Resolution 12-7965 — City Council and Authorities Concurrent, June 24, 2025

RESOLUTION NO. 12-7965

A RESOLUTION OF THE CITY OF SANTA CLARA,
CALIFORNIA, SUPERSEDING RESOLUTION NO. 08-7576

AND ADOPTING REVISED RECO S RETENTION

SCHEDULES FOR CITY RECO S
BE IT RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

WHEREAS, state and federal law require cities to maintain and preserve certain documents for various periods of time; and
WHEREAS, the City of Santa Clara currently has a Records Retention Schedule that identifies various types of documents and the period of time that they must be maintained by the City ("Records Retention Schedule"); and
WHEREAS, the City last updated its Records Retention Schedule in 2008 by Resolution No. 08-7576; and
WHEREAS, the City has now updated its Records Retention Schedule for each City department and for documents that apply City-wide to reflect and comply with changes in records retention laws; and
WHEREAS, the City now desires to approve and adopt these updated Records Retention Schedules for the orderly and lawful maintenance of its record-keeping system.

NOW THEREFORE, BE IT FURTHER RESOLVED BY THE CITY OF SANTA CLARA AS FOLLOWS:

1. That the updated Records Retention Schedules for all City departments and for documents that apply City-wide, attached hereto and incorporated herein as Exhibit A, be approved and adopted, effective immediately.
///
Resolution/Records Retention Schedules Page 1 of 2
Rev. 03-09-10; Typed: 08-13-12

ROD DIRIDON,
ary, CLERK?

CITY OF SANTA CLARA

2. Constitutionality, severability. If any section, subsection, sentence, clause, phrase, or word of this resolution is for any reason held by a court of competent jurisdiction to be unconstitutional or invalid for any reason, such decision shall not affect the validity of the remaining portions of the resolution. The City of Santa Clara, California, hereby declares that it would have passed this resolution and each section, subsection, sentence, clause, phrase, and word thereof, irrespective of the fact that any one or more section(s), subsection(s), sentence(s), clause(s), phrase(s), or word(s) be declared invalid.

3. Effective date. This resolution shall become effective immediately.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE COPY OF A RESOLUTION

PASSED AND ADOPTED BY THE CITY OF SANTA CLARA, CALIFORNIA, AT A REGULAR MEETING THEREOF HELD ON THE 28 th DAY OF AUGUST, 2012, BY THE FOLLOWING VOTE:

AYES: COUNCILORS: Gillmor, Kennedy, Kolstad, Mahan, McLeod and Moore and Mayor Matthews
NOES: COUNCILORS: None
ABSENT: COUNCILORS: None
ABSTAINED: COUNCILORS: None
ATTEST:

Attachments incorporated by reference:

Records retention schedules
Resolution/Records Retention Schedules Page 2 of 2
Rev. 03-09-10; Typed: 08-13-12
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 SANTA CLARA, CA.

CW-No. Office of Record Type Records Description Retention / Dispositiontion Comments / Reference (OFR) Active
(in office)
Inactive .o.tit.(Records - • - • - .• • •
::Retention :•Center)
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-001 Lead Dept. Correspondence Accident, Incident, Injury reports: PUBLIC or EMPLOYEES 2 years ' ears Send Significant Events to City Attorney; GC §34090
CW-002
Admin.

Services!
Finance I
Accounting
Correspondence
Accounts Payable, Invoices, Petty Cash,
Warrant Requests, Purchase Card Statements,
etc.
(copies)
If ALL backup is forwarded to Finance
Administrative Hearings / Appeals (copies)
2 years
2 years
.OrS.
.years
All originals go to Finance (these are copies);
GC §34090.7
All originals go to City Clerk (these are copies);
GCGC §34090.7CW-003 City Clerk Correspondence
CW-004 City Clerk Correspondence Agenda Packets! Staff Reports: City Council, Redevelopment & SOSA (copies) 2 years .r.- :.: GC §34090.7 CW-005 City Clerk Correspondence
Agreements & Contracts, Leases, MOUs, etc. -
Includes all contractual obligations (copies)
(Specifications / Scope of Work Service
Agreements, Notices of Completion, Insurance
etc.)
2 years ...........
.
.y.ew-•$ :::

All agreements, service agreements, and
contracts are sent to the City Clerk; GC
§34090.7
CW-006 Lead Dept. Agreements
Agreements & Contracts: ADMINISTRATIVE
Completion 5 years
.

Q:0.100014• • • • • - • •••• ••. • •
5y • •
Department preference; Statute of Limitations:

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 SANTA CLARA, CA.

CW-No. Office of Record Type Records Descriptionption Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive : ........ ota..(Records ....i.iii•oh.

Center) •-•:------:.:::

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-007 Lead Dept. Agreements
Agreements & Contracts; ADMINISTRATIVE
Completion
5 years or
After
Fund
A
ing
gency
A udit, if
required ,
whichever
is longer
. .. .
:.dififyi:00iiiii:•:-...• • • - •••:•-•-•:At st .o...c.it After •...•.....
tirtdiri-• • •
•Agency
00 ::
..:.:re4iiii:••••••••••••.••••••••••••• •
:Vittlito.elibi-.1S:•-•:• •••• •••••• • :.: • •
-]:16d* .— ...

Some grant funding agencies require audits;
Published Audit Standards=4-7 years; Statute
of Limitations: Contracts & Spec s=4 years,
Wrongful Death=comp. + 5 years, Errors &
Omissions is 10 years; Developers=comp. + 10
years; Statewide guidelines propose termination
+ 5 years; CCP §§336(a), 337 et. seq., 21 CFR
1403.36 & 1403.42(b); 24 CFR 85.42(b),

91.105(h), 92.505, & 570.502(b), 28 CFR 66.42;
29 CFR 97.42(b); 40 CFR 31.42; 44 CFR 13.42;
45 CFR 92.42; OMB Circular A-133GC §34090
FILES - WITH grant funding
(Correspondence, Project Administration, Project
Schedules, Invoices, Logs, etc.)
CW-008 Lead Dept. Correspondence
Agreements & Contracts: UNSUCCESSFUL BIDS
2 years .ears
The RFP / RFQ and the successful proposal
becomes part of the agreement or contract (City
Clerk is OFR); GC §34090
or RESPONSES to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications) that don't
result in a contract
CW-009
Admin.

Services!
Finance!
Accounting
Correspondence
Audits / Audit Reports / CAFR - Comprehensive
Annual Financial Reports
(copies)
2 years ears GC §34090.7
CW-010 Lead Dept. CorrespondenceAwards 2 years 2 years City preference; GC §34090 CW-011 Bids: See Agreements & Contracts
CW-012 Lead Dept. Correspondence
Board, Commissions and Committees: AUDIO
Recordings / Audio Tapes or Audio DVDs
Except Planning Commission, ARC & HLC - see Planning
& Inspection's schedule
2 years City preference; State law only requires for 30 days; GC §54953.5(b)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 SANTA CLARA, CA.

CW-No. Office of Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive .......total•:.:.(Records ete:ntion.:.Center) - •••••••••• • • Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or corn letion .

CW-013 Lead Dept. Reference
Board, Commissions and Committees: Recordings
/ Tapes of City Council Meetings - VIDEO
Recordings / Video Tapes or Video DVDs
P
. . . ...... . .,
P City preference; GC §34090.7
CW-014 Lead Dept. Correspondence
Board, Commissions, & Committees:

Formed by CITY COUNCIL

AGENDAS, AGENDA PACKETS
2 years .......PP!"; - • •.:.:.:

Brown Act challenges must be filed within 30 or
90 days of action; GC §§34090, 54960.1(c)(1)
CW-015 City Clerk Correspondence
Board, Commissions, & Committees:

Formed by CITY COUNCIL

MINUTES & BYLAWS
2 years
(Forward
Originals to
City Clerk)
2:.Yeeii::.-.-.-:-:-.-...:.:...:.(Farward.-:-':.•.:..:.:::...:..-:-..:.:.cprIgIrt010:• ....ifi:0!)::i
Notes taken to facilitate the writing of the.minutes can be destroyed after minutes have heen adopted; GC §34090-
CW-016 Lead Dept. Reference
Board, Commissions, & Committees:

Formed by CITY COUNCIL

MINUTES NOT GOING TO COUNCIL
P P City preference; GC §34090
CW-017 Lead Dept. Correspondence
Board, Commissions, & Committees: City Council
Subcommittees
(Composed solely of less than a quorum of the City
Council)
2 years ears All recommendations are presented to the City Council; GC §34090 et seq.

CW-018 Lead Dept. Non Record
Board, Commissions, & Committees: External
Organizations
(e .g. County Board of Supervisors)
None None Non records
CW-019 Brochures: See Reference Manuals
CW-020 City Clerk CorrespondenceBudgets - Finals (copies) 2 years 2 years Final must be filed with County Auditor; GC §34090.7, 40802, 53901
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 SANTA CLARA, CA.

CW-No. Office of Record Type Records Description Retention / Dispositionon Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-021 Automotive
Services
Temporary
Holding Carpool Logs
Send to
Auto upon
completion
of form
$0.1010.tic;.• • ......
:::upbn-:•::::::... .. ...•.•
4'0)0000Of. ....
form.

GC §34090.7
CW-022 Finance Dept.Correspondence
Cash Receipts Detail / Petty Cash Reports /
Backup / Accounts Receivable Detail / Refund
Detail / Deposit Backup
2 years .eo*.•
Department preference (not all detail is sent to
Finance); GC §34090
CW-023 City ManagerCorrespondenceCity Council Assignments (copies of response)2 years 2 years• GC §34090 CW-024 City ManagerCorrespondenceCity Manager Assignments (copies of response)2 years .. ... .2:years GC §34090 CW-025 City Manager Temporary
Holding City Manager Directives Until
Superseded
Until• • • • • •
..00. 1 ..e.d:. .........

GC §34090.7
CW-026 City AttorneyCorrespondenceClaims & Litigation
(copies)
2 years
(Upon
Settlement)
2 years
.. ..po .
saWriik
City Attorney is OFR for lawsuits; Risk
Management administrates claim; GC
§§34090.7, 34090.6
CW-027 Lead Dept. Correspondence
Committees Internal - Attended by employees:

All Records
(e.g. Records Management Committee, In House
Task Forces, etc.)
2 years 2 years GC §34090
CW-028
Lead
(Responding)
Dept.

CorrespondenceComplaints / Concerns from Citizens (operational) 2 years 2 years City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years; Claims
must be filed in 6 months; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6, GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 SANTA CLARA, CA.

CW-No. Office of Record Type Records Description Retentionon / Disposition Comments / Reference (OFR) Active
(in office)
Inactive : ..o,0(Records .- e eiiiiph.:.Center) : • ••••••:.....:-• Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-029
L ead
(Responding)
Dept.

CorrespondenceComplaints / Concerns from Citizens Computer Tracking Software (Comcate) 2 years .....2 years • •:•:.

City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years; Claims
must be filed in 6 months; CCP §§338 et seq.,
340 et seq., 342, GC §§945.6, GC §34090
CW-030 Lead Dept. Contracts
Contracts: ADMINISTRATIVE FILES - NOT
Completion 10 years .ri.Oetibri:.4• • - ..• • • • •.•: •year • Department preference; Statute of Limitations:

Contracts & Spec s=4 years, Wrongful
Death=Comp. + 5 years, Developers=Comp. +
10 years; E&O =Comp + 10 years; Published
Audit Standards=4-7 years; Statewide
guidelines propose termination + 5 years; CCP
§337 et. seq., GC §34090
funded by a grant
(Correspondence, Project Administration, Project
Schedules, Certified Payrolls, Invoices, Logs, etc.)
CW-031 Contracts: See Agreements
CW-032
Dept. that
Authors
Document
or
Receives the
City's Original
Document
Correspondence
Correspondence - ROUTINE
(e .g. Administrative, Chronological, General Files,
Letters, Memorandums, Miscellaneous Reports,
Press Releases, Media, Public Releases, Public
Records Requests, Reading File, Working Files,
Received and Referred to other Departments,
Calendars, duplicates of any record, Fax Logs, etc.)
2 years 2 'Or GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 SANTA CLARA, CA.

CW-No. Office of Record Type Records Description Retention / Dispositionsposition Comments / Reference (OFR) Active
(in office)
Inactive :::::::::.:.:.:.::::::::Inactive .
•(Records •:• • • - .. • • • .

Center) Oehtkiii:::

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

OW 033
Dept that
Authors
Document
or
Receives the
City's Original
Document
Non Record
Correspondence - TRANSITORY! PRELIMINARY
DRAFTS, Interagency and Intraagency Memoranda
not retained in the ordinary course of business
(e .g. calendars, checklists, e-mail that does not
have a material impact on the conduct of business,
invitations, instant messaging, logs, mailing lists,
meeting room registrations, photographs, supply
inventories, transmittal letters, thank yous, requests
from other cities, undeliverable envelopes, visitors
logs, voice mails, etc.)
None None
Preliminary versions of a written document,
such as a staff report or unsigned letter that is
ready for revision or correction and not a final
document of record. It also includes mail / e-
mail that does not contain substantive
information concerning City policies, decision
making, proceedings, projects, contractors, or
practices; and does not relate to threatened or
active litigation.

As long as the drafts and notes are not retained
in the "Regular Course of Business". Consult
the City Attorney to determine if a record is
considered a draft GC §34090, GC §6252
6254(a)
CW-034 City Clerk Correspondence Deeds, Easements, Final Orders of Condemnations (All) (copies) 2 years ears Send all originals to the City Clerk; GC §34090.7
CW-035 City Auditor Correspondence
Department Activity Reports / Performance
Benchmark Reports / Performance Measurement
Reports / Monthly Activity Reports (copies)
2 years .ears Send all originals to the City Clerk, who compiles the reports GC §34090.7
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

CW-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive :::::Total:::(Records: :RetentionCenter)
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, corn. laints audits and/or investigations sus •end normal retention • eriods retention resumes after settlement or com.letion Preliminary versions of a written document,
such as a staff report or unsigned letter that is
ready for revision or correction and not a final
document of record. It also includes mail / e-
mail that does not contain substantive
information concerning City policies, decision-
making, proceedings, projects, contractors, or
practices; and does not relate to threatened or
active litigation.

As long as the drafts and notes are not retained
in the "Regular Course of Business". Consult
the City Attorney to determine if a record is
considered a draft. GC §34090, GC §6252
6254(a)
CW-036 Lead Dept. Non-Record Drafts / Notes / Preliminary Drafts: Drafts that are revised (retain final version) None on
CW-037 Lead Dept. Reference Drawings/Plans/Maps/As-Built (Recorded) Dept. that
Authors Retention swoop:::

CW-038
Document
or
Receives the
Temporary
Holding E-mail
Based Upon
the Content
of the
F.10.:POi#0t.

City's Original Record
Document
CW-039 Lead Dept. 2 years .e6rs.•.•.•.•.•
CW-040 Lead Dept. Correspondence Forms (Blank) Superseded + 2 years
GC §34090(a)(d)
E-mails that contain information relating to the
conduct of the public's business are saved
outside the e-mail system by printing them out
and placing them in a file folder, or saving them
electronically; If not mentioned here, consult the
City Attorney to determine if a record is
considered transitory / preliminary drafts. GC
§34090, GC §6252
GC §34090
GC §34090
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 SANTA CLARA, CA.

CW-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive ota(Records ••••••••••••
eterititin:•:Center) • • • • • • • - - •
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-041 Lead Dept. Source GIS Database / Data / Layers (both City-wide and Specialized) Indefinite . .riciafi0e.• •
The Lead Department should print out historical
documents (or save source data) prior to
replacing the data if they require the data or
output for historical purposes; Department
Preference (Preliminary documents); GC
§34090 et seq.

CW-042 Lead Dept. Correspondence Grants (UNSUCCESSFUL Applications, Correspondence) 2 years :ears. GC §34090
CW-043 Lead Dept. Report
Grants / Reimbursable Claims / Subventions
(SUCCESSFUL Reports, other records required to
pass the funding agency's audit, if required)
Applications (successful), program rules, regulations & procedures, reports to grant funding agencies,
correspondence, audit records, completion records
2 years
After
Funding
Agency
Audit if,
Required -
5 years
After
Funding• • • • ....
•-•:•••••:•:..-.goncy:••••••••:••••,..•:ft;•:tf•AUd:.:-:.:.:::.:.:.'.: required:.::-:•..•:•:•:•:•:-years Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report or final payment of grantee
or subgrantee; statewide guidelines propose 4
years; 7 CFR 3016.42; 21 CFR 1403.36 &
1403.42(b); 24 CFR 85.42(b), 91.105(h),

92.505, & 570.502(b), 28 CFR 66.42; 29 CFR

97.42(b) ; 40 CFR 31.42; 44 CFR 13.42; 45
CFR 92.42; OMB Circular A-133; GC §34090
CW-044 Human
Resources Correspondence Grievances and Informal Complaints (Employees) (copies) 2 years ear
Send all grievances to Human Resources; All
State and Federal laws require retention until
final disposition of formal complaint; State
requires 2 years after action is taken; GC
§§12946, 34090 et seq.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 SANTA CLARA, CA.

CW-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive To(Records .efaiiiiOii::•Center) •••• • • • • • • • • • Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CW-045
Finance
(IDS/Ebix-
BPO)
Non Record
Insurance Certificates for Agreements, Contracts,
Leases and Enchroachment Permits
Insurance Certificates maintained by IDS/Ebix-BPO
should not be received by the City (or any department).

The City Clerk's Office may assist departments with the redirecting of insurance certificates to IDS/Ebix-BPO.

None None
Send to City Clerk's Office for the removal of
the citys address and to redirect to IDS/Ebix-
BPO
CW-046 Lead Dept. Temporary
Holding
Insurance Certificates NOT maintained by IDS/Ebix-
BPO
Filed with
pertinent file
with.. • • ••:1;Cerker1t:file.....................•.•.•.•...

Tracked with pertinent file.

CW-047 City Clerk CorrespondenceMinutes - City Council (copies) 2 years Originals maintained by City Clerk Permanently; GC §34090.7
CW-048 City Clerk CorrespondenceMunicipal Code (including inserts) (copies) None
Return any whole unused codes to the City
Clerk; Originals maintained by City Clerk
Permanently; GC §34090
CW-049 City Clerk Non-Record Newspaper Clippings
(copies) None one Non records - may be obtained from the newspaper company; GC §34090
CW-050 Lead Dept. CorrespondenceNotices: Public Hearing Notices Posted and Proofs of Publications, Public Notices 2 years :ears:

Statute of Limitations on Municipal Government
actions is 3 - 6 months; CCP§337 et seq; GC
§34090
CW-051 City Clerk CorrespondenceOrdinances - City Council (copies) 2 years . :eerS :

Originals maintained by City Clerk Permanently;
GC §34090
CW-052 Human
Resources
Temporary
Holding
Personnel Files
(When an employee transfers to a different
department, the file should go to the new
department)
Upon
Separation,
Send to
Human
Resources
o . ..: : : : ..........
::50W:e8ari;•:
•.:•:Serid:.6•:•:•:• • .....• • .

Unierr•:.....•..:.....:•::ReStOtirceS
Ensure records kept in Department files comply
with City policy (all originals are sent to Human
Resources); GC §34090.7
CW-053 Lead Dept. CorrespondencePersonnel Files (Supervisor's Notes) 2 years earS Notes maintained in a separate folder to be
incorporated into performance evaluation, or to
document progressive discipline; GC §34090 et
seq.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 SANTA CLARA, CA.

CW-No. Office of
Record Record Type Records Description onRetention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive .Ti6W...(Records • • • • • ..

OeiWO.:Center)
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion.

CW-054 Lead Dept. CorrespondencePersonnel Work Schedules 2 years 2 years GC §34090 CW-055 Lead Dept. Citizen Petition
Petitions (Examples: parking requests, traffic
calming requests, etc.).

NOT Election Related Petitions - for Initiative,
Recall or Referendum petitions, see the City Clerk
schedule
1 year Not related to elections; Law requires 1 year for petitions; GC §50115
OW 056 Lead Dept. CorrespondencePublic Records Act Requests 2 years 2 years : GC §34090 OW 057 Lead Dept. CorrespondencePublic Relations / Press Releases 2 years 2 Y68rs:::GC §34090 OW-058 Finance /
Purchasing Correspondence
Purchase Orders, Procurement & Contracting
Records (RFPs, Specifications, Contracts,
Amendments, Successful Bids, Notice of Award,
RFQs, etc.) (copies)
2 years :.y.6.6i* GC §34090.7
OW-059
Lead Dept.
(Who Ordered
the Appraisal)
CorrespondenceReal Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years ears Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h)
OW 060
Lead Dept
(Who Ordered
the Appraisal)
Report Real Estate Appraisal Reports: Purchased
Property, Funded Loans 2 years 3 years 5 years
Not accessible to the public until purchase has
been completed; meets grant auditing
requirements; 24 CFR 85.42(b), 24 CFR

91.105(h), 24 CFR 97.42(b), 24 CFR
570.502(b); 29 CFR 97.42, GC §34090
OW-061 City Clerk CorrespondenceRecords Destruction Lists / Certificate of Records Destruction (copies) 2 years years• GC §34090.7
OW 062 Lead Dept. Routine
Recruitment and Testing File (As Needed
Employees Only)
(Includes Applications for Unsuccessful Applicants,
Advertisements, Job Brochures, Test Data etc.)
4 years 4.:years::
..... • • •
:'
Department preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires 2 -
3 years; 29 CFR 1602 et seq & 1627.3(a)(5)
and (6), 2 OCR 7287.0(c)(2), 8 OCR
§11040.7(c), GC §§12946, 34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

CW-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive ota(Records etenti onCenter)
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, etc.: Produced by
CW-063 Lead Dept. Non-Record OTHER DEPARTMENTS OR OUTSIDE None Non-Records ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
CW-064 Lead Dept. Correspondence
Reference Materials: Policies, Procedures,
Brochures, Flyers, Manuals, etc.: Produced by
YOUR Department
Superseded
+ 2 years
sedèdStatewide guidelines propose superseded + 2
or 5 years; GC §34090
CW-065 Lead Dept. Reference Reports and Studies (Historically significant - e.g., Zoning Studies) 10 years Administratively and Historically significant, therefore retained permanently; GC §34090
CW-066 Lead Dept. Report Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 5 years years Information is outdated after 10 years;
statewide guidelines propose 2 years; If
historically significant, retain permanently; GC
§34090
CW-067 City Clerk CorrespondenceResolutions - City Council (copies) 2 years years Originals maintained by City Clerk Permanently; GC §34090.7
CW-068 Lead Dept. Report Safety: OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years
Calif. Labor Division is required to keep their
records 7 years; OSHA requires 5 years; State
law requires 2 years; 8 CCR §3203(b)(1), GC
§34090; LC §6429c
CW-069 Lead Dept. 2 years .010 GC §34090
CW-070 Lead Dept. City preference; GC §34090
Transitory records not retained in the ordinary
CW-071 Lead Dept. Non-Record Speaker Cards (submitted at public meetings) None course of business (used to accurately produce minutes); GC §§34090 et seq., 6254(a)
CW-072 Lead Dept. CorrespondenceSpecial Event Permits Expiration + 2 years GC §34090
CW-073 Lead Dept. Subject Special Projects / Subject Files / Issue Files 5 years .0ors. Department Preference; GC §34090 et seq.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
Page CW-12
SANTA CLARA, CA.

CW-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive TOtal(Records - - • • - - - -
eteiftibh--Center) • - • • • • -- •
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) CW-074 Lead Dept. CorrespondenceSubpoenas 2 years GC §34090 OW 075 Lead Dept. Correspondence
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory record,
and can be destroyed as drafts
2 years 2 years GC §34090
OW 076 Tapes: See Board & Commissions
OW-077 Lead Dept. Timekeeping
Timekeeping:

Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards (Including Leave Slips & Vacation
Requests Forms)
4 years City Preference for FLSA; Originals maintained
by Payroll; GC §34090.7
OW 078 Lead Dept. Training
Training - ALL COURSE RECORDS
2 years 5 years 7 years
Department Preference; OSHA requires 5 years
for safety records; Statewide guidelines
propose 7 years; Calif. Labor Division is
required to keep their OSHA records 7 years;
Ethics Training is 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 8 OCR §3203 et seq., 8
OCR 14300.33(a); 29 CFR 1627.3(b)(2), 29
CFR 1904.33, 29 CFR 1904.44; LC §6429(c);
GC §§12946, 34090, 53235.2(b)
(Attendance Rosters, Outlines and Materials;
includes Ethics & Safety training)
OW-079 Lead Dept. CorrespondenceVehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 SANTA CLARA, CA.

CW-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive .....• al.:•(Records :... ••••• .--tit..:•••• • :::f*Otkiii:Center) -:..... • • .......-.-
Retentions applyto the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completio).

CW-080 City Manager Volunteer Volunteer / Unpaid Intern / Work Study Applications & Agreements - Successful
Inactive /
Separation +
5 years
haCtiVe:1c. ..;: P.,."'".:I.
:s'.. .::`:.Y.0.00:

Department preference (Courts treat volunteers
as employees); EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946,
34090
CW-081 City Manager Volunteer
Volunteer / Unpaid Intern / Work Study Applications
& Agreements - Unsuccessful or Pending
Applicants
5 years .....y.e0r
Department preference (Courts treat volunteers
as employees); EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946,
34090
CW-082
Depart.

Providing
Service / Work
Source
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
(Hansen)
Indefinite Indefinite Data is interrelated; GC §34090
CW-083
Depart.

Providing
Service / Work
Non-Record Work Orders / Service Requests - All Information Entered in CMMS Database None o.n Preliminary drafts (the database is the original); GC §34090
CW-084
Depart.

Providing
Service / Work
Correspondence
Work Orders / Service Requests - NOT entered in
CMMS Database (or partial information entered
into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
2 years years.• .:

City preference; CCP §§338 et seq., 340 et
seq., 342, GC §§945.6, GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1
SANTA CLARA, CA.

CA-No. Office of Record Type Records Description Retentionon / Disposition Comments / Reference (OFR) Active
(in office)
Inactive 0(Records Reititip.ilCenter) • • • • • ••• ' If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CA 001 City AttorneyCorrespondence
Accident/Incident Reports: Automobile Loss Notice,
General Liability Notice of Occurrence (Significant
Events)
2 years 2 years GC §34090
CA 002
Admin.

Services /
Finance /
Accounting
CorrespondenceAccounts Payable (copies) 2 years 2 years GC §34090.7 CA 003 City AttorneyCorrespondenceAdministrative Hearings Resolution + 2 years
Resolution +• ..:YearS

5.yearS:::::
10 years
:6- Nti.O.ff:

0.0ii• ••
5 .•..•.•...•years::

ResOiptiori:Et:
00(i • ••
.. .........

Department preference; GC §34090
CA 004 City Attorney Subject Amicus Briefs 2 years 3 years 2 years
Resolution
+ 5 years
10 years
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Claim must be filed within 1 year lawsuit
within 2 years; complaints against peace
officerscers within 5 years; Statute of Limitations
for contracts is 4 years; wrongful death for
construction is completion + 5 years; CCP
§§ 337 et seq.; GC §§ 911.2, 945.6, 34090,
34090.6; PC §832.5(b)
CA 005 City AttorneyProject Admin
Litigation
Assignment Log
Attorney Work Product (Electronic Files on I: Drive)Resolution + 5 yearsCA 006 City Attorney
CA 007 City Attorney Subject Assignment Binders
Claims / Damage Claims
3 years
Upon
ResolutionCA 008 City Attorney Claim
CA-009 City Attorney Subject Elections 2 years 3 years
:
..:5:yearS:: .

ROSOlLititiri +-.....OM:::'
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 945.6, 34090, 34090.6; PC
§832.5(b)
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 945.6, 34090, 34090.6; PC
§832.5(b)
CA 010 City Attorney Source Legal Opinions
Litigation / Lawsuits
(Final Settlement Documents and Judgments are
maintained by the City Clerk)
P
Upon
Resolution
P
5 yearsCA 011 City Attorney Litigation
CA 012 City Attorney Reference
Litigation (Eminent Domain/Final Order of
Condemnation)
CA 013 City Attorney Subject Loss Run Reports (George Hills Company) 5 years 5:years Meets auditing standards; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-2
SANTA CLARA, CA.

CA-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records ' • 6.:Ret6riiiifth:Center) ••• • • • •
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CA 014 City Attorney Subject Municipal Code & Charter Administration, Distribution, etc. 2 years 3 years 5 years GC § 34090
CA 015 City Attorney Muni Municipal Code Violations 2 years 2.Yeaft.::--Department Preference; GC §34090 CA 016 City Attorney Subject
Subject
Not of Significant Historical Value: - Various Subjects (review, research, public records requests and
responses, background files, budget working papers,
outside counsel)
5 years 5 years.::.: Department Preference; GC §34090
CA 017 City Attorney Reference
Subject
Significant Historical Value: Various Subjects
(Cemetery, NCPA, M-S-R, PG&E, RDA, SOSA, Water
Pollution Control Plant (WPCP), etc.)
2 years P Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Office of
Record Record Type Records Description Retention / DispositionCC-No. Comments / Reference Active
(in office)
Inactive
(Records
Center)
(OFR)
GC §34090
Department Preference; meets municipal
government auditing standards; GC §34090
Department Preference; meets municipal
government auditing standards; GC §34090
Department Preference; meets municipal
government auditing standards; GC §34090
GC §34090
GC §34090
Department Preference
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1
SANTA CLARA, CA.
i
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY AUDITOR
CC-001 City AuditorAuditor ReportsAudit Policies & Procedures (Mileage and Meal Reimbursement) 7 years
CC-002 City AuditorAuditor ReportsAnnual City Auditor Report / Performance Benchmarks 7 years
CC-003 City AuditorAuditor ReportsAudits of Payroll Payment Requests 7 years CC-004 City AuditorCorrespondenceCheck Stock Log 2 years CC-005 City AuditorCorrespondenceReimbursement Log / Allocation Tracking (Boot/Clothing/Safety Geer) 2 years
CC-006 City Auditor Temporary
Holding Travel Advances
Upon receipt •
forward to
Finance
CC-007 City AuditorCorrespondenceWarrants Payroll Vendor Voids Reprints - Destroyed 2 years
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2
SANTA CLARA, CA.

CC-No. Office of Record Type Records Description Retentionon / Disposition Comments / Reference (OFR) Active
(in office)
Inactive ::::Total::::
(Records etentio-n::Center)..

If the record is not listed here, refer to the Retention for City-Wide Standards iRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 'Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CITY CLERK
CC 008 City Clerk Correspondence
Affidavit of Posting Agendas, Notices of Public
Hearings, Continuances, Notice of Adjournments
City Council, Board & Commissions and
Committees, Miscellaneous
2 years 2 years:.

Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations on
Municipal Government actions is 3 - 6 months;
CCP §§337 et seq, 349.4; GC §§34090,
54960.1(c)(1)
CC-009 City Clerk Reference
Agenda Packets / Staff Reports / Correspondence
Regarding Agenda Items - Imaged:

City Council, Redevelopment Agency, Sports and
Open Space Authority, Industrial Development
Authority, Joint Financing Authority, Public
Facilities Financing Authority, Santa Clara
Stadium Authority, City of Santa Clara Housing
Authority and Bayshore North Project
Enhancement Authority
P Department Preference (The minutes are the
permanent record); GC §34090 et seq.

CC-010 City Clerk Agenda Material
Agenda Packets/Staff Reports / Correspondence
Regarding Agenda Items - Hardcopy:

City Council, Redevelopment Agency, Sports and
Open Space Authority, Industrial Development
Authority, Joint Financing Authority, Public
Facilities Financing Authority, Santa Clara
Stadium Authority, City of Santa Clara Housing
Authority and Bayshore North Project
Enhancement Authority
1 year 9 years years Department Preference (The minutes are the permanent record); GC §34090 et seq.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3
SANTA CLARA, CA.

CC-No. Office of Record Type Records Description Retention I Disposition .P. A• .......
etentlan•. - -.............•
Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) CC-011 City Clerk Reference
Agendas & Agenda Summary of Action
City Council, Redevelopment Agency, Sports and
Open Space Authority, Industrial Development
Authority, Joint Financing Authority, Public
Facilities Financing Authority, Santa Clara
Stadium Authority, City of Santa Clara Housing
Authority and Bayshore North Project
Enhancement Authority
P Department Preference (The minutes are the
permanent record); GC §34090 et seq.

CC 012 City Clerk Agreements
Agreements - Not Significant - NOT IMAGED.

Agreement or Contract includes all
contractual obligations (e.g. Amendments,
Scope of Work or Successful Proposal)
Examples of NON Infrastructure Consulting, grants,
disposal, franchises, housing, leases, legal services , litigation settlements, loans, paving, painting,
professional services, services, slurry seals, tree
trimming, Solar - Right of Entry/Lease, etc.

Completion 5 years omplvtign:•
+.
• • • • • •
0 • • •.•
e.1*.:• • • .-.

Department preference; Statute of Limitations:
r,Contracts & Spec s=4 years Wrongful
=Death=Comp. + 5 years, DevelopersComp. +
10 years; E&O =Comp + 10 years; Published
Audit Standards=4-7 years; Statewide
guidelines propose termination + 5 years;
!COP §337 et. seq., GC §34090
CC 013 City Clerk Agreements and
Leases Significant
Agreements - SIGNIFICANT - IMAGED -
Disposition Developement Agreements, Joint
Powers Authority, Owner Participation
Agreements, Memorandum of Understanding,
Housing Regulatory Agreements, Property
owned by the City or Redevelopment Agency,
those determined as Significant by the Lead
DepartmentLetters of Credit, Consent Order
Agreement includes all contractual obligations
(e.g. Amendments, Scope of Work or
Successful Proposal)
Completion P
Department Preference; All infrastructure,
JPAs, & Mutual Aid contracts should be
permanent for emergency preparedness;
Statute of Limitations is 4 years; 10 years for
Errors & Omissions land records are;
permanent by law; COP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703(a)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4
SANTA CLARA, CA.

CC-No. Office of Record Type Records Description Retention / Dispositionsposition .pta... • • ..::Retention::..•.•.•.•.•.

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) since destruction is normally performed by file folder.

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

CC-014 City Clerk Agreements and
Leases SignificantAgreements: Litigation Releases Final Resolution P Department Preference; GC §34090
CC 015 City Clerk Correspondence Bid Opening Lists/Unsuccessful Bids 2 years 2 years GC §34090 CC 016 City Clerk Reference Board, Commissions & Committees: Historical List P P Department Preference; GC §34090
CC 017 City Clerk Correspondence Board Commission & Committees Committee Rosters / Maddy Act List 2 years 2 years GC §34090
CC 018 City Clerk Bonds Bonds Fortune Telling Soliciting After
cessation + 1
year
After
...cessation: +:. ...........1 year
City Code: 5.45.060
CC 019
Finance /
Financial
Services &
City Clerk
Bonds Debt /
Interest
Bond Official Statements / Certificates of
Participations (COPs)
Cancellat"Redemption
or Maturity
10 years
. en•celia• • • - .. • .Re.001`.1iptidt)• • • • . • .. • • •.•at•MdfOcit.Si.:t• ......• . years•. :::.

Department Preference; Statute of Limitations
for bonds, mortgages, trust deeds, notes or
debentures is 6 years; Bonds issued by local
governments are 10 years; There are specific
requirements for disposal of unused bonds;
CCP §§336(a)(1) & (2), 337.5(2); GC §43900
et seq.

CC 020 Planning &
Inspection CorrespondenceBuilding Inspection Address List (copies) 2 years 2 years. GC §34090.7 CC 021 City Clerk
Historical
Documents /
Artifacts
Budget (Final / Adopted) 2 years P Department Preference; GC §34090 CC 022 City Clerk Reference Bylaws P P Department Preference; GC §34090 CC 023 City Clerk Correspondence City Council Committees Revision History 2 years 2 years GC §34090 et seq.

CC-024 City Clerk Reference City Council: Historical Lists P Department Preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5
SANTA CLARA, CA.

CC-No. Office of Record Type Records Descriptionon Retention / Disposition :Oa'• • • .. .
otentkiii:.:

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

CC 025 City Clerk Claim
Claim Forms & Log
City Council, Redevelopment Agency & Sports
and Open Space Authority
5 years 5 years Department Preference; GC §34090 et seq.

CC 026 City Clerk Contracts
Contracts - Infrastructure, Capital Improvement
Projects (Public Works Awarded as a result of a
Bid)
Contract includes all contractual obligations
(e.g. Amendments, Scope of Work or
Successful Proposal)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental, park
improvements, reservoirs, sewers, sidewalks, street &
alley improvements, subdivisions, utilities, water, etc.

Completion P P
Department Preference; All infrastructure,
JPAs, & Mutual Aid contracts should be
permanent for emergency preparedness;
Statute of Limitations is 4 years; 10 years for
Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703
CC 027 City Clerk
Council
Attendance
and Payroll
City Council / Redevelopment Agency, Sports and
Open Space Authority, Industrial Development
Authority, Joint Financing Authority, Public
Facilities Financing Corporation, Santa Clara
Stadium Authority, and City of Santa Clara
Housing Authority and Bayshore North Project
Enhancement Authority Attendance Records
10 years 10.:years: Department Preference; GC §34090 et seq.

CC 028 City Clerk ears.- GC §34090 et seq.

CC-029
City
Clerk/Lead
Dept
Temporary
Holding Escrow Bid Documents Upon
Completion
..0b1Mrdlo.

6.60::.46ri:

Completion:............

Department Preference
CC 030 City Clerk Ethics TrainingEthics Training - Certificates / Logs 4 years 6 years .10 years•Department Preference; GC §§34090, 53235.2(b)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6
SANTA CLARA, CA.

CC-No. Office of Record Type Records Description Retention / Disposition o a- -0 ilitkir)
Comments I Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. iLitigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

CC-031 City Clerk Reference
Files Management Manual / Records Retention
Schedules (if not always filed with the Resolution
of Adoption)
P Statewide guidelines propose superseded + 2
or 5 years; GC §34090
CC 032 City Clerk
Statement of
Economic
Interests City
Filers
FPPC Form 801 (Gift to Agency Report) 8 years 8 years'
Must post on website; 2 CCR 18944.2(C)(3)(G)
CC 033 City Clerk Gifts received by
City Gifts given to the City 10 years 10 years Department Preference; GC §34090 et seq.

CC 034 City Clerk
Historical
Documents/
Artifacts
Historical Records/Artifacts/ Publications Written
by the City of Significant Historic Value
Incorporation, City Seal, Awards of significant historical interest, Handbooks, Maps, Budget Books, etc.

P P
City Clerk determines historical significance;
records can address a variety of subjects and
media formats; GC §34090
CC-035 City Clerk Correspondence
Index for Electric Estimates, Engineering Sites,
Planning Files, Human Resources Terminations
and Water Jobs
Superseded
+ 2 years
Suparseded• • .•,----• • • •
•ears:::

Department Preference (preliminary draft!
transitory record used to locates records,
which can be destroyed after the subject
record is destroyed); GC §34090 et. seq.

CC-036 City Clerk CorrespondenceIndex of Boxes in Records Center Superseded + 2 years
Sled:
t oar$:

Department Preference (preliminary draft!
transitory record used to locates records,
which can be destroyed after the subject
record is destroyed); GC §34090 et. seq.

CC 037 City Clerk Reference
Insurance Policies (City Owned Policies that are
presented to Council. Excludes Electric Utility) -

GENERAL LIABILITY, PROPERTY, FIRE,
THEFT, ETC.

P Department preference for liability purposes;
CCP §337 et seq.; GC §34090
CC-038 City Clerk CorrespondenceMicrofilm Processing Record Log Superseded + 2 years
.5ii er s.ex)Ocj:
.• • • • .......-
+ . .yWs::::

Department Preference (preliminary draft!
transitory record used to locates records,
which can be destroyed after the subject
record is destroyed); GC §34090 et. seq.

RECORDS RETENTION SCHEDULE: CITY CLERK
SANTA CLARA, CA.

Page CC-7
InactiveActive (Records(in office) Center ::Reteritiari if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and impl a full file folder (e.g. last document 2 years), since destruction is normally performed by file folder.

Litigation, corn taints, claims, • ublic records act re uests audits and/or investigations sus end normal retention • eriods (retention resumes after settlement or corn letion Minutes
City Council, Redevelopment Agency, Sports and
Open Space Authority, Industrial Development
Authority, Joint Financing Authority, Public
Facilities Financing Authority, Santa Clara
Stadium Authority, City of Santa Clara Housing
Authority, Bayshore North Project Enhancement
Authority and Closed Sessions
Municipal Code and Charter (1 copy of each
CC-040 City Clerk Reference supplement)
Including revision inserts
Reference Newspaper Clippings of Significant Historic Value Department Preference; GC §34090
Non Records - Department preference
Department Preference; Statute of Limitations:
!
Public official misconduct is discovery of
offense + 4 years, retirement benefits is 6
years from last action; statewide guidelines
propose Termination + 6 years; GC §§36507,
34090; PC §§801.5, 803(c); 29 USC 1113
Ordinances Ordinances & Indexes GC §34090 et. seq.

Correspondence
Reference Department Preference; GC §34090
Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

GC §34090
CC-042 City Clerk Reference
CC-043 City Clerk
CC-No. Office of
Record
(OFR)
Comments / Reference
City Clerk
Final
Resolution
1 year
Oaths of Office - Elected Officers, Board and
Commission Members
While in
Office
CC-044
CC-045
City Clerk
City Clerk
CC-041
Record Type Records Description Retention / Disposition City ClerkCC-039 Minutes
Outgoing Awards and Gifts List/Log
Petty Cash (Receipts & Log Book) 2 years
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8
SANTA CLARA, CA.

CC-No. Office of Record Type Records Description Retention / Dispositionsposition P. A
etenilion'•
Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CC 046 City Clerk Agreements and
Leases Significant
Real Property - Records that Affect the Title to
Real Property
Abandonments, Deeds, Deed Restrictions, Easements,
Liens, Resale Restrictions, Vacations, etc. Includes Title Insurance
2 years P P GC §34090
CC 047 City Clerk Recorded
Documents
Recorded Documents (Including Log):

Deeds, Easements, Rights of Ways, Notice of
Completion, etc.
1 year P P GC §34090 et. seq.

CC 048 City Clerk Correspondence
Recordings / Tapes of City Council Meetings -
AUDIO Recordings / Audio Tapes or Audio
DVDs
City Council, Redevelopment Agency, Sports and
Open Space Authority, Industrial Development
Authority, Joint Financing Authority, Public
Facilities Financing Authority, Santa Clara
Stadium Authority, Housing Authority and
Bayshore North Project Enhancement Authority
2 years 2 years Department preference; State law only
requires for 30 days; GC §54953.5(b)
CC 049 City Clerk
Historical
Documents/
Artifacts
Recordings / Tapes of City Council Meetings -
VIDEO Recordings / Video Tapes or Video
DVDs
City Council, Redevelopment Agency, Sports and
Open Space Authority, Industrial Development
Authority, Joint Financing Authority, Public
Facilities Financing Authority, Santa Clara
Stadium Authority, Housing Authority and
Bayshore North Project Enhancement Authority
2 years P Department preference; GC §34090.7
(Beginning April 2007)
CC-050 City Clerk Destruction
Notices
Records Destruction Lists / Certificates of Records
Destruction P Department Preference; GC §34090 et. seq.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9
SANTA CLARA, CA.

CC-No. Office of Record Type Records Description Retention / Dispositionon ::::Total::::• • ' ' '•::Retention::

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CC 051 City Clerk Resolutions
Resolutions & Indexes
City Council, Redevelopment Agency, Sports & Open
Space Authority Development Authority
Financing Authority, Public Facilities Financing Authority, Santa Clara Stadium Authority and City of Santa Clara
Housing Authority and Bayshore North Project
Enhancement Authority
P P GC §34090 et. seq.

CC 052 City Clerk Correspondence
Revisions History
(Board, Commissions, Council Committees, Publications
and City Council Roster)
2 years 2 years GC §34090
CC-053 City Clerk Temporary
Holding Vehicle Titles ("Pink Slips") Ownership :l:fritif.:Sale :Ci'.......•..•..•.•.• DI*5661::.::

Given to Auction House / New Owner; GC
§34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-10
SANTA CLARA, CA.

CC-No. Office of Record Type Records Descriptionon Retention / Disposition .Ota ..••• • • • •••••••eteilitia6..

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ELECTIONS - CONSOLIDATED
CC 054 City Clerk
Campaign
Disclosure
Successful
Candidates Orig
Campaign Filings (FPPC 400 Series Forms &
Local Campaign Forms): SUCCESSFUL
CANDIDATES (Elected Officials) - ORIGINALS
5 years P Paper must be retained for at least 2 years;
GC §81009(b)(g)
CC 055 City Clerk C ampaign
Disclosure Copies
Campaign Filings (FPPC 400 Series Forms &
Local Campaign Forms): SUCCESSFUL
CANDIDATES (Elected Officials) - COPIES
5 years ears: GC §81009
CC 056 City Clerk
Campaign
Disclosure
Unsuccessful
Candidates Orig
Campaign Filings (FPPC 400 Series Forms &
Local Campaign Forms): UNSUCCESSFUL

CANDIDATES - ORIGINALS
5 years Paper must be retained for at least 2 years;
GC §81009(b)(g)
CC 057 City Clerk C ampaign
Disclosure Copies
Campaign Filings (FPPC 400 Series Forms &
Local Campaign Forms): UNSUCCESSFUL

CANDIDATES - COPIES
5 years par GC §81009
CC 058 City Clerk
Campaign
Disclosure All
Others Orig
Campaign Filings (FPPC 410, 461, 465 & 496
Forms, Santa Clara Committees & Local
Campaign Forms): THOSE NOT REQUIRED TO
FILE ORIGINAL WITH CITY CLERK (copies -
Council Members running for State or County
offices, etc.) - ORIGINALS
P Department preference; Paper must be
retained for at least 2 years; GC §81009(b)(g)
CC-059 City Clerk Campaign
Disclosure Copies
Campaign Filings (FPPC 402 & 460 Forms, Non
Santa Clara Committees & Local Campaign
Forms): THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies - Council
Members running for State or County offices, etc.)
COPIES
5 years e.ats•::: GC §81009
CC 060 City Clerk
Campaign
Disclosure All
Others Orig
Campaign Filings (FPPC 400 Series Forms &
Local Campaign Forms): OTHER COMMITTEES
(PACS - not candidate controlled) - ORIGINALS
7 years Paper must be retained for at least 2 years;
GC §81009(c)(g)
CC-061 City Clerk C
Di
ampaign
sclosure Copies
Campaign Filings (FPPC 400 Series Forms &
Local Campaign Forms): OTHER COMMITTEES
(PACS - not candidate controlled) - COPIES
5 years ears:: GC §81009
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-11
SANTA CLARA, CA.

CC-No. Office of Record Type Records Descriptionon Retention / Disposition .otal• •
: etention'. ....•••••• .•
Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CC 062 City Clerk Reference
Candidate File: Nomination Papers, Candidate
Statements, Acceptance of Voluntary Expenditure
Limit, Oath of Office, etc. - SUCCESSFUL

CANDIDATES
8 years
Department Preference; Nomination Papers:

Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two EC §17100
Oaths of Office: Statute of Limitations: Public
official misconduct is discovery of offense + 4
years, retirement benefits is 6 years from last
action; statewide guidelines propose
Termination + 6 years; GC §§34090, 36507;
PC §§801.5, 803(c); 29 USC 1113
CC 063 City Clerk Reference
Candidate File: Nomination Papers, Candidate
Statements, Acceptance of Voluntary Expenditure
Limit, etc. - UNSUCCESSFUL CANDIDATES
ectionEl + 4
years
Statewide guidelines proposes 4 years for
successful candidates, 2 years for
unsuccessful; CA law states term of office and
4 years after the expiration of term and does
not delineate between the two EC §17100
CC 064 City Clerk Reference
Elections - GENERAL, WORKING or
ADMINISTRATION Files
Correspondence, Election Calendars, Precinct Maps,
Proof of Publications, County Election Services, etc.
2 years P GC §34090
CC 065 City Clerk Reference
Elections - HISTORICAL
Sample ballot
6 years P P Retained for Historical Value, GC §34090
CC 066 City Clerk Petitions Petitions (Initiative, Recall or Referendum) 8 months Not accessible to the public; The 8 month
8 months
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200,
17400
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-12
SANTA CLARA, CA.

CC-No. Office of Record Type Records Description Retention / Dispositionon Total..:..... .....:Retention:.• " •
Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CC-067 City Clerk
Statement of
Economic
Interests City
Filers
Statement of Economic Interest Filings (FPPC
Forms - 700 Series): DESIGNATED
EMPLOYEES (specified in the city's Conflict of
Interest code. Includes advisory bodies except for
the Planning Commission and consultants) -

ORIGINALS
2 years 5 years ea City maintains original statements; GC §81009(e) & (g)
CC-068 City Clerk
Statement of
Economic
Interests City
Filers
Statement of Economic Interest Filings (FPPC
Forms - 700 Series): DESIGNATED
EMPLOYEES (specified in the city's Conflict of
Interest code. Includes advisory bodies except for
the Planning Commission and consultants) -
COPIES
2 years 5 years ears. City maintains original statements; GC §81009(e) & (g)
CC-069 City Clerk
Statement of
Economic
Interests City
Filers
Statement of Economic Interest Filings (FPPC
Forms - 700 Series): PUBLIC OFFICIALS
(elected & not elected. Includes City Council
Members, Planning Commission Members, City
Manager, City Treasurer & City Attorney) -

ORIGINALS
4 years 3 years ear
Department Preference; City maintains copies
only original statements are filed with FPPC;
GC §81009(f) & (g)
CC-070 City Clerk
Statement of
Economic
Interests City
Filers
Statement of Economic Interest Filings (FPPC
Forms - 700 Series): PUBLIC OFFICIALS
(elected & not elected. Includes City Council
Members, Planning Commission Members, City
Manager, City Treasurer & City Attorney) -
COPIES
4 years 3 years
..
eaf. .. '.

Department Preference; City maintains copies
only; original statements are filed with FPPC;
GC §81009(f) & (g)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

EC §17505
EC §17302
Law requires 1 year for petitions; GC §50115
Department preference to be consistent with
other types of ballots; Statewide guidelines
propose permanent; EC §§ 17302, 17306; CA
Constitution Art. XIII
EC §17302
EC §17306
If uncontested, EC §17304
EC 17302, 17306
EC §17503
EC §17300
EC §17304
EC §17304
EC §17001
RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-13
SANTA CLARA, CA.

CC-No. Office of
Record Record Type Records Description Retention / Disposition P A
.Fleteht)an.::

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY CLERK / ELECTIONS - STAND-ALONE in the event the Coun does not conduct a Consolidated Election CC-071 City Clerk Election
Correspondence
Absentee Applications, Roster of Absentee
Applications 6 months rho:nths::

CC-072 City Clerk Election
CorrespondenceAbsentee Identification Envelopes 6 monthsJ. months:

CC-073 City ClerkElection InitiativesAnnexation Petitions, Protests and Withdrawals 1 year CC-074 City Clerk Election
Correspondence
Assessment District Ballots & Envelopes - Prop.
218 proceedings 6 months mOnt.

CC-075 City Clerk Ballots - After Election 6 months InOtiths::

CC-076 Ballots - After Recount 6 months iftbrithS:

CC-077 City Clerk Election
CorrespondenceChallenged & Assisted Voters List 6 months months:

CC-078 City Clerk Election
CorrespondenceInspector Receipts for Ballots 6 months :Opt :

CC-079 City Clerk Election
CorrespondencePrecinct Officer Appointments 6 months
CC-080 City Clerk Report Roster of Voters 5 years years:::::.

CC-081 City Clerk Election
CorrespondenceTally Sheets 6 months
CC-082 City Clerk Election
Correspondence
Voter Index Copies used as the Voting Record at
Polling Places 6 months :rhotithS:

CC-083 City Clerk Report Voter Index Original 5 years .........

RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1
SANTA CLARA, CA.

CM-No. Office of Record Type Records Description Retention / Dispositionon : ....: . ota-:•••• •••••••• : .:-:RetOhtiOh:..:-... • Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e q. last document + 2 years) since destruction is normally performed by file folder.

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

CITY MANAGER
CM-001 City ManagerNon-Record
Associations / Outside Organizations
(Chamber of Commerce, ICMA, League of
California Cities, etc.)
None ne:: Non-records
CM-002 Finance!
City Clerk CorrespondenceBudgets (copies) 2 years .ear.S::- - • • GC §34090.7
CM 003 City Manager Complaints Cable TV - Complaints regarding Cable Services 2 years 2 years
............. GC §34090 et seq.

CM 004 City ManagerNon Record
Cable TV - Video Recordings - Public Service
Announcements, Special Events, Non City
Business, Community Programming.

None
• • • • - • • - • • • •
..
prie.:.:. Non-records; GC §34090 et seq.

CM 005 City Clerk Correspondence
Cable TV - Video Recordings / Tapes of Board
and Commission meetings - City Council,
RDA, SOSA, Stadium Authority, HA
Meetings (copies)
City Council Assignments
City Manager Assignments
City Manager Directives / Policy & Procedure
Handbook (Revision History)
City Manager Reports to Council
2 years
5 years
5 years
Superseded
+ 2 years
2 years
ear
.earS:::•
e::::
:Superseded• • • • •.• - • • • ....
2 years....
4': Vdai"• :::

Department preference; Video tapes are required for
only 90 days; GC §34090.7
Department preference; GC §34090
Department preference; GC §34090
Department preference; GC §34090
GC §34090
CM-006 City Manager Subject
Subject
Correspondence
Correspondence
CM-007 City Manager
CM-008 City Manager
CM 009 City Manager
CM 010 City ManagerCorrespondenceClosed Session Binders Committee Files
+ 2 years
Completion
2 years
...on.Completion•.- ..- • • • •••••..-.F2:: 1'. :::..... 2 years
Department Preference; GC §34090
Department Preference; GC §34090CM Oil City ManagerCorrespondence CM-012 City Manager Complaints
Reference
Complaints! Concerns! CMAs / Non-CMAs
Complaints Log
2 years
P
ear
P
Department Preference; GC §34090
Department Preference; GC §34090CM 013 City Manager
CM 014 City ManagerCorrespondenceCouncil Files 2 years 2 years Department Preference; GC §34090 CM-015 City ManagerCorrespondenceDepartment Files! Department Head Meeting Files 2 years ears Department Preference; GC §34090
CM 016 City ManagerCorrespondenceEmployee Relations Oversight Files 2 years 2 years Department Preference; GC §34090 CM 017 City ManagerCorrespondenceEmployee Suggestion Files 2 years 2 years GC §34090 CM 018 City ManagerCorrespondenceEthics Training (AB1234) 2 years 2 years.... City Clerk maintains Training Certificates; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-2
SANTA CLARA, CA.

CM-No. Office of Record Type Records Description Retentionon I Disposition .: ta
:..:Rterrtion..'............:.:.....

Comments / Reference
(OFR) Active
ii (n office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CM 019 City Manager Correspondence
Events
Take our Children to Work Day, Public Safety
providers Week, Public Employees Recognition
Week, Service Award Luncheon, Volunteer
Recognition Combined Giving Campaign, Outgoing
Council Event Holiday Decorations, Those Who
Inspire Award, Neil Henry Volunteer Award, All Fired
Up Sculpture Show, Art & Sculpture Show, Street
Dance, Concerts in the Park, Art in the Air, Santa
Clara Chorale, Santa Clara Ballet, Mission City
Opera, Santa Clara Players, keep Santa Clara
Clean, Oaths of Office Ceremonies, etc.
2 years 2 years Department Preference; GC §34090
CM 020 City Manager Correspondence Filming Permits 2 years 2 years:.:...... GC §34090 CM-021 City Manager Grand Jury Grand Jury Reports Pertaining to City Operations 10 years .......years.:•:• • • •
Department Preference (consistent with Grand Jury
requirements); GC §34090
CM-022 City Manager Correspondence
Legislative Correspondence
.Information Positions, League Conference
Resolutions
2 years ears.:. • ' '
GC §34090
CM 023 City Manager Correspondence Local Emergency Services Oversight Files 2 years 2 years Department Preference; GC §34090 CM 024 City Manager Subject
Redevelopment Agency Project Oversight
Files
Includes Downtown Revitalization Project
5 years 5 years Department Preference; GC §34090
CM 025 City Manager
/ Lead De pt. Subject
Special Projects, Research, Programs,
Subject & Issues (Issues and/or projects will
vary over time)
Airport, Annexations, Arena, APPA, Bayshore North,
Bowers Avenue, El Camino Re Route Federal
Power, 49ers, Hotels, Urban Renewal, etc.)
5 years ears GC §34090
CM 026 City Manager Non Record
State, County, Other Cities (San Jose, etc.),
San Jose - Santa Clara Water Pollution
Control Plant, School District, etc.

None None Non records
CM 027 City Manager Correspondence Training and Safety Oversight Files 2 years eafS:::.. ... Department Preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Office of
Record Record Type Retention / Disposition Comments / ReferenceCM-No. (OFR) Active
(in office)
IInactive i
(Records • . - - - - -R -.:•atention:.Center) .:.:.

Records Description
Page CM-3RECORDS RETENTION SCHEDULE: CITY MANAGER
SANTA CLARA, CA.

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

CM 028 City Manager Volunteer Volunteer Forms 5 years 1:::.:::5::StearS:::::IDepartment Preference; GC §34090 CM-029 City ManagerTimekeepingVolunteer Timecards 4 years Department Preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

GC §34090
Department preference; GC §34090
GC §34090
Transfer historical publications to the City Clerk; GC
§34090
GC §34090
Notes, drafts, or preliminary documents; GC §34090 et
seq.

CM-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference InactiveActive
(OFR) (in office) .::„,.(Records
Center) ::.:.rce:trItI:Ori:.
1 • ..........:': .

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

COMM UNITY RELATIONS
CM-030
City Manager
/ Commun.

Relations
CorrespondenceCity Store Products
Santa Clara Chamber of Commerce 2 years
CM-031
City Manager
/ Commun.

Relations
Historical
Documents/
Artifacts
Photographs of Significant Historical Value
(Council Members, City Staff, etc.)
CM-032 City Manager
/ Lead Dept. Subject
Projects, Programs, Subject & Issues (Issues
and/or projects will vary over time) Includes
Newsletters
Completion
+ 5 years
Publications (copies)
CM-033 City Clerk CorrespondenceInside Santa Clara, City Corner, Mission City2 years Scenes, City Calendar and etc.

CM-034
City Manager
/ Commun.

Relations
CorrespondenceSister City Program
lzumo, Coimbra & Ireland 2 years
City Manager
CM-035 I Commun. Non-RecordSpeeches None
Relations
RECORDS RETENTION SCHEDULE: CITY MANAGER
Page CM-4
SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-5
SANTA CLARA, CA.

CM-No. Office of Record Type Records Description Retention I Disposition ,
•: ota
.-.Retehtion..:-.---•-•-.............•
Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ECONOMIC DEVELOPMENT
CM 036
City Manager
/ Econ.

Develop.

CorrespondenceBusiness Retention / Business Recognition 2 years 2 years. Department Preference; GC §34090 CM 037
City Manager
/ Econ.

Develop.

Subject Economic Development Projects / Programs 5 years 5 years::.: Department Preference; GC §34090 CM-038 City Clerk CorrespondenceProperty Management Files: Deeds, Title Insurance, Easements, etc. (copies) 2 years GC §34090.7 CM 039 City Clerk Subject
Property Management Files: Leases,
Tenants, etc.
(Original contracts to City Clerk)
Completion
+ 5 years
2 years
• oletion .
+.5.yEa.r.S:::

Department Preference; Statute of Limitations is 4
years; CCP §§337. 337.1(a), 337.15, 343; GC §34090
Department Preference; GC §34090CM-040
City Manager
/ Econ.

Develop.

CorrespondenceProspects: Economic Development Projects / Correspondence
CM-041
City Manager
/ Econ.

Develop.

CorrespondencePublic Affairs (Correspondence regarding
legislation / State & Federal bills) 2 years Department Preference; GC §34090 CM 042
City Manager
/ Econ.

Develop.

Reference
Real Estate Acquisition Files - Purchased
Property
May Include Original Deeds and Title
Insurance - Send originals to the City Clerk
P P
Department preference (deeds and title insurance may
not have been consistently sent to the City Clerk in the past); GC §34090
CM-043
City Manager
/ Econ.

Develop.

CorrespondenceReal Estate Appraisal Reports - Property NOT Purchased 2 years ear.S Department preference (not accessible to the public); GC §§34090, 6254(h)
CM-044
City Manager
/ Econ.

Develop.

Subject Real Estate Appraisal Reports - Purchased5 years ai..s Department preference (not accessible to the public
until close of escrow); USPAP (Uniform Standards of
Professional Appraisal Practice) ethical standards
require appraisers to retain records for at least 5
years, or final disposition + 2 years, if used in a judicial proceeding; statewide guidelines show 2 years; GC
§§34090, 6254(h)
CM-045
City Manager
/ Econ.

Develop.

Reference Redevelopment Project Files 5 years P Department Preference (original DDAs and OPAs are maintained by the City Clerk) GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: CITY MANAGER
Page CM-6
SANTA CLARA, CA.

CM-No. Office of Record Type Records Descriptionon Retention / Disposition . 0.
.
eterttiOn. .

Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CM 046
City Manager
/ Econ.

Develop.

Reference Redevelopment Project Files: Convention
Center, Great America
Project
Completion
+ 5 years
P P Department Preference; GC §34090
CM 047
City Manager
/ Econ.

Develop.

Reference Site Clearance / Soils Remediation / Mitigation P P Department preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-1 SANTA CLARA, CA.

EU-No. Office of Record Type Records Descriptionon Retention / Disposition • . :.5.t6: Oeptipr):- •
Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 years) since destruction is normally performed by file folder.

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

ADMINISTRATIVE SERVICES & FIBER ENTERPRISE
EU-001
Electric
Utility /
Admin.

Services &
Fiber Enter.

CorrespondenceBill Inserts / Mission City Scenes, etc. 2 years 2:).,,,.er.s.GC §34090 EU-002
Electric
Utility /
Admin.

Services &
Fiber Enter.

Reference California Energy Commission (CEC) Licenses and Regulatory P P Department Preference; GC §34090
EU-003
Electric
Utility /
Admin.

Services &
Fiber Enter.

Report California Energy Commission (CEC) Reports 5 years . .5 ye6i-::..... Department Preference; GC §34090 EU-004
Electric
Utility /
Admin.

Services &
Fiber Enter.

Project Admi n
Capital Improvement Projects (CIP) / Jobs:

Administration File Upon
Completion
10 years or
After
Funding
Agency
Audit, i
required,
whichever is
longer
.01.(0#0.0.:•* : .1b :ri -
eEer
4: :
- ..... -1 • •-•r. ft:::::.:Pn• • • ......

Fftditig::::.U . • • • • •.• •
•:d'erie9::

Wf • • • • • • • •itif:.. • • ••••••• ••:•:•reUiretli: •• • • • q • • •••.•iikitheV.0::it•.:i:i,•r;i6:6i,::::::

Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is
10 years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§§336(a), 337 et. seq., GC §34090
Project Administration, Certified Payrolls, Construction Management Logs, Daily Inspection Diary, Project Schedules, Progress meetings, etc.

EU-005
Electric
y /
Admin .

Services &
Fiber Enter.

Pro ectj
Capital Improvement Projects (CIP) /Jobs: Permanent
File
Plans, Record Drawings / As Builts", Specificationsons, Bids/RFPs, Successful Proposal, Change Orders,
Inspections, Materials Testing Reports, Grading
Permits, Hazardous Materials Reports, Notice of
Completion, O&M Manuals, Photos, Real Estate
Appraisals, Soils Reports, Studies, Submittals, Surveys, etc.

Upon
Completion P
.

Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY
Page EU-2
SANTA CLARA, CA.

EU-No. Office of
Record Record Type Records Description Retention / Disposition 'OW- .• ..:.........x.::.::Retention:• • • • • • • • Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

EU-006
Electric
Utility /
Admin.

Services &
Fiber Enter.

CorrespondenceChronological File 2 years 2 years GC §34090 Correspondence with Regulatory Agencies 5 years years Preference; GC §34090 Daily Veh
ction
icle & Equipment Safety Checks / Vehicle
Inss / Daily Equipment Checkspe
Send to
Automotive
Services
Send'f'.•- - - - - - - - --Automotive. •.•.•.-.. .•.•.• .-..:Servicas-:. .... .

GC §34090 et seq.

Drawings / Record Drawings / As Builts"
Drawing List P F Department Preference; GC §34090
Electric
Utility /
Admin.

Services &
Fiber Enter.

Estimates Estimates - Preliminary, In Process, Completed Estimate Logs
Upon
Completion P P Department Preference; GC §34090
EU-011
Electric
Utility /
Admin.

Services &
Fiber Enter.

Reference
Facility Histories / Infrastructure
(Black Butte, Stoney Gorge, Highline, Grizzly, etc.)
P P Department Preference; GC §34090
EU-012
Electric
Utility /
Admin.

Services &
Fiber Enter.

Inspections FERC (Federal Energy Regulatory Commission) Inspections 10 years
Life of
Facility + 10
years
Life p
•Facility :-it 10
years
Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-3 SANTA CLARA, CA.

EU-No. Office of Record Type Records Descriptionption Retention / Disposition ..: ...:-:Total:-::-:... • ...............*Retention.:.. ....:•:...*.:.:.

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

EU-013
Electric
Utility!
Admin.

Services &
Fiber Enter.

Reference FERC (Federal Energy Regulatory Commission)
Licenses and Regulatory Correspondence P Department Preference; GC §34090 EU-014
Electric
Utility!
Admin.

Services &
Fiber Enter.

N/A Maps: Block, Tract Superseded $t:iPet:SOdb0Non-records EU-015
Electric
Utility!
Admin.

Services &
Fiber Enter.

Reference Maps: System (Windmills, etc.) P P Department Preference; GC §34090 EU-016
Electric
Utility /
Admin.

Services &
Fiber Enter.

Project AdminPreliminary Studies! Project Assessments (Not Acquired / Not Constructed) 10 years 10years DepartmentDepartment Preference; GC §34090 EU-017 City ClerkCorrespondenceRates (copies) 2 years 2years GCGC §34090.7 EU-018
Electric
Utility /
Admin.

Services &
Fiber Enter.

Reference Research of Significant Historical Value P p Department Preference; GC §34090 EU-019
Electric
Utility!
Admin.

Services &
Fiber Enter.

Non-Record Research: Co-Generation, Geothermal, etc. None on Preliminary drafts not retained in the ordinary course of business; GC §34090
EU-020 City Clerk Reference Right of Ways / Easements P Department Preference; GC §34090.7 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY
Page EU-4
SANTA CLARA, CA.

EU-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference Inactive :.
(OFR) Active
(in office) (Records eta:raison::Center) : •:•:•:•:•:•:•:•:• I
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. recjuests. audits and/or investiciations suspend normal retention periods retention resumes after settlement or completion).

Public
EU-021 Works I CorrespondenceStreet Lights / Traffic Signals (copies) 2 years 2:YearS::::-GC §34090.7 Engineering
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

EU-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive al(Records atentiOnCenter)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

GC §34090.7
Department Preference; GC §34090
GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference (meets municipal
government auditing standards); GC §34090

CUSTOMER SERVICE & MARKETING
EU-022 Finance /
AccountingCorrespondenceAccounts Receivable Administration (Memoranda regarding Fiber, Pole Contacts, etc.) 2 years
Electric
EU-023
Utility!
CustomerCorrespondenceEducation Programs! Marketing Programs (booths at Art & Wine, Advanced Metering Program, etc.) 2 years
Services &
Marketing
Electric
Utility!
EU-024 CustomerCorrespondenceHome Energy Audits 2 years Services &
Marketing
Electric
Utility!
EU-025 CustomerCorrespondenceLarge Customer Meetings, Public Relations 2 years Services &
Marketing
Electric
EU-026
Utility!
Customer
Services &
CorrespondencePublic Benefit Programs
(Residential Rebates, Financial Rate Assistance Aps)2 years Marketing
EU-027 Lead Dept.CorrespondencePublic Relations! Press Releases 2 years Electric
EU-028
Utility!
Customer Subject Rebate Programs
(Commercial Rebates) 5 years
Services &
Marketing
ears
'ears:
ear
ears
RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-5 SANTA CLARA, CA.

Office of
Record
(OFR)
Record Type Records Description Retention / Disposition Comments / ReferenceEU-No.

Active
(in office)
IInactive :.
(Records
Center) :::-etetition
Electric Complaint Tags / Service Tags
EU-029 Utility!
Energy
Distribution
Correspondence(Short circuit inquiries, fault current studies, voltage complaints)
2 years
EU-030
Street &
Automotive
Services
Temporary
Holding
Daily Vehicle & Equipment Safety Checks / Vehicle
Inspections! Daily Equipment Checks
Send to
Automotive
Services
Department Activity Reports / Performance Benchmark
EU-031 City ClerkCorrespondenceReports! Performance Measurement Reports / Monthly 2 years Activity Reports (copies)
EU-032 Lead Dept. Regulatory
TimekeepingDOT Timecards (Department of Transportation) 10 years Electric
EU-033 Utility / Source Driver's License Tracking Database IndefiniteEnergy Distribution
Electric
EU-034 Utility! CorrespondenceEmergency On-Call / Sign-up List, Tracking 2 yearsEnergy Distribution
Electric
EU-035 Utility /
Energy CorrespondenceEmergency Plans Superseded
+ 2 years
Distribution
Electric Life of
EU-036 Utility / CorrespondenceEquipment Maintenance History Equipment Maint & Ops + 2 years
Electric Life of
EU-037 Utility! CorrespondenceEquipment Manuals Equipment Maint & Ops + 2 years
Electric Estimates - Preliminary, In Process, Completed EU-038 Utility! Correspondence(Redlines) After entry into GIS 2 yearsEnergy Preliminary Project Clearance FilesDistribution GC §34090
GC §34090 et seq.

Send all originals to the City Clerk, who
compiles the reports GC §34090.7
Department preference (DOT request); GC
§34090 et seq.

Data is interrelated; GC §34090
GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Preliminary documents; GC §34090
RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-6 SANTA CLARA, CA.

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

ENERGY DISTRIBUTION
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-7 SANTA CLARA, CA.

EU-No. Office of Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive . .Otai:.:(Records --. ...:.:.:-.::-....:.:.:Retention-Center) If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

EU-039
Electric
Utility /
Energy
Distribution
Refe rence Insurance Policies (Electric Utility Only) - GENERAL LIABILITY P Department preference for liability purposes ; CCP §337 et seq.; GC §34090
EU-040
Electric
Utility!
Energy
Distribution
CorrespondenceInsurance Policies (Electric Utility Only) - PROPERTY, FIRE, THEFT, etc.

Expiration +
2 years
iratial::...............y:e8M:::Department preference; GC §34090 EU-041
Electric
Utility /
Energy
Distribution
CorrespondenceLabor Management Minutes 2 years 2 years GC §34090 EU-042
Fire,
Electric
Utility /
Maint & Ops
Reference Maintenance History Records (Power Plants,
Generators, Transformers, etc.) P P Department Preference; GC §34090 EU-043
Electric
Energy
Uty /
Distribution
Subject Manifest (EPA Standard) 5 years 5 years......- Department preference; GC §34090 EU-044
Electric
I /Utiity
Energy
Distribution
Source
Meter Databases: Data pulse, Remote Locations,
Tampering, Time of Day, etc.
(Load Forecasts)
Indefinite tndefimte Data is interrelated; GC §34090
EU-045
Electric
Uty /
Energy
Distribution
Safety MSDS (Material Safety Sheets) 30 years 30:years: Department Preference; GC §34090 EU-046
Electric
Utility!
Energy
Distribution
Subject Oil Analysis Results (Transformers have PCBs)
5 years
once
removed
from City
5years:•••
once
...rehlOV.................
..:frOth:City
Department Preference; PCB records are 3 - 5
years; Used Oil is 3 years; 40 CFR 761.180; 22
CCR 66266.130(c)(5), H&S §25250.18(b)(3),
25250.19(a)(2)(B) et seq.; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-8 SANTA CLARA, CA.

EU-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive : Total::::(Records ........• &drib off .Center) : . ......:.:.:-::

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

EU-047
Human
Resources!
Ri sk
Manag.

Citations OSHA Insurance Certificates, Inspections & Citations, Log 300 5 years Per 1904.4 of 29CFR; GC §34090.7
EU-048
Electric
Utility /
Energy
Distribution
Source Power Outage Report Database Indefinite Indefinite:.:........•.•.Data is interrelated; GC §34090 EU-049
Electric
Utility /
Energy
Distribution
CorrespondencePower Outage Reports (copies) 2 years 2 years GC §34090.7 EU-050
Electric
Utility!
Energy
Distribution
Source SCADA Database (Supervisory Control and Data
Acquisition) - Electric Indefinite th efip.rt.e•
Data is interrelated; system qualifies as a
"trusted system"; GC §§34090, 12168.7
EU-051
Electric
Uty /
Energy
Distribution
Inspections Street Light Repairs 10 years •ea s• ••• • Department preference; GC §34090
EU-052
Electric
Utility /
Energy
Distribution
Subject Substations, Receiving Stations, Switching Stations:

Daily Operation Logs & Reports (Control) 5 years 5:0i-: .......' Department Preference; GC §34090 EU-053
Electric
Utility!
Energy
Distribution
CorrespondenceSubstations, Receiving Stations, Switching Stations:.Equipment Drawings and Maintenance Records Life of
Equipment
+ 2 years .....years..:.

Department Preference; GC §34090
EU-054
Electric
Utility /
Ener gy
Distribution
Reference
Substations, Receiving Stations, Switching Stations:

Test Reports, Station Log, Inspection Sheets and
Breaker Change Outs
P Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-9 SANTA CLARA, CA.

EU-No. Office of Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
ii (n office)
Inactive .. ota(Records::Retention:Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

EU-055
Electric
Uty /
Energy
Distribution
Subject Switching Orders 5 years 5:years Department Preference; GC §34090 EU-056
Electric
Utility!
Energy
Distribution
Reference Traffic Signal Log Book P P Department Preference; GC §34090 EU-057
Electric
Utility /
Energy
Distribution
Reference Traffic Signal Repairs P P Department Preference; GC §34090 EU-058
Electric
Energy
Utility /
Distribution
Subject Tree Trimming 5 years 5 years Department Preference; GC §34090 EU-059
Electric
Uty /
Energy
Distribution
Reference Underground & Overhead: Inspections Maps UG & OH P P Department Preference; GC §34090 EU-060
Electric
Utility /
Energy
Distribution
Source Underground & Overhead: Repair! Maintenance Tags (Database) UG & OH Indefinite tridefiRtte:•:Department Preference; GC §34090 EU-061
Electric
Utility /
Energy
Distribution
Subject Underground Service Alerts (USA) Locates: Utility Cuts, etc. 5 years .
• • • • •
Department Preference (the warrantee period
for work done is 5 years); GC §34090
EU-062
Electric
Utility!
Energy
Distribution
CorrespondenceUtility Standards
(Core Process Workshop)
Superseded
+ 2 years
PC.O.c.1:61.
. . • • • - • • • ....
..4;:g10**:.. .. Department Preference; GC §34090
EU-063 Lead Dept.Incident ReportsVehicle Accidents 2 years !•• •••......... • • Send significant accident events to City
Attorney.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-10 SANTA CLARA, CA.

EU-No. Office of
Record Record Type Records Description Retention / Disposition •
•
ota
•: etebtion
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

EU-064 Finance Correspondence Weed Abatement Charges (copies) 2 years 2 years :::::....•.•.• GC §34090.7 EU-065
Depart.

Providing
Service /
Work
Source Work Orders / Service Requests CMMS DATABASE
(Computerized Maintenance Management System) Indefinite •htlefibrte.:. Data is interrelated; GC §34090 EU-066
Depart.

Providing
Service /
Work
Subject
Work Orders / Service Requests - NOT entered in
CMMS Database (or partial information entered into
CMMS Database)
(Division providing service retains originals; Division requesting service is considered a copy)
5 earsy . ears City preference; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-11 SANTA CLARA, CA.

EU-No. Office of Record Type Records Descriptionon Retention / Disposition ::•. Tota l::::
•••• ••• • • .
::Retention:•• • • .

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)-
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

HYDRO ENGINEERING PLANTS and SUBSTATIONS (DVR / Pico Grizzly, etc.) EU-067
Electric
Utility /
Hydro Eng.

Plants
Project Admin
Capital Improvement Projects (CIP) / Jobs:

Administration File
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
OPRIPLOQII:.4...-; 6. :
• Y • -:
or Afteri'.::::.• • •
pr:tdin• • ..
'06*
i.*'• • • • ..
t- •
•001t;: ..- -.- -
• ••••••• • • • • ,
:Whi0f100:(1..S
lorl• .........• •
Some grant funding agencies require audits;
of Limitations for Errors & Omissions is
10 years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§§336(a), 337 et. seq., GC §34090
Project Administration, Certified Payrolls, Construction Management Logs, Daily Inspection Diary, Project Schedules, Progress meetings, etc.

EU-068
Electric
Utility /
Hydro Eng.

Plants
Pro ectj
Capital Improvement Projects (CIP) /Jobs: Permanent
File
Plans, Record Drawings / As Builts", Specifications,
Bids/RFPs, Successful Proposal, Change Orders (Work
Authorizations), Inspections, Materials Testing Reports, Grading Permits, Hazardous Materials Reports, Notice
of Completion, O&M Manuals, Photos, Real Estate
Appraisals, Soils Reports, Studies, Submittals, Surveys, etc.

Upon
Completion P
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
EU-069
Electric
Utilit /y
Hyd nro E
Plants g.

CorrespondenceCEMS Data (Continuous Emissions Monitoring System) Life of the
Plant +
2 years
he•:.::!fl::

Plantk.
2 years
Department preference; GC §34090 et seq .

EU-070 Lead Dept. Logs
Confined Space Entries & Logs (Permitted entries into
confined spaces such as sewers and storm drains in
order to comply with regulations)
3 years ears Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2)
EU-071
Electric
Utility /
Hydro Eng.

Plants
Training Contract Employee Training Files Separation
+ 7 years
:$4aratjen.:+..... .eqrs:::::

Department preference; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; 29 CFR 1627.3(b)(ii), 8
CCR §3204(d)(1) et seq., GC §§12946, 34090
This material is protected by a copyright held by Gladwelf Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-12 SANTA CLARA, CA.

EU-No. Office of
Record Record Type Records Description Retention / Disposition ::..-.. ota
::Retention:• ..,:.:..-.-.-
Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 1Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

EU-072
Electric
Utility!
Hydro Eng.

Plants
CorrespondenceDaily Vehicle & Equipment Safety Checks / Vehicle Inspections / Daily Equipment Checks (Forklifts, etc.)2 years •_year GC §34090 et seq.

EU-073
Electric
Utility /
Hydro Eng.

Plants
CorrespondenceEquipment Certifications, Inspections, Testing, Base Readings, etc.

Life of
Equipment
+ 2 years
••• - • •
i:+:Equl;i6:04:- • • • • • • • • • • •.•:.
• • • • • • • •
Department preference; GC §34090 et seq.

EU-074
Electric
Utility /
Hydro Eng.

Plants
Reference Gas Pipelines, Maintenance, X-rays P P Department Preference; GC §34090 EU-075
Electric
Utility /
Hydro Eng.

Plants
CorrespondenceLogs: Visitor Log, Operator Log, Hydro / Substation Logs, Shift Turnovers, etc. 2 years •Oars GC §34090 et seq.

EU-076
Electric
Utility /
Hydro Eng.

Plants
Report NPDES Monitoring Reports 5 years PWA NPDES Monitoring records required for 3 years in Federal law; 40 CFR §§122.21, 122.41
EU-077
Electric
Utility /
Hydro Eng.

Plants
CorrespondencePermits - Various (Pressure Vessels, etc .) Expiration + 2 years
.:.X0r00.6 ±:..•—• - • • .....
.06*:. Department preference; GC §34090 et seq.

EU-078
Electric
Utility!
Hydro Eng.

Plants
Reference Plans & Drawings / Records Drawings /"As Builts" Completion + 5 years P P Drafts should be destroyed; GC §34090, 34090 EU-079
Electric
Utility /
Hydro Eng.

Plants
Reference
Projects & Facilities: INFRASTRUCTURE Final
Specifications and Plans (Power Plants, Generators,
Property Improvements, etc.)
Completion
+ 2 years P P
Statewide guidelines propose 7 years; 2 years
for blueprints & specifications; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions; CCP §§337. 337.1(a), 337.15, GC
§34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-13 SANTA CLARA, CA.

EU-No. Office of Record Type Records Descriptionon Retention / Disposition : Total::::
•: ::Retention:

Comments I Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

EU-080
Electric
Utility /
Hydro Eng.

Plants
CorrespondenceRegulatory Agency Correspondence
Life of the
Plant + 2
years
..-tife:6f..te-:-
Plant ::
years::::::.

Department Preference; GC §34090
EU-081
Electric
Utility /
Hydro Eng.

Plants
Subject Round Sheets (Fire Extinguishers) 5 years S years::: Department Preference; GC §34090 EU-082
Electric
Utility!
Hydro Eng.

Plants
CorrespondenceSelf-contained Breathing Apparatus (SCBA) Expiration of
Certificate
+ 2 years
:EXpiratibri:Of•• • ••• ••• • • • - .•:teftifiCk0::+:........• • .:.:. 2:00.i*.:::::• •
Certificates are issued for 3-5 years; GC
§34090 et. seq.

EU-083
Electric
Utility /
Hydro Eng.

Plants
Subject Underground Service Alerts (USA) Locates: Utility Cuts, etc. 5 years • •
Department Preference (the warrantee period
for work done is 5 years); GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-14 SANTA CLARA, CA.

EU-No. Office of Record Type Records Descriptionon Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive Total::::(Records::Retention:Center) • • • - - • • If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

RESOURCES
EU-84 Electric
Utility!
Resources
Project Admin
Capital Improvement Projects (CIP) /Jobs:

Administration File Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
.PITIP.1001.:: fti.,,• ., .d. ,.,...:
.±: ' ..-Y. •:`'!.. :.r:A ftei.:::::.

FUhdin• - -- • - •••••:g...::.:.• - - • - - -:
- • - •"*. •:.;::::..Audit if
Uir.e0;::::. • • ••• •••':
.• • • - • •••••••:whiclieve:r:is•
longer.
-:•.•
-::....
-
.
:

Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is
10 years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec s=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§§336(a), 337 et. seq., GC §34090
Project Administration , Certified Payrolls, Construction Management Logs, Daily Inspection Diary, Project Schedules, Progress meetings, etc.

EU-085
Electric
Utility /
Resources
Project
Capital Improvement Projects (CIP) /Jobs: Permanent
File
Plans, Record Drawings /"As Builts", Specifications,
Bids/RFPs, Successful Proposal, Change Orders,
Inspections, Materials Testing Reports, Grading
Permits, Hazardous Materials Reports, Notice of
Completion, O&M Manuals, Photos, Real Estate
Appraisals, Soils Reports, Studies, Submittals, Surveys, etc.

Upon
Completion P
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
EU-086
Electric
Utility /
Resources
Claim Claims / Litigation (Specialized for Electric Utility FERC, etc)
Resolution
+ 5 years
-
-
- •
e0101. iqh.: i
• • • • •••:•.000.: :-:•
Claim must be filed within 1 year lawsuit within
2 years; complaints against peace officers
within 5 years; Statute of Limitations for
contracts is 4 years; wrongful death for
construction is completion + 5 years; CCP §§
337 et seq.; GC §§ 911.2, 945, 34090, 34090.6;
PC §832.5
EU-087
Electric
Utility!
Resources
Power Trading
Power Trading / Power Scheduling
Counterparty Status Report
2 years
2 years
8 years
8 years
10 years:.
10 years
Department Preference; GC §34090
GC §34090EU-088
Electric
Utility!
Resources
Power Trading
Power Trading / Power Scheduling
Month End Risk Position and VaR Reports
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Office of
Record Record Type Retention / Disposition Comments / ReferenceEU-No.

Active
(in office)
IInactive
(Records
Center) : etention(OFR)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

EU-089
Electric
Utility! Power Trading
Power Trading / Power Scheduling Completion
+ 3 years 7 years
Resources (Check Out Worksheets)
Electric Power Trading / Power Scheduling
EU-090 Utility / Power Trading 3 years 7 years
Resources (Confirmations, Invoices)
Electric Power Trading / Power Scheduling
EU-091 Utility / Power Trading 2 years 8 years
Resources (Generation Worksheets)
Electric Power Trading / Power Scheduling
EU-092 Utility / Power Trading 3 years 7 years
Resources (Pathing Sheets)
Electric Power Trading / Power Scheduling
EU-093 Utility! Power Trading 5 years 5 years
Resources (Voice Recordings)
Electric Properties - Records of Significant Historical Value EU-094 Utility! Reference
Resources (Altamont, Benicia, Loyalton)
Electric
EU-095 Utility / Subject Regulatory Agency Correspondence 5 years Resources
EU-096
Electric
Utility!
Resources
Regulatory
Filings
Regulatory Filings
(FERC, CEC, NERC, etc.)
7 years
Electric
EU-097 Utility! Power TradingRenewables 10 years
Resources
EU-098
Electric
Utility! Subject Risk Management Meeting Minutes / Risk Oversight Committee Meeting Minutes 5 years
Resources
EU-099
Electric
Utility /
Resources
Reference Systems Support: Fiber optics / Communications! Leases
Department Preference (auditing standards are
5 years); GC §34090
Department Preference (auditing standards are
5 years); GC §34090
Department Preference (auditing standards are
5 years); GC §34090
Department Preference (auditing standards are
5 years); GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Records Description
Department Preference; GC §34090
17 CCR 95105
RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-15 SANTA CLARA, CA.

EU-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive Tota(Records
Center) 00000:

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

Depart.

EU-100 Providing
Service / Source Work Orders / Service Requests CMMS DATABASE (Computerized Maintenance Management System) Indefinite Work
Depart.

Work Orders / Service Requests - NOT entered in
unms Database (or partial information entered into
EU-101 Providing
Service! Subject CMMS Database) 5 years
Work (Division providing service retains originals; Division requesting service is considered a copv)
Data is interrelated; GC §34090
City preference; CCP §§338 et seq., 340 et
seq., 342, GC §§945.6, GC §34090
RECORDS RETENTION SCHEDULE: ELECTRIC UTILITY Page EU-16 SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1
SANTA CLARA, CA.

FIN-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records ota
eterition:Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FINANCE / ACCOUNTING SERVICES
FIN-001
Finance /
Accounting
Services
Regulatory
Filings 1099's Issued /W-9s 2 years
Accounts Payable / Invoices and Backup "Pinks"
FIN-002
Finance /
Accounting
Services
AP Paymentsand Purchase Card Statements - Originals
(Includes Invoices, Travel Expense
Reimbursements, Warrant Request, etc.)
2 years
FIN-003
Finance /
Accounting
Services
Accounts
Receivable
Accounts Receivable / Refunds & Credits:

Web Credit Card Payment Transfers, A/R Description
Listing, Bank Group Setup, Payment Methods Setup, etc.
2 years
FIN-004
Finance /
Accounting
Services
Accounts
Receivable
Accounts Receivable: Rent / Property
Management, Damage to Public Property, Invoices
to Outside Entities, Transient Occupancy Tax
(TOT),BINGO..., etc.
3 years
FIN-005
Finance /
Financial Auditor Reports
Audit Reports / CAFR - Comprehensive Annual
Financial Reports 3 years
Services WORKING PAPERS
FIN-006
Finance /
Financial
Services
Reference Audit Reports / CAFR - Comprehensive Annual
Financial Reports and related Audit Opinions5 years
FIN-007
Finance /
Financial
Services
Reference Audit Reports / Single Audits / Transportation Audits / PERS Audit, et. 5 years
FIN-008
Finance /
Accounting
Services
Cashiering
Management
Bank and Trustee Statements, Outstanding Check
Lists, Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports
2 years
FIN-009
Finance /
Accounting
Services
Cashiering
ManagementChecks / Warrants (Cashed) 2 years
FIN-010
Finance /
Accounting
Services
Reference Conversion of FMIS Data (Legacy Financial
Application) 5 years
Department Preference; IRS: 4 years after tax is due
or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; 26 CFR 31.6001-1, R&T §19530,
GC §34090
Department Preference (meets municipal government
auditing standards); Statewide guidelines propose
audit + 4 years; Published articles show 3 - 7 years;
GC §34090
Department Preference to meet municipal government
auditing standards and IRS guidelines for records
supporting employee and federal taxes (4 yrs after tax
is due or paid); 26 CFR 31.6001-1; GC §34090
Department Preference; (meets municipal government
auditing standards); Statewide guidelines propose
audit + 4 years; Published articles show 3 - 7 years;
GC §34090
Department Preference to meet municipal government
audit standards; GC §34090
Department Preference; GC §34090
Department Preference (meets municipal government
auditing standards); GC §34090
Department Preference; Published articles show 3 - 4
years; GC §34090,26 CFR 31.6001-1
Department Preference; meets municipal government
auditing standards; GC §34090, CCP § 337
Department Preference; GC §34090
5 years
5 years
5 years
4 years
4 years
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. 3 years
3 years
RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2
SANTA CLARA, CA.

FIN-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive o a(Records etention:•:•.•.-.:.•.• • •Center) If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FIN-011
Finance /
Accounting
Services
Cashiering
Management
Escheat (Unclaimed money / uncashed checks)
Finance / Financial Systems DatabasesFIN-012 Accounting Services
Source PEOPLESOFT/HARRIS
Finance /
FIN-013 Accounting Auditor Reports Fixed Assets - Annual Listing (Source Documents) Services
Finance / General Ledger: Final year-end AND Chart of
FIN-014 Accounting General Ledger Accounts / Organization Structure (Print out when Services Rollover is Done)
FIN-015
Finance /
Accounting General Ledger
Journal Entries /Journal Vouchers / Budget
Transfers
Services Includes Supporting Documentation
Finance /
FIN-016 Accounting Report Metaviewer Reports
Services
Finance /
Reports, Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance Sheets,
Proof & Merge Reports, Labor Distribution, etc.

FIN-017 Accounting Auditor Reports (MONTHLY OR PERIODIC) Services
Does NOT include year-end General Ledger, or
those in the Metaviewer database.

Finance / Reports: Annual State or Federal:

FIN-018 Accounting Report
Services State Controller's Report, Street Report, etc.

Finance / Special Assessments: Engineers Report &
FIN-019 Accounting Subject Correspondence, Audit Records, Treasurer Services Records
Department preference; All tangible property held by
government agencies escheats after 3 years; Statute
of Limitations is 1 year for seized property; Meets
auditing requirements; CCP §§340(4), 1519; GC
§34090
Data Fields / Records are interrelated; GC §34090
Includes permanent assets (for compliance with GASB
34); GC §34090
Published articles show 3 -10 years; GC §34090
Department Preference; meets municipal government
auditing standards; Statute of Limitations is 4 years;
statewide guidelines propose Audit + 5 years; GC
§34090, CCP § 337
Department preference; statewide guidelines propose
2 years; GC §34090
Transitory records not retained in the ordinary course
of business Financial system qualifies as a trusted
system and can re-create reports accurately;
statewide guidelines propose 2 years; GC §34090
Department Preference; Meets auditing standards; GC
§34090
Department Preference; (meets municipal government
auditing standards); Statewide guidelines propose
audit + 4 years; Published articles show 3 - 7 years;
GC §34090
2 years
Indefinite
7 years
5 years
3 years
5 years
7 years
5 years
2 years
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

FIN-021
FIN-020
FIN-022
FIN-023 2 years
3 years Y.P.?r
2 years 5 years
7 years
5 years
RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3
SANTA CLARA, CA.

FIN-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference Inactive
(OFR) Active
(in office) (Records P.O.....

Center)
If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FINANCE / ACCOUNTING SERVICES / PAYROLL
FIN-024
Finance /
Accounting
Services /
Payroll
Finance /
Accounting
Services /
Payroll
Finance /
Accounting
Services /
Payroll
Finance /
Accounting
Services /
Payroll
Human
Resources
Auditor Reports
Auditor Reports
Regulatory
Filings
Temporary
Holding
Subject
DE-6 & 941 Forms - Quarterly Payroll Tax Returns
/ OASDI
Checks / Warrants - Cancelled - Payroll Only
Deduction Files (Deferred Compensation, PERS,
etc.

Deferred Compensation (City Statements)
Payroll Employee File Separation +
2 years
2 years
Finance /
FIN-025 Accounting
Services /
Payroll
Temporary
Holding Payroll Employee File 2 years 3 years
.000700
Finance /
FIN-026 Accounting
Services / Auditor ReportsPERS Statements 2 years 5 years years Payroll
FIN-027
Finance /
Accounting
Services / Routine Salary Schedules 4 years ear
Payroll
Department Preference; Published articles show 3 - 4
years; GC §34090,26 CFR 31.6001-1
Department Preference; IRS: 4 yrs after tax is due or
paid; Ca. FTB: 3 years; Articles show 7 years; IRS
Reg §31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 -
516.6, 29 USC 436, GC §34090
Department Preference; Preliminary documents used
to facilitate Payroll deductions; GC §34090 et seq.

Produced by Deferred Comp. Provider; consistent with
proposed statewide guidelines; published articles for
bank statements show 4 -7 years; GC §304090, 26
CFR 16001.1
Department preference; Meets auditing standards
(audit + 4 years); IRS requires 4 years; Ca. requires 2 r min.; FTB keeps 3 years; Published articles show 4
j10 years; 26 CFR 31.6001-1, R&T §19530; LC §
11174(d); 29 CFR 516.5; GC §34090
Department preference; PERS Buy-backs are
reconstructed through Human Resources; Department
preference; Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; Published articles show 4 -10
years; 26 CFR 31.6001-1, R&T §19530; LC § 1174(d);
'29 CFR 516.5; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: FINANCE Page FIN -4
SANTA CLARA, CA.

FIN-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive ::::Total:::(Records .

Center) • •••••••••••••••••••••••
If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or corn lotion Finance /
Department preference to facilitate grant audits or
claim reimbursements; Meets auditing standards
FIN-028 Accounting
Services /
Regulatory
Timekeeping
Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards - Hardcopies 2 years 8 years years. (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4
Payroll 10 years; 26 CFR 31.6001-1, R&T §19530; LC §
1174(d); GC §34090
Finance /
FIN-029 Accounting
Services / Source Time Sheets / Time Cards / Overtime Sheets / Overtime Cards - Peoplesoft (electronically) Indefinite Department Preference; GC §34090 Payroll
FIN-030
Finance /
Accounting
Services / Reference W-2's 2 years
Department Preference; IRS: 4 yrs after tax is due or
paid; Ca. FTB: 3 years; Articles show 7 years; 26 CFR

31.6001-1, R&T §19530; 29CFR 516.5- 516.6,
Payroll 29USC 436, GC §34090
-
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Comments / ReferenceFIN-No. Office of Record TypeRecord (OFR)
Records Description
Active Inactive I Total(Records(in office) Retention Center_ Retention / Disposition
If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records ant mguests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE! BUDGET & TREASURY
FIN-031
Finance /
Budget &
Treasury &
City Clerk
Bonds Debt /
Interest
Bond Official Statements / Certificates of
Participations (COPs) See Bank Statements for
statement retention.

Cancellation,
Redemption
or Maturity
10 years
Department Preference; Statute of Limitations for
arjefiaffrOri:; :bonds, mortgages, trust deeds, notes or debentures is Redemption i6 years; Bonds issued by local governments are 10 or Maturity years; There are specific requirements for disposal of years::: unused bonds; CCP §§336(a)(1) & (2), 337.5(2); GC §43900 et seq.

FIN-032 City ClerkCorrespondenceBudgets - Adopted / Final copies 2 years ears:.: Copies; GC §34090.7
FIN-033
Finance /
Budget & Subject Budgets - Preliminary, Backup Documents, Working Papers 2 years 3 years ears Department Preference; GC §34090 Treasury
Finance /
Fl N-034 Budget & Reference Compliance Reports (Arbitrage Audits, etc.) 5 years Department Preference; GC §34090 Treasury
FIN-035 City ClerkCorrespondenceFinancial Status Reports (to Council) copies 2 years ears Copies; GC §34090.7
FIN-036
Finance /
Budget & Agreements Ground Lease Tracking Completion
+ 5 years Department preference; GC §34090
Treasury
Finance / Department preference for liability purposes; CCPFIN-037 Budget & Reference Insurance Policies for Electric Utility Plants (Alliant)5 years §337 et seq.; GC §34090Treasury Finance /
FIN-038 Budget & Reference Insurance (Self-Insurance) Department preference; GC §34090 Treasury
Department Preference; Meets auditing standards;
FIN-039
Finance /
Budget &
Treasury
Bonds Debt /
Interest
Investments / Arbitrage! Bonds (Receipts / Advisor
Reports and Statements / Trade Tickets / LAIF
(Local Agency Investment Fund)
Maturity 10 years
Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose
permanent; FTC Reg's rely on "self-enforcement";
GC§§ 34090, 43900
FIN-040
Finance /
Budget &
Treasury
Regulatory
Filings
Statement of Indebtedness / Annual Report to
State / State Controllers Report 7 years Department preference; GC §34090 FIN-041
Finance /
Budget &
Treasury
Subject User Fee Studies/ Cost Allocation Plan / Right-of- Way Studies 5 years 88 Department preference; GC §34090 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5
SANTA CLA , CA.

This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. 1Department Preference to meet municipal government
lauditing standards and IRS guidelines for records
;supporting employee and federal taxes (4 yrs after tax is due or paid); 26 CFR 31.6001-1; GC §34090
RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6
SANTA CLARA, CA.

FIN-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive :o a(Records ntionCenter)
if the record is not listed here, refer to the Retention for City-Wide Standards !Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. !Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FINANCE / MUNICIPAL SERVICES / CASHIERING & CONTACT CENTER Cashiering Management:

Finance / Applications for Credit Cards, Applications of CC FIN-042 Municipal
Services /
Cashiering
Cashiering
Management
Change, PAP Applications or changes, PC Charges,
Daily Balancing Worksheets, Transit-log Report / CRC
Worksheet, HB Electronic Hardcopy, VRNVEB POS
2 years 3 years
Sales Reports / Excel Worksheets, Auto Credit Card
Receipts, Armored Truck Manifests Log Books
FIN-043
Finance
Municipal
Services /
Cashiering
Correspondence
Stubs with Change Requests and Incoming White
Mail/Written Requests (when payment is
submitted)
Final Audit +
2 years
Foo:*i.Oi Preliminary Documents; GC §34090 et seq.

Office of
Record Record Type Retention / Disposition Comments I ReferenceFIN-No. (OFR)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

SEFINANCE / MUNICIPAL S CES / TAX & LICEN
Records Description
(Records(in office) Center

) :

InactiveActive :pta
.000Oh:::

FIN-044
FIN-045
FIN-046
FIN-047
Finance /
Municipal
Services /
Tax &
License
Finance /
Municipal
Services /
Tax &
License
Finance /
Municipal
Services /
Tax &
License
Finance /
Municipal
Services /
Tax &
License
Business License Applications, Registrations and
Renewals, Affidavit of Business License
Business License Citation Logs
H.D.L. Business License Files
Reports, Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance Sheets,
Proof & Merge Reports, etc. (MONTHLY OR

PERIODIC)
3 years
3 years
Indefinite
Meets auditing standards; GC §34090 et seq.

Department preference; GC §34090
Department preference; GC §34090
Transitory records not retained in the ordinary course
of business Financial system qualifies as a trusted
system and can re-create reports accurately;
statewide guidelines propose 2 years; GC §34090
Business Taxes
Logs
Source
Non-Record None
RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7
SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: FINANCE
SANTA CLARA, CA.

Page FIN-8
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. resumes after settlement or completion).

Finance /
Municipal
Services /
Utility
Billing
Finance /
Municipal
Services /
Utility
Billing
Finance /
Municipal
Services /
Utility
Billing
Finance /
Municipal
Services /
Utility
Billing
Finance /
Municipal
Services /
Utility
Billing
Finance /
Municipal
Services /
Utility
Billing
NR Aging, Account Deposits, Archived G/L Postings,
Trial Balance, Credit Balance Detail Report, Credit
Balance Summary, G/L Posting Accounts, Trial Balance
by Detail, NR Aging
Bankruptcies
Collection Agency Assignments / List of Unpaid
Accounts
CSA Agreements
Medical Rate Assistance Applications
Metaviewer Reports - Utility Billing Only/Meter
Reading
Meter Reading Verification, MVRS Code / Messages
Report, Cycle/Rout/Walk Verify Lists, Demand History
Report, Electric Meter Adjustment Listing, Electric Meter Listing, Electric Reading History
Transitory records not retained in the ordinary course
of business Financial system qualifies as a trusted
system and can re-create reports accurately;
statewide guidelines propose 2 years; GC §34090
Department Preference to meet municipal government
auditing standards; GC §34090
Department Preference; Negative credit information
remains on credit reports for 7- 10 years; Meets
auditing standards; City does not Lien property (Liens
are good for 10 years from recording date, and may b
extended by re-recording lien); WC 36729; GC §3409
Department preference; GC §34090
FIN-048
FIN-049
FIN-050
FIN-051
FIN-052
FIN-053
Agreements
Non-Record
Subject
Report

FINANCE / MUNICIPAL SERVICES / UTILITY BILLING
Accounts Receivable - Utility Accounts Receivable:

Completion
+ 5 years
7 years
5 years
5 years
qqa.)Pl.000:
5 years
Department preference (meets auditing standards);
GC §34090
Department preference; statewide guidelines propose
2 years; GC §34090
Collections
recordsact requests, audits and/or investigations suspend normal retention periods (retentionLitigation, complaints, ch9i.raLu2fc Office ofFIN-No. Record Record Type
Active
(in office)
Inactive
(Records
Center
(OFR)
If the record is not listed here, refer to the Retention for City-Wide Standards=111121811 109, Records Description Retention / Disposition Comments / Reference None
Collections 7 years
Debt Collection Listing, Debt Collector Payments, Return Payments
RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9
SANTA CLARA, CA.

FIN-No. Office of
Record Record Type Records Description Retention I Disposition Comments I Reference Inactive
(OFR) Active
(in office) (Records TOt01::::...

Transitory records not retained in the ordinary course
of business Financial system qualifies as a trusted
system and can re-create reports accurately;
statewide guidelines propose 2 years; GC §34090
GC §34090.7
Rates
FIN-056 City Clerk Correspondence Electric Rates Listing, Fault Rates Listing, Sewage Exempt & Discount List, Sewage Rates, Water Rates
Listing (copies)
Finance /
Municipal Refuse Agreements
FIN-057 Services / Agreements
Utility On Call Bin Contracts, Long Term and Temp Bind
Contracts, Temporary Cart Change Authorization FormsBilling Finance /
Municipal
Reports, Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance Sheets,
Proof & Merge Reports, etc. (MONTHLY OR
FIN-058 Services / Non-Record PERIODIC)
Utility
Billing Does NOT include those in the Metaviewer
database.

Depart.

FIN-059 Providing
Service / Correspondence Service Orders (copies)
Work
Litigation, complaints, claims, public records act requests, Finance /
Municipal
FIN-054 Services / Source
Utility
Billing
Water
Utility FIN-055 Correspondence
Municipal Services Database (Itron)
Portable Water Permits (copies)
audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Completion
+ 5 years
Indefinite
2 years
2 years
2 years
None
ear
ears:

Data Fields / Records are interrelated; GC §34090
ears
GC §34090.7
GC §34090.7
Department preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

FIN-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference Inactive
(OFR) Active
(in office) (Records
Center) eritidri
If the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act rectgunkts, audits and/or investigations suspend normal retention periods (retention resumes after settlement or corn letion

FINANCE / PURCHASING
Finance /
Purchasing
Finance!
Purchasing
Purchase Orders! Requisitions / Successful Bids
Purchasing - Bidder! Vendor List (Companies that
want to receive RFPs / RFQs)
Department Preference (Professional Services always
have a contract, therefore Errors & Omissions are not
applicable); Statewide guidelines propose completion
+ 5 years for non-capital improvement contracts &
completion + 4 years for transportation and
concessionaire agreements. Statute of Limitations is
4 years; 10 years for Errors & Omissions; COP §§337.
337.1(a), 337.15, 343; GC §34090
Transitory Record used to mail out requests; GC
§34090 et seq.

FIN-060 Subject 3 years 2 years
FIN-061 Correspondence 2 years
RECORDS RETENTION SCHEDULE: FINANCE Page FIN-10
SANTA CLARA, CA.

FR-No. Office of
Record
(OFR)
Record Type Records Description Retention / Disposition Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Liti ation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement)

ADMINISTRATIVE SERVICES
Retained for historical and administrative value;
FR-001 Fire! Admin. Reference Annual Reports / Fire Incident Statistics GC §34090 FR-002 Building Reference Building Plans for Each Fire Station copies
Department preference; GC §34090.7
Department preference to allow for FEMA audits
(up to 6 years & 3 months from the date of the
final inspection report); Uniform Admin.

FR-003 Fire / Admin. Regulatory
Filings
Department of Homeland Security (DHS)/FEMA
Reimbursements 7 years Requirements for Grants to Local Governments is 3 years from expenditure report or final payment o
grantee or subgrantee; statewide guidelines
propose 4 years; (Also See Grants on City-wide);
GC §34090 et seq.

FR-004 Fire! Admin. Correspondence Emergency Plans / Disaster Preparedness Manuals, etc. Superseded + 2 years
SUpersededDepartment Preference; GC §34090 et seq.

FR-005 Fire! Admin. Reference Fire Chief Directives Department preference; GC §34090 FR-006 Fire / Admin. Report ISO Insurance Ratings (Insurance Services Office) Superseded + 5 years
$4:00.*00.0Department Preference (rated every 10 years); GC §34090
FR-007 Fire / Lead
Division Report Monthly Division Reports 5 years ears GC §34090 et seq.

FR-008 City Clerk Correspondence Monthly Run Reports! Department Activity Reports copies 2 years 2: ear Preliminary draft / copy; GC §34090 et seq.

FR-009 City Clerk Correspondence Mutual Aid Agreements, Joint Power Authorities 2 years e:att: Originals Maintained by City Clerk Permanently; GC §34090.7
FR-010 Fire / Admin. Correspondence Release of Liability Forms 2 years 0.0f. Ride-a-long/Observer Applications HEAT Program Participants; GC §34090 et seq.

FR-011 Fire / Admin. Incident Reports Request for Incident Report Form 2 Years Department preference; GC §34090 Active
(in office)
Inactive
(Off-site,
OD or Mfr
RECORDS RETENTION SCHEDULE - FIRE Page FR-1

SANTA CLARA, CA
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE - FIRE Page FR-2
SANTA CLARA, CA.

FR-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, 717(tyt01:::

RetentionOD or Mfr)
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement).

FIRE PREVENTION
FR-012 Fire / Fire
Prevention
California
Unified Program
Agency
Above ground storage tank program 5 years Department preference; GC §34090 FR-013
Fire / Fire
Prevention &
Operations /
Suppression
(Stations)
Inspections Annual Fire Life & Safety Inspections: Notice of Violations / Citations 10 years
Department Preference; California Fire Code
requires 5 years; Allows the removal and purging
of these records in the event the address file is too
large; CFC §104.3.2, §104.3.4, GC §34090
FR-014
Finance /
Municipal
Services /
Tax &
License
Inspections
Annual Fire Life & Safety Inspections: Business
Inspections
(Maps, Photos & Plans)
Life of
Building +
10 years
..•.- •.-
California Fire Code requires 5 years; Allows the
removal and purging of these records in the event
the address file is too large; CFC §104.3.2,
§104.3.4, GC §34090
FR-015 Fire / Fire
Prevention Correspondence
Fire Code Permits / Special Event Permits (assembly
permits, candle permits, fireworks permits tent permits, fire hydrant use, open flame, etc.)
Expiration +
2 years GC §34090 et seq.

Department Preference (no statute of limitations
on these incidents/crimes); California Fire Code
requires 3 years; CFC §104.3.2, §104.3.4, GC
§34090
FR-016 Fire / Fire
Prevention Reference Fire Incident Reports - Capital Crimes (Arson, etc) FR-017 Fire / Fire
Prevention Report Fire Incident Reports - Other than Capital Crimes Life of
Building + 5
years
California Fire Code requires 3 years; CFC
§104.3.2, §104.3.4, GC §34090
Department preference; GC §34090 et seq.FR-018 Fire / Fire Prevention Reference Fire Lane Program
FR-019 Fire / Fire
Prevention Correspondence Fire Marshal Approvals Completion + 2 years
Indefinite
PO0010.00
.-.-.....•.•.•.•.•.•.•
Department preference; GC §34090 et seq.

Data is interrelated; GC §34090 et seq.

Department preference; GC §34090 et seq.

FR-020 Fire /Admin Source Fire Prevention Database (HdL) FR-021 Fire I Fire
Prevention Reference Fire Prevention Permits
FR-022 Fire / Fire
Prevention Source Inspection Database Indefinite Ind efinite:: Data Fields / Records are interrelated; GC §34090 FR-023 Fire / Fire
Prevention Reference Investigation Reports - Capital Crimes & Suspected Capital Crimes (Arson, etc)
Department Preference (no statute of limitations
on these incidents/crimes); California Fire Code
requires 3 years; CFC §104.3.2, §104.3.4, GC
§34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE - FIRE
SANTA CLARA, CA.

Page FR-3
Office ofFR-No. Record
(OFR)
Record Type Records Description
Active
(in office)
Retention / Disposition
Inactive
(Off-site,
OD or Mfr)
Comments I Reference
FR-030 5 yearsWeed Abatement / ComplaintsSubject
Fire / Fire
Prevention
OR
Electric
Utility
Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement Investigation Reports - Criminal & Citations
(Administrative, Infraction, or Misdemeanor), Service
Requests
5 years
Subject
[Department Preference; California Fire Code
'requires 3 years; CFC §104.3.2, §104.3.4, GC
§34090
1Department Preference; California Fire Code
requires 3 years; CFC §104.3.2, §104.3.4, GC
§34090
Preliminary Drafts or Copies (Knox Box has the
original Applications); GC §34090 et seq.
5 years
FR-025 Fire / Fire
Prevention Report Investigation Reports - Industrial Accidents (in Private Businesses)
FR-026 Fire / Fire
Prevention
Knox Box Program (Copy of Application, Site Map,
Original Hold Harmless Agreement and Inventory
Update Forms)
Programs and Projects (e.g. Fire Service Day, EMS,
etc.)
Public Information / Education (when produced
internally)
Vehicle Log / Daily Safety Checks / Daily Work Reports / Vehicle Inspections / Daily Equipment Checks
FR-027
FR-028
Fire / Fire
Prevention
Fire / Fire
Prevention
Correspondence
Correspondence
FR-029 Lead Dept.Correspondence
2 years
2 years
Department Preference; GC § 34090 et seq.

Department Preference; GC §34090
1GC §34090
Life of
Building + 5
years
2 years
Fire / Fire
Prevention Report
Department preference; GC §34090
FR-024
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

RECORDS RETENTION SCHEDULE - FIRE Page FR-4
CA
FR-No. Office of Record Type Records Description Retention / Disposition .
-••• -...........:.etantrcify- - •
Comments / Reference
(OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement).

HAZARDOUS MATERIALS_
FR 031
Fire /
Hazardous
Materials
California
Unified Program
Agency
Above ground storage tank program 5 years P Department preference; GC §34090 FR 032
Fire!
Hazardous
Materials
Citations Administrative Enforcement Orders & Citations 5 years 5 years:: Department Preference; GC §34090 et seq.

FR 033
Fire /
Hazardous
Materials
California
Unified Program
Agency
Cal-Arp Risk Plans 5 years P P Department Preference; GC §34090 et seq.

FR-034
Fire!
Hazardous
Materials
Regulatory
CorrespondenceCorrespondence with Regulatory Agencies 25 years :Year::.Department Preference; GC §34090 FR 035
Fire!
Hazardous
Materials
Reference CUPA Audits 10 years P P Department Preference; GC §34090 et seq.

FR 036
Fire /
Hazardous
Materials
Regulato ry
Fi lin gs
CUPA Self Audit State Summary Report
(CUPA - Certified Unified Program Agencies)
7 years years
Department Preference (5 years is required); GC
§§34090, 60201 et seq.; 27 CCR 15188(a) ,
15280(a)(2)
FR 037
Fire!
Hazardous
Materials
California
Unified Program
Agency
Financial Assurance Records 5 years P Department Preference (5 years meets municipal government auditing standards); GC §34090
FR-038
Fire!
Hazardous
Materials
Report Groundwater Remediation / Quarterly Groundwater
Re ports
Remediation
Complete +
5 years
F. erriedi•aWrI
.ortibtete:.:+:.:• • ......
5 years.:.:.

Department Preference; GC §34090 et seq.

FR 039
Fire!
Hazardous
Materials
California
Unified Program
Agency
Hazardous Material Business Plans (HMBPs and SPCC)5 years P P Department Preference; GC §34090 et seq.

FR 040
Fire!
Hazardous
Materials
California
Unified Program
Agency
Hazardous Waste Inspections 9 years P P Department Preference; GC §34090 et seq.

FR-041
Fire!
Hazardous
Materials
Regulatory
Filings Quarterly State Surcharge Records (SB14) 7 years er.. Department Preference (5 years meets municipal government auditing standards); GC §34090
FR 042
Fire!
Hazardous
Materials
California
Unified Program
Agency
Tiered Permitting / Permitted Industrial User Files - ALL Classes and Types of Businesses
Close of
Business +
5 years
P P
Department preference; NPDES Monitoring
records required for 3 years; 40 CFR §§122.21,
122.41, 40 CFR 792.195
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. •
Department Preference; GC §34090 et seq.

RECORDS RETENTION SCHEDULE - FIRE Page FR-5
SANTA CLARA, CA.

FR-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive otal(Off-site, RetehtionOD or Mfr) . .

If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed and imply a full file folder (e.g. last document + 2 years) since destruction is normally performed by file folder. claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement.

Fire /
Hazardous
Materials
California
Unified Program
Agency
Underground Storage Tank & Annual Inspections &
Permits (excluding monitoring certificates) 5 years
Litigation,
FR-043
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Office of
Record Record Type Records DescriptionFR-No. Retention / Disposition Comments / Reference (OFR)
Inactive
(Off-site,
OD or Mfr
OtAl
Rdterirtibtf:

FR-044
Fire / EMS SubjectFR-045
Correspondence
Fire!
Operations /
EMS
Fire /
Operations /
EMS
Fire /
Operations!
EMS
Fire /
Operations!
EMS
EMS Complaints
Regulatory
Filings
$00.*0000HIPAA Policies and Procedures (Health Insurance Portability and Accountability Act)
Required by the Contract with ALS; GC §34090 et
seq.Report Monthly Statistical Report / Run Statistics Superseded
+ 7 years
Life of the
Contract + 5
years
FR-050
Fire!
Operations /
EMS
Medical
Coordination
Prehospital Care Reports / PCRs / Paramedic Release
Forms (EMS transportation): ALL (medical and non-
medical.)
Includes Paramedic Release Forms, AMAs / Refusal of
Service, First Responder Worksheets, PCR 01 / QA Peer
Review Forms, EKG Strips, etc.
3 years 17 years S(0.0
Department Preference; 10 years is
recommended by AHIMA for "healthcare
providers"; California Healthcare Association
recommends Acute Care Facilities retain adult
records for ten years following discharge; Juvenile
records are required until patient becomes 18
years old; law requires 7 years for clinics, health
facilities, hospitals, adult day health care centers,
and in-home skilled nursing services, and is
actually based upon "if the licensee ceases
operations"; Statute of Limitations for health
providers is 3 years; Federal law requires 3 years,
statewide guidelines propose 3 years; HIPAA
provides privacy regulations for patient's health
records; 13 CFR 1100.7, CCP §340.5, GC
§34090; H&S §123145
Fire /
Operations /
EMS
Statute of Limitations for health providers is 3
years; 13 CCR 1100.7, UFC §104.3.2, §104.3.4,
GC §34090
Department Preference - Controlled substances
are required for 2 years after inventory or
transaction; 21 CFR §1304.04, 1310.04
Department preference; GC §34090
Department preference; GC §34090
24 CFR 164.530(j)
FR-046
FR-047
FR-048
FR-049
ear.

Personnel Continuous Quality Improvement (CQI) / Quality Assurance
Controlled Drug Logs 5 years
Narcotic Usage Cards
Defibrillator Equipment and Maintenance
EMS Complaints
Page FR-6RECORDS RETENTION SCHEDULE - FIRE
SANTA CLARA, CA.

Active
(in office)
mlf the record is not listed here, refer to the Retention for Cit -Wide Standards Hetentions be in when the act is com leted, and im I a full file folder e. . last document + 2 ears, since destruction is normall erforme d b file folder. !iLitigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OPERATIONS / EMERGENCY MEDICAL SERVICES
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE - FIRE Page FR-7
SANTA CLARA, CA.

FR-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive OtA(Off-site,
OD or Mfr) RO:t0r4i01:1:

Liti•ation, claims, com•laints, audits and/or investigations sus•end normal retention •eriods retention be•ins after settlement .

OPERATIONS / SUPPRESSION (STATIONS)
Fire / Fire
FR-051
Prevention &
Operations /
Suppression
Inspections Annual Fire Life & Safety Inspections: Notice of Violations / Citations 10 years
(Stations)
Fire! Apparatus Pumper Test Data (FS170), Annual LadderDisposal of FR-052Operations / CorrespondenceCertification, Air Compressor Quality Complianceequipment Suppression Certification & Equipment Records & Testing + 2 years FR-053
Fire!
Operations!
Suppression
Logs
Daily Equipment Check-off Sheet (F5150) / Daily Check-
off Sheet (F5102) / Generator Test (FS152)
Jobs of the month - Engine Co. (FS105)/Advanced Life Support Check-off Basic Life Support Check-off
3 years
Fire! When
FR-054Operations!CorrespondenceDMV Pull Notices (Fire Employees Only) Superseded Suppression + 2 years
FR-055
Fire!
Operations!
Suppression
Source Fire Incident RMS Database (Includes Incidents and Inspections) Indefinite
Fire!
FR-056Operations! Reference Station Log Books 7 years
Suppression
:Liisposal of;
:040jOhierif:
e.01*:
........................
nde finite
Transitory or source records not retained in the
ordinary course of business; CHP audits every 2
years; Bureau of National Affairs recommends 2
years for all supplementary Personnel records;
GC §34090
Department Preference; Statute of Limitations for
Health Providers is 3 years; OSHA requires 1
year; State requires 2 years; Statewide guidelines
propose 2 years; 8 Cal Code Reg. §3203(b)(1),
CCP §340.5, GC §34090
Department Preference; California Fire Code
requires 5 years; Allows the removal and purging
of these records in the event the address file is too
large; CFC §104.3.2, §104.3.4, GC §34090
GC §34090
Department Preference; Retained for historical
and administrative value; GC §34090. Secretary of
State recommends all Fire Journals (activities,
personnel, engine company) be kept for 3 years.

Data is interrelated; GC §34090 et seq.

RECORDS RETENTION SCHEDULE - FIRE Page FR-8
SANTA CLARA, CA.

FR-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive :TOtal :(Off-site, : Retention:OD or Mfr) I
,f the record is not listed here, refer to the Retention for City-Wide Standards IRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) since destruction is normally performed by file folder.

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OPERATIONS / TRAINING
FR-057
Fire!
Operations / Subject
Citizen's Emergency Response Training / Neighborhood
Training 5 years
Training Course Records, Roster, etc.

Fire /
FR-058Operations!CorrespondenceFire Station Requests (Tours, Visits, etc.) 2 years Training
Fire /
FR-059Operations! Source Monthly Activity Reports (Training Database) Indefinite Training
Fire! Until
FR-060Operations! Routine Physical Ability Evaluation Worksheets Separation Training + 4 years
Fire!
FR-061Operations! Training Safety Team Minutes 2 years 5 years Training
FR-062
Fire!
Operations!
Training
Medical
Clearance
SCBA (Self-Contained Breathing Apparatus) &
Respiratory Fit Tests for Breathing Apparatus
Separation
+ 30 years
00000P99:
-774fffsfloFTIFIFITIFFIFI7"
hdefinite
n I:
-$.0.r00
+.4..earS
ear.
ears:.:
art::

GC §34090
Department Preference; GC §34090
Department preference; GC §34090
Department preference; GC §34090
Department Preference; California Labor
Department maintains their records for 7 years;
OSHA requires 5 years for safety records; State
law requires 2 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; 8 CCR §3203 et seq., 8 CCR 14300.33(a);
29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR
1904.44; GC §60201 et seq.; LC §6429(c), GC
§§12946, 34090, 53235.2(b)
Department Preference; Claims can be made for
30 years for toxic substance exposure; Claims are
required for five years after the end of
compensation, or injury, whichever is longer; 8
CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2;
GC §§12946, 34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE - FIRE
SANTA CLARA, CA.

Page FR-9
Office of
Record
(OFR)
Record Type Records Description Retention / Disposition Comments / Reference If the record is not listed here refer to the Retention for Cit -Wide Standards FR-No.

Active
(in office)
FR-064 Training 5 years
Fire /
Operations!
Training
Source efipi eTraining Database (Employees and Volunteers) Indefinite Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation claims complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement Fire!
Operations!
Training
Training - ALL COURSE RECORDS
Training - ALL EMPLOYEE FILES
(Attendance Rosters, Outlines and Materials; includes
Safety training)
(Including Certifications)
Separation
+ 2 years
PPP
.• .:::::::::::

Department Preference; California Labor
°Department maintains their records for 7 years;
OSHA requires 5 years for safety records; State
law requires 2 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; 8 CCR §3203 et seq., 8 CCR 14300.33(a);
29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR
1904.44; GC §60201 et seq.; LC §6429(c), GC
§§12946, 34090, 53235.2(b)
Department Preference; California Labor
Department maintains their records for 7 years;
OSHA requires 5 years for safety records; State
law requires 2 years; EE0C/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
.years; 8 CCR §3203 et seq., 8 CCR 14300.33(a);
29 CFR 1627.3(b)(ii), 29 CFR 1904.33, 29 CFR
1904.44; GC §60201 et seq.; LC §6429(c), GC
§§12946, 34090, 53235.2(b)
Fire /
FR-063 Operations! Training
Training
2 years 5 years
FR-065 Data is interrelated; GC §34090 et seq.

RECORDS RETENTION SCHEDULE - FIRE
SANTA CLARA, CA.

FR-No. Office of
Record Record Type Records Description Retention / Disposition (OFR) Active
(in office)
Inactive : : : : : : :::::Total::::(Off-site, k6rieitiiiii,:

OD or Mfrl ....

I
If the record is not listed here, refer to the Retention for City-Wide Standards s begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, claims, complaints, audits and/or investigations suspend normal retention periods (retention begins after settlement).

OPERATIONS / VOLUNTEER RESERVE
Page FR-10
Retention
Comments / Reference
FR-066
Fire / Lead
Division Volunteer
Inactive!
Separation
+ 5 years
FR-067
Fire / Lead
Division Volunteer 5 years
Volunteer! Unpaid Intern Applications & Agreements -
Successful
Volunteer! Unpaid Intern Applications & Agreements -
Unsuccessful or Pending Applicants
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer, selection,
or discharge; 29 CFR 1602.31 & 1627.3(b)(ii), 8
OCR §3204(d)(1) et seq., GC §§12946, 34090
Department preference (Courts treat volunteers as
employees); EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer, selection,
or discharge; 29 CFR 1602.31 & 1627.3(b)(ii), 8
OCR §3204(d)(1) et seq., GC §§12946, 34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Applicant Tracking Database
Human
Resources
Recruitment
Background 3 yearsBackground Packets - Employees (hired LogsHuman
Resources 3 years
Page HR-1RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
SANTA CLARA, CA.

HR-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive TOta(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e q. last document + 2 years) since destruction is normally performed by file folder.

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

HUMAN RESOURCES
Human
Resources Report (Recruitment Activity Reports and Requisition Status Reports)
5 years Department preference; GC §34090
Department preference (the personnel files
are maintained Permanently); EEOC / FLSA /
ADEA (Age) requires 1-3 years for selection
records; State Law requires 2 - 3 years; 29
CFR 1602 et seq & 1627.3(a)(5) and (6), 2
CCR 7287.0(c)(2), 8 OCR §11040(7(c)), GC
§§12946, 34090
Background Packets - Unsuccessful Candidates
(not hired)
Department preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years for selection records;
State Law requires 2 - 3 years; 29 CFR 1602
et seq & 1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), 8 CCR §11040(7.( c)), GC
§§12946, 34090
Benefit Brochures & Forms
HR-004 Human
Resources Non-Record
Brochures for: CalPERS Retirement Benefit, CalPERS
Health Insurance, Delta Dental, Life Insurance, Employee Assistance Program, Deferred Compensation, Flexible
None
Spending Account, State Disability Insurance & Paid
Family Leave.

Duration of
HR-005 Human
Resources Subject Benefit Plan Documents (Dental, Life, Long Term Disability, Flexible Spending Accounts, etc) the Contract + 5 years
Non-records
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law requiresq(ati:qh:0:-p.•••••• • ••• - - - --- 6 years after filing date for retirement; StateNth:0:0)000:44P • • ••• •,; ,..,.-.........:.: Law requires 2 years after action; 29 CFR1 -Ye :.:.. 1627.3(b)(2); 29 USC 1027; GC §§12946,
3409
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Reference City Dental Booklet
City Dental Plan Agenda & Packets
Civil Service Commission Agenda Packets
Civil Service Commission Minutes
Civil Service Rules & Regulations
copies
Classification / Reorganization Studies (for
employee classifications and department
structures)
Compensation Surveys & Studies Not Related to
Labor Relations (conducted on behalf of the City)
5 years
2 years
Page HR-2RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
SANTA CLARA, CA.

HR-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive .o a(Records etervtipp:Center)
if the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e q. last document + 2 years) since Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention HR-006 Human EEO Cases Board of Review Packets 3 yearsResources Human
Resources
Human
Resources
Subject City Dental Plan Claim Forms
Correspondence City Dental Plan Employee Memos
City Dental Plan Meeting Minutes
HR-007
HR-008
HR-009
HR-010
HR-011
Human
Resources
Human
Resources
Human
Resources
5 years
2 years
5 years
2 years
enods retention resumes after settlement or com letion
Department preference; GC §34090
Meets auditing standards; GC §34090
GC §34090
Meets auditing standards; GC §34090
GC §34090
Department preference; GC §34090
destruction is normally performed by file folder.

HR-014
HR-016
HR-15
Human
Resources
Human
Resources
Human
Resources Correspondence
Reference
Reference
Minutes
Subject
Department preference; GC §34090
Department preference; GC §34090
Department preference; GC §34090
Bureau of National Affairs recommends 2
years for all supplementary Personnel
records; Wage rate tables are 1 or 2 years;
State requires 2 years; 29 CFR 516.6, 29
FR 1602.14, GC §§12946, 34090
Bureau of National Affairs recommends 2
years for all supplementary Personnel
records; Wage rate tables are 1 or 2 years;
State requires 2 years; 29 CFR 516.6, 29
FR 1602.14, GC §§12946, 34090
HR-012
HR-013 Human
Resources
City Clerk
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

HR-No. Office of
Record Record Type Records Description Retention I Disposition Comments I Reference Inactive
(OFR) Active
(in office (Records 001'100:0:Center)
If the record is not listed here, refer to the Retention for City-Wide Standards after settlement or completion).

All State and Federal laws require retention
until final disposition of formal complaint;
State requires 2 years after "fully and finally
disposed"; 2 CCR 7287.0; GC §§12946,
34090
Department preference; GC §34090
Department preference; GC §34090
Department preference; All State and Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
action is taken; GC §§12946, 34090
HR-017 Human
Resources EEO Cases
Department of Fair Employment & Housing/Equal
Employment Opportunity Commission (DFEH or
EEOC) Claims
Final
Disposition +
3 years
HR-018 Human
Resources Correspondence DMV Pull Notices / Printouts (Excludes Fire & Police - Pre-employment & Pull Notice Only) 2 years
rLitigation, complaints, claims, public records
Retentions begin when the
HR-019 Human
Resources Subject
DOT Drug & Alcohol Program / Test Results &
Supporting Test Documentation (All - Positives and
Negatives)
2 years 3 years
HR-020 Human
Resources EEO Cases EEO-4 Reports and records required to generate EEO-4 report (Self-Identification Form, etc.) 3 years
Final
HR-021 Human
Resources EEO Cases EEO Investigations and Claims Disposition + 3 years
Employee Suggestion Program
HR-022 Excel log, original suggestion form, copy of memo to referred Department(s), and Memo to City Manager's
5 years
Office.

HR-023 Human
Resources EEO Cases Grievances and Informal Complaints (all) and Investigations
Separation +
3 years
act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. act requests, audits and/or investigations suspend normal retention periods (retention resumes •n•
.•.•.•.•.•.•.•.•.•.•.•
Transitory or source records not retained in
he ordinary course of business; CHP audits
every 2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
D.O.T. Requires 5 years for positive tests,
refusals, annual summaries, etc, 1 year for
negative tests; EEOC / FLSA / ADEA (Age)
requires 3 years physical examinations; State
Law requires 2 years; 29 CFR 1627.3(b)(1)(v),
GC §§12946, 34090; 49 CFR 655.71 et seq.;
49 CFR 382.401 et seq.
29 CFR 1602.30
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3
SANTA CLARA, CA.

HR-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference Inactive
(OFR) Active
(in office)
914(Records
Center)
lg the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation complaints claims, public records act requests audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Harassment Prevention Training (materials/Sign-in
Sheets)
Hepatitis B Vaccinations
I-9's
Identification Badge Database
Job Specifications / Job Analysis / Classification
Specifications
Labor Relations Files, All Related Compensation
Data
(Includes contract amendment, actuarial reports,
service credit reports, annual employee listing,
correspondence, etc.)
2 CCR 7288.0
Department preference (required of selected
employees every 2 years; GC §34090
Data Fields / Records are interrelated; GC
§34090
Non-citizens must re-certify periodically; RICA
recommends 1 year from termination or 3
years from hiring, whichever is later; EEOC /
FLSA / ADEA (Age) requires 3 years for "any
other forms of employment inquiry"; State Law
requires 2 -3 years; 29 CFR 1627.3(b)(i), GC
§§12946, 34090
Data Fields / Records are interrelated; GC
§34090
•1Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29 CFR
1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1)
et seq., GC §§12946, 34090; 29 USC 1113
Department Preference; GC §34090
Department Preference; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
HR-024
HR-025
HR-026
Human
Resources
Human
Resources
Human
Resources
Training
Logs
Indefinite
7 years
3 years years.••••:•:•:•:•:
atipi
HR-027 Human
Resources
Employee
Separation +
3 years
HR-028 Human
Resources Source Indefinite ,10:01,6ite
HR-029 Human
Resources
HR-030 Human
Resources Labor Relations
HR-031 Human
Resources Labor Relations
Recruitment
(Negotiation Notes, Correspondence, Interpretation
of MOU Provisions, Documentation, etc.)
Labor Relations: Benefit Administration
Human Resources Database (PeopleSoft)Source
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4
SANTA CLARA, CA.

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

If the record is not listed here, refer to the Retention for City-Wide Standards Office of
Record
(OFR) Active
(in office)
Inactive
(Records
Center)
Records Description Comments / Reference
Preliminary drafts / transitory records (the
'database is the original); GC §34090, GC
§6252
Non-RecordHR-036 Human
Resources
Bureau of National Affairs recommends 2
years for all supplementary Personnel
records; 29 CFR 516.6, 29 CFR 1602.14, GC
§§12946, 34090
HR-037 Human
Resources CorrespondenceBi-weekly report ran in PeopleSoft with handwritten notes regarding how much sick and vacation accruals to deduct from employees who do not meet the requirement to earn
their accrual(s).
2 years
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or corn•letion .-Department preference; EEOC / ADEA (Age) requires 1 year after benefit plan termination;
Federal law requires 6 years after filing date
for retirement; State Law requires 2 years
after action; 29 CFR 1627.3(b)(2); 29 USC
1027; GC §§12946, 3409
HumanHR-032 Resources Labor RelationsLabor Relations: Benefit Plan Documents (CalPERS, etc.)
HR-033 Human
Resources Subject LiveScan Responses or Logs (CORI Responses) for Employees
HR-034 Human
Resources Non-Record LiveScan Responses or Logs (CORI Responses) for Unsuccessful Candidates
HR-035 Human
Resources CorrespondenceMonthly Reports / As-Needed Increment Raises, AFSCME (Memoranda)
Human
Resources
Outside Employment (Logs, Correspondence,
Reports) Department preference; GC §34090HR-038 2 years Department Preference to cover the possible
length of employment of any employee or
eparafi0::±.:. volunteer (DOJ allows retention for legitimate business needs); must be maintained in a
secure and confidential file; DOJ Information
Bulletin No. 02-17-BCH; § 34090 et seq.
1Department Preference (preliminary records
]not retained in the ordinary course of
lbusiness; § 34090 et seq.
1Bureau of National Affairs recommends 2
:years for all supplementary Personnel
records; Wage rate tables are 1 or 2 years;
State requires 2 years; 29 CFR 516.6, 29
CFR 1602.14, GC §§12946, 34090
Monthly Reports / Post-PeopleSoft Implementation
Monthly Change of Status Report, Vacancy Report,
Employee Activity Report, AFSCME Memo, and
Interdepartmental Changes Memo
Non-Qualified Leave Audit
Correspondence
None
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5
SANTA CLARA, CA.

Office of
Record Record Type Retention / Disposition Comments / ReferenceHR-No.

Active
(in office)
IInactive i
(Records
Center) : : etenttbni:i(OFR)
h if the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally perfonned by file folder.

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

Department preference; GC §§12946, 34090
Department Preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29 CFR
1602.31 & 1627.3(b)(2), 8 CCR §3204(d)(1)
et seq., GC §§12946, 34090; 29 USC 1113
Department preference; Files maintained
separately; Claims can be made for 30 years
for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., GC §§12946, 34090
Department preference; EEOC / FLSA / ADEA
(Age) requires 1-3 years; State Law requires 2
-3 years; 29 CFR §1602 et seq &
1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 8
CCR §11040(7.(c)), GC §§12946, 34090
Department preference; GC §34090
Department preference; GC §34090
Department preference; GC §34090
Department preference; GC §34090
HR-041 Human
Resources Personnel Personnel Files - Medical File
Recruitment and Testing File (Except As-Needed
Employees)
HR-042 Human
Resources Logs (Includes Advertisements, Job Brochures, Test Data, Applications, Testing Analysis & statistical Metric, Rating Sheets, Scantrons, Rater's Profile & Confidentiality
Agreement, Eligible Lists, Correspondence, etc.)
HR-043 Human
Resources Logs Recruitment Number List (Primarily a log of the recruitment numbers)
Finance /
HR-044 Admin. Claim Retiree Medical Reimbursement Claims Services
HR-045 Human
Resources Subject
Retiree Medical Reimbursement Program
(Applications and Spreadsheets)
HR-046 Human
Resources Correspondence
Studies & Surveys Conducted on Behalf of the City
(Sick Leave, Attrition, Benefits, etc.) Excludes
classification and reorganization studies
HR-039
HumanHR-040 Resources
Human
Resources Personnel
Personnel
Personnel Files - Benefits File
Records Description
Personnel Files - Employees (Regular, As-
Needed and Public Safety Volunteers)
Including exit interview records
Separation +
2 years
Separation +
2 years
3 years
3 years
5 years
2 years
2 years
3 years
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 SANTA CLARA, CA.

HR-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive Toita
(Records ..•.•.-.-.•.•.•.•.

Center) ••••••••••••••••• •
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend nonnal retention periods (retention resumes after settlement or com lotion HR-047 Human
Resources Report
Time & Labor Adjustment Record
Excel Workbook and paper logs that list all timesheet
adjustments made by Human Resources per pay period
during the auditing process.
5 years Meets auditing standards; GC §34090
HR-048 Human
Resources Source Training Database Indefinite Data is interrelated; GC §34090 HR-049 Human
Resources Claim
Unemployment Insurance Claims and Appeals
DE 1101 Claim Forms, DE 4601 forms, Notices of
Determination / Ruling, CUIAB Appeals, CUIAB Decision,
petitions, Correspondence, etc.

Final
Disposition +
5 years
•.•.•.-.•.....

Disposition +
5 years
Department preference (meets municipal
government auditing standards); GC
§§12946, 34090
HR-050 Human
Resources Inspections Validation Studies for Examinations last test
administered
+ 5 years
5 years rears Department preference; GC §34090
HR-051 Human
Resources Non-Record Verifications of Employment! Logs None one Transitory records not retained in the ordinary
course of business (does not materially
impact the public's business) GC §34090 et
seq.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7
SANTA CLARA, CA.

HR-No. Office of
Record Record Type Records Description Retention I Disposition Comments / Reference Inactive
(OFR) Active
(in office) (Records
Center)
of the record is not listed here, refer to the Re
Retentions begin when the act is completed
Litigation, complaints, claims, public records
ention for City-Wide Standards
s) since destruction is normally performed by file folder. ct requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). nd imply a full file folder (e.g. last document + 2 yea

RISK MANAGEMENT
Human
Resources /
Risk
Manag.

Human
Resources /
Risk
Manag.

Inspections
Safety
Regulatory Filings
Correspondence
Medical
Coordination
Regulatory
Timekeeping
Injury Log
OSHA Insurance Certificates, Inspections &
Citations, Log 200, 300, 300A, 301, etc.

OSHA Internal Safety Meeting Correspondence
(including notes)
Settlement Log
Temporary Disability Hours (TDH) and Modified
Duty Logs
Department Preference; Preliminary draft not
retained in the ordinary course of business;
GC §34090
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long as
a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to qualified
employers; 8 CCR 3204(d)(1)(B)(2 and 3), GC
. 34090
Department Preference; Calif. Labor Division
is required to keep their records 7 years;
OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33(a); 29 CFR 1904.33,
29 CFR 1904.44; GC §34090 et seq.; LC
§6429c
Department preference; GC §34090
Department Preference; Preliminary draft not
retained in the ordinary course of business;
GC §34090
Department Preference; Preliminary draft not
retained in the ordinary course of business;
GC §34090
HR-052
HR-053
HR-054
HR-055
HR-056
HR-057
20 years
10 years
2 years
7 years
:Yea
ear
6r-S
MSDS (Material Data Safety Sheet) / Chemical Use
Report Form (or records of the chemical /
substance / agent, where & when it was used)
RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8
SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9
SANTA CLARA, CA.

HR-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive :otal:(Records
Center)
If the record is not listed here refer to the Retention for City-Wide Standards i?same="=ammaserenweemisramm , Retentions begin when the act is completed, and imply a full file folder (e.g.last document + 2 years), since destruction is normally performed by file folder.

ItiL q ation, complaints, ublic records act requests. audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
HR-058 Resources /
Risk Non-Record Temporary Disability Hours (TDH) Worksheets None PP Preliminary draft not retained in the ordinary
course of business; GC §34090
Manag.

Human Department preference (meets auditing
HR-059 Resources /
Risk Report Workers Compensation Claim Runs / Experience Reports 5 years year standards and allocation formulas); GC §34090Manag.

HR-060
Human
Resources /
Risk Logs Workers Compensation Equipment Purchase Log 3 years ears Department preference (meets auditing
standards and allocation formulas); GC
§34090Manag.

Department preference; Claims can be made
for 30 years for toxic substance exposure;
HR-061
Human
Resources /
Risk
Workers Comp
Claims Workers Compensation Files Separation +
2 years
Claims are required for five years after the
end of compensation, or injury, whichever is
longer; the Workers Compensation Appeals
Board may destroy their records after 5 years;Manag, 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 10755, 10758, 15400.2; 29 CFR
1910.1020(d); GC §§12946, 34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 SANTA CLARA, CA.

IT-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
ote(Records RetentionCenter)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e q. last document + 2 years), since destruction is normally performed by file folder.

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

IT-001 Information
Technology Recordings Backup Tapes - DAILY (Monday - Thursday) 4 weeks weeks IT-002 Information
Technology Recordings Backup Tapes - WEEKLY (Friday) 4 weeks wee s IT-003 Information
Technology Non-Record Inventory, Information Systems (Drafts not accessible to the public)
Until
Superseded ope
IT-004 Information
Technology Non-Record Network Configuration Maps & Plans (Drafts not accessible to the public)
Until
Superseded on
IT-005 Information
Technology Correspondence Project Management (Project Workbook, Implementation Plans, etc) 2 years ears:

IT-006 Information AP Payments Telephone Bill Detail Backup 7 years :7 yer:s::Technology Used for Disaster Recovery Purposes Only;
Considered a copy and can be destroyed None;
tapes are in autochangers and are overwritten; GC
§34090 et seq.

Used for Disaster Recovery Purposes Only; Store
off-site in commercial storage for disaster
recovery; Considered a copy and can be
destroyed None; retention based on administrative
value; recycle tapes; GC §34090 et seq.

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

Department preference; GC §34090 et seq.

Department preference (meets municipal
government auditing standards); GC §34090 et
seq.

RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-1
SANTA CLARA, CA.

LIB-No. Office of Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive 9. ?t!(Off site
OD or Mfr) Oen- •on••
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) since destruction is normally performed by file folder.

Litigation, claims, complaints, audits public records requests and/or Investigations suspend normal retention periods (retention resumes after settlement).

LIB-001 Library
Board of Library Trustees
Reference

AGENDAS AGENDA PACKETS,
P Brown Act challenges must be filed within 30 or 90
days of action; GC §§34090, 54960.1(c)(1)
LIB 002 Library
Board of Library Trustees
CorrespondenceMINUTES & BYLAWS
copies
2 years
orwar(Fd
Originals to
City Clerk)
2 years.• • • • •
'F • •
Originals1.0
•:itY.:Olei10:

Notes taken to facilitate the writing of the minutesNotes can be destroyed after minutes have been adopted;
GC §34090
LIB-003 Library Collections Collection Agency Assignments, Lists & Statements 7 years 7 years Department preference to meet auditing periods and
to keep for the same period of time negative
information remains on credit ratings; GC §34090
LIB-004 Lead Dept.Correspondence Deposit Backup / Detail for Cash Deposits Facility Rental Applications (Room Reservations,Correspondence - also see Insurance on City-wide) Grants Grants - Library (Successful)
2 years
2 years
Final
Expenditure
+ 5 years
2 years.
2 . OM
GC §34090
GC §34090LIB-005
LIB-006•
etc.Library
Library
fiat-.-Expenditure• • • •
:t ..yaai.:.

Per California State Library Records Management
Program Requirements (April 27, 1998); GC §34090
LIB-007 Library Correspondence Grants - Library (Unsuccessful) 2 years .ears:•:::y. GC §34090 LIB-008 Library Correspondence Handouts: Adult and Children's Programs 2 years -.2:Yea:::: GC §34090 LIB-009 Library Correspondence Interlibrary Loan Requests / ILL Requests 2 vi-ii 2 yeam::::

P
GC §34090
Department preference; GC §34090LIB-010
Planning &
Inspection /
Building
Reference Library Building Plans / Specifications P
LIB-011 Library
Library Management System / Database
Source

COLLECTIO N
Indefinite Indefinite11 • • • •-•- •
Department preference; Data Fields / Records are
interrelated; GC §34090
LIB-012 Library
Library Management System / Database
Source
OTHER THAN PATRON or COLLECTION
Indefinite n efini e• • • -
Department preference; Data Fields / Records are
interrelated GC §34090;
LIB 013
LIB-014
Library
Library
Library Management System / Database (No Debt)
Correspondence

PATRONS
Library Management System / Database (Debt)
Collections

PATRONS
Expired with
No Debt + 2
years
Expired with
Debt + 7
years
1,.,i)c..615:6176: t..4%11
• •:. • • •
Y.00r
Department preference; Data Fields / Records are
interrelated; GC §34090
POrOw411.........-... • •ebt:*.:7:::.• • • • • • • :year.
•Department preference; Data Fields / Records are
interrelated; GC §34090
LIB 015
LIB 016
Library
Library
Correspondence
Non Record
LMT (Library Management Team) Minutes
Patron Applications for Library Cards
2 years
None
2• years:
:

None :•.:

GC §34090
Department Preference; Preliminary Drafts /
Transitory records not retained in the ordinary
course of business; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-2
SANTA CLARA, CA.

LIB-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive a a(Off site RetentiOn.:OD or Mfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

LIB-017 Library Correspondence
Incident Reports
Performance Agreements (no consideration)
Problem Patrons! Incident Reports
2 years
Inactive + 2
years
. :.:2:: S:.:.:.::.-..............:It-Oath/a: 4. '.:2:• ..-.. • • ......• .1./.6.a.i. :::::

GC §34090
Department preference; GC §34090LIB-018 Library
LIB-019 Library Non-Record Program Sign Ups (e .g. Children's Programs, Summer Reading) None
2 years 3 years
on:
..a.ata•:.- - - •
Preliminary! Transitory documents not retained in
the ordinary course of business; GC §34090
Meets municipal government auditing standards; GC
§34090LIB-020 Library Report Receipts for Lost Books, etc.

LIB 021 Library
Historical
Documents /
Artifacts
Records of Significant Historical Value P
i
Department preference; GC §34090
LIB-022 Library CorrespondenceRelease Forms! Exhibit Waivers / Photo Releases (Artists / Exhibitor's) 2 years ear GC §34090
LIB-023 Library Non-Record Reports: Library Statistics! Circulation Reports Reports: Other than Annual Report - Library
None
None
on:
on:e.•
Copies / Preliminary Drafts; GC §34090.7
Transitory records not retained in the ordinary
course of business; Library system qualifies as a
trusted system and can re-create reports accurately;
GC §34090
LIB-024 Library Non-Record
LIB-025 Library Non-Record
Sign-In / Sign Out or Log-in / Log-out
Includes Internet Access Logs Summer Reading,
etc.

None n.

Department Preference; Preliminary Drafts!
Transitory records not retained in the ordinary
course of business; GC §34090
LIB 026 Library Routine State Library Report 4 years
5 years
.... ........:-:::4::liaars-::-:::...
.
:e..1°. . . :::

Department preference; GC §34090
Department preference to track reimbursement; GC
§34090
Department preference; GC §34090
LIB-027 Library Report TBR (Transaction Based Reimbursement) & ILL (Interlibrary Loans) Statistics
LIB-028 Library Subject Tutors and Learners Individual Case Files Inactive + 5 years
•inaofi\ia::+::5-:.:..... • • • • ...:.:.

LIB-029 Library Recordings Video Recordings of Library Activity 28 days a s:•: Does not record regular and ongoing operations; GC §34090.6(a)(d)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: MAYOR & CITY COUNCIL Page MCC-1 SANTA CLARA, CA.

MCC-No. Office of
Record Record Type Records Description Retention / Disposition Tata
- . •:••••••••••••
::Retention::• • • • • - - • - •
Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

MCC 001 Mayor &.City Council
Awards &
Mementos
AWARDS & MEMENTOS: Received by the
P p Department preference; GC §34090City (Physical Item) MCC 002 Mayor &
City Council Reference
REFERENCE: Significant Historical Value
current + 4
years P Department preference; GC §34090
Awards/Mementos List (received by the City),
Proclamations List (given by the City) etc
MCC 003 Mayor &.City Council Routine
ROUTINE: Copies of originals created in the
4 years 4 years Department preference; GC §34090
Mayor and Council offices
Recognition Items given by the City: Proclamations,
Certificates, Letters of Recognition, Appreciation
Plagues Listing: timekeeping entries
MCC-004 Mayor &
City Council Correspondence
CORRESPONDENCE: Incoming/outgoing,
current + 2
years earS:-:. Department preference; GC §34090
general information (copies)
oncerns,Mayor and Council Chron, Complaints/Concerns,
Calendars, Condolences, Adjournments, Schedule
of Events, Council Reading, City Depts & Agencies,
49ers, etc
MCC 005 Mayor &.City Council Non Record
NON-RECORD: Organizations,
None None Department preference; GC §34090
Commissions, Committees, Districts, Social
Organizations
Council Committees (internal and external), City
Commissions, League of California Cities, State,
Federal and County, Miss Santa Clara Pageant,
Sister Cities, Awards/Mementos (received by
individuals), Copies of Newspaper Clippings, DVD's
of City Council Meetings (copies), etc
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 SANTA CLARA CA.

P&R-No. Office of
Record Record Type Records Description onRetention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive (Off- o a
:::Retention:::site, OD or
Mfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ADMINISTRATION
P&R-001
Parks &
Recreation
/ Admin.

Reference Park History File (Building Dedications, Facility Evaluations, etc.) P P Department preference; GC §34090 P&R-002
Parks &
Recreation
/ Admin.

Project Admin
Capital Improvement Projects (CIP) /Jobs:

Administration File
Upon
Completion
10 ears ory
After Funding
Agency Audit, if
required ,
whichever is
l onger
Crit):platioR.:±:
..Y.eai*g".(::
:A 0 :.: 11110.ii.f§:• • • • • • •
Agency Audit
.1 .reqcitre. :,:.:.
whaeVe6i::
--- onw:

Some grant funding agencies require audits; Statute
of Limitations for Errors & Omissions is 10 years;
Published Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec s=4 years, Wrongful
Death=comp. + 5 years, Developers=comp. + 10
years; Statewide guidelines propose termination + 5
years; CCP §§336(a), 337 et. seq., GC §34090
Project Administration, Certified Payrolls,
Construction Management Logs, Daily Inspection
Diary, Project Schedules, Progress meetings, Real
Estate Appraisals, etc.

P&R-003
Parks &
Recreation
/ Admin.

Contracts
Capital Improvement Projects (CIP) I Jobs:

Permanent File
Upon
Completion P
:

P
Department preference retained for disaster;
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
Plans, Record Drawings /"As Builts", Specifications ,
Bids/RFPs, Successful Proposal, Change Orders,
Inspections, Materials Testing Reports, Grading
Permits, Hazardous Materials Reports, Notice of
Completion, )&M Manuals, Photos, Real Estate
Appraisals, Soils Reports, Studies, Submittals,
Surveys, etc.

P&R-004
Parks &
Recreation
/ Admin .

Agreements Agreements: Maintenance Agreements Completion 5 years .....• •
o.m.pletiOri::!f-.:5• - • • • ...• • • •••.. .. .•....... • oam..........•
Department preference; Statute of Limitations:

Contracts & Spec s=4 years, Wrongful Death=Comp.
+ 5 years, Developers=Connp. + 10 years; E&O_
—Comp + 10 years; Published Audit Standards=4-7
years; Statewide guidelines propose termination + 5
years; CCP §§336(a), 337 et. seq., GC §34090
GC §34090
(Creeks, Trails, etc.)
P&R-005
Parks &
Recreation
/Admin.

Correspondence
Parks and Recreation Commission

AGENDAS, AGENDA PACKETS
2 years 2 years-
P&R-006City ClerkCorrespondence
Parks and Recreation Commission

MINUTES & BYLAWS
Copies - Forward Originals to City Clerk
2 years 2 years: GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 SANTA CLARA CA.

P&R-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive (Off- ti a
e tit on:site, OD or
Mfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CEMETERY
P&R-007
Parks &
Recreation
/ Cemetery
Parks &
Recreation
/ Cemetery
Reference
Reference
City Cemetery Internment Records
(Ownership / Plot location / relocation, date
of receipt and internment etc.)
Deed Books (Cemetery Deeds)
P
P P
No specific time period mentioned in law; HS
§§8330, 8331
GC §34090P&R-008
P&R-009
Parks &
Recreation
/ Cemetery
Agreements and
Leases
Significant
Endowment Care Agreements P P Department preference; CCP §337 et seq., GC §34090
P&R-010
Parks &
Recreation
/ Cemetery
Reference Indexes: Burial Index! Cremation Index, etc.P P Department preference; GC §34090 P&R-011
Parks &
Recreation
/ Cemetery
Reference Lot Books (Cemetery) P P GC §34090
P&R-012
Parks &
Recreation
/ Cemetery
Reference Plot Books P P GC §34090
P&R-013
Parks &
Recreation
/ Cemetery
Reference Repurchase of Graves P P Department preference; CCP §337 et seq., GC §34090
P&R-014City ClerkCorrespondenceSchedule of Fees 2 years 2 years GC §34090.7 P&R-015 Finance Reference Statement of Sale P . . . .. Department preference; GC §34090.7 P&R-016
Parks &
Recreation
/ Cemetery
Project AdminWorksheets (Detail of Arrangements) 10 years 10 years Department preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
SANTA CLARA, CA.

Page P&R-3

PARKS & PLAYGROUND /PARKS SERVICES
Parks &
Rec / Parks Life of
P&R-017PlaygroundCorrespondenceEquipment Materials & Instructions Equipment + 2 years/ Parks
Services
Parks &
Rec I Parks
P&R-018Playground Source Key Management / Tracking Log Indefinite / Parks
Services
Parks &
Rec / Parks Paints & Finishes, Janitorial Supplies, etc.

P&R-019Playground
/ Parks
Correspondence
Also see MSDS on City-wide
2 years
Services
Parks &
Rec / Parks
P&R-020Playground Reference Park Sites / Historical Files / Parks
Services
Parks &
Rec / Parks Pesticide Applications
P&R-021Playground
/ Parks
Correspondence
Also see MSDS on City-wide
2 years
Services
Parks &
Rec / Parks
P&R-022PlaygroundCorrespondencePlayground Inspections 2 years / Parks
Services
Office of
Record Record Type Retention / Disposition Comments I Reference Inactive (Off-
site, OD or
Mfr)
(OFR) Active
(in office)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

P&R-No. Records Description
GC §34090 et seq.

Department Preference (data is interrelated); GC
§34090
GC §34090
Department preference; GC §34090
Department Preference (agricultural pesticide
records are required for 2 years); GC §34090; 3 CCR
6623,40 CFR 171.11 et seq.

GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Page P&R-4
SANTA CLARA CA.

P&R-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive (Off- d 6site, OD or .• •.•.•.•.....

Mfr) P*1.4911:

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

P&R-023 Engineering Reference
Record Drawings / As Builts" of Parks
Facilities
(Copies)
P P Department preference; GC §34090.7
P&R-024
Parks &
Rec / Parks
&
Playground
/ Parks
Services
Correspondence Swimming Pool Chemical Readings 2 years .0.0( DHS requirement; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-5 SANTA CLARA CA.

P&R-No. Office of Record Type Records Descriptionon Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive (Off- 6 a
6 tit 66:site, OD or
Mfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

RECREATION - CRC - COMMUNITY RECREATION CENTER
P&R-025
Parks &
Rec. /
Recreati .on
1 CRC
Incident ReportsAccident Reports - Not Significant - First Aid (bandages, scratches, etc) 2 years ear Significant Accident Reports are sent to the City Attorney; GC §34090
P&R-026
Parks &
Rec. /
Recreati .on
/ CRC
Correspondence
Activity / Special Programs / Special Event
Files
Classes
2 years ea Department preference; GC §34090
P&R-027 City ClerkCorrespondenceActivity Guides
Copies
2 years 2 years City Clerk maintains originals; GC §34090.7 P&R-028
Parks &
Rec. /
Recreation
/ CRC
Agreements
Agreements for Contractors: Class Instructors,
Sports Leagues, etc. Completion
+ 2 years 3 years
The statute of limitation for errors and omissions is
not applicable; Statewide guidelines propose
completion + 5 years for non-capital improvement
contracts & completion + 4 years for transportation
and concessionaire agreements; CCP §§336(a), 337
et. seq., GC §34090
letion:•+:5:•:•:•:•:•: ...ears::

P&R-029
Parks &
/Rec.

Recreation
/ CRC
CorrespondenceBanner Permits 2 years GC §34090
P&R-030
Parks &
Rec /.

Recreation
/ CRC
Reference CRC Historical Records P p Department Preference; GC §34090 P&R-031
Parks &
Recreation
/ CRC
Non Record Evaluations/Surveys (Program Evaluations)None OR Department Preference (Transitory record not
retained in the ordinary course of business); GC
§34090
P&R-032
Parks &
Recreation
/ CRC
Correspondence
Facility Use Agreements / Room Reservations
/ Equipment Applications or Books, Alcoholic
Beverage Applications
2 years 2 years GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION
Page P&R-6
SANTA CLARA CA.

P&R-No. Office of Record Type Records Description Retention / Disposition Comments / Reference (OFR)
Active
(in office)
Inactive (Off- o asite, OD or &ant dri.Mfr) ..

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

P&R-033
Parks &
Rec. /
Recreation
/ CRC
Grants Grant Program (Grants to Others through
Friends of Parks & Recreation) 5 years ear
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5 years;
Uniform Admin. Requirements for Grants to Local
Governments is 3 years from expenditure report or
final payment of grantee or subgrantee; HUD
requires 3 years; statewide guidelines propose 4
years; 21 CFR 1403.36 & 1403.42(b); 24 CFR 85.42,
& 570.502(b), 29 CFR 97.42; GC §34090
P&R-034
Parks &
Rec. /
Recreation
/ CRC
Source Recreation Database Indefinite Department Preference; data is interrelated; GC §34090
P&R-035
Parks &
Rec. /
Recreation
/ CRC
Correspondence
Registration Forms / Fee & Charge / Liability
Forms / Release of Liability Forms /
Permissions etc.: Camps, Field Trips,
Authorization to give Medicine, etc.
2 years GC §34090
P&R-036
Parks &
Rec /.

Recreation
/ CRC
Non Record
Sign in / Sign out sheets
Drop in Tennis, Ceramics, Babysitting
None None GC §34090
P&R-037
Parks &
Rec. /
Recreation
/ CRC
Subject Subject! Reference Files: Subjects other than
Specifically Mentioned in Retention Schedules 5 years Department Preference; GC §34090 et seq.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-7 SANTA CLARA CA.

P&R-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive (Off- o asite, OD or etprit:IonMfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

RECREATION - SENIOR CENTER
P&R-038
Parks &
. Rec /
Recreation
/ Senior
Center
Subject
Activity / Special Programs / Special Event
Files
Tour Programs, etc.
5 years 5 years Department preference; GC §34090
P&R-039
Parks &
Rec. /
Recreation
/ Senior
Center
Agreements Agreements for Nurses Completion
+ 2 years 3 years
Department preference; Statute of Limitations is 4
years; CCP §337; §343Corn 010tiOn:•4-.
eat
P&R-040
Parks &
Rec. 1
Recreation
/ Senior
Center
Non Record Evaluations/Surveys (Program Evaluations)None None Department Preference (Transitory record not
retained in the ordinary course of business); GC
§34090
P&R-041
Parks &
Rec. /
Recreation
/ Senior
Center
Correspondence
Facility Use Agreements / Room Reservations
/ Equipment Applications or Books, Alcoholic
Beverage Applications
2 years 2 years GC §34090
P&R-042
Parks &
Rec.!
Recreation
/ Senior
Center
CorrespondenceLapidary / Woodshop Sign Ups Inactive + 2 years
.::16:adiVe•+• •.• • • • .: •
edit. Department preference; GC §34090
P&R-043
Parks &
Rec. /
Recreation
/ Senior
Center
Routine Nutrition / Food / Lunch Program Registrations
(Confidential) 4 years
City administers program for the County; meets
Uniform Grant Requirements; Uniform Admin.

Requirements for Grants to Local Governments is 3
years from expenditure report; statewide guidelines
propose 4 years; 24 CFR 85.42 & 570.502(b), 29
CFR 97.42, GC §34090
P&R-044
Parks &
.

Recreation
/ Senior
Center
Correspondence
Registration Forms / Fee & Charge 1 Liability
Forms / Release of Liability Forms /
Permissions etc.: Camps, Field Trips,
Authorization to give Medicine, etc.
2 years GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-8 SANTA CLARA CA.

P&R-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive (Off- O asite, OD or
Mfr) a ti#Ort
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

P&R-045
Parks &
Rec. /
Recreation
/ Senior
Center
Correspondence
Senior Commission

AGENDAS AGENDA PACKETS,
2 years ear Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1)
P&R-046City ClerkCorrespondence
Senior Commission

MINUTES & BYLAWS
Copies - Forward Originals to City Clerk
2 years
None
ea
None
Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC
§34090
GC §34090P&R-047
Parks &
Rec./
Recreation
/ Senior
Center
Non Record
Sign in / Sign out sheets
Computer Lab, Fitness Center, Swim Center,
etc.

P&R-048
Parks &
Recreation
/ Senior
Center
Subject Subject / Reference Files: Subjects other than
Specifically Mentioned in Retention Schedules5 years 5 years Department Preference; GC §34090 et seq.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-9 SANTA CLARA CA.

P&R-No. Office of Record Type Records Descriptionon Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive (Off- o asite, OD or :::Retention:::Mfr)
-if the record is not listed here, refer to the Retention for City-Wide Standards I. Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, comlai rclaims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

RECREATION - TEEN CENTER
P&R-049
Parks &
Rec. /
Recreation
!Teen
Center
Subject
Activity! Special Programs / Special Event
Binders
Various Teen Programs. Includes As Needed Staff
Recruitment Time Sheets
5 years 5 years
Department preference; EEOC / FLSA / ADEA (Age)
requires 1-3 years; State Law requires 2 - 3 years; 29
CFR 1602 et seq & 1627.3(a)(5) and (6), 2 CCR
7287.0(c)(2), 8 CCR §11040.7(c), GC §§12946,
34090
P&R-050
Parks &
Rec. /
Recreation
/ Teen
Center
Non Record Evaluations/Surveys (Program Evaluations)None None Department Preference (Transitory record not
retained in the ordinary course of business); GC
§34090
P&R-051
Parks &
Rec. 1
Recreation
/ Teen
Center
Correspondence
Facility Use Agreements / Room Reservations
/ Equipment Applications or Books, Alcoholic
Beverage Applications
2 years 2 yar GC §34090
P&R-052
Parks &
Rec /.

Recreation
/ T een
Center
Correspondence
Registration Forms / Fee & Charge / Liability
Forms! Release of Liability Forms /
Permissions etc.: Camps, Field Trips ,
Authorization to give Medicine, etc.
2 years GC §34090
P&R-053
Parks &
Rec.!
Recreation
!Teen
Center
CorrespondenceScholarship Applications 2 years 2 years GC §34090 P&R-054
Parks &
Rec./
Recreation
/ Teen
Center
Non Record
Sign in / Sign out sheets
Computer Lab, Summer Program Attendance
Sheets, etc.

None None GC §34090
P&R-055
Parks &
Rec. /
Recreation
/ Teen
Center
Subject Subject! Reference Files: Subjects other than
Specifically Mentioned in Retention Schedules5 years eat Department Preference; GC §34090 et seq.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-10 SANTA CLARA, CA.

P&R-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive (Off-
site, OD or eMfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) since destruction is normally performed by file folder.

Litigation, complaints claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Parks &
Rec. /
P&R-056 Recreation Reference Teen Center Historical Records /Teen
Center
Parks &
Rec. / Youth Advisory Commission
P&R-057 Recreation Correspondence 2 years :y*
/Youth AGENDAS, AGENDA PACKETS
Center
Youth Advisory Commission
P&R-058 City Clerk Correspondence MINUTES & BYLAWS 2 years 00.TO Copies - Forward Originals to City Clerk
Department Preference; GC §34090
Brown Act challenges must be filed within 30 or 90
days of action; GC §§34090, 54960.1(c)(1)
Notes taken to facilitate the writing of the minutes ca be destroyed after minutes have been adopted; GC
§34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-11 SANTA CLARA CA.

P&R-No. Office of Record Type Records Description Retention / Dispositionsposition Comments / Reference (OFR) Active
(in office)
Inactive (Off- o a
&tent On.site, OD or
Mfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Lit' • ation, com laints, claims, • ublic records act re uests, audits and/or investi • ations sus end normal retention • eriods retention resumes after settlement or corn letion

RECREATION - YOUTH ACTIVITY CENTER
P&R-059
Parks &
Rec. /
Recreation
/ Youth
Center
Subject
Activity / Special Programs / Special Event
Files
After School Classes, Sports, Skate Park,
Special Events
5 years 5 years Department preference; GC §34090
P&R-060
Parks &
Rec. /
Recreation
/ Youth
Center
Non Record Evaluations/Surveys (Program Evaluations)None None.:.........

Department Preference (Transitory record not
retained in the ordinary course of business); GC
§34090
P&R-061
Parks &
Rec. /
Recreation
/ Youth
Center
Correspondence
Facility Use Agreements / Room Reservations
/ Equipment Applications or Books, Alcoholic
Beverage Applications
2 years 2 years §34090
P&R-062
Parks &
Rec. /
Recreation
/ Youth
Center
Source Participant Database (Access) Indefinite In Oftnite: Department Preference; data is interrelated; GC §34090
P&R-063
Parks &
R ec. /
Recreation
/ Y outh
Center
Correspondence
Registration Forms / Fee & Charge / Liability
Forms / Release of Liability Forms /
Permissions etc.: Camps, Field Trips ,
Authorization to give Medicine, etc.
2 years e t:: GC §34090
P&R-064
Parks &
Rec. /
Recreation
/ Youth
Center
Non Record
Sign in / Sign out sheets
(Passage Point Software)
None None GC §34090
P&R-065
Parks &
Rec. /
Recreation
/Youth
Center
Subject Subject / Reference Files: Subjects other than
Specifically Mentioned in Retention Schedules5 years ear. Department Preference; GC §34090 et seq.

Page P&R-12RECORDS RETENTION SCHEDULE: PARKS & RECREATION SANTA CLARA, CA.

Office of
Record Record Type Retention / Disposition Comments / ReferenceP&R-No. Records Description (OFR) Active
(in office)
Inactive (Off-
site, OD or
Mfr)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

P&R-066
Parks &
Rec. /
Recreation
/Youth
Center
Reference Youth Activity Center Historical Records Department Preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. since destruction is normally file folder.erformed
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is com eted, and im a full file folder e.g. last document + 2 years Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

BUILDING INSPECTION
Planning &
P&I-001 Inspection /
Building Reference Alternate Methods Database (Alternate Material for Buildings)
Inspection
Planning &
P&I-002 Inspection /
Building CorrespondenceBonds/ Refundable Deposits / Refunds Inspection
Planning &
P&I-003 Inspection /
Building CorrespondenceBuilding Permit Applications where the Permit was Never Issued
Inspection
Planning & Building Permit Database
P&I-004 Inspection /
Building Source Includes Certificates of Occupancies and Inspection Complaints
P&I-005
Planning &
Inspection /
Building
Inspection
Reference
Building Permits (All) / "Address File"
Includes Certificates of Compliance
Planning & Building Plans and Construction Documents -
P&I-006 Inspection /
Building
Inspection
Reference Finalled - SINGLE FAMILY RESIDENTIAL - SFR
(less than 2 stories) and APPURTENANCES
Building Plans and Construction Documents -
Planning &
Finalled - INDUSTRIAL, COMMERCIAL, MULTI-

FAMILY DWELLINGS, PLACES OF PUBLIC
P&I-007 Inspection /
Building
Inspection
Reference ACCOMMODATION, TENANT IMPROVEMENTS,

PRODUCTION HOMES
(includes commercial structural plans, Hazardous
Materials Questionnaire, etc.)
Department Preference; GC §34090
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after
completion; GC §34090
Department preference; Preliminary drafts not
retained in the ordinary course of business;
GC §34090
Department Preference - Data is interrelated;
GC §34090, H&S §19850
Statewide guidelines propose permanent; GC
§34090
Department preference; Law requires plans be
retained for the life of the building for other
structures; Statewide guidelines propose 2
years for blueprints & specifications; CBC
§108.4.3.1; H&S §19850, GC §34090
Department Preference; Law requires for the
life of the building for commercial only;
Statewide guidelines propose 2 years for
blueprints & specifications; CBC §108.4.3.1;
H&S§19850, GC §34090
Release of
Bond /
Security + 2
years
RECORDS RETENTION SCHEDULE: PLANNING INSPECTION Page P&I-1 SANTA CLARA, CA.

P&I-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive
(Records
Center)
I ata
: Retention:"
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

P&I-No. Retention / DispositionRecords DescriptionRecord TypeOffice of Record
(OFR) Active
(in office)
Inactive
(Records
Center)
Miscellaneous Permits - "TRADE PERMITS" -
Mechanical, Plumbing, Electrical trades, etc.

Reference
Reference
Reference
Reference
Reports: Building Activity (Annual)
(copies)
Planning &
Inspection /
Building
Inspection
2 years
Page P&I-2RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION SANTA CLARA, CA.

Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. after settlement or corn. letionLitigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes Planning &
Inspection /
Building
Inspection
P&I-008 Reference Certificates of Occupancy Department Preference; GC §34090 P&I-009
P&I-010
P&I-011
Planning &
Inspection /
Building
Inspection
City Clerk
Planning &
Inspection /
Building
Inspection
Planning &
Inspection /
Building
Inspection
Complaints / Service Orders
Covenants / Easements
(Openings across property lines, etc.)
copies
Miscellaneous Permits: House Moving, Party Tents,
etc.

GC §34090
Department preference; GC §34090.7
Department Preference (scanned); GC
§34090
Department Preference (scanned); GC
§34090
Planning & Release of
P&I-013 Inspection /
Building CorrespondencePerformance Bonds Security + 2
yearsInspection
Securities (Performance Bonds, Letters of
Credit, CD's, etc.) are released after the Notice
of Completion is issued and replaced with the
Warranty Bond, which is released 1 year after
the Notice of Completion date. GC §34090
Department Preference; GC §34090
P&I-015
Planning &
Inspection 1
Building
Inspection
CorrespondenceReports: Building Activity (Monthly) Department Preference; GC §34090 P&I-016
Planning &
Inspection /
Building
Inspection
CorrespondenceRequests & Permissions to Receive Copies of Plans GC §34090 et seq.

Office of
Record Record Type Retention / Disposition Comments / ReferenceP&I-No.

Active
(in office)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or com letion Planning &
Inspection /
Building
Inspection
(OFR)
Soils Reports, Special Studies (Earthquake, etc.)ReferenceP&I-017 Department Preference; GC §34090 Planning &
Inspection /
Building
Inspection
Planning &
Inspection /
Building
Inspection
Title 24 Energy Calcs, Structural Calcs
Uniform Codes (U BC, UPC, UEC. Etc.)
Department preference (preliminary drafts not
retained in the ordinary course of business),
GC §34090
GC §50022.6
P&I-018
P&I-019
Non-Record
Reference
Planning &
Inspection /
Building
Inspection
Until Cleared
or Project
Completion -
P
P&I-020 Reference
Violations
(correction notices, compliance orders, stop work
notices, etc.)
Department Preference; GC §34090
Records Description
None
RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION Page P&I-3 SANTA CLARA, CA.

Office of
Record Record Type Comments / ReferenceP&I-No. Records Description Retention / Disposition (OFR)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litiaation. complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ,ET ..exasma
InactiveActive (Records(in office) Center)
Annexations / Boundaries / Consolidations / LAFCO
Architectural Review Committee (ARC) Agendas
and Agenda Packets
Architectural Review Committee Approvals / Letters
Architectural Review Committee Minutes
Berryessa Adobe Property Files
Census, Demographics
City of Santa Clara Architecturally or Historically
Significant Properties
Code Enforcement! Abatement Case Files (Includes
appeals and Code Enforcement Complaint Letters)
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations, etc.)
Inside City boundaries
P&I-022
P&I-023
P&I-024
P&I-025
P&I-026
P&I-027
P&I-028
P&I-029
Planning &
Inspection / Correspondence
Planning
Planning &
Inspection /
Planning
Planning &
Inspection /
Planning
Planning &
Inspection /
Planning
Planning &
Inspection /
Planning
Planning &
Inspection /
Planning
Planning &
Inspection!
Planning
Planning &
Inspection /
Planning
Reference
Reference
Reference
Minutes
Logs
5 years
2 years
None
3 years
Planning &
Inspection 1
P&I-021 Planning
AND
City Clerk
Reference Land Records; GC §34090
Department Preference (the Staff Reports are
filed in the Project Entitlement Folder); GC
§34090
Department Preference; GC §34090
Department preference; Notes taken to
facilitate the writing of the minutes can be
destroyed after minutes have been adopted;
GC §34090.7
Department preference; GC §34090
Department preference (Non-Records -
Census Bureau is OFR)
Department preference; GC §34090
Department preference; Case is open until
satisfactorily resolved (some cases are not
resolved); City Clerk maintains original staff
reports and resolutions that are presented to
Council; CFC §104.3.4, GC §34090
Usually filed in the project file; Final
environmental determinations are required to
be kept a "reasonable period of time"; 14 CCR
§15095(c); GC §34090
RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION Page P&I-4 SANTA CLARA, CA.

This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. 2 years
P&I-034 2 years
P&I-035 Reference
Reference
Minutes Historical & Landmarks Commission MinutesP&I-037 Reference Jamison Brown House Property FilesP&I-038
Planning &
Inspection /
Planning
Reference Department Preference; GC §34090Master Plans, Specific Plans, Bikeway Plans, etc.

Page P&I-5RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION SANTA CLARA, CA.

P&I-No. Office of
Record Record Type Retention / Disposition Comments / ReferenceRecords Description (OFR)
Active
(in office)
Inactive
(Records 1;
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be in
Litigation, com
when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. aints, ublic records act re uests audits and/or investigations suspend normal retention • eriods (retention resumes after settlement etionor com P&I-030
P&I-031
Planning &
Inspection /
Planning
Planning &
Inspection /
Planning
Correspondence
Non-Record
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations, etc.)
Outside City boundaries (no City comments)
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations, etc.)
Outside City boundaries (where the City submits
comments)
Non-records; EIRs and Negative Declarations
within the City Boundaries are with the project
file
GC §34090
GC §34090P&I-032 Inspection I Reference General Plan, Elements and Amendments Department preference; GC §34090Harris Lass Property FilesP&I-033 Department Preference (the Staff Reports are
filed in the Project Entitlement Folder); GC
§34090.7
Historical & Landmarks Commission (HLC) Agendas
and Agenda Packets
Department Preference; GC §34090
P&I-036
Planning &
Inspection /
Planning
Planning &
Inspection /
Planning
Historical & Landmarks Commission Approvals /
Letters
Department preference; State law only
requires for 30 days; GC §54953.5(b)
Historical & Landmarks Commission Audio
Recordings
Department preference (copies); Notes taken
to facilitate the writing of the minutes can be
destroyed after minutes have been adopted;
GC §34090.7
City Clerk
Planning &
Inspection /
Planning
Department preference; GC §34090
P&I-039
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Active
(in office)
Inactive
(Records
Center)
Page P&I-6RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION SANTA CLARA, CA.

P&I-No. Office of
Record
(OFR)
Record Type Records Description Retention / Disposition Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards !Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. !Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Planning &
P&I-040 Inspection / CorrespondencePermits: Parties, Noise, etc. 2 years 06r GC §34090 Planning
Planning & pepartment Preference (the Staff Reports are P&I-041 Inspection / CorrespondencePlanning Commission Agendas, Agenda Packets2 years Ifiled in the Project Entitlement Folder); GC Planning I§34090.7
Planning &
IDepartment preference; State law onlyP&I-042 Inspection / Planning
Reference Planning Commission Audio Recordings requires for 30 days; GC §54953.5(b) Department preference (minutes are copies)
Notes taken to facilitate the writing of theP&I-043 City Clerk Minutes Planning Commission Minutes iminutes can be destroyed after minutes have ibeen adopted; GC §34090 et seq.

Planning &
P&I-044 Inspection / Resolutions Planning Commission Resolutions IGC §34090 et seq.

Planning
Planning &
P&I-045 Inspection / Reference Planning Commission, Summary of Actions Department preference; GC §34090 Planning
Planning Project Files - Approved & Unapproved
Special Permits:

Planning &
Termination + ermiha Temporary uses; Department maintains P&I-046 Inspection /
Planning
CorrespondenceChristmas Tree Lots, Temporary Barricades with Artwork, Debris Boxes, Pumpkin Lots, Temporary2 years year • • • • complete files for administrative purposes; GC§§34090
Signs, Garage Sale Permit, After Hour Permits,
Party Tents, etc.

Comments / ReferenceRetention / DispositionP&I-No. Office of Record
(OFR)
Record Type Records Description
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Planning Project Files - Approved, Denied,
Withdrawn or Expired Permanent Entitlements
(Includes Associated CEQA Noticing, Conditions of
Approval, Public Noticing, Affidavits ofPlanning & Publications/Legal Advertising, EnvironmentalP&I-047 Inspection / Project Determinations, Staff Reports, Plans & MapsPlanning Examples: Architectural Control, Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel
Maps, Planned Unit Developments (PUD), Site Plans,
Tentative Subdivisions, Variances, Zone Changes, Copies of Development Agreement, etc.

Planning &
P&I-048 Inspection / Non-Record Preliminary Review File Planning
Planning &
P&I-049 Inspection / CorrespondenceProject Clearance Committee (internal staff) Planning
P&I-050
Planning &
Inspection!
Planning
Reference Project Log Index / Spreadsheet / Binders of Historic Actions
Planning & Regional Organizational Studies & Programs where P&I-051 Inspection / Non-Record other Agencies are the Lead (e.g. Air Quality Planning Studies, etc.)
Planning &
P&I-052 Inspection / Reference Santa Clara Railroad Property Files Planning
Planning &
P&I-053 Inspection / Reference Special Studies
Planning
P&I-054
Planning &
Inspection /
Planning
CorrespondenceSubdivision Committee / Project Clearance Committee Agenda
Project
Completion
2 years
2 years
None
Projects have a 2 year vesting (applicant must
pull permit within 2 years) -- those applications
in which the applicant does not follow through
with permit may be destroyed after the vesting
period has expired. Department maintains
complete files for administrative purposes;
Final environmental determinations are
required to be kept a "reasonable period of
time"; 14 CCR §15095(c); GC§§34090,
34090.7
Preliminary Documents (no application
submitted); GC §34090
GC §34090
Department Preference; GC §34090
Non-records; GC §34090 et seq.

Department preference; GC §34090
Department Preference; GC §34090
GC §34090
Active
(in office)
Inactive
(Records
Center
RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION Page P&I-7 SANTA CLARA, CA.

P&I-No.

Active
(in office)
If the record is not listed here, refer to the Retention for City-Wide Standards Office of
Record Record Type Records Description Retention / Disposition Comments / Reference Inactive
(Records
Center
P&I-057
Planning &
Inspection /
Planning
Lill ation, corn laints, claims, • ublic records act re uests, audits and/or investi ations suspend normal retention eriods retention resumes after settlement or completion).

Planning &
P&I-055 Inspection / Minutes
Planning
Subdivision Committee / Project Clearance
Committee Minutes Department Preference; GC §34090
Zoning Amendments, Zoning Text Amendments
copies
Reference Zoning Maps
Department Preference; City Clerk Maintains
originals of all documents that were presented
to Council; GC §34090.7
P&I-056 City Clerk Department Preference; GC §34090.7Reference RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION Page P&I-8 SANTA CLARA, CA.

Retentions begin when the act is corn. feted, and im•I a full file folder e.g. last document + 2 years, since destruction is normally •erformed by file folder.

HtF.1.04fritt:0:::
1C.11eNtet.I:S:

RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION Page P&I-9 SANTA CLARA, CA.

Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office
Inactive °tat(Records
Center)
the record is not listed here refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

HOUSING AND COMMUNITY SERVICES
P&I-058
Planning &
Inspection /
Housing &
Community
Services
AP Payments
Accounts Payable / Invoices and Backup / Warrants
Requests
NOT forwarded to Finance
2 years 5 years
5 years After
the
Planning &
AHS Agency - Affordable Housing Services - All Affordability Period
P&I-059
Inspection /
Housing &
Community
Subject May contain Home Ownership Housing Projects with Recapture / Resale Restrictions
Terminates,
or the Written
AgreementServices (Contract Agreements, Compliance Monitoring)Terminates, Whichever is
Longer
P&I-060
Planning &
Inspection /
Housing &
Community
Subject
AHS Agency - Affordable Housing Services - HOME
OWNERSHIP HOUSING PROJECTS NO Project
Completion +
5 yearsRECAPTURE / RESALE RESTRICTIONS (Contract
Services Agreements, Compliance Monitoring)
Department preference; GC §34090
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report; statewide guidelines propose 4 years;
24 cfr 85.42(b), 92.508(a) & (c)(2) &
570.502(b), 29 CFR 97.42(b), GC §34090
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report; statewide guidelines propose 4 years;
24 cfr 85.42(b), 92.508(a) & (c)(2) &
570.502(b), 29 CFR 97.42(b), GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION Page P&I -10 SANTA CLARA, CA.

P&I-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive 001(Records RetentionCenter)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). 5 years After
the
AffordabilityPlanning & AHS Agency - Affordable Housing Services - HOME Period P&I-061
Inspection /
Housing &
Community
Services
Subject OWNERSHIP HOUSING PROJECTS WITH Terminates,
or the Written
Agreement
Terminates,
RECAPTURE / RESALE RESTRICTIONS (Contract
Agreements, Compliance Monitoring)
Whichever is
Longer
Planning &
Inspection / AHS Agency - Affordable Housing Services - Project P&I-062 Housing & Subject RENTAL HOUSING PROJECTS (Contract Completion + Community Agreements, Compliance Monitoring) 5 years
Services
Planning &
Inspection / AHS Agency - Affordable Housing Services -Termination of RentalP&I-063 Housing & Subject TENANT-BASED RENTAL ASSISTANCE (ContractAssistance + Community Agreements, Compliance Monitoring) 5 yearsServices

0.0:10.1066+:

HUD requires 5 years after the rental
assistance terminated; documents imposing
recapture / resale restrictions are 5 years after
°170.,!!4.1T9! o :the affordability period terminates; Uniform lAdmin. Requirements for Grants to LocalAssistance. .: ,Governments is 3 years from expenditure report; statewide guidelines propose 4 years;
124 cfr 85.42(b), 92.508(a) & (c)(2) &
1570.502(b), 29 CFR 97.42(b), GC §34090
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report; statewide guidelines propose 4 years;
,24 cfr 85.42(b), 92.508(a) & (c)(2) &
1570.502(b), 29 CFR 97.42(b), GC §34090
HUD requires 5 years after the project
completion; documents imposing recapture /
resale restrictions are 5 years after the
affordability period terminates; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report; statewide guidelines propose 4 years;
24 cfr 85.42(b), 92.508(a) & (c)(2) &
570.502(b), 29 CFR 97.42(b), GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. (in office)
Inactive
(Records
Center)
o a
entibfl
Page P&I-11RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION SANTA CLARA, CA.

P&I-No. Office of
Record
(OFR)
Record Type Records Description Retention I Disposition Comments / Reference If the record is not listed here, refer to the Retention for City-Wide StandardsMi=1114=MIL Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) since destruction is normally • erfonned by file folder. retention resumes after settlement or completion).Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods Annual Plans - Reports
Planning & 5-year Hud Consolidated Plan
Inspection / RDA Implementation Plan
P&I-064 Housing & Analysis HUD Annual Plan
Community HCD Report - HUD Caper
Services Housing Authority - Includes working Copies and back-up
P&I-065
Planning &
Inspection /
Housing &
Community
Services
Subject Applications for Projects or Loans: Rejected
(Rental Rehabilitation, etc.) 3 years 2 years
5 years After
the
AffordabilityPlanning & Period
P&I-066
Inspection /
Housing &
Community
Subject BMP - Below Market Program (First Time Home
Buyer, etc.)
Terminates,
or the Written
AgreementServices Terminates,
Whichever is
Longer
10 years Department Preference; GC §34090
HUD requires 5 years after the project
completion; documents imposing recapture
resale restrictions are 5 years after the
laffordability period terminates; Uniform Admin.

Requirements for Grants to Local
1Governments is 3 years from expenditure
ireport; statewide guidelines propose 4 years;
Li24 cfr 85.42(b), 92.508(a) & (c)(2) &
570.502(b), 29 CFR 97.42(b), GC §34090
Active
GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

P&I-No. Office of
Record
(OFR)
P&I-067 Subject
P&I-068
P&I-069
P&I-070
City Clerk Agreements
Report
P&I-071 Analysis 7 years 3 years
Planning &
Inspection /
Housing &
Community
Services
Department Preference; GC §34090
Homelessness
County Homeless Plans
Reports
Census Surveys
Page P&I-12RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION SANTA CLARA, CA.

Record Type
(in office)
Active (Records ... - ...:.:.:.:...:.: .

Inactive .

Center •:•••etaritiop:
i•. ..etal:::

R
Of the record is not listed here, refer to the Retention for City-Wide Standards I Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

ILitigation, complaints, claims, public records act re uests, audits and/or investi ations sus end normal retention • eriods retention resumes after settlement or corn letion Records Description Retention / Disposition Comments I Reference Planning &
Inspection /
Housing &
Community
Services
Planning &
Inspection /
Housing &
Community
Services
Report
Planning &
Inspection /
Housing &
Community
Services
Capital Projects: Contactor Agreements,
Compliance Monitoring, Financial Accounting, etc.

CDBG Agreements
copies
Draw-Downs / IDIS
Fair Housing / Analysis of Impediments
Section 3 Plans
Draw-down Plan
LEP Plan
Citizen Participation Plan
Other Plans, Procedures & documents required by
appropriate regulatory agencies
Project
Completion +
5 years
5 years
5 years
5 years
Required for Contracts Meets auditing
standards; Grants covered by a Consolidated
Action Plan are required for 5 years; Uniform
Admin. Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; statewide guidelines propose 4
years; 7 CFR 3016.42; 21 CFR 1403.36 &
403.42(b); 24 cfr 85.42(b), 91.105(h), 92.505,

92.508(a)(c), & 570.502(b), 28 CFR 66.42; 29
CFR 97.42(b); 40 CFR 31.42; 44 CFR 13.42;
45 CFR 92.42; OMB Circular A-133; GC
§34090
GC §34090.7
Department Preference (meets municipal
government auditing standards); GC §34090
Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Active
(in office)
Inactive
(Records
Center
P&I-075
P&I-076
Page P&I-13RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION SANTA CLARA, CA.

P&I-No. Office of
Record
(OFR)
Record Type Records Description Retention / Disposition ota) .

Litigation, com laints,•ublic records act requests, audits and/or investigations sus end normal retention eriods reten on resumes after settlement or completion Planning &
Inspection /
P&I-072 Housing &
Community
Services
Planning &
Inspection /
P&I-073 Housing &
Community
Services
Report Housing Rehabilitation Loan Committee - Agendas, Agenda Packets 5 years ear Department Preference; GC §34090 Minutes Housing Rehabilitation Loan Committee - Minutes GC §34090 P&I-074
5 years After
the
Affordability
HUD requires 5 years after the project
completion; documents imposing recapture /
::Affordability:lresale restrictions are 5 years after the Housing Development Projects:

Development Agreement, Compliance Monitoring
Period
Terminates,
or the Written
Agreement
PeriO.

Agreement
;affordability period terminates; Uniform Admin.
'Requirements for Grants to Local
:Governments is 3 years from expenditure
report; statewide guidelines propose 4 years;Terminates, Whichever is
Longer
• idi6itis.-
.141.1:00r.::.:
24 cfr 85.42(b), 92.508(a) & (c)(2) &
570.502(b), 29 CFR 97.42(b), GC §34090
Planning &
Inspection /
Housing & Subject
Community
Services
Housing Development Projects:

Planning &
Inspection /
Housing & Subject
Funding I Silent Seconds / Loans,
Reconveyances, Deed Restrictions, Covenants,
etc. Loan Pay-off
+ 5 years
Loàn::Ràyoft +igovernments
:ea it::::
1Department Preference; Statute of Limitations
for bonds, mortgages, trust deeds, notes or
debentures is 6 years; Bonds issued by local
are 10 years; There are specific
requirements for disposal of unused bonds;Community
Services Agreements, Compliance, Environmental, Finance, General / Correspondence, Monitoring & Monitoring
Visits, Relocation, Silent Seconds
CCP §§336(a)(1) & (2), 337.5(2); 24 cfr

85.42(b), 92.508(a) & (c)(2); GC §43900 et
seq.

Planning &
Inspection /
Housing &
Community
Regulatory
Filings HUD Correspondence 7 years years Department Preference; GC §34090 Services
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. since destruction is norm Ily performed by file folder.

RECORDS RETENTION SCHEDULE: PLANNING & INSPECTION Page P&I-14 SANTA CLARA, CA.

P&I-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Ota
:Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years) Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention •eriods retention resumes after settlement or com•letion .

Neighborhood Conservation Improvement Program
(NCIP) / Rehabilitation Files (homeownership
projects without resale restrictions)
P&I-077
Planning &
Inspection /
Housing & Subject Clients, Contractors, Loan Servicing, Funding, Silent Seconds, etc.

Loan Pay-off
+ 5 years
can P.
ears.Community
Services Agreements, Compliance, Environmental, Finance, General / Correspondence, Monitoring & Monitoring
Visits, etc.

Planning & Neighborhood Conservation Improvement Program P&I-078
Inspection /
Housing & Subject (NCIP) / Rehabilitation Files 5 years y:00rS::::

Community ProceduresServices
Planning &
Inspection / NEPA - National Environmental Protection Agency -Completion + P&I-079 Housing & Reference Environmental Determinations (EIRs, Negative5 yearsCommunity Declarations, etc.) Services
P&I-080
Planning &
Inspection /
Housing & Subject Promissory Notes Loan Pay-off
+ 5 years
oan.:IpAy7p
5: .e6::Community
Services
Meets auditing standards; Grants covered by a
Consolidated Action Plan are required for 5
years; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of grantee
or subgrantee; statewide guidelines propose 4
years; 7 CFR 3016.42; 21 CFR 1403.36 &
1403.42(b); 24 cfr 85.42(b), 91.105(h), 92.505,
& 570.502(b), 28 CFR 66.42; 29 CFR
,97.42(b); 40 CFR 31.42; 44 CFR 13.42; 45
CFR 92.42; OMB Circular A-133; GC §34090
Meets auditing standards; Department
.preference; GC §34090
Department Preference; State documents
(CEQA) are provided by Planning; State EIRs
are required to be kept a "reasonable period of
itime;" 14 CCR §15095(c); GC §34090
GC §34090(a)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

PD-001
PD-002
PD-003
PD-004
4 years
PD-006
PD-007
Police /
Admin. /
Chief
Police!
Lead Div.

Page PD-1RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.

Records Description Retention / Disposition Comments / Reference Active
(in office)
Inactive
(Records
Cente
ADMINISTRATION and/or CHIEF OF POLICE AFISIMMEISSIM2
Police /
Admin.!
Chief
Police /
Admin.!
Chief
Police!
Admin. /
Chief
Police /
Admin. /
Chief
Correspondence Carry Concealed Weapon Permits (CCW) - Denied Correspondence DMV Pull Notices (Police Employees Only) Superseded + 2 years
Expiration +
10 years
2 years
2 years ears:
5 years
25 years :::2 SiOarS
ExOiration:+
CY:Year's:: :
er:secl
ears:

PD-005
Regulatory
Filings
Timekeeping
Internal Affairs Investigations / Complaints: Officer
Involved Shootings
Overtime Slips
GC §34090
Department preference; GC §34090
Department preference; GC §34090
Department preference (Transitory or source records
not retained in the ordinary course of business);
CHP audits every 2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
State requires for at least 5 years for Citizen's
complaints; other State & Federal laws require
retention until final disposition of formal complaint;
State requires 2 years after action is taken; Statute
of Limitations is 4 years for misconduct; IA and
Statewide guidelines recommend 25 years for officer-
involved shootings; EVC §1045(b)(1), GC §§12946,
34090, PC §§801.5, 803(c), 832.5, VC §2547
State requires for at least 5 years for Citizen's
complaints; other State & Federal laws require
retention until final disposition of formal complaint;
State requires 2 years after action is taken; Statute
of Limitations is 4 years for misconduct; IA and
Statewide guidelines recommend 25 years for officer-
involved shootings; EVC §1045(b)(1), GC §§12946,
34090, PC §§801.5, 803(c), 832.5, VC §2547
GC §34090
Inspections Carry Concealed Weapon Permits (CCW) - Approved Police /
Admin. /
Chief
Correspondence
Subject
Annual Summary of Use of Force
Internal Affairs Investigations / Complaints: Except
Officer Involved Shootings
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Office ofPD-No. Record Record Type
F ECORDS RETENTION SCHEDULE: POLICE Page PD-2
SA:ITA CLARA, CA.

PD-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
otal::::•:•
if the record is not listed here, refer to the Retention for City-Wide Standards. - Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normallned by file folder. — Litigation, complaints claims public records act requests, audits and/or investigations suspend normal retention pefiods (retention resumes after settlement or completion). 'Department preference; EEOC / FLSA / ADEA (Age)
:requires 1-3 years for selection records; State Law.1'years :::firequires 2 - 3 years; 29 CFR 1602 et seq & •.-111627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 8 CCR.•ii.1§11040(7.( c)), GC §§12946, 34090 yl.Department preference; Statewide guidelines
ilipropose 7 years; Calif. Labor Division is required to their records 7 years; OSHA requires safety
• • • • • • • training 5 years; EEOC/FLSA/ADEA (Age) requires 3erid::t6,years for promotion, demotion, transfer, selection, or Jdischarge; State Law requires 2 -3 years; 29 CFR
I1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC
1§§12946, 34090
PD-008
Police /
Admin. /
Chief
Subject Personnel Background Packet - POLICE
Unsuccessful (not hired) 5 years
PD-009
Police /
Admin. /
Chief
Temporary
Holding
Personnel Files - Police Department Employees
Includes Evaluations, Training Certificates, Evaluations, Upon
Separation,
Send to
HumanMedical Records, etc. Resources
PD-010
Police /
Admin. /
Chief
CorrespondencePolicies & Procedures! Operation Directives / General Orders (Department Policies and Procedures)
Superseded
+ 2 years
Police /
PD-011 Admin. / Routine Public Relations / Citizens Police Academy 4 years Chief
Police /
PD-012 Admin. / Non-RecordTime Off Requests! Sick Slips None Chief
Training - Department Training Records - COURSE
PD-013
Police /
Admin. /
Chief
Reference 5 yearsRECORDS (Attendance Rosters, Outlines and Materials; includes Use of Force training, safety
training, etc.)
PD-014
Police!
Admin.!
Chief
Source Weapons Database / Department Weapons!
Qualifications (Employees) Indefinite
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Siber-ededi.1- -.-:5•••••••••:-IDepartment Preference; GC § 34090 et seq.Z:yearS:::

Department preference; Rosters are sent to POST;
Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their records 7 years;
!OSHA requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
ldischarge; State Law requires 2 -3 years; 29 CFR
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC
i§§12946, 34090
e.liData Fields! Records are interrelated; GC §34090
Department Preference; preliminary drafts; GC
§34090 et seq.

Department preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.

Page PD-3
PD-No. Office of
Record
(OFR)
Record Type Records Description Retention / Disposition Comments / Reference If the record Is not listed here, refer to the Retention for City-Wide Standards Retentions bevin when the act is comileted, and imil a full file folder e... last document + 2 ears , since destruction is normall y serformed b file folder.. . .

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or com•letion

ADMINISTRATIVE SERVICES / PERMITS & ALARMS
Police!
Records
Police /
Admin.

Services!
Permits &
Alarms
Police /
Admin.

Services /
Permits &
Alarms
Police!
Admin.

Services!
Permits &
Alarms
Police!
Admin.

Services!
Permits &
Alarms
Alarm Billing
Business Permits (Regulatory) - BUSINESS OWNER:

Massage, Taxi, etc. (Includes Digital Images)
Business Permits (Regulatory) - TECHNICIAN /
DRIVERS: Massage Technician, Taxi Driver, etc.
(Including Digital Images)
Guns: Dealers Record of Sale (DROS)
Secondhand Dealer Permits / Pawn Broker Permits &
Licenses
2 years
Expiration +
2 years
Expiration +
2 years
2 years
Close of
Business +
2 years
PD-015 Correspondence
Correspondence
Correspondence
PD-018 Correspondence
PD-019 Correspondence
Active
(in office)
Inactive
(Records
Center
:Ota..
:17.?.,0tOrrtjairi::

PD-016
PD-017 GC §34090
GC §34090
Department Preference; GC §34090
GC §340902:

Comments / ReferencePD-No. Retention / DispositionRecords DescriptionOffice of Record Record Type
(OFR)
InactiveActive (Records(in office) Center
,Retentions besin when the act is com.leted, and im.I a full file folder e.•. last document + 2 ears since destruction is normall •erformed b file folder. •laints. claims, • ublic recordst
PD-020 Finance Correspondence
Police /
Admin.

PD-021 Services!
Property &
Evidence
PD 22 Police /-0 Records
PD-023 Police!
Records
Police!
Admin.

PD-024 Services! Collections
Property &
Evidence
Crime Reports
PD-025
PD-026
PD-027
Police!
Admin.

Services!
Property &
Evidence
Police!
Admin.

Services!
Property &
Evidence
Reference
If the record is not listed here, refer to the Retention for Cit -Wide Standards RECORDS RETENTIOr SCHEDULE: POLICE Page PD-4
SANTA CLARA, CA.

This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. ("Shall" Destroy); GC §68152(e)(8)
;Individual petitions District Attorney; Sheriff concurs ithat person is factually innocent, then seals record
1("Shall" Destroy); GC §34090; PC §851.8(a)
(Courts and other Agencies "Shall" destroy); H&S§
11361.5 et seq., GC§68152(e)(8)
Date of
Arrest + 3
years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
GC §340902 years
After Entry
into RMS +
2 years
2 years
OjZjN.15:E4::11Preliminary drafts; GC §34090
GC §34090
111GC §34090 et seq.; PC 19.7, 802
:Department Preference; Provided there are no
:outstanding warrants, unrecovered identifiable items,
criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and
H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile
marijuana after age18; H&S §11361.5, GC §34090,
PC §802, PC §§187, 800 et seq.

Department Preference; No limitations on
commencement of action; Courts keep permanently
PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290,
and 799
25 years
:N
onvictiorq
2 years
RECORDS RETENTION SCHEDULE: POLICE Page PD-5
SANTA CLARA, CA.

PD-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
o a
ROt..Ontiory-........................

If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be.in when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

RECORDSMIL S
Bail / Bond Transmittals (If not associated with a City PD-028 Crime Report)
Bicycle Licenses
CAD Daily Logs
Citations - Parking, Traffic, Moving Violations
Includes corrections
CRIME REPORTS:

Misdemeanor - Adult Marijuana - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with procedure
in H&S §11361.5)
CRIME REPORTS / ARREST JACKETS:

ALL, Except Those Specifically Mentioned in the
Schedule
e.g., 5150, Detention Reports, etc.

CRIME REPORTS:

PD-034 Police!
Records Reference Homicide, Manslaughter (including vehicle), Outstanding Missing Persons
CRIME REPORTS:

PD-035 Police /
Records Factually Innocent Petition Accepted Records Sealed Pending Destruction - Except those with outstanding
stolen property, including firearms, or lost firearms
CRIME REPORTS:
- PD 036 Police!
Records Misdemeanor - Juvenile Marijuana - H&S §11357(E) Except those with outstanding stolen property,
including firearms, or lost firearms
-
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.

Page PD-6
Office ofPD-No. Record Record Type
Active
(in office)
If the record is not listed here. refer to the Retention for Cit Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years, since destruction is normall •erformed b file folder. iti ation corn • taints: claims, public records act re uests, audits and/or in yesti•ations sus end normal retention • eriods retention resumes after settlement or completion).—.— CRIME REPORTS:

Police /
Records
Police /
Records
Statute of Limitations runs up to age of majority + 8
years; sealed records for juveniles and wards of the
Court must be destroyed 5 years after sealing date;
CP §§340.1, GC §34090; W&I §§389(a), 781(d)
Reference
Preliminary documents; GC §34090 et seq.

Correspondence NCIC Validation
PD-037
PD-038
Police /
Records
Police!
Records
Police!
Records
Police /
Records
Subject
Logs
Misdemeanor Marijuana §11357(e) - Juvenile on
School Grounds during School Hours (with procedure
in H&S §11361.5)
CRIME REPORTS:

Field Investigation Cards (Fls)
Offender is
18 Years
Old
Until
Located
Sealing
Date + 5
years (Or
Court
Order)
3 years
2 years y ears:
.• ." .• .• . • .•
(Courts and other Agencies "Shall" destroy); H&S§
11361.5 et seq., 11357(e)
Department Preference; GC §34090
Department preference; GC §34090
GC §34090
Department preference; Recordings that become
evidence are stored with evidence - these are
on preliminary documents / transitory recordings not
retained in the ordinary course of business; GC
1§34090.6(a)
PD-043 Police /
Records Non-Record Officer Recordings: Mobile AudioNideo Recordings that are not evidence ("hip recorders", etc.) None
:j,r0t5:H: GC §34090
éärs: IGC §34090
GC §34090
GC §34090 et seq.
.

Department Preference to provide information to
other agencies; Non-records used for investigations;
:Originals entered into the State Automated Property
'System; most agencies retain for 2 years; GC
§34090
PD-044
PD-045
PD-046
PD-047
PD-048
Police /
Lead Div.

Police /
Lead Div.

Police!
Records
Police!
Records
Police /
Records
Correspondence
Correspondence
Timekeeping
Timekeeping
Logs
Overtime Slips
Pawn Slips
4 years
4 years
2 years
2 years
3 years
PD-039
PD-040
PD-041
PD-042
Outstanding Missing Persons
CRIME REPORTS:

Sealed Juvenile and Ward Cases - Except those with
outstanding stolen property, including firearms, or lost firearms
Crime Statistics! Uniform Crime Reports (UCR) -
Summaries (BCS)
n
cate
Overtime Slips & Special / Extra Duties / Paid Time
(Copy of Data Input Records)
Parking Permits / Preferential Parking Licenses
Patrol Ride-A-Long Waiver Form
Records Description Retention / Disposition Comments I Reference (OFR)
Inactive
(Records
Center
RECORDS RETENTION SCHEDULE: POLICE Page PD-7
SANTA CLARA, CA.

PD-No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center
if the record is not listed here, refer to the Retention for City-Wide Standards _ . .

Retentions begin when the act is completed, and Imply a full file folder (e.g. last document + 2 years since destruction is normall •erfonned b file folder.--- normal retention periods (retention resumes after settlement or corn letionLitigation, complaints.. claims, public records act re_ uests, audits and/or investigations suspend PD-049 Police /
Records Correspondence Public Information Requests 2 years PD-050 Police /
Records Reference Registrants: Arson - Adults 5 years
Age 25 or
PD-051 Police /
Records Registrants Registrants: Arson - Juveniles released from California Youth Authority
Sealing
Date + 5
years
PD-052 Police /
Records Registrants Registrants: Narcotic 5 years
PD-053 Police /
Records Reference Registrants: Sex Offenders - Adults
or Sealing
PD-054 Police /
Records Registrants Registrants: Sex Offenders - Juveniles Date + 5 years (or
Court
Order)
PD-055 Police /
Records Source RMS Database 25 years
PD-056 Police /
Records Correspondence Subpoenas (Duces Tecum) 2 years
PD-057 Police /
Records Crime Reports Video Recordings - Interview Rooms 50 years PD-058 Police /
Records Recording Media Video Recordings - Public Facing 3 months ""GC §34090
Department preference; Pursuant to PC §457.1 et
seq.; required to register for life; If released from
I.CYA, records are destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
.Pursuant to PC §457.1 et seq.; If released from
.CYA, records are destroyed after age 25 or sealing
;pursuant to W&I §781; GC §34090.7
,IDepartment Preference; Registration is required for
:yoo!'s:: 5 years; GC §34090, H&S §11590 et seq., H&S
'-'!11594(a)
Department Preference; Pursuant to PC §290 et
seq.

Data Fields / Records are interrelated; GC §34090;years .except records marked permanent oaro IGO §34090
'Department preference; Recordings that become
evidence are stored with evidence; the system is not
'designed to and does not record regular and
ongoing operations; GC §34090.6(a)
Department preference; Recordings that become
evidence are stored with evidence - these are
preliminary documents / transitory recordings not
retained in the ordinary course of business; the
system is not designed to and does not record
regular and ongoing operations; GC §34090.6(a)
::Age2
::::years::::
'
Date ' Pursuant to PC §290 et seq.; W&I §781;•yeors:(0t:. rder
years
. • -•rtionth..•..•....

Office ofPD-No. Record
If the record is not listed here, refer to the Retention for Cit -Wide Standards file folder.Retentions be
rriti ation, corn
in when the act is completed, and imply a full file folder (e.g. last document + 2 ye taints claims • ublic records act re uests, audits and/or invest ations sus end n rs), since destruction is normally performed b
ormal retention • eriods retention resumes after settlement Department preference; Recordings that become
,evidence are stored with evidence - these are
preliminary documents / transitory recordings not
retained in the ordinary course of business and the
system is not designed to and does not record
regular and ongoing operations; GC §34090.6(a)
PD-059
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: POLICE Page PD-9
SANTA CLARA, CA.

PD-No. Office of
Record Record Type Records Description Retention I Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
.Otal.
e Opp::

If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally pPrThrmed b file folder. litigation, complaints, claims, public records act requests audits and/or investi ations suspend normal retention periods (retention resumes after settlement or com letion ADMINISTRATIVE SERVICES -OPERATIONS / DISPATCH (COiviiviUNICATIONS IC/2‘,D / D'SPATCH) Police /
•••••• n
Admin.

PD-060 Services / Correspondence Assignments Sheets 2 years Operations
/ Dispatch
Police!
Admin. Audio Recordings or Tapes - (CAD/RMS) Recordings PD-061 Services / Recording Logs of Telephone & Radio Communications Dispatch Tapes 1 year Operations (CAD)
/ Dispatch
GC §34090 et seq.

Department Preference; Statewide guidelines
propose 180 days (legally mandated for 100 days);
(may be discoverable or made public in some
circumstances), GC §§34090, 34090.6
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Office of
Record
(OFR) Active
(in office)
Inactive
(Records
Center
otal::
tentidn.:

PD-No. Record Type Records Description Retention / Disposition Page PD-10RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.

If the record is not listed here, refer to the Retention for City-Wide Standards =IL Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or in yesti. ations suspend normal retention periods (retention resumes after settlement or com letion

ADMINISTRATIVE SERVICES - TEMPORARY HOLDING FACILITY
Police /
Admin.

PD-062 Services /
Temp. Logs Logs: Temporary Holding Facility! Booking 3 years Holding
Facility
Police /
Admin.

PD-063 Services /
Temp. CorrespondenceLiveScan Applications / Fingerprint Applications (public) 2 years
Holding
Facility
Police /
PD-064 Field Muni PAS Device Calibration Logs 2 years
Operations
ears: GC§ 34090 et seq.
ears:: GC§ 34090 et seq.
ears:-:IGO §34090 et seq.

Office of
RecordPD-No. Records Description Retention / Disposition Comments / Reference Inactive
(Records
Center :Retention:
ears::
ears:
00:f$:

Page PD-11RECORDS RETEIIT:ON SCHEDULE: POLICE
SANTA CLARA, CA.

Record Type
(OFR) Active
(in office)
record is not listed here, refer to the Retention for Ci -Wide Standardsthe NRetentions be .in when the act is comoleted, and imel a full file folder e.q last document + 2 years) since destruction is normally performed by file folder .Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

FIELD OPERATIONS
PD-065
PD-066
PD-067
PD-068
PD-069
PD-070
PD-073
PD-074
PD-075
Police!

PD-071 Field
Operations
Police!

PD-072 Field
Operations
Police!
Field Correspondence
Operations
Police /
Field Correspondence
Operations
Police!
Field Correspondence
Operations
Correspondence
Correspondence Special Events! Ops Plan
Timekeeping
Timekeeping
Subject
Logs
Muni
Canine (Police Dogs) Program Files: Action Reports,
Monthly Reports
Canine (Police Dogs) Program Files: Animal Files
Citation Log Books (#s / ranges) - Parking, Traffic
Overtime Slips
Payroll Daily Shift Rosters / Master Deployment
Schedule / Vehicle Assignments, etc.

Traffic Control: Radar Calibration Records
Traffic Control: Radar Trailer Surveys, etc.

Vehicle Log/Daily Safety Checks/Daily Work
ReportsNehicle Inspections/Daily Equipment Checks
Pursuit Critiques
2 years
Separation
+ 3 years
2 years
4 years
4 years
5 years
2 years
Life of the
Equipment
+ 2 years
2 years
2 years
GC §34090
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC §34090 et
seq.

GC §34090 et seq.

GC §34090
Department preference (preliminary drafts); GC
34090 et seq.

Department Preference; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)
et seq., GC §§12946, 34090; 29 USC 1113
Preliminary documents not retained in the ordinary
course of business; GC §34090 et seq.

Department preference; GC §34090 et seq.
0:at ppE'at';ii0inertit Department preference; GC §34090 et seq.

Department preference; GC §34090 et seq.

Police /
Field
Operations
Police /
Field
Operations
Police I
Field
Operations
Police!
Lead Div.

Police!
Field
Operations
Police /
Field
Operations
Range Schedules
$0. :OrPiOn.
years.
0 fS.

Office of
Record
(OFR)
Record Type Records Description
Active
(in office)
Inactive
(Records
Center
PD-No. Retention / Disposition
Page PD-12RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.

Comments / Reference
ilf the record is not listed here, refer to the Retention for City-Wide Standards iRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normall •erformed b file folder.. -'Litigation, complaints, claims, public records act requests, audits and/or inyelidations suspend normal retention periods retention resumes after settlement or com letion

INVESTIGATIONS BUREAU
PD-076
Police /
Inyestigat.

Bureau
Non-Record Detectives Investigation Files and Arrest Files (Notes) - Except Homicides None
11_
00 Department preference (preliminary drafts) GC
§34090 et seq.

Transfer all Official Reports to Records to be placed
in the Master Case Files.PD-077
Police!
Inyestigat.

Bureau
Temporary
Holding
Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Files
PD-078
Police /
Investigat.

Bureau
Correspondence Financial Forms - Asset Seizure: Payment requests and deposit forms
......•.•.•.•..

Department Preference; GC § 34090 et seq.

PD-079
Police!
Inyestigat.

Bureau
Correspondence Financial Forms - Undercover buy money: receipts and reports
Cmplatidn Department Preference; GC § 34090 et seq.

PD-080
Police /
I nvestigat.

Bureau
Correspondence Informant Files 2 years Pqr.§: Department Preference; GC §34090 et seq.

PD-081
Police!
Inyestigat.

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

23.20(h); GC §34090
PD-082
Police!
Inyestigat.

Bureau
Timekeeping Overtime Slips 4 years yooW GC §34090
PD-083
Police!
Inyestigat
Bureau
Correspondence Subpoenas (Personal Appearance) 2 years eatS: GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1
SANTA CLARA, CA.

PW-No. Office of
Record Record Type Records Description Retention / Disposition Comments I Reference (OFR) Active
(in office)
Inactive a(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

BUILDING MAINTENANCE
PW-001
Public
Works /
Building
Maint.

CorrespondenceEquipment History Files
Disposal of
Equipment +
2 years
. ispccsal:pt•• •••• • • • • • .. •
Etliii13.100.0i:
.ear
Department preference; If a motor carrier,
required for 18 months after vehicle is sold;
CHP requires life of vehicle; OSHA requires 1
year 8 OCR § 3203(b)(1); 49 CFR
396.21(b)(1); 49 CFR 396.3(c); COP §337 et.

Seq., GC §34090
PW-002
Public
Works /
Building
Maint.

CorrespondenceKeys Form Inactive + 2
years
-nadVe.:.• • • -
years-: GC §34090
PW-003
Public
Works /
Building
Maint.

CorrespondenceO&M Manuals / Operations & Maintenance
Manuals / Submittals
Disposal of
Equipment
+ 2 years
..PID.P0...:

Eii6j0fOrit:......... • ...%
years
Department preference; GC §34090
PW-004
Depart.

Providing
Service /
Work
Source
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
Indefinite Indefinite Data is interrelated; GC §34090
PW-005
Depart.

Providing
Service /
Work
Non Record Work Orders / Service Requests - All Information Entered in CMMS Database None Preliminary drafts (the database is the original); GC §34090
PW-006
Depart.

Providing
Service /
Work
R outine
Work Orders / Service Requests - NOT entered in
CMMS Database (or partial information entered
into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
4 years City preference; COP §§338 et seq., 340 et seq ., 342, GC §§945.6, GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2
SANTA CLARA CA.

PW-No. Office of Record Type Records Descriptionon Retention / Disposition : ....: . ota•:•• . .......:.: •ete:ntion:.:• • ••••:•:•:•:•:•:.

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
,lf the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder... ' Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

ENGINEERING / LAND & PROPERTY DEVELOPMENT
PW-007
Public
Works /
Engineering
Project Abandonments / Vacations (Streets) - Private
Development Projects P P GC §34090 et seq.

PW-008
Public
Works!
Engineering
Reference Annexations P P Department preference; GC §34090 et seq.

PW-009
Public
Works!
Engineering
Reference
Assessment! Maintenance / Landscape & Lighting
/ Street Improvement District Projects / Community
Facilities Districts
(FORMATION, BOUNDARIES)
P P
Department Preference; Statute of Limitations is 4
10 years (for Errors & Omissions); COP §§337.
337.1(a), 337.15, 343; GC §34090.7
PW-010
Public
Works!
Engineering
Subject
Assessment! Maintenance / Landscape & Lighting
/ Street Improvement District Projects! Community
Facilities Districts (ASSESSMENT ROLLS)
District Fully
Paid + 5
years
Oistri#FUlly:
ear. ...

Department Preference (meets auditing
standards); GC §34090.7
PW-011
Public
Works!
Engineering
Non Record Assessor's Maps None None: County is originator of record PW-012
Public
Works!
Engineering
Correspondence
Bonds: Subdivision Bonds, Logs and
Correspondence
City Clerk holds these and provides to Engineeri
ng
upon request
Release of
Bond /
Security + 2
y ears
::Ralease:-of.,• • •••-..................•. .1" "•Wd• .e:curit +:
e:ar• • • • •
Securities (Performance Bonds, Letters of Credit,
CD s, etc.) are released after the Notice of
Completion is issued and replaced with the
Warranty Bond, which is released 1 year after the
Notice of Completion date. GC §34090
PW-013
Public
Works!
Engineering
Reference Covenants! Easements Documentation P P Department preference; GC §34090 et seq.

PW-014
Public
Works!
Engineering
Subject Developer Payment / Trusts (Contractor's Trusts) Project
Close + 5
years
Project-:•:-.-:-:-:-•Close:t:5
years:

Census Bureau is OFR; GC §34090 et seq.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3
SANTA CLARA CA.

PW-No. Office of
Record Record Type Records Description Retention / Disposition ::::Total::::
&Willi:oft:.............

Comments / Reference
(OFR)
Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or corn letion .

PW-015
Public
Works!
Engineering
Reference Encroachment Permits P P Department Preference; GC §34090 PW-016
Public
Works /
Engineering
Routine Engineering Comments: Planning & Building
Projects! Plan Check Comments 4 years 4year Department Preference; GC §34090 PW-017
Public
Works!
Engineering
Historical
Documents/
Artifacts
Field Survey Books P P Department Preference; GC §34090 PW-018
Public
Works!
Engineering
Reference Geotechnical and Soils Reports P P Department Preference; GC §34090 PW-019
Public
Works!
Engineering
Reference Grading Permits & Plans P p Department Preference; GC §34090 PW-020
Public
Works!
Engineering
Reference Improvement Plans P Department Preference; GC §34090 PW-021
Public
Works!
Engineering
Project
Large (Buildings, Bridges, etc) Capital
Improvement Projects (CIP) /Jobs: Permanent
Upon
Completion P
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
File
Plans, Record Drawings / "As Builts",
Specifications, Bids/RFPs, Successful Proposal,
Change Orders, Inspections, Materials Testing
Reports, Grading Permits, Hazardous Materials
Reports, Notice of Completion, O&M Manuals,
Photos, Real Estate Appraisals, Soils Reports,
Studies, Submittals, Surveys, etc.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4
SANTA CLARA CA.

PW-No. Office of
Record Record Type Records Description Retention / Disposition a a
: e. entron:.:

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

PW-022
Public
Works /
Engineering
Project Admin
Large (Buildings, Bridges, etc) Capital
Improvement Projects (CIP) /Jobs:

Administration File
Upon
Completion
10 years or
After
Funding
Agency
Audit , if
required,
i iswhichever
longer
9:111PIPticlITI.:• - • - - • • • • •:-
• :.
er•
Funding:::
.0[V• • • • •.•Li'dit.• i
repire
•
••••—••••WhitheV:eot:•• ------longer
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is 10
years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec s=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
gui delines propose termination + 5 years; CCP
§337 et seq GC §34090. .,
Project Administration, Bid Summary, Bid Proposal Form, Bid Opening Exhibits A&B, Certified Payrolls,
Construction Management Logs, Daily Inspection Diary,
List of Bidders, Project Schedules, Progress meetings,
RFIs, Requests for Bid & Specs , etc.

PW-023
Public
Works /
Engineering
&
Planning &
Inspection
Reference Parcel Maps P P Department Preference; GC §34090 PW-024
Public
Works /
Engineering
Permits Permits: Street Opening / Street cuts 5 years 5 years Department Preference (the warrantee period for work done is 5 years); GC §34090
PW-025
Public
Works /
Engineering
Reference Rights of Way, Easements P P Department Preference; GC §34090.7 PW-026
Public
Works /
Engineering
Non-Record Sanitary Sewer Map Index, Storm Map Index,
Storm Drain Block Book, Street Map Index None •
Preliminary drafts not retained in the ordinary
course of business; GC §34090 et seq.

PW-027
Public
Works /
Engineering
Reference Sanitary Sewer Permits, Record Drawings (As-
Builts") P P Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5
SANTA CLARA CA.

PW-No. Office of
Record Record Type Records Description Retention / Disposition : :::T ota l::::,. . ... .:.:-:.. etention-:

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

PW-028
Public
Works /
Engineering
Correspondence
Simple Civil (Sewer, Street Improvements, etc.)
Capital Improvement Projects (CIP) / Jobs: Bid
2 years ear GC §34090
Support File
Correspondence, Requests for Bid & Specs, Bid
Summary, List of Bidders, Bid Proposal Form, Bid
Opening Exhibits A & B
PW-029
Public
Works /
Engineering
Project Admin
Simple Civil (Sewer, Street Improvements, etc.)
Capital Improvement Projects (CIP) /Jobs:

Administration File Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required, .whichever is
longer
crnpletion..•.:-.-:.:.:.:.:.:.:.:+:4 .years:-• •••••:-:-:-..:r.- :und -.in • -:::
• • • • • •
enc..-.:....,.udit:.:1
..req-u' -.i:.re—
.:-:.:..:.:.:.:.:.:.: ...which:everis:• • - • • • on er:

Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is 10
years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§337 et. seq., GC §34090
Notice to Proceed, Engineers Estimate, Quantities &
Extensions for Progress Payment , Process Payment
Spreadsheet
PW-030
Public
Works /
En gineering
Project
Simple Civil (Sewer, Street Improvements, etc.)
Capital Improvement Projects (CIP) / Jobs:

Permanent File
Upon
Completion P
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
Plans, Record Drawings / As Builts", Invitation, Bid and Award Packet (Bid Addendum, Notice of Award), Contract
Documents, Notice of Completion, Change Orders,
Agenda Reports
PW-031
Public
Works /
Engineering
Site Clearance Site Clearances (Preparation of Easements, etc. for Building Permits) P P Department Preference; GC §34090
PW-032
Public
Works /
Engineering
Reference Standard Specifications P P Department Preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Office of
Record Record Type Retention / Disposition Comments / ReferencePW-No.

Active
(in office)
Inactive
(Records
Center)
(OFR)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public
PW-033 Works / Reference Storm Drains, City Map, As-Builts Engineering
Public
PW-034 Works / Reference Streets, Curbs & Gutters, Sidewalks, Map Engineering
Public
Works /
Engineering
PW-035 Reference Subdivisions I Tract Maps / Final Maps Planning &
Inspection /
Planning
Records Description
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6
SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7
SANTA CLARA CA.

PW-No. Office of
Record Record Type Records Description Retention / Disposition • • • • • • •
iital:.:•-.-:•••••••••:.. :Ret. 00400*•:•.-.....-.-.-:•.-......:.

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

TRAFFIC ENGINEERING .4511==
PW-036
Public
Works /
Traffic
Engineering
Correspondence
Capital Improvement Projects (CIP) /Jobs -
TRAFFIC PROJECTS: Bid Support File
2 years ears- GC §34090
Correspondence, Requests for Bid & Specs, Bid
Summary, List of Bidders, Bid Proposal Form, Bid
Opening Exhibits A & B
PW-037
Public
Works /
Traffic
Engineering
Project Admin
Capital Improvement Projects (CIP) /Jobs -
TRAFFIC PROJECTS: Administration File
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
OMOtiOn:,:• • • • • • -
.,E•Ap"earse.. .•r: ftr
14000'
•
• • • ••• • •.-
.-°°11- :•iY:
•
• it•f6a.. ,'•:::reuro.•• • ••• • •••.,:•••:•W.hittiSsier•IS P.1! er: • •
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions is 10
years; Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years, Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; Statewide
guidelines propose termination + 5 years; CCP
§337 et. seq., GC §34090
Notice to Proceed, Engineers Estimate, Quantities &
Extensions for Progress Payment, Process Payment
Spreadsheet
PW-038
Public
Works /
Traffic
Engineering
Project
Capital Improvement Projects (CIP) /Jobs -
TRAFFIC PROJECTS: Permanent File
Upon
Completion P
Department preference; retained for disaster
'preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
Plans, Record Drawings / As Builts", Invitation, Bid and Award Packet (Bid Addendum, Notice of Award), Contract
Documents, Notice of Completion, Change Orders,
Agenda Reports
PW-039
Public
Works /
Traffic
Engineering
Recordings Hearing Officer Audio Tapes 4 weeks weeks Department preference; State law only requires 30 days; GC §54953.5(b)
PW-040
Public
Works /
Traffic
Engineering
Reference Master Plans - Transportation P Department preference; Drafts should be destroyed; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8
SANTA CLARA CA.

PW-No. Office of Record Type Records Description Retention / Disposition : ....
:
• ota
•
: e• t6.n:ti:00:::

Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center) ,,,,
If the record is not listed here, refer to the Retention for City-Wide Standards It Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

PW-041
Public
Works /
Traffic
Engineering
CorrespondencePermits: Transportation Permits / Wide Load Permits / Overweight Loads
Expiration +
2 years
:EX0ii*W:1-+-••••• • • • - ..-:.: GC §34090
PW-042
Public
Works /
Traffic
Engineering
CorrespondenceSpeed Surveys Superseded
+ 2 year
:Super*Ol:. •• • • ....-
t:2:0ar::.. Department preference; GC §34090
PW-043
Public
Works /
Traffic
Engineering
Subject Street Files 5 years 5 years:• • • • •
Department preference; GC §34090
PW-044
Public
Works /
Traffic
Engineering
CorrespondenceStudies - Transportation 2 years 2 years:

Drafts / source records entered into database and
not retained in the ordinary course of business;
GC §34090
PW-045
Public
Works /
Traffic
Engineering
Subject Traffic Counts and Turning Movements 5 years 5 years Department preference; GC §34090 PW-046
Public
W k /ors
Traffic
Engineering
Project AdminTraffic Signals
10 years
After
Funding
.0.• • • •
r
tin tn.

Department preference; GC § 34090
PW-047
Public
Works /
Traffic
Engineering
Project AdminTraffic Studies / Traffic Calming Requests 10 years 10 years Department preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9
SANTA CLARA, CA.

PW-No. Office of Record Type Records Descriptionon Retention / Disposition :
: 0. 4..:- . ... .:.: etentitiri:..:.• • • • • • • • • - • Comments / Reference
(OFR) Active
(in office)
Inactive
(Records
Center)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Public
Works /
Traffic
Engineering
Warrants: Four-way Stop, School Crossing Guard
Traffic Signal 5 years oars: Department preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Retention / Disposition Comments / Reference
Active
(in office)
Inactive
(Records
Center)
(OFR)
Ifridefirifte:........... Finance has original invoices; GC §34090 et seq.

Automotive
Services Source Vehicle & Equipment Management DatabaseIndefinite Disposal of
Vehicle or
Equipment +
2 years
CorrespondenceVehicle & Equipment History Files (includes cranes)
Page ST&AS-1RECORDS RETENTION SCHEDULE: STREETS & AUTOMOTIVE SERVICES SANTA CLARA, CA.

If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e g. last document + 2 years) since destruction is normally performed by file folder.

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

AUTOMOTIVE SERVICES
ST&AU-001Automotive
Services CorrespondenceAQMD Permits - BAAQMD (Generators, etc.)Disposal + 2 years
ST&AU-002 Finance CorrespondenceAuction Records
copies 2 years
ST&AU-003Automotive
Services
Vehicle
Conditions
Daily Vehicle & Equipment Safety Checks / Vehicle
Inspections / Daily Equipment Checks 4 months
ST&AU-004Automotive
Services Source Fuel Activity Tracking (meter readings, consumption reports) DATABASE Indefinite
ST&AU-005Automotive
Services CorrespondenceCarpool Logs
Disposal of
Vehicle or
Equipment +
2 years
ST&AU-006Lead Dept.CorrespondencePressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit + 2
years
ST&AU-007Automotive
Services Logs Smog Reports 3 years
ST&AU-008Automotive
Services
Regulatory
Filings
Underground Storage Tanks (City Owned) — UST
Monitoring and Maintenance, Release
Detection Systems, Cathodic Protection
Maintenance Records
7 years
ST&AU-009Automotive
Services Reference Underground Storage Tanks (USTs) Permits10 years ST&AU-011
I'DiSOSOI:t: . Department preference; (2 years is required by IAQMD); GC §34090
:iiiii3iii4if .4:1Department preference; GC §34090
IGC §34090.7
Sent by other departments; 49 CFR 396.12 requires
90 day retention
Department preference; GC §34090 et. seq.

Health & Safety 44019(b) requires 3 years
Monitoring and Maintenance records are required
on site for 3 years, 6 1/2 years for cathodic protection maintenance, 5 years for calibration & maintenance
of release detection systems; 23 CCR 2712(b); H&S
§25284.2(i)
Department Preference (required for the life of the
tank); 23 CCR 2712(b), H&S §25284.2(i); GC
§34090 et. seq.

If a motor carrier, required for 18 months after
vehicle is sold; CHP requires life of vehicle;
OSHA requires 1 year; 8 CCR § 3203(b)(1); 49
CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337
et. Seq., GC §34090
Data is Interrelated; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Retention / Disposition
Active
(in office)
Inactive
(Records
Center
ST&AU No.Office of
Record
(OFR)
Record Type Records Description
Subject Assessment District Fees
Subject
Reference
Landfill PermitsPermits
Permits
2 years
Page ST&AS-2RECORDS RETENTION SCHEDULE: STREETS & AUTOMOTIVE SERVICES SANTA CLARA, CA.
pif the record is not listed here, refer to the Retention for City-Wide Standards loRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

STREET DEPARTMENT / CITY HALL
5 years
5 years
ST&AU-012
ST&AU-013
Street Dept.
(City Hall)
Street Dept.
(City Hall) Business Improvement District (BID) Fees
Department Preference (meets auditing standards);
GC §34090
Department Preference (meets auditing standards);
GC §34090
ST&AU-014Street Dept.
(City Hall)
Business Improvement District (BID) Formation &
Boundaries Department Preference; GC §34090
ST&AU-015Street Dept.
(City Hall)
Expiration +
5 years
j(15
yea:rs
Department preference; Landfill Operators must
retain records for 3 years; Solid Waste Transfer!
Processing is 3 years; Electronic Waste Recycling
is 3 years; Non-hazardous Ash Disposal is 5 years;
Covers various statute of limitations; 14 CCR
17379(a); 14 CCR 18660.8(d); 14 CCR 17414(b);
14 CCR 18810.4(a)(4); CCP §337 et seq.; GC
§34090
ST&AU-016Street Dept.
(City Hall)
Permits from Regulatory Agencies (BAAQMD,
EPA, etc.)
Expiration +
5 years EXPfrdtiol)::+ Department preference; GC §34090 Finance
Wire Transfers (for Garbage & Recycling
Franchise)
copies
ST&AU-017 Correspondence GC §34090.7
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

OST&AU No. Office ofRecord Record Type Comments / ReferenceRecords Description Retention / Disposition Active
(in office)
Inactive
(Records
Center)
:Ota
etention :(OFR)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion ._

STREET DEPARTMENT / YARD
ST&AU-018Street Dept.
(Yard) Report AB 939 Compliance 5 years ears:•:•:•:•:
-1111111-11 1617.

Department Preference; GC §34090
ST&AU-019Street Dept.
(Yard) Subject Clean-Up Campaign Program 5 years :ears. Department Preference; GC §34090 ST&AU-020Street Dept.
(Yard) Reference Hazardous Waste Manifests Department Preference; GC §34090 ST&AU-021Street Dept.
(Yard) Subject Household Hazardous Waste Program
Implementation 5 years . ea Department Preference (County-wide program); GC §34090
ST&AU-022Street Dept.
(Yard) Inspections Inspection Forms: Streets 10 years years iDepartment preference; GC §34090 'Department preference; Landfill Operators must
,!retain records for 3 years; Solid Waste Transfer!
ST&AU-023Street Dept.
(Yard) Reference Landfills (City-owned)
Processing is 3 years; Electronic Waste Recycling
is 3 years; Non-hazardous Ash Disposal is 5 years;
Covers various statute of limitations; 14 CCR
17379(a); 14 CCR 18660.8(d); 14 CCR 17414(b);
14 CCR 18810.4(a)(4); CCP §337 et seq.; GC
§34090
Department preference; Landfill Operators must
retain records for 3 years; Solid Waste Transfer!
ST&AU-024Street Dept.
(Yard) Report Landfills (City-owned): Closure & Monitoring Reports 5 years
Processing is 3 years; Electronic Waste Recycling
is 3 years; Non-hazardous Ash Disposal is 5 years;:year: Covers various statute of limitations; 14 CCR 17379(a); 14 CCR 18660.8(d); 14 CCR 17414(b);
14 CCR 18810.4(a)(4); CCP §337 et seq.; GC
§34090
Department Preference; NPDES Monitoring records
ST&AU-025Street Dept.
(Yard) Permits NPDES Permits - Stormwater Expiration +
5 years required for 3 years; 40 CFR §§122.21, 122.41;
CCP §337 et seq.

RECORDS RETENTION SCHEDULE: STREETS & AUTOMOTIVE SE71VICES Page SMAS-3 SANTA CLARA, CA.

Data is Interrelated; GC §34090riittOfin#0:

RECORDS RETENTION SCHEDULE: STREETS & AUTOMOTIVE SERVICES Page ST&AS-4 SANTA CLARA, CA.

ST&AU No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records atentionCenter)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or com letion a
ST&AU-026Street Dept.
(Yard) Source Pavement Conditions Database Indefinite
ST&AU-027Street Dept.
(Yard) Report Reports to Regulatory Agencies (California integrated Waste Management Board, etc.) 5 years
Solid Waste & Recycling Franchise Agreement
Administration (Mission Trail Garbage Co, Stevens
ST&AU-028City Clerk Agreements Creek Disposal & Recycling, Non-exclusive franchise hauler agreements)
Completion
Copies
ST&AU-029Street Dept.
(Yard) Citations Solid Waste Violations & Citations 5 years ST&AU-030Street Dept.
(Yard) Logs Storm Drain and Catch Basin Cleaning and
Flushing 3 years
Superseded
ST&AU-031Street Dept
(Yard) CorrespondenceStorm Drain Pump Station Operation & Maintenance Manuals
or Pump
Replaced + 2
years
Life of the
ST&AU-032Street Dept.
(Yard) CorrespondenceStorm Drain Pump Station Service Pump + 2 years
ST&AU-033Street Dept.
(Yard) Permits Stormwater Annual and NPDES Monitoring
Reports 5 years
ST&AU-034Street Dept.
(Yard) Citations
Stormwater Program: Unauthorized Discharges /
Violations / Spills / ICID (Illicit Connection / Illicit No Activity + 5 yearsDischarge)
ST&AU-035Street Dept.
(Yard) Logs Street Sweeping Activity 3 years
Department Preference; GC §34090
Statute of Limitations: Contracts & Spec's=4 years,
(E&O does not apply); Published Audit Standards=4•
7 years; Statewide guidelines propose termination +
'5 years; CCP §§336(a), 337 et. seq., GC §34090
ears Department Preference; GC §34090
Department preference; NPDES Monitoring records
I required for 3 years; 40 CFR §§122.21, 122.41
Department Preference; GC §34090
Department Preference; GC §34090
Department preference; NPDES Monitoring records
required for 3 years; Monitoring records required for
3 years in Federal law; 40 CFR §§122.21, 122.41
Department preference; NPDES records are
required for 3 years; 40 CFR 122.41(j)(2)
Department Preference; NPDES Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41;
CCP §337 et seq.
"•::
5 years
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. n periods (retention resumes after settlement or com letion 40 CFR 122.41(j)
Data is interrelated; GC §34090
Department preference; GC §34090
Data is interrelated; GC §34090
Preliminary drafts (the database is the original); GC
§34090
Department preference; NPDES Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41
City preference; GC §34090
RECORDS RETENTION SCHEDULE: STREETS & AUTOMOTIVE SERVICES Page ST&AS-5 SANTA CLARA, CA.

Records Description Retention / DispositionOffice of
Record
(OFR)
Comments / ReferenceST&AU No.
iff the record is not listed here, refer to the Retention for City-Wide Standards. .Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Record Type
Active
(in office)
Inactive
(Records
Center)
onna/ retentio
ST&AU-036Street Dept.
(Yard) TimekeepingTime Cards / Task Assignments / Work Schedules (NPDES) 4 years
ST&AU-037Street Dept.
(Yard) Source Tree Database (Locations, species) Indefinite ST&AU-038Street Dept.
(Yard) Reference Tree Work Orders (filed by address)
ST&AU-039
Depart.

Providing
Service / Source
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System) Indefinite
Work (Hansen)
Depart.

ST&AU-040Providing
Service! Non-Record Work Orders / Service Requests - All Information Entered in CMMS Database None
Work
Work Orders / Service Requests - NPDES
ST&AU-041
Depart.

Providing
Service! Subject
Activities NOT entered in CMMS Database (or
partial information entered into CMMS Database)5 years
Work (Division providing service retains originals;
Division requesting service is considered a copy)
Work Orders / Service Requests - Site
ST&AU-042
Depart.

Providing
Service / Correspondence
Clearances (for Agriculture Department) NOT
entered in CMMS Database (or partial information
entered into CMMS Database) 2 years
Work (Division providing service retains originals;
Division requesting service is considered a copy)
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend n This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Record Type Records Description Retention / Disposition Active
(in office)
If the record is not listed here refer to the Retention for City-Wide Standards Inactive :::E
(Records ::

Center) ::::

Retentions begin when the act is completed, and imply a full file folder (e.g last document + 2 years), since destruction is normally performed by file folder. claims ublic records act requests audits and/or investigations sus end normal retention • enods retention resumes after settlement or com letion Depart.

Providing
Service /
Work
Work Orders / Service Requests - Traffic
Maintenance (Signs, Signals, Legends, MTCD)
NOT entered in CMMS Database (or partial
information entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
ST&AU-043 Reference
Office of
Record Comments / Reference
Department preference; NPDES Monitoring records
required for 3 years; 40 CFR §§122.21, 122.41
ST&AU No.

RECORDS RETENTION SCHEDULE: STREETS & AUTOMOTIVE SERVICES Page ST&AS-6 SANTA CLARA, CA.

Record Type Records Description Retention / Disposition Comments / ReferenceW&S No. Office of Record
Active
(in office)
Inactive
(Records
Center)
(OFR)
is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 tears), since destruction is normally performed by file folder.

Litigation, co ims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).mplaints, c/a If the record

ADMINISTRATION
Water &
W&S-001 Sewer
Utilities / Correspondence Administrative Procedures (Including Rules and Regulations for Water Service)
Superseded
+2 years
Admin.

Water &
W&S-002 Sewer
Utilities / Reference Block Books (Maps of System)
Admin.

W&S-003 City Clerk Correspondence Rates
copies 2 years
Department preference; GC §34090
Department preference; GC §34090
RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES
Page W&S-1
SANTA CLARA, CA.

Office of
Record Record Type Comments / ReferenceW&S No. Records Description Retention / Disposition Active
(in office)
Inactive
(Records
Center)
(OFR)
olf the record is not listed here, refer to the Retention for City-Wide Standards oRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

OLitigation, complaints, claims, ublic records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

RECYCLED WATER
W&S-004 Recycled
Water Reference Recycled Water - Permits
W&S-005 Recycled
Water Project Admin
Recycled Water - Annual Report,
Correspondence, Recycled Water User Files,
Water Analysis
10 years
Department Preference; GC §34090
Department Preference; GC §34090
RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-2 SANTA CLARA, CA.

RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-3 SANTA CLARA, CA.

W&S No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive o al(Records etention.:Center)
if the record is not listed here, refer to the Retention for City-Wide Standards (Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. iLitiaation. complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

SEWER UTILITY
W&S-006Sewer Utility Reference Air Quality Permit - Operations (BAAQMD) Department preference; GC §34090 W&S-007Sewer Utility Complaints Complaints - Sewer 2 years Oar.

City preference; Statute of Limitations for personal
property, fraud, etc. is 3 years; Claims must be filed
in 6 months; CCP §§338 et seq., 340 et seq., 342,
GC §§945.6, GC §34090
W&S-008 Lead Dept. Logs
Confined Space Entries & Logs (Permitted
entries into confined spaces such as sewers and
storm drains in order to comply with regulations)
3 years Code of Federal Regulations requires 3 years; 40 CFR 122.41(j)(2)
Department preference; Some correspondence from
W&S-009 Lead DeptRegulatory FilingsCorrespondence - Regulatory Agencies 7 years Regulatory Agencies need to be retained for long periods of time; GC §34090
W&S-010
Street &
Automotive
Services
Temporary
Holding
Daily Vehicle & Equipment Safety Checks /
Vehicle Inspections / Daily Equipment Checks
Send to
Automotive
Services
GC §34090 et seq.

W&S-011 Lead Dept. Regulatory
Timekeeping DOT Timecards (Department of Transportation)10 years Department preference (DOT request); GC §34090 e seq.

W&S-012Sewer UtilityCorrespondenceFlow Measurements 2 years GC §34090 W&S-013Sewer Utility Logs Generator Operation Logs (for fixed / stationary generators) / Inspections 3 years 00i.* Department preference (2 years is required by AQMD); GC §34090
Department Preference; Consistent with statute of
limitations for employee exposure to hazardous
W&S-014Sewer Utility Safety Hazardous Waste Manifests 30 years • • e• rS: materials (test results for hazardous waste generators are required for 3 years); 40 CFR 262.40,
8 CCR 3204(d)(1)(A), 22 CCR 66262.40
W&S-015Sewer Utility Report Industrial Wastewater Discharge Permits (copies) and related documents
Until closure
of permit 5 years Department preference; NPDES records are required for 3 years; 40 CFR 122.41(j)(2)
W&S-016Sewer Utility Report Inspector Reports: Violations, Inspection Notices, Citations, Inadvertent Spills
Resolution +
5 years
IDepartment preference; NPDES records are required
jfor 3 years; 40 CFR 122.41(j)(2)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

Department preference; plans must be updated every
5 years, audits are required every 2 years; GC
§34090
Department Preference; GC §34090
Department Preference; GC §34090 et seq.

Department Preference (the warrantee period for
work done is 5 years); GC §34090
RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-4 SANTA CLARA, CA.

W&S No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive TOtat(Records
Center)
i4if the record is not listed here, refer to the Retention for City-Wide Standards 'Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. 'litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

W&S-017Sewer UtilityCorrespondenceOperations & Maintenance Manuals / 0 & M Manuals
Superseded
- 2 years
W&S-018Sewer Utility Source Operator's Certification Database Separation of Employee
W&S-019 Human
Resources
Temporary
Holding Operator's Certifications
Send Copy
to Human
Resources
W&S-020Sewer Utility Reference Permits - Various Operating Permits 5 years W&S-021 Lead Dept.CorrespondencePressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate
or Permit
W&S-022Sewer Utility Reference Pumping Stations / Sewer Lift Stations / Motor Logs, etc.

W&S-023Sewer Utility 7 years
W&S-024Sewer Utility 10 years
W&S-025 City Clerk
W&S-026Sewer Utility Reference Sewer Jetting Reports
W&S-027Sewer Utility Subject Sewer System Management Plans (SSMP) and Audits, Sanitary Sewer Overflows (SS0s) 5 years
W&S-028Sewer Utility Non-Record South Bay Dischargers Authority: Aquatic Habitat, Monitoring Program None
W&S-029Sewer Utility Reference
TV Collection Line Inspection Tapes / Video
Inspections / Video Tapes or Digital Recordings
(all lines)
W&S-030Sewer Utility Subject Underground Service Alerts (USA's) -- City 5 years . •.... ..•.•..

EXpiretypri.:Of
ye:at.t
Copies are maintained at the plant; GC §34090.7
Department preference; GC §34090
Department Preference; GC §34090 et seq.

Department preference; GC §34090
Department preference; GC §34090 et. seq.

Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090.7
Department preference; GC § 34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-5 SANTA CLARA, CA.

W&S No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
:.:
••:.:::'. Ota.
::0tit.i0.0:::.1 :0•.• • • • ••••• • • •^
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

W&S-031
D epart.

Providing
Service / Source
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System) Indefinite :000fini.teData is interrelated; GC §34090 Work (Hansen)
Depart.

W&S-032 Providing
Service / Non-Record Work Orders / Service Requests - All Information Entered in CMMS Database None Preliminary drafts (the database is the original); GC §34090
Work
W&S-033
Depart.

Providing
Service /
Work
Subject
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
5 years oat. City preference; CCP §§338 et seq., 340 et seq., 342, GC §§945.6, GC §34090
Division requesting service is considered a copy)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. and im ly a full file folder (e.g. last document
ationsand/or invest'uests, auditsublic records act
RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES
SANTA CLARA, CA.

Page W&S-6
Office of
Record Record Type Records Description Comments / Reference Active
(in office) (Records I
Center
ota
e ebtibef:(OFR)
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions be
Litiaation. corn aints, suspend normal retention
SOLAR
periods retention resumes after settlement or corn etion Correspondence Solar! Domestic Water Heating / Swimming Pools: Inquiries
SolarW&S-035
Solar! Domestic Water Heating / Swimming
Pools: Manufacturers, PG&E, Rates, Systems
Analysis, Resources
Solar! Domestic Water Heating / Swimming
Pools: Subscribers
Source
W&S-036
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. 2 years Department preference; GC §34090
Department preference; GC §34090
Non-records
W&S No. Retention / Disposition
in when the act is completed, + 2 years since destruction is normally performed by file folder.

Indefinite
ReferenceSolar
SolarW&S-034
Department preference; retained for disaster
preparedness purposes; Statewide guidelines
propose Permanent for Infrastructure plans; GC
§34090
22 CCR 64453(b) et seq.; 40 CFR 141.33(a)
5 years is required in State and Federal law for any
Icomplaints; 40 CFR 122.41(j)(2) &40 CFR 141.33(b);
:22 CCR 64453(a)
Code of Federal Regulations requires 3 years; 40
CFR 122.41(j)(2)
Upon
Completion
5 years
5 years
3 years
Department preference; Some correspondence from
Regulatory Agencies need to be retained for long
periods of time; GC §34090
10 years
RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-7 SANTA CLARA, CA.

W&S No. Office of
Record Record Type Records Description Retention I Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center) • •
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion- _

WATER UTILITY
Department Preference; Meets California Department
of Health requirements (3 years); GC §34090W&S-037Water Utility Subject Backflow Test Forms Capital Improvement Projects (CIP) / Jobs:

Administration File
W&S-038Water UtilityProject AdminProject Administration, Certified Payrolls, Construction Management Logs, Daily Inspection Diary, Project
Schedules, Progress meetings, etc.

Capital Improvement Projects (CIP) / Jobs:

Permanent File
W&S-039Water Utility Project
Plans, Record Drawings / "As Builts", Specifications,
Bids/RFPs, Successful Proposal, Change Orders,
Inspections, Materials Testing Reports, Grading
Permits, Hazardous Materials Reports, Notice of
Completion, )&M Manuals, Photos, Real Estate
Appraisals, Soils Reports, Studies, Submittals,
Surveys, etc.

W&S-040Water Utility Subject Chains of Custody (Water testing instructions) Complaints - Water Quality! Drinking Water
W&S-041Water Utility Subject Customer Concerns: Odor! Taste / Visual Complaints
Confined Space Entries & Logs (Permitted
W&S-042Lead Dept. Logs entries into confined spaces such as sewers and storm drains in order to comply with regulations)
Correspondence - Regulatory Agencies
W&S-043Lead Dept.Project AdminCalifornia, State of, Department of Health, EPA, etc
5 years
Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
:CaiiiOtetion
0006Agency
:.Tequired
Some grant funding agencies require audits; Statute
of Limitations for Errors & Omissions is 10 years;
Published Audit Standards=4-7 years; Statute of
Limitations: Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp. + 10
years; Statewide guidelines propose termination + 5
longer 11y.yhicheveT:9years;CCP §§336(a), 337 et. seq., GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-8 SANTA CLARA, CA.

Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
r Totht
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. •Litigation, corn aints, claims, • ublic records act requests, audits and/or investi ations sus end normal retention enods 'retention resumes after settlement or completion).

Or•
efirifte
Sup:erseded
•
ears.:

Water Utility Subject Cross Connection Test Forms 5 years Street &
Automotive
Services
Temporary
Holding
Daily Vehicle & Equipment Safety Checks /
Vehicle Inspections/Daily Equipment Checks
Send to
Automotive
Services
Lead Dept. Regulatory
Timekeeping DOT Timecards (Department of Transportation)10 years Water Utility Source Employee Roster & Certificates Database Indefinite Water Utility Reference Fire Hydrant Inspections / Flushing - History Cards
Water Utility Subject Fire Service Test Forms 5 years
Water Utility Reference Leak Reports
Water UtilityCorrespondenceMaintenance Procedures Superseded + 2 years
Water Utility Reference Meter Replacement Program
Water Utility Source Meter Shop Database (meters & backflow devices) Indefinite
Water Utility Reference Meters / Meter History Cards (not Portable Meters)
Water UtilityCorrespondenceMeters / Portable Meters Returned + 2 years
Water UtilityCorrespondenceOperations & Maintenance Manuals / 0 & M Manuals
Superseded
- 2 years
Water Utility Reference Permits - Various Operating Permits 5 years Water UtilityCorrespondencePortable Water Permits Expiration + 2 years
Water Utility Reference Pump Production Reports
Water Utility Routine Pump Status Reports 4 years
Department Preference; Meets California Department
of Health requirements (3 years); GC §34090
GC §34090 et seq.

Department preference (DOT request); GC §34090 et
seq.

Data is interrelated; GC §34090
Department preference; GC §34090 et seq.

Department preference; GC §34090 et seq.

Department Preference; GC §34090 et seq.

GC §34090
Data is interrelated; GC §34090
Department Preference; GC §34090
GC §34090
Department preference; GC §34090
Department preference; GC §34090
Department Preference; GC §34090
Department preference; GC §34090
Department preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. ears .Department Preference (the warrantee period for
work done is 5 years); GC §34090
Office of
Record Record Type Records Description Comments / Reference (OFR)
M-if the record is not listed here, refer to the Retention for City-Wide Standards Active Inactive
; (Records(in office) Center)
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

Litigation complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods retention resumes after settlement or com letion Department Preference; Hazmat discharge records
are required for 3-5 years; 40 CFR 122.41(j)(2)
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Department Preference; GC §34090
Data is interrelated; system qualifies as a "trusted
system"; GC §§34090, 12168.7
Department preference; GC §34090
.Confidential; GC §34090
Bacteriological & Organics are required for 5 years;
40 CFR 141.33(a); 22 CCR §64470
;Department preference; a significant portion of water
is supplied by untreated well water; Lead and Copper
Fiare required for 12 years or 2 compliance cycles8:YerS (some compliance cycles are nine years); Chemical1.jis required for 10 years; 22 CCR 64400.20; 22 CCR 64690.80; 40 CFR 141.33(a); 22 CCR §64470
Department preference; GC §34090 et seq.

Department Preference; GC §34090 et seq.

Department preference; State law requires 12 years,
federal 10 years; 40 CFR 141.33(a); 22 CCR §64470
W&S-061Water Utility Report
Regulatory Agency Reports I Compliance
Reports: Monthly and Quarterly Reports,
including backup data
5 years
W&S-062Water Utility Subject San Francisco Water Co. 5 years W&S-063Water Utility Subject San Jose Water Works 5 years W&S-064Water Utility Subject Santa Clara County Water Commission 5 years W&S-065Water Utility Subject Santa Clara Valley Water District 5 years W&S-066Water Utility Source SCADA Database (Supervisory Control and Data Acquisition) - Water Indefinite
W&S-067City Clerk AgreementsSolar RDE/Lease Agreement
copies 5 years
W&S-068Water Utility Subject Underground Service Alerts (USA's) -- City5 years W&S-069Water UtilityCorrespondenceVulnerability Assessment Superseded - 2 years
W&S-070Water Utility Subject
Water Analysis Reports & Sampling:
(Bacteriological, Organics)
5 years
W&S-071Water UtilityWater Analysis
Water Analysis / Reports & Sampling:
(Chemical, Pesticide, Lead & Copper,
Radiological, Trihalomethanes, etc.)
4 years 14 years
W&S-072Water UtilityCorrespondenceWater Conservation 2 years W&S-073Water Utility Report Water Pressure Charts 5 years W&S-074Water Utility Reference Water Quality Reports / Consumer Confidence Reports 12 years
years
ears
:oars
ars
W&S No. Retention I Disposition
$P.P:POO.C.10• • • • • • • • • • •
• :
ièárs
RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-9 SANTA CLARA, CA.

Data is interrelated; GC §34090
Work Orders / Service Requests - All
Information Entered in CMMS Database
1Preliminary drafts (the database is the original); GC
1§34090
Work Orders / Service Requests - NOT entered
in CMMS Database (or partial information
entered into CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years
Department Preference; GC §34090
Department preference; GC §34090 et seq.

Department preference; GC §34090
Department preference; GC §34090
5 years
2 years
Water Standards and Specifications
Water Usage Reports
Well Status Reports & Well Production Reports
Wells, Well Permits, Well Water Samples
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System)
(Hansen)
Indefinite
None
City preference; CCP §§338 et seq., 340 et seq.,
342, GC §§945.6, GC §34090
RECORDS RETENTION SCHEDULE: WATER & SEWER UTILITIES Page W&S-10 SANTA CLARA, CA.

W&S No. Office of
Record Record Type Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center) I
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed,
Litigation, complaints, claims, public records
and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or corn.letion).

W&S-075
W&S-076
W&S-077
W&S-078
W&S-079
W&S-080
W&S-081
Water Utility
Water Utility
Water
Utilities
Depart.

Providing
Service /
Work
Depart.

Providing
Service /
Work
Subject
Correspondence
Reference
Reference
Source
Non-Record
Subject
Water Utility
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law.

City Council and Authorities ConcurrentJune 24, 2025

City Council and Authorities Concurrent
June 24, 2025