintain for reference
purposes.
09-01-18 Departmental Libraries Includes books, arts, gifts, donations, exhibits, theatre, music, special events, etc.

CY+2 GC 34090; 2 year minimum requirement
State of CA Guidelines; 2 years plus the current year.
09-02-00 CONTRACTS
09-02-01 Facility Rental/Use Agreements Contracts/Applications, insurance certificates for rentals AE+5 GC 34090; 2 year minimum requirement CCP 337.2 and 343; Statutes of limitations of 4 years
48 CFR 4.601; 5 years for procurements exceeding
$25,000
State of CA Guidelines; Termination / expiration of
agreement + 5 years
09-02-02 Insurance Certificates For class instructors, sports leagues, field user groups (not those kept by City Clerk/City Attorney's Offices)
CY+2 GC 34090; 2 year minimum requirement
State of CA Guidelines; Current year plus 2 years for
facility use permits and insurance binders
09-02-03 Partnership/Sponsorship Agreements AT+5 GC 34090; 2 year minimum requirement CCP 337.2 and 343; Statutes of limitations of 4 years
48 CFR 4.601; 5 years for procurements exceeding
$25,000
State of California Guidelines; Termination / expiration of agreement plus 5 years
09-02-04 Instructor Contracts/Agreements AT+5 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 years
Administrative Decision: Maintain for 5 years after the instructor separates from the City .

Parks and Community Services Department

5.3.a
Packet Pg. 87
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 09-03-00 MARKETING
09-03-01 Promotional Marketing Press releases, surveys, cable, newspaper, radio, message boards, flyers, presentations.

CY+7 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 7 years for external promotional marketing materials, no citation referenced
09-03-02 Brochures, Publications, Newsletters, Recreation Guides
Maintain one copy of program brochures for reference
and historical purposes
P GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years Administrative Decision: Maintain one copy of program
brochures for reference and historical purposes.
09-04-00
09-04-01 Active Temporary and Permanent Employees,
Contractors, and Volunteers - Departmental Supervisory
Drop Files
Supervisor's Personnel files are sent to Human
Resources after employee separates from the City.(PAF,
Review, Supervisory Notes, training files)
ACT 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; 2 years after termination or action State of California Guidelines; 3 years after termination for non-safety
employees; 5 years after termination for safety
employees.

Administrative Decision: Supervisor's personnel files are maintained while the employee is with the City, then
forwarded to HR.
09-04-02 Volunteers - Vol Hub (Software), hard copies of applications.

Accepted applications:

Denied/Non-hired applications:

AT+2
AC+2
GC 12946; 2 years after completion/position filled
09-04-03 Salary Surveys - Temp Staff CY+10 GC 34090; 2 year minimum requirement GC 12946; 2 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
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. Current salary schedules are Vital Records.

PERSONNEL FILES - DEPARTMENTAL
Parks and Community Services Department

5.3.a
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Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 09-04-04 Training Records, Volunteers & Staff Employee training logs, training materials, certifications, training tests. Includes documentation of required
employee certifications, driver training, lifeguard training, skill audits and other training for certificates and regular training.

AT+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.
09-04-05 TB Test - Contractors/Instructors AT+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain for 2 years after the instructor/consultant separates from the City.
09-06-00 PROGRAMS/SPECIAL PROJECTS
09-06-01 Cancellation Forms, Refund/Transfer Requests,
Request for Services, Account Adjustment Forms
AA+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action State of California Guidelines; 4 years after annual financial audit
09-06-02 Facility Audit Reports Performed by outside contractors P GC 34090; 2 year minimum requirement 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.

Administrative Decision: Maintain inspection records
permanently to support potential liability.
09-06-03 Lifeguard Audit Reports Performed by outside contractors AC+5 GC 34090; 2 year minimum requirement 29 CFR 1904.33; maintain OSHA reports for 5 years from
the end of the calendar year they relate to.

State of California Guidelines; 3 to 5 years after
completion of inspection
09-06-04 Historic Property Collections Documents Keep until de-accessed, Donation paperwork deaccessed+ 3 GC 34090; 2 year minimum requirement
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.
09-06-05 Plaques/Awards Does not go into storage; historical value. CY+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain plaques and awards
permanently for historical purposes.

Parks and Community Services Department

5.3.a
Packet Pg. 89
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 09-06-06 Program Files/Special Projects Staff programs files, Internal department documents including analysis reports, summaries, reviews or
evaluations, Grand openings, one-time Special Events
and Programs.

CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for schedules, classes and events
09-06-07 Public Art, Bills of Sale & Title to Artwork Historical value. P GC 34090; 2 year minimum requirement Administrative Decision: Maintain artwork purchase
records permanently for historical purposes and to reflect ownership.
09-06-08 Public Art, Maintenance Warranties LOS+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of the system plus 2 years for equipment and vehicles.
09-06-09 Registration Forms/Waivers, Participant Profiles 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.
09-06-10 Sign in/out, attendance Sheets Recreation programs/classes CY+2 GC 34090; 2 year minimum requirement 09-06-11 Senior Nutrition Program Registration Files on seniors who participate in the program. Annual forms include the name, address, phone number, birth
date, emergency contact information, nutritional
assessments, and other information on seniors.

AT+5 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.

Contra Costa County; Current year plus 5 years.

Administrative Decision: Maintain while applicant is
actively participating in programs plus 5 years.
09-06-12 Senior Nutrition Program Includes menus, sign-in sheets, County daily activity forms,monthly activity summaries, county reimbursement
forms, staff and volunteer program training materials, site inspections and other general program information.

CY+5 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for action 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; 2 years after completion Contra Costa County; Current year plus 5 years
Parks and Community Services Department

5.3.a
Packet Pg. 90
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 09-07-00 VEHICLES
09-07-01 Vehicle Maintenance Includes all maintenance records, smog certificates and Bureau of Automotive Repair documentation for Parks &
Recreation vehicles.

LOV+4 GC 34090; 2 year minimum requirement
CCP 343; 4 years for action
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.
09-07-02 Daily Vehicle Inspection Logs CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.
09-07-03 Driver Manifest Includes listings of drivers and who they drive for the day. CY+2 GC 34090; 2 year minimum requirement.

Parks and Community Services Department

5.3.a
Packet Pg. 91
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series Code Record Series Title Description Total
Retention © Citations & Reference
10-01-00 INFORMATION TECHNOLOGY
10-01-02 CRM (Citizen Request Management) CY + 2 Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-01-03 Electronic Communication (Email) Including electronic mail (email), text messaging, voicemail and any other electronic communication
services or devices currently used or that will be used in the future by the City.

Date of
Corresponda
nce + 30
months*
GC 34090.7; Duplicate records may be destroyed within the 2 year minimum requirement period
*Refer to the Electronic Communication Usage and Retention Policy
10-01-06 Inventory, Information Systems Hardware / Software Inventory Logs; systems manuals. ACT GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for hardware/software inventory logs and systems manuals
Administrative Decision: Maintain hardware and software inventories while they are active, due to the transitory nature of the materials.
10-01-07 Network Information Systems (LAN/WAN) Configuration maps and plans; always current ACT GC 34090; 2 year minimum requirement CCP 343; SOL of 4 years
State of California Guidelines; Current year plus 4 years for network configuration and diagrams
Administrative Decision: Maintain all technical network diagrams and configuration documents while they are active, due to the transitory nature of the materials.
10-01-08 Program Files and Directories Stored in an offsite co-location facility ACT Transitory Record; Databases are maintained while active
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

INFORMATION TECHNOLOGY

5.3.a
Packet Pg. 92
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 11-01-00 ENGINEERING ADMINISTRATION
11-01-01 Aerial Maps P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for maps and
plans.
11-01-02 Americans with Disabilities Act (ADA) Transition Plan Includes photographs, topographs, and other maps. P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for curb and sidewalk improvements
Administrative Decision: Maintain transition plans
permanently for compliance reference.
11-01-03 Budget - Departmental CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit for budget workpapers
11-01-04 Contracts / Agreements - Departmental Originals maintained in the City Clerk's/City Attorney's Office. Copies retained for reference purposes.

ACT GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
11-01-05 Engineering Development Fee Schedules CY+20 GC 34090; 2 year minimum requirement CCP 337.15; 10 years
State of California Guidelines; Maintain schedules for
CIPs for 10 years after completion
Administrative Decision: Maintain development fee
schedules for the current year plus 20 years for
reference purposes.
11-01-06 GHAD Engineer's Reports P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
11-01-07 GHAD Reserve Fund Study To determine fiscal stability in future years and development of engineer's report each year.

P GC 34090(a); Permanent for land and property records
CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
11-01-08 GIS Maps, Data Includes both the electronic GIS system and supporting information.

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

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

ENGINEERING

5.3.a
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Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 11-01-09 Grants / Grant Funding AFP+5 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any. 11-01-10 Incident Reports AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; Definitions
29 CFR 1904.2-7; OSHA recordkeeping
GC 910 - 913; 6 months to 1 year after event occurs.

St t f C lif i G id li 7 ft ttl t 11-01-11 Inspection Files Non Capital Improvement Projects* Capital Improvement Projects**
AC+10 P GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
11-01-12 Reports, Engineering Studies P GC 4003, 4004, Maintain CCP 337.15; 10 years
*State of California Guidelines; Permanent for CIP,
current year plus 10 years for non-CIP related
construction, current year plus 2 years
11-01-13 USA Locates General information AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year
11-01-14 Soils Reports P GC 34090(a); Permanent for land related docs.

State of California Guidelines; Permanent for soils
reports.
11-01-15 Surveying Includes monuments and records of survey P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for survey
maps
11-01-16 Task Letters Includes authorizations for consultants and/or contractors to perform contract work.

AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion for capital improvement projects
11-02-00 ASSESSMENT DISTRICTS
11-02-01 CFD Reports P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
11-02-02 Landscape & Lighting Engineer's Reports P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent

ENGINEERING

5.3.a
Packet Pg. 94
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 11-03-00 CAPITAL IMPROVEMENT PROJECTS
11-03-01 Bids, Rejected AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after closure of the bidding process for unsuccessful bids
11-03-02 Capital Improvement 5-year Program Final Report P GC 4003, 4004, Maintain CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
11-03-03 Plans / Specifications (Capital Improvement Projects) P GC 4003, 4004, Maintain CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
11-03-04 CIP Project Files (Capital Improvement Projects) *Contract documents, permits, submittals, inspection reports, stop notices, notices of completion, plans and specifications
**General information, correspondence, public relations, pre-bid activities,meeting notes, schedules, and financial information
***Certified payroll
CIP Construction Records including planning, design,
construction, conversion or modification of local
government- owned facilities, structures & systems;
environmental / CEQA reports and documents (ie.
streets, curbs, gutters, sidewalks, storm drains, etc.):CIP Engineering Project Records. Supporting documents
including appraisal reports, bidders lists, nonenvironmental reports, work orders, schedules, exhibits, construction staking documentation and correspondence.
*P
**AC+10
***AC+3
GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
***Certified Payroll should be kept securely and
destroyed 3 years after project completion/acceptance as per Labor Code.
11-03-05 Utility Coordination Projects 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.

ENGINEERING

5.3.a
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Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 11-04-00 DEVELOPMENT
11-04-01 DRC Plan Checks, Engineering CY+5 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum requirement retention
requirement.
11-04-02 Development Files (Alpha Files), Approved Includes correspondence, agreements, plans and maps. P GC 34090(a), Real property records, maintain CCP337, 337.1(a), 337.15; 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.
11-04-03 Development Files (Alpha Files Not Approved) CY+5 GC 34090; 2 year minimum requirement Administrative Decision: Maintain unapproved
development files for the current year plus 5 years since projects may be resurrected.
11-04-04 Improvement Plans P GC 4003, 4004, Maintain
CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
11-04-05 Parcel Maps, Final Community Development Files P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for maps and
plans.
11-04-06 Subdivisions / Parcel Maps / Final Maps P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for maps and
plans.
11-04-07 Plans / Drawings, Investigations / Initiatives Final P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for maps and
plans.
11-05-00 PERMITS & PROPERTY RELATED DOCUMENTS
11-05-01 City Easements, Recorded P GC 34090(a); Permanent for land and property related documents
11-05-02 City Easements, Historical & Supporting Docs P GC 34090; 2 year minimum requirement Administrative Decision: Maintain easement historical
and supporting documents permanently for reference
purposes.

ENGINEERING

5.3.a
Packet Pg. 96
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 11-05-03 Encroachment Permits, City Issued Construction 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.
11-05-04 Encroachments Permits, Non-City Issued Construction P GC 34090; 2 year minimum requirement CCP 337.15; 10 years
11-05-05 Lot Line Adjustments, Lot Mergers P GC 34090(a), Real property records, maintain 11-05-06 Permits, Site Development & Grading P GC 34090(a), Real property records, maintain CCP337, 337.1(a), 337.15; Statutes of limitations GC 4003, 4004; Maintain
H&S 19850; Life of Building, with exceptions. State of
California Guidelines; Permanent
11-05-07 Permits, Drainage Includes work performed for
drainage easements and drainage alterations
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.
11-05-08 Permits, Transportation AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after expiration 11-05-09 Regulatory Permit Approvals / Agreements P GC 4003, 4004, Maintain CCP 337.15; 10 years
State of California Guidelines; Permanent for capital
improvements
11-06-00 STORMWATER & FLOOD MANAGEMENT
11-06-01 Flood Insurance Study AC+10 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of report plus 2 years for flood control reports and studies
Administrative Decision: Maintain studies for 10 years 11-06-02 Flood Elevation Certificates P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for flood maps. 11-06-03 Flood Insurance Rate Maps P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent for flood maps.

ENGINEERING

5.3.a
Packet Pg. 97
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 11-06-04 Landslide Investigation / Projects GHAD P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
11-06-05 Storm Drain, Engineering Documents Inspection Reports, illict discharges, and investigations CY+5 40 CFR 122.41(j)(2); 5 years after test completion 40 CFR 503.17; 5 years after test completion State of
California Guidelines; Current year plus 5 years for
discharge monitoring
11-06-06 Storm Drain, Maintenance and Repairs AC+3 GC 34090; 2 year minimum requirement CCP 338 3 years
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-06-07 Stormwater Annual Reports AC+3 GC 34090; 2 year minimum requirement CCP 338 3 years
State of California Guidelines; Completion of report plus 2 years for flood control reports and studies
11-07-00 STREETS & TRAFFIC
11-07-01 Work Orders, Traffic P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for service requests for maintenance.

Administrative Decision: Maintain permanently in
electronic form due to the tracking software system.
11-07-02 Traffic, Speed Surveys AC+7 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey plus 2 years
Administrative Decision: Maintain surveys for 7 years
after completion for reference and trending purposes
11-07-03 Traffic Signals Operations / Maintenance AC+3 GC 34090; 2 year minimum requirement CCP 338; 3 years
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-07-04 Traffic Signals, Engineering Signal studies, warrants, analyses, etc. all outside of a project or permit, and done by a licensed engineer.

LOS+2 GC 34090; 2 year minimum requirement
CCP 337; 4 year statute of limitations
State of California Guidelines; Life of system plus 2
years.

ENGINEERING

5.3.a
Packet Pg. 98
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
11-07-05 Streets, Maintenance and Repairs AC+3 GC 34090; 2 year minimum requirement CCP 338 3 years
State of California Guidelines; 2 years plus the current year for maintenance and operations records.
11-07-06 Streets, Engineering Investigations Includes pavement design issues, drainage issues and sight distance evaluations.

AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project
completion for capital improvement projects
12-03-19 Street Master Plan S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after master plan is
superseded.

ENGINEERING

5.3.a
Packet Pg. 99
Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total Retention © Citations & Reference 12-01-00 PLANNING APPLICATIONS & PERMITS
12-01-01 Home Occupancy Permits LOB GC 34090(a); Real property records, maintain State of California Guidelines; Life of building
Administrative Decision: Maintain certificates of
occupancy for the life of the associated business, since the certificate depends upon the business operations.
12-01-02 Temporary Sign Permits AE+2 GC 34090(d); 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
12-01-03 Temporary Use Permits AE+2 GC 34090(d); 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
12-01-04 Tentative Maps Approved
Unapproved applications
P
AC+2
GC 34090(a); Permanent for land-related documents
GC 34090(d); 2 year minimum requirement
State of California Guidelines; Permanent for maps and
plans.
12-01-05 Planned Unit Development Approved
Unapproved applications
P
AC+2
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
GC 34090(d); 2 year minimum requirement
State of California Guidelines; Permanent
12-01-06 Tree Removal Permits AE+5 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Temporary Use Permits
Administrative Decision : Maintain for 5 years after
expiration for tracking purposes.
12-01-07 Variances / Non-Administrative Approved
Unapproved applications
P
AC+2
GC 34090a; Real property records, maintain Permanently
GC 34090(d); 2 year minimum requirement
CC 1351; definitions, community property
State of California Guidelines; Permanent
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

PLANNING SERVICES

5.3.a
Packet Pg. 100 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total Retention © Citations & Reference 12-01-08 Zoning Ordinance Amendments Approved
Unapproved applications
P
AC+2
GC 34090(e); maintain Permanently
State of California Guidelines; Permanent
GC 34090(d); 2 year minimum requirement
12-01-09 Zoning Clearances P GC 34090(e); maintain Permanently State of California Guidelines; Permanent for zoning
related projects
12-01-10 Zoning Surrounding Cities CY+5 GC 34090; 2-year minimum requirement Administrative Decision: Maintain for 5 years after
expiration for tracking purposes.
12-02-00 PLANNING SERVICES
12-02-01 Annexations Approved
Unapproved applications
P
AC+2
GC 34090(a); Permanent for land and property records.

GC 34090(d); 2 year minimum requirement
State of California Guidelines; Permanent
12-02-02 Architectural and Site Plan Reviews Approved
Unapproved applications
P
AC+2
GC 34090(a); Real property records, maintain
Permanently
GC 34090(d); 2 year minimum requirement
GC 4003, 4004; Maintain costs, records and plans H&S
19850; Building plans - Life of Building, with exceptions State of California Guidelines; Permanent
12-02-03 Conditional Use Permits Approved
Unapproved applications
P
AC+2
GC 34090a; Real property records, maintain Permanently
GC 34090(d); 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for forms and documents related to federal and state
agency permits
12-02-04 Covenants, Conditions & Restrictions (CC&Rs) 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 GC 34090; 2
year minimum requirement
Administrative Decision: Maintain CC&Rs permanently
for reference, since the City may not get updated
versions from the HOA.

PLANNING SERVICES

5.3.a
Packet Pg. 101 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total Retention © Citations & Reference 12-02-05 Environmental Impact Reports P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent recommendation for
environmental related documents.
12-02-06 General Plan Document, Elements, Maps, Background, Policy Recommendations
Historical value P GC 34090a; Real property records, maintain State of California Guidelines; Permanent
12-02-07 General Plan Amendments Approved
Unapproved applications
P GC 34090a; Real property records, maintain State of
California Guidelines; Permanent
12-02-08 Hillside Ordinance Historic value P GC 34090; 2 year minimum requirement Administrative Decision : Maintain expired documents
permanently for historical reference.
12-02-09 Land Use Update P GC 34090a; Real property records, maintain State of California Guidelines; Permanent
12-02-10 Community Facilities District (CFD) P GC 34090(a); Permanent for land and property records CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
12-02-11 Parcel Maps Approved
Unapproved applications
P
AC+2
GC 34090a; Real property records, maintain Permanently
CC 1351; definitions, community property
State of California Guidelines; Permanent
GC 34090(d); 2 year minimum requirement
12-02-12 Residential Planned Development Approved
Unapproved applications
P
AC+2
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
GC 34090(d); 2 year minimum requirement
12-02-13 Sign Ordinance Material Used for amendments to the municipal code. P GC 34090(e); maintain Permanently State of California Guidelines; Permanent
12-02-14 Sign Permits Approved
Unapproved applications
P
AC+2
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
GC 34090(d); 2 year minimum requirement

PLANNING SERVICES

5.3.a
Packet Pg. 102 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total Retention © Citations & Reference 12-02-15 Sign Copy Changes Approved
Unapproved applications
P
AC+2
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
GC 34090(d); 2 year minimum requirement
12-02-16 Special Studies AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for special project area studies
12-02-17 Subdivisions Approved
Unapproved applications
P
AC+2
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
GC 34090(d); 2 year minimum requirement

PLANNING SERVICES

5.3.a
Packet Pg. 103 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
February XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 13-01-00 BUILDING SERVICES
13-01-01 Blueprint Plans, Commercial P GC 34090a; Real property records, maintain permanently
H&S 19850; Life of Building, with exceptions
CC4100 & 6534; Common Interest Development
13-01-02 Blueprint Plans, Residential Prior to December 1998, retention time is 6 months. P GC 34090; 2 year minimum requirement H&S 19850; Building plans - Life of Building, with
exceptions
State of California Guidelines; 2 years after completion for blueprints and specifications submitted with
applications, yet states Permanent for plans associated with permits.

Administrative Decision: Permanent for public and
internal reference
13-01-03 Blueprint Plans, City Owed Properties P GC 34090a; Real property records, maintain permanently
H&S 19850; Life of Building, with exceptions
CC4100 & 6534; Common Interest Development
13-01-04 Building Permits & Applications - Commerical and Residential
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, Inspection Reports and
Cards with wet signatures, and other documents for
building projects.

Other administrative and supporting documentation for
approval.

P H&S 19850; Building plans - Life of Building, with
exceptions
CC4100 & 6534; Common Interest Development
State of California Guidelines; Permanent
13-01-05 Certificates of Compliance P GC 34090(a); Real property records, maintain Permanently
State of California Guidelines; Permanent
13-01-06 Code Books Building, Uniform Housing, Plumbing, Administrative, Mechanical, Abatement of Dangerous Buildings, Analysis
of Revisions
P GC 34090; 2 year minimum requirement State of
California Guidelines; Permanent
LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Building Services

5.3.a
Packet Pg. 104 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
February XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
13-01-07 Code Enforcement/Violations Includes warning letters, notice of correction, liens and other code enforcement information.

AC+2 GC 34090; 2 year minimum requirement State of
California Guidelines; 2 years after
correction/completion
13-01-08 Earthquake Records P GC 34090; 2 year minimum requirement Administrative Decision: Maintain permanently for
reference and historical purposes.
13-01-09 Permit Fees Paid Police, Fire, School Includes inspections and temporary use permits.

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
13-01-10 Inspection Records P GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion
Administrative Decision: Maintain daily inspection logs permanently to track progress of projects on a property. 13-01-11 Maps Address, Tract, GIS P GC 34090a; Real property records, maintain State of California Guidelines; Permanent
13-01-12 PG&E Logs Meter readings CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after audit
13-01-14 Structural Reports Includes structural reports for non-city buildings. City maintains reports related to the design of the structure.

P H&S 19850; Building plans - Life of Building, with
exceptions
CC4100 & 6534; Common Interest Development
State of California Guidelines; Permanent
13-01-15 Workers Compensation Certificates Contracts i.e., insurance certs CY GC 34090.7; Duplicates may be destroyed within the 2 year minimum requirement period.
13-01-16 Certificates of Occupany LOB+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of building Administrative
Decision: Maintain certificates of occupancy for the life of the associated business, since the certificate
depends upon the business operations.

Building Services

5.3.a
Packet Pg. 105 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 14-01-00 BELOW MARKET RATE HOUSING
14-01-01 Affordable Housing Projects Historic value. P 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
24 CFR 982.158(f); 3 years
24 CFR 982.158(e); 3 years after term of lease State of California Guidelines; Closure of loan plus 3 years
Administrative Decision: Maintain permanently for
historical reference.
14-01-02 Rental Agreements Includes affordable housing agreements. P 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
24 CFR 982.158(f); 3 years
24 CFR 982.158(e); 3 years after term of lease State of California Guidelines; Closure of loan plus 3 years
Administrative Decision: Maintain permanently for
historical reference.
14-01-03 Acquisition/Sales Includes all recorded documents. Historic value. P GC 34090; 2 years minimum 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 plus 10 years for acquisitions
14-01-04 Units, Owner-occupied Recorded Documents Includes Resale Restriction Agreements, Notices of Default, Release of Deed Restrictions
P GC 34090(a); Permanent for land and property related
documents
14-01-05 Units, Owner-occupied Working Files Includes correspondence and other working documents. AE+7 GC 34090; 2 year minimum requirement CCP 337; Statute of Limitations of 4 years
State of California Guidelines; Current year plus 2 years for code enforcement
Administrative Decision: Maintain working files for 7
years after expiration to support recorded documents.

LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

HOUSING

5.3.a
Packet Pg. 106 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 14-01-06 Units, Rentals P 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
24 CFR 982.158(f); 3 years
24 CFR 982.158(e); 3 years after term of lease
State of California Guidelines; Closure of loan plus 3
years
Administrative Decision: Maintain rental information
permanently to support the rental agreements.
14-01-07 Units, Tenant Information Letters, Payment Receipts of City/Agency Tenants. AT+7 GC 34090; 2 year minimum requirement CCP 337; Statute of Limitations of 4 years
State of California Guidelines; Current year plus 2 years for code enforcement, 4 years after audit for receipts
Administrative Decision: Maintain for 7 years after
expiration to support rental agreements
14-02-00 CDBG GRANTS
14-02-01 CDBG Administrative Files AFP+7 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any.

Administrative Decision: Maintain for 7 years after final payment to support the loan files.
14-02-02 CDBG Grantees AFP+7 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any.

Administrative Decision: Maintain for 7 years after final payment to support the loan files.
14-02-03 CDBG Loans P 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any.

Administrative Decision: Maintain permanently for
historical reference.

HOUSING

5.3.a
Packet Pg. 107 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 14-02-04 CDBG Rehabs AFP+5 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any. 14-02-05 CDBG Reimbursement/Banking Information AFP+7 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any.

Administrative Decision: Maintain for 7 years after final payment to support the loan files.
14-02-06 Charitable Contribution Program CY+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit
Administrative Decision: Maintain for the current year
plus 4 years to follow retention for Accounts Payable
Warrants.
14-03-00 REDEVELOPMENT AGENCY
14-03-01 Administrative Files CY+7* GC 34090; 2 year minimum requirement Administrative Decision: Maintain RDA correspondence
for the current year plus 7 years for retention
consistency.
*Review before destruction for potential historical content and reclassification as a permanent record .
14-03-02 Correspondence CY+7 GC 34090; 2 year minimum requirement Administrative Decision: Maintain RDA correspondence
for the current year plus 7 years for retention
consistency.
*Review before destruction for potential historical content and reclassification as a permanent record

HOUSING

5.3.a
Packet Pg. 108 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 14-03-03 Low/Mod Program Administration AFP+7 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants must be kept for 3 years after final expenditure report.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any.

Administrative Decision: Maintain for 7 years after final payment to support the loan files. Review before
destruction for potential historical content and
reclassification as a permanent record.
14-03-04 Rehabilitation Loans Working files. AFP+7 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants must be kept for 3 years after final expenditure report.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any.

Administrative Decision : Maintain for 7 years after final payment to support the loan files.Review before
destruction for potential historical content and
reclassification as a permanent record
14-03-05 Other Loans P 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
24 CFR 982.158(f); 3 years
24 CFR 982.158(e); 3 years after term of lease State of California Guidelines; Closure of loan plus 3 years
Administrative Decision: Maintain permanently for
historical reference.

HOUSING

5.3.a
Packet Pg. 109 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORD RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description TotalRetention © Citations & Reference 14-04-00 SENIOR HOUSING
14-04-01 Housing Projects Includes development and construction of senior housing.

P GC 34090; 2 year minimum requirement
CCP 337.15; SOL of 10 years for construction defect
actions
Administrative Decision: Maintain permanently for
historical reference.
14-04-02 Rehabilitation Projects Includes grants made to seniors. P 24 CFR 570.502(a)(7)(i)(A); Deeds/CDBG activities, 4 years after closure of loan
24 CFR 982.158(f); 3 years
State of California Guidelines; Closure of loan plus 3
years
Administrative Decision: Maintain permanently for
historical reference.
14-04-03 Trust Fund AE+7 * 24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years after closure of loan
29 CFR 97.42; grants must be kept for 3 years after final expenditure report.

State of California Guidelines; 5 years after grant closure. * State recommends referring to grant application closeout procedures, if any.

Administrative Decision: Maintain senior trust fund
documents for 7 years after final payment to support the grant files.

HOUSING

5.3.a
Packet Pg. 110 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

RECORDS RETENTION SCHEDULES
Approved: Resolution No. 2024-XXX
March XX, 2024
Series
Code Record Series Title Description Total
Retention © Citations & Reference
15-01-00 ADMINISTRATION
15-01-01 Permit Parking Includes established permit parking area, maps, staff reports. Permits held by PD.

AE+2 GC 34090; 2 year minimum requirement State of
California Guidelines; Closure plus 2 years for parking permits.
15-01-02 Residential Traffic Calming LOS+2 GC 34090; 2 year minimum requirement State of California Guidelines; Life of system plus 2 years 15-01-03 Safe Routes to School, Reports S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for truck and school bus routes.
15-01-04 Studies, Transportation Planning Includes parking, traffic and transit studies generated by Transportation Planning.

AC+2 GC 34090; 2 year minimum requirement State of
California Guidelines; Completion of survey plus 2 years 15-02-00 REGIONAL PLANNING
15-02-01 Southwest Area Transportation Committee (SWAT) Refer to CCTA Records Retention Policy 15-02-02 Transportation Demand Management Refer to CCTA Records Retention Policy 15-02-03 Tri-Valley Transportation Council (TVTC) Refer to TVTC Records Retention Policy 15-02-04 TRAFFIX Refer to TRAFFIX Records Retention Policy LEGEND: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, CW - Current Week, D/R - Do Not Retain, EY - Event Year, H - Historical, IND - Indefinite, LOB/LOV/LOI/LOS/LOR - Life of Board, Building, Business, Vehicle, Improvement, System or Registrant, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months

TRANSPORTATION

5.3.a
Packet Pg. 111 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and

CITY OF SAN RAMON

AUTHORIZATION TO DESTROY RECORDS
Department: Prepared By:

Date of RetenƟon Schedule Used: Inventory AƩached:

Record Series Title
Details
(Iron Mountain/Corodata Box #, or AddiƟonal InformaƟon) Dates of Record(s) RetenƟon Period
In accordance with the City’s Records Retention Policy, upon consent of the Department Head, approval of the City Attorney, and the City Clerk’s office, these original records may be destroyed. The records listed have been dispositioned in accordance with City policies and procedures in the method indicated above. Records with historic value or involved in litigation or pending audit may not be destroyed.

Signatures Authorizing Destruction

1. Department Head 2. City Attorney 3. City Clerk 4. Destroyed By Date: Date: Date: Date:

DisposiƟon of Imaged Records
☐ The record(s) listed on this form have been idenƟfied as eligible for conversion from hard copy to electronic copy. In accordance with Government Code §34090.5, once scanned, the hard copy may be destroyed and the electronic copy will be maintained as the original record unƟl the end of the record retenƟon cycle. Each record has been accurately, legibly and completely imaged into Laserfiche. The system does not allow for addiƟons, deleƟons or changes to the original. By checking this box I approve of the destrucƟon of the paper copy.

DestrucƟon of Records
☐ The original record(s) listed on this form have been completed the retenƟon cycle in accordance with the City's current RetenƟon Schedule and are eligible for destrucƟon. All listed record(s) (paper and/or imaged) have been reviewed and prepared for destrucƟon. By checking this box, I request approval for destrucƟon of the records (paper and imaged) listed below.

5.3.a
Packet Pg. 112 Attachment: Exhibit 1: Records and Information Management (RIM) Program (2024-031 : Records Retention Policy and Schedule)

CITY COUNCIL STAFF REPORT
DATE: March 12, 2024
TO: City Council/City Manager
FROM: Debbie Chamberlain, Community Development Director By: Amy Sekhon, Admistrative Coordinator
SUBJECT: RESOLUTION NO. 2024-032 - Authorizing the Mayor to Execute an Agreement with FCS International D.B.A First Carbon Solutions for OnCall Environmental Consulting and Staffing Services

EXECUTIVE SUMMARY
On April 19, 2023, the Community Development Department released a Request for Qualifications (RFQ) to establish a list of qualified consulting firms for “on-call” planning, economic, and building and safety and related consulting services to support the Department.

FCS International was among the qualified consulting firms to submit a proposal for environmental consulting and staffing services.

Staff is now looking to enter into a contract with FCS to streamline the contracting process future services that will be funded by the associated development applications. The project costs for future services will be associated with individual task orders to address specific project needs.

The contract budget will be set at not to exceed $100,000 for a term of 2 years, with an option for an additional 1-year extension.

RECOMMENDED ACTION
Staff recommends adoption of this Resolution authorizing the Mayor to execute an agreement with FCS International for on-call environmental consulting and staffing services.

BACKGROUND/DISCUSSION
On April 19, 2023, the Community Development Department released a Request for Qualifications to establish a list of qualified consulting firms for “on-call” planning, economic, and building and safety and related consulting services to support the Planning Division. Cities, such as San Ramon, typically qualify a list of consultants to provide technical support for processing various development applications, specific plans, preparation of environmental documents, transportation studies, economic-fiscal analyses, or building and safety related activities.

FCS International is currently on the approved consulting list, and the Planning Division would like to enter into an on-call agreement for environmental consulting and staffing services for

5.4 Packet Pg. 113
various projects. Under this process, staff will solicit a cost for services associated with the specific task order that are consistent with the overall contract. By having a contract in place, it will reduce the time associated with contract adoption and administration for new development proposals. The ability to quickly respond to development proposals has become increasingly important with the streamlining of housing projects under State Law and shortened review periods.

During Fiscal Year 2023-2024, the City has utilized FCS International for environmental consulting services in the amount of $65,890.00. For this agreement, the City would enter into an agreement not-to-exceed $100,000.00 for on-call environmental and staffing services for a term of 2 years, with an option for an additional 1-year extension. Give that the cumulative total of all contacts with FCS in the last 12 Month exceeds the $100,000 threshold, City Council authorization is required.

In addition, Staff will be looking to place a second Planning and Environmental consultant under contract to ensure service availability as needed.

FISCAL ANALYSIS
Planning Services has budgeted $200,000 for on-call consultants as part of the FY 23-24 budget intended to be split between two service providers. FCS will be the first consultant with a $100,000 budget for contract services under this program, with an additional consultant contract request to follow later this fiscal year. All expenses for the requested services under this contract will be offset by specific development fees paid by project applicants.

STEPS FOLLOWING APPROVAL
After adoption of this Resolution, staff will finalize the contract with FCS International for execution.

5.4 Packet Pg. 114
RESOLUTION NO. 2024-032

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON

AUTHORIZING THE MAYOR TO EXECUTE AN AGREEMENT WITH FCS
INTERNATIONAL D.B.A FIRST CARBON SOLUTIONS FOR ON-CALL

ENVIRONMENTAL CONSULTING AND STAFFING SERVICES
WHEREAS, on April 19, 2023 the City released a Request for Qualifications for on-call planning, economic, and building and safety and related consulting services to support the Community Development Department (Department); and
WHEREAS, FCS International submitted a proposal for a variety of services, including planning and environmental consulting, services to support the Planning Division functions; and WHEREAS, on June 12, 2023, the City of San Ramon Finance Committee approved the consultant list; and
WHEREAS, on January 18, 2024, at the request of the Planning Division, FCS International submitted a proposal for on-call planning and environmental work on an as-needed basis; and
WHEREAS, the scope of future project tasks will be in response to requests for Planning support associated with proposed development applications; and WHEREAS, the scoped of future project tasks and project administration will be fully funded by the applicants for new development; and
WHEREAS, the proposed contract will allow City Staff to initiate task orders for specific services to be provided under the Agreement with FCS, thereby reducing the need for individual contracts and delays in establishing new contracts for each potential project; and WHEREAS, the Agreement would be for a total cumulative amount for $100,000.00 for this work, with a term of two years with an option to renew the Agreement for one additional one year terms; and
WHEREAS, Planning services has budgeted up to $200,000 for on-call consultants as part of the FY 23-24 budget; and
WHEREAS, this proposed Agreement, along with other FCS contracts with in the past 12 months exceeds the $100,000 limit for staff approvals, thereby requiring City Council authorization for this contract under current purchasing policy.

NOW, THEREFORE, BE IT FURTHER RESOLVED, that the City Council of the City of San Ramon does hereby authorize the Mayor to execute an agreement with FCS

5.4 Packet Pg. 115
International D.B.A First Carbon Solutions for On-Call Environmental Consulting and Staffing Services.

PASSED, APPROVED, AND ADOPTED at the meeting of March 12, 2024, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
______________________
David E. Hudson, Mayor
ATTEST:
________________________
Christina Franco, City Clerk

5.4 Packet Pg. 116

CITY COUNCIL STAFF REPORT
DATE: March 12, 2024
TO: City Council/City Manager
FROM: Denton Carlson, Police Chief
By: Denton Carlson, Police Chief
SUBJECT: RESOLUTION NO. 2024-033 - Authorizing the Appropriation of $70,701 from the Vehicle Replacement Fund for the Purchase of a Ford F-150 Lightning Pro as a Replacement Patrol Vehicle for Fiscal Year 2023/24

RECOMMENDED ACTION
Staff recommends the City Council approve this Resolution, authorizing the appropriation of $70,701 from the Vehicle Replacement Fund for the purchase of a Ford F-150 Lightning as a replacement vehicle within the patrol division.

BACKGROUND/DISCUSSION
The City Purchasing Policy requires City Council approval when expenditures with a vendor exceed a cumulative total above $100,000. Several San Ramon Police Department patrol vehicles are scheduled to be replaced during the 2023/24 Fiscal Year. One replacement vehicle designated for purchase is a 2023 Ford F-150 Lightning Pro, which will be replacing a Chevrolet Tahoe. This specific electric vehicle is unique in that it is equipped with supplemental battery and charging capabilities and fleet-designed interior, allowing it to be utilized as a mobile launch platform for the San Ramon Police Department’s Drone as a First Responder (DFR) Program.

The vehicle will be part of the San Ramon Police Department’s patrol division and assist in the department’s ongoing efforts toward the prevention of organized retail theft.

FISCAL ANALYSIS
The total purchase price for this vehicle (including delivery fees, license fees, and sales tax) is $70,701, and the costs will be appropriated from the Vehicle Replacement Fund. The replacement of this vehicle is in keeping with the Vehicle Replacement Policy.

STEPS FOLLOWING APPROVAL
Staff will process a Purchase Order to Future Ford of Concord in the amount of $70,701 for the purchase of a Ford F-150 Lightning Pro.

5.5 Packet Pg. 117

ATTACHMENT
A: Quote from Future Ford of Concord
B: Window sticker of vehicle designated for purchase

5.5 Packet Pg. 118
RESOLUTION NO. 2024-033

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAMON AUTHORIZING THE APPROPRIATION OF $70,701 FROM THE VEHICLE REPLACEMENT FUND FOR THE PURCHASE OF A FORD F-150 LIGHTNING PRO AS A REPLACEMENT PATROL VEHICLE FOR FISCAL YEAR 2023/24 WHEREAS, the City of San Ramon is due to purchase several patrol vehicles for replacement, including one for unexpected replacement; and WHEREAS, the City Council approved 23/24 FY Police budget, which allocated funding for the purchase and replacement of vehicles; and WHEREAS, the vehicle designated for purchase is subject to standardized pricing at all Ford dealerships, which negates the necessity of a competitive bidding process, and restricts the ability to purchase this vehicle through any available government contracted pricing program; and
WHEREAS, this designated vehicle’s capabilities will allow it to be utilized as part of the San Ramon Police Department’s Drone as a First Responder (DFR) Program and the department’s ongoing efforts to combat organized retail theft.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Ramon does hereby authorize the expenditure of $70,701 to Future Ford in Concord for the purchase of a Ford F-150 Lightning Pro from the Vehicle Replacement Fund.

PASSED, APPROVED AND ADOPTED at the meeting of March 12, 2024, by the following votes:

AYES:

NOES:

ABSENT:

ABSTAIN:
________________________
David E. Hudson, Mayor
ATTEST:
_________________________
Christina Franco, City Clerk

5.5 Packet Pg. 119

CITY OF SAN RAMON
2023 FORD F-150 LIGHTNING PRO
VIN: 1FT6W1EV7PWG33007
STOCK #: F28687 -- MILES: 106
SALESPERSON: BERGER DETTLINGER
3/6/2024 3:38 PM
This presentation is designed to provide an example of various finance options that may be available. Incentive programs, Rebates, Rates, Terms and Payments are estimates, subject to change and are impacted by individual credit history and subject to credit approval and program verification. Specific details will be provided when an alternative or alternatives are selected.

Cash Deal Structure
Vehicle Price 64,890.00
Document Prep Fee 85.00
License / Title 31.00
Tire/Battery/VTR Fee 8.75
Elec Filing/Smog Fee 0.28
Sales Tax 5,685.31

Due On Delivery 70,700.34
Tax: 8.75% TAX 8.75 %

On Approved Credit. Payments are an estimate and may vary among lending institutions. The final terms of your loan or lease may differ depending on credit history and the actual terms of the financial institutions acceptance. Tax rules and amounts may vary based upon State or Locality. Vehicle Price is before Taxes and/or applicable fees. Tax Profile: 8.75% Tax © Copyright 2023 Guest Concepts, Inc. – All Rights Reserved

5.5.a
Packet Pg. 120 Attachment: A: Quote from Future Ford of Concord (2024-033 : Vehicle Purchase - Vehicle Replacement Fund) 03/06/2024
Fuel Economy and Environment
SmartphoneQR Code™
fueleconomy.gov
Calculate personalizedestimatesandcomparevehicles
Annual fuel cost
Fuel Economy& Greenhouse Gas Rating(tailpipe only) Smog Rating (tailpipe only) Youo
ver5years
compared to the
average new vehicle. 70 78 63 48 0 60 120 180 240 300

10.1 (240V) 320
Standard Pickup Trucks range from 12 to
70 MPGe. The best vehicle rates 132
MPGe. $3,000
$1,000
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This vehicle emits 0 grams CO per mile. The best emits 0 grams per mile (tailpipe only). Does not include emissions from generating electricity, learn more at fueleconomy.gov.

Actual results will vary for many reasons, including driving conditions and how you drive and maintain your vehicle. The average new vehicle gets 28 MPG and costs $8,000 to fuel over 5 years. Cost estimates are based on 15,000 miles per year at $.14 per kW-hr. MPGe is miles per gasoline gallon equivalent. Vehicle emissions are a significant cause of climate change and smog.

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VEHICLE DESCRIPTION
F-150 LIGHTNING PW G33007
2023 F-150 4X4 SUPERCREW EXTERIOR
145" WHEELBASE OXFORD WHITE

DUAL EMOTOR-EXTND RANGE BAT INTERIOR

SINGLE-SPEED TRANSMISSION MED DARK SLATE VINYL BUCKET
72A 023 7B
XX
LABL ADJ COV PRCS B10 RAMP BUMP
1FT6W1EV7PWG33007 F-150 MAIL
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210/424
Future Ford of Concord TOTAL MSRP 2285 Diamond Blvd.

Concord CA 94520
72A 023
RA84

SOLD TO RAMP ONE

SHIP TO (IF OTHER THAN SOLD TO) RAMP TWO

SHIP THROUGH
$64,890.00

FINAL ASSEMBLY PLANT

ROUGE ELECTRIC
METHOD OF TRANSP.

RAIL
ITEM #:
72-T410 O/T 2
B565 A 7BX X 370 000664 02 08 24

INCLUDED ON THIS VEHICLE
EQUIPMENT GROUP 110A ŸPRO SERIES

OPTIONAL EQUIPMENT/OTHER
.18" MACH BLACK HIGH GLOSS WHL
.ZERO EMISSIONS VEHICLE
DUAL EMOTOR-EXTND RANGE BATTRY 10,000.00
.275/65R18 BSW ALL-TERRAIN TIR
.ELECTRIC DRIVE E-LOCK RR AXLE
8550# GVWR PACKAGE

FRONT LICENSE PLATE BRACKET NO CHARGE
TOW TECHNOLOGY PACKAGE 1,950.00
.INTEGRATED TRAILER BRAKE CONT
PRO POWER ONBOARD - 9.6 KW 1,200.00
MAX TRAILER TOW PACKAGE 1,100.00

MIRROR MAN FOLD W/POWER GLASS

LED SIDE-MIRROR SPOTLIGHTS
ONBOARD SCALE/SMART HITCH RMVL - 650.00
360-DEGREE CAMERA PACKAGE
FORD CHARGE STATION PRO DELETE - 1,295.00
BEDLINER-TOUGHBED SPRAYIN*ACCY 595.00

PRICE INFORMATION
BASE PRICE $49,995.00
TOTAL OPTIONS/OTHER 12,900.00
____________
TOTAL VEHICLE & OPTIONS/OTHER 62,895.00
DESTINATION & DELIVERY 1,995.00
(MSRP)(MSRP)
23_frd_f15l_pro_scc5_oxwh.jpg

STANDARD EQUIPMENT INCLUDED AT NO EXTRA CHARGE
EXTERIOR Ÿ DAYTIME RUNNING LAMPS Ÿ FULLY BOXED STEEL FRAME Ÿ HEADLAMPS - AUTO HIGH BEAM Ÿ HEADLAMPS - AUTOLAMP (ON/OFF) Ÿ LARGE FRONT TRUNK AREA Ÿ LED PROJECTOR W/ DYNAMIC BENDING HEADLAMPS Ÿ LOCKING REMOVABLE TAILGATE
WITH TAILGATE ASSIST Ÿ PICKUP BOX TIE DOWN HOOKS Ÿ POWER UP/DOWN FRONT HOOD Ÿ REAR PRIVACY GLASS Ÿ TRAILER SWAY CONTROL INTERIOR Ÿ 12" PRODUCTIVITY SCREEN Ÿ 1TOUCH UP/DOWN DR/PASS WIN Ÿ 60/40 FOLD-UP REAR BENCH Ÿ A/C W/DUAL CLIMATE CONTROL Ÿ AUTO-DIM REARVIEW MIRROR Ÿ DOOR LOCKS - POWER Ÿ DUAL VISOR VANITY MIRRORS Ÿ FRONT ROW HEATED SEATS Ÿ MESSAGE CTR: OUTSIDE TEMP, COMPASS, TRIP COMPUTER Ÿ POWERPOINT - 2 120V Ÿ TILT/TELESCOPE STR COLUMN FUNCTIONAL Ÿ AUTO HOLD Ÿ BLIS W/CROSS-TRAFFIC ALERT Ÿ CLASS IV TRAILER HITCH Ÿ COIL SPRINGS FRONT & REAR Ÿ FORDPASS CONNECT™ 4G HOTSPOT TELEMATICS MODEM Ÿ LANE-KEEPING SYSTEM Ÿ POST-COLLISION BRAKING Ÿ PRE-COLLISION ASSIST W/AEB Ÿ REAR ELOCKING AXLE Ÿ REVERSE BRAKE ASSIST Ÿ REVERSE SENSING AND REAR VIEW CAMERA Ÿ SELECTABLE DRIVE MODES Ÿ SYNC®4 W/EVR & 12" SCREEN SAFETY/SECURITY Ÿ ADVANCETRAC™ WITH RSC® Ÿ AIRBAGS - FRONT SEAT MOUNTED SIDE IMPACT Ÿ AIRBAGS - SAFETY CANOPY® Ÿ LED CTR HIGH MNT STOP LAMP Ÿ PERIMETER ALARM Ÿ SOS POST-CRASH ALERT SYS™ WARRANTY Ÿ 3YR/36,000 BUMPER / BUMPER Ÿ 5YR/60,000 POWERTRAIN Ÿ 5YR/60,000 ROADSIDE ASSIST Ÿ 5YR/60,000 SAFETY RESTRAINT SYS Ÿ 8YR/100,000 ELECTRIC

VEHICLE COMPONENTS

5.5.b
Packet Pg. 121 Attachment: B: Window sticker of vehicle designated for purchase (2024-033 : Vehicle Purchase - Vehicle Replacement Fund)