City Council and Authorities Concurrent
June 23, 2026

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments 001 Accounts Payable and Receivable

Records and information related to the accounting of monies paid or received by the City, as well as the Mendota Community Corporation (MCC), including payment for financial obligations. Aging Reports AR Memos
Asset Forfeiture Funds
Bankruptcy Notices
Cash Management Records (cash disbursement, cash register receipts, cash receipts, petty cash) Collections and Bad Debt
Confidential Payment Supporting Information (that does not go to Finance) Credit Memos
Donations (monetary, in-kind)
Expense Reports, Reimbursements for Employees and Officials (including travel) FEMA/DHS Reimbursements
Form 1099 and Form W-9 Records
Fund Transfers (inter-departmental memos, etc.)
Invoices and Vouchers
Payables
Purchasing Card Expense Reconciliation/Allocations
Receivables (including deposit forms)
Reclass Forms and Vouchers
Reconciliations
Refunds
Request Forms
Restitution Files from the County
Sales and Use Taxes Paid
Tax Payments and Revenue (e.g., transient occupancy taxes, gas taxes, property taxes, utility user taxes) Utility Billing All Departments 6Y CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 18 CFR 125.3(11) - (5Y)
US - 26 CFR 31.6001-1(e)(2) - (5Y)
US - 26 USC 6531 - (LA6Y)
US - 48 CFR 4.705-1 - (4Y; 2Y)

002 Agreements, Contracts and Leases - Goods and Services

Executed agreements and contracts for goods and services (which includes all types of contracts, such as an agreement, franchise, lease, JPA, MOA, MOU and associated ancillary documents, between the City and other parties.

Addendums and Amendments
Attachments / Exhibits
Bids, Awards (including responses to RFPs, RFQs, and RFBs, evaluation sheets, quotations) Bonds
Certificates of Insurance and Endorsements
Change Orders
Compliance with City Purchasing Requirements
Concessions
Disclosures
Exhibits
Franchises
Letters of Intent
Notices of Intent
Price Lists
Proposals, Quotations
Proof of Insurance Certificates
Purchase Orders
Receiving Reports
Requisitions
Receiving Reports
Specifications
Statements of Work (SOWs)
Successful Requests for Proposal (RFP)
Warranties
All Departments While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1(b) - (4Y)
US - 48 CFR 4.705-3(f) - (4Y)
Santa Clara Municipal Code 17.30.010 - (MAINT)

003 Audits - Internal, External and Administration

Records and information related to both internal and external audits of City activities and administration of auditing activities, including reviewing and documenting operational, compliance, or financial information created as a part of an audit. Annual Audit Reports Audit Files, Plans
Audit Schedules
Audit Workpapers
Auditors Reports
General Purpose Financial Audits, Single Audits
Management Responses
Responses
All Departments 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1(e)(2) - (5Y)
US - 26 USC 6531 - (LA6Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

004 Bond Proceeds Drawdown

Records and information supporting debt proceeds drawdown requests for capital improvement program (CIP) project reimbursements for potential Internal Revenue Service (IRS) audits.

Drawdown Requests
Reimbursements All Departments While Active+10Y CA - CCP 336a - (LA6Y) CA - CCP 337.5 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 26 USC 6531 - (LA6Y)

005 Community Assistance, Engagement, Outreach and Public Relations

Records and information regarding external-facing services, communications, advertising and press relations materials, including documentation of outreach activities/events held in cooperation or for the benefit of City staff and for the local community, including:

- Annual ComicCon
- Mobile Shower & Laundry Services
- Adopt-A-Spot/Creek Cleanup

NOTE: For Police Department outreach records, see category 110. Applications Brochures, Flyers
City Hall News Documents
City Manager Updates
Community Event and Services Records
Community Meeting Documents (agendas, minutes, correspondence) FAQs
News Releases/Media Advisories
Newsletter
PowerPoint Presentations
Press Releases
Public / Media Inquiries
Public Information / Outreach / Education
Public Surveys
Registrations
Sister City Program(s)
Social Media Documentation
Training Offered to the Public (e.g., fire extinguisher use) Volunteer Documentation (sign-up sheets, application forms, waiver forms) All Departments 4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(42) - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
006 Department Administration

General internal administrative records of City departments, including:

- Documentation of department internal activities
- Routine department reports
- Information captured on a log or a list
- Correspondence, memos, notes and emails that do not require acknowledgment and do not pertain to another category
- Special projects
- Unsuccessful applications, including those for grant funding Ad Hoc Committees and Subcommittees Constituent Correspondence
Department Administrative Documents (budgets, budget memos, calendars, committees, goals, objectives, meeting agendas, meeting minutes, meeting tapes/recording, plans, spreadsheets) Department Awards and/or Community Accolades
Department Generated Routine Studies / Reports
Department Project Files
Employee Communication Letters (announcements, new programs, notices) Fuel Card Authorizations
Gifts Received by the City
Internal Committees / Employee Committees
Inter-departmental Receipts
Letters Signed by City Officials
Logs and Lists (e.g., emergency contacts)
Organization Charts
Photos
Routine Correspondence
Safety Team Meeting Minutes
Shipping and Receiving Records All Departments While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
007 Emergency Management

All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City facilities. Includes the Emergency Operations Center. Business Continuity Plans Business Response Plans (hazardous materials, hazardous waste, hazardous spills) Emergency Communication
Disaster Recovery Plan
Drill Records and Employee Training
Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures
Emergency Operation Plans
Emergency Operations Center
Emergency Preparedness
Emergency Response Programs
Evacuation Plans
Hazard/Risk Mitigation Plans (Cal-Arp, etc.)
All Departments While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
008 Employee Training

All documents related to general and specialized technical education and training taken by officials, paid employees and unpaid volunteers, beyond what is required for position. Includes:

- Compliance (including for CIP, SWPPP, SPCC, NERC, UST) - Ethics
- FEMA/SEMS/CSTI
- Fire Extinguisher
- First Aid/CPR
- Harassment
- IT Training (The Learning Café Classes)
- Privacy
- Safety (including for Asbestos Workers, OSHA, CalOSHA) - Specialized Equipment
- Child Protective Services & Boundaries
Briefing/Unit Training
Certification Records
Compliance Training
Individual Education, Development

All Departments Separation+5Y CA - 8 CCR 3203(b)(2) - (1Y) CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
CA - HSC 25505(a)(4) - (3Y)
CA - LAB 6401.9(e) - (1Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
US - NERC Standard CIP-004-7 - (AC+3Y)
US - NERC Standard PER-005-2 - (Audit Closeout+3Y)
Santa Clara Municipal Code 2.80.045 - (MAINT)
Santa Clara Municipal Code 2.80.050 - (MAINT)

009 Employee Training Materials, Courses, Scheduling

Documentation regarding the content of courses and schedules for training offered to employees, officials and volunteers. Attendance Lists Presentation Materials
PowerPoint Slide Decks
Rosters
Sign-in Sheets
Testing/Qualifications
Training Bulletins
All Departments Superseded+5Y CA - 8 CCR 3203(b)(2) - (AC+1) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
US - 29 CFR 1602.14 - (1Y)
Santa Clara Municipal Code 2.80.045 - (MAINT)
Santa Clara Municipal Code 2.80.050 - (MAINT)

010 Grants and External Funding Sources

Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient, grantor, allocator, or administrator, other than HUD grants (for HUD grants see 066). Includes:

- Community Grants
- Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
Applications (including project proposals)
Audits
Award Notification
Funding Requests
Grant Administration
Grant Evaluations
Grant Funding
Grant Reconciliation Reports
Grant Reimbursement Documents
Monitoring Visit Letters (and related correspondence)
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Required Financial Reports (e.g., SF-425)
Semi-annual Labor Reports
All Departments While Active+7Y CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y)
CA - Office of Emergency Services 2019 Subrecipient Handbook §11210 - (AC+7Y) US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

NOTE: If a grant requires longer retention, its specific requirements will take precedence.

011 Historical Documents, Events, and Collections

Records and information documenting the history and significant milestones of the City.

Awards to the City
Biographies of City Officials
Census Information
City Seal and Logo
City Incorporation
City Publications
City-Owned Property Records
Elections (historic, significant)
Executive, City Official Communications, Speeches, Videos Historic Districts
Historical Events, Artifacts, Architecture, Designations, Projects Memorial Programs
Photo Collections
Significant News Clippings, Releases
All Departments Permanent* CA - GOV 34090 - (2Y)

*Note: Only those records determined to have significant and ongoing long-term usefulness and value to the City will be designated as historical or archival. 012 Legislative Administrative Records

Administrative documents associated with meetings and activities of the City's legislative bodies, as well as documentation of non-legislative commissions, committees and task forces.

Activity Reports
Agendas
Annual Administrative Reports
Commendations
General Correspondence
Memos to Council
Presentations
Proclamations
Staff Reports
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)

013 Payroll

Records and information related to the accounting of payroll earnings, deductions, and issuance. This also includes records and information reflecting all earnings and benefits paid to each employee, including:

- Name, address, SSN
- Total amount and date of payments
- Period of service covered for each
- Withholding
- Tax collected
- Administrative support for use of electronic timekeeping system Adjustments (including requests, request forms, queries and supporting documents) Benefit and Deduction Payments (including invoices, reports, interface files) Bi-Weekly Direct Deposit and Positive Pay Interface Files Bi-Weekly Payroll Processing Binders (time and labor)
Checks (off-cycle, stale dated)
Deduction Authorizations, Registers, and Reports
Deferred Compensation Reports
Direct Deposit Documentation (authorization forms, ESS direct deposit verifications) Federal Labor Standards Act (FLSA) Analyses
Garnishments
IRS Lock-In Letters
Overtime Authorizations
Password Reset Requests
Payroll Adjustments
Payroll
Payroll and Timekeeping Memos (including related action items) Payroll Taxes and Withholding Forms (DE-4, electronic W-2 consent, W-2, W-4) Payroll Registers
PERS Reporting
Processed Repayment Agreements
Processing Reports, Reports to Government
Reconciliations (general ledger (GL), military pay)
Retroactive Payments/Deductions (HR authorizations and calculation) Salary Schedules (including calculations)
Separation Records (lists, payoffs)
Timekeeping Records (timecards, as-needed employee timesheets, extra help requests, DOT timesheets, prior period adjustments, FLSA report, payroll reclass forms) All Departments 6Y* CA - 2 CCR 570.5 - (5Y) CA - 2 CCR 571(b)(1)(E) - (5Y)
CA - 8 CCR 11040(7)(c) - (3Y)
CA - 22 CCR 1085-2(c) - (4Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - LAB 226a - (3Y)
CA - LAB 1174(d) - (3Y)
CA - LAB 1197.5(e) - (3Y)
CA - UIC 1132 - (LA3Y)
US - 20 CFR 655.760 - (3Y)
US - 26 CFR 31.6001-1(e)(2) - (5Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3(a) - (3Y)
US - 29 USC 436 - (5Y)
US - 48 CFR 4.705-2 - (4Y; 2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

*Note: Payroll records of the Mayor and members of City Council are retained for 10 years. 014 Policies and Procedures

All administrative documentation of City policies and procedures.

Acronyms
Administrative Policies
Administrative Regulations
Directives (including City Manager memos)
General Orders
Guidelines
Handbooks
Policies
Procedure Manuals
Procedures
Program / Initiative Plans
Standards
All Departments While Active+3Y CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501(a)-1 - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
015 Procurement - RFP, RFQ, RFI, Bids Not Awarded

Records and information received in response to the City's requisitioning of goods services, or real property, but where the purchase order, contract, or agreement was not awarded.

Bids (unaccepted, rejected)
Exhibits
Price Lists
Quotations
Requisitions
Scorecards
Specifications
Unsuccessful Invitation for Bids (IFB)
Unsuccessful Requests for Information (RFI)
Unsuccessful Requests for Proposal (RFP)
Unsuccessful Requests for Quote (RFQ)
All Departments While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
016 Public Notices

Records documenting compliance with laws requiring public notice of government activities, excluding agendas and legislative body-related documents. Subjects may include assessments, elections, land use changes, public meetings and hearings, sale of property, and others.

Affidavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Maddy Act Lists and Notices
Public Hearing Notices
Public Meeting Notices
Publication Documents
Vacancy Notices
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
017 Real Estate Financial Transactions

Records and information related to the ownership, acquisition, disposition, transfer of, lease of, infrastructure and facilities including grant deeds, owned by or used by the City. Acquisitions Appraisals
Attachments
Buildings
Capital Improvements
Community Development Block Grant (CDBG) Property
Deeds of Trust
Development Agreements
Dispositions
Easements
Land
Loan Agreements
Mortgages
Possessory Interest
Promissory Notes
Regulatory Agreement
Right of Way
Sales
Subdivision Improvement Agreements (SIAs)
Title Reports
Valuation Information
All Departments Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
018 Service Requests, Issues, and Complaints

Documentation regarding complaints and requests for service received by City departments.

Complaints and Inquiries and Related Correspondence
Follow-up Investigations
Issues Log
Municipal Services Call Recordings
Trouble Reports
Work Orders
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
019 Strategic Planning

Records and information relating to financial planning.

Business Plans
Consolidated Action Plans
Council Priorities
Financial Plans
Forecasts
Strategic Plans
All Departments 2Y CA - GOV 34090 - (2Y)
020 Building Plans, Building Permits, Fire Plans, Fire Permits - Permit Never Issued

Applications for building or fire permits, with associated documents, where the application is abandoned or cancelled.

Addressing Forms
Applications (and related correspondence)
CF1R Form
Drawings
Owner Authorization Letters
Permit Cancellation Form
Proof of Ownership/Escrow Documents
Refund Supporting Documents
Structural Calculations
Waste C&D Form
Building
Fire
Current Year+2Y CA - CBC 105.5.1 - (1Y)
CA - CFC 105.2.3 - (180D; 270D)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)

021 Building Plans, Building Permits, Fire Plans, Fire Permits, Appeals and Decisions

Records and information documenting the building or fire services provided by the City regulating private property. Addressing Paperwork Alternate Materials and Methods of Construction
Appeals
Building Inspections
Building Permits (issued, active, history)
Building Plans - Commercial & Residential
Certificates of Occupancy
Compaction and Soil Reports
Correction Notices
Design and Construction Standards
Developer Fee's and Waivers
Electric Meter Releases
Environmental Impact Reports (EIRs)
Building Permits (issued, active, history)
Gas Meter Releases
Modifications and Related Tests
Owner Authorization Letters
Smoke and Carbon Monoxide Certification
Special Inspection Final Affidavit Letter
Special Testing Agreement
Temporary Certificate of Occupancy
Building
Fire
Permanent CA - CBC 107.5 - (Completion+180D)
CA - CFC 105.2.3 - (180D; 270D)
CA - CRC R106.5 - (Completion+180D)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 17974.1(e) - (MAINT)
CA - HSC 19850 - (LI)*
CA - HSC 50515.10(b) - (MAINT)

* Life of Building

022 Code Enforcement

Records and information documenting compliance with City codes, including such issues as:

- Abandoned shopping carts
- Fire code violations
- Graffiti
- Home occupations
- Illegal dumping
- Prohibited signage
- Property maintenance
- Vacant/abandoned buildings
- Vehicle related, e.g., abandoned, parking
- Weed abatement
- Yard/garage sales
Administrative Citations
Administrative Enforcement Orders
Audio Recordings of Hearings
Certificates of Nuisance and Abatement
Citations (and related documents)
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
Violations
Building
Fire
Housing
Planning
Police
Public Works - Streets
Water & Sewer 4Y CA - CCP 329 - (LA2Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide Santa Clara Municipal Code 2.80.050 - (MAINT)
Santa Clara Municipal Code 9.05.025 - (LA1Y)

NOTE: Records for repeat offenders may be retained longer to document a history of violations 023 Technical Documents & Standards, Real Property Maps and Record Drawings

Final standards, technical requirements, maps, record drawings and geographical information pertaining to City infrastructure. Aerial Photos Assessor Parcel Maps
Annexations
Benchmarks
Block Books
Building Site Determination
Center Line Ties
Construction Drawings
Drainage
Flood Hazard Boundary Maps (FHBMs)
Geographic Information System (GIS)
Grading Plan Drawings
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Parcel Mergers
Parcels, Plats
Record of Survey Maps
Rights of Way
Site Maps
Sphere of Influence
Street Address Files
Subdivisions
Technical Documents and Standards
Tentative Maps
Tracts
Utility Maps Building
Planning
Public Works
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - HSC 19850 - (LI)*
US - 44 CFR 60.3(b)(5) - (MAINT)

* Life of Building, Asset or Facility

024 Assignment Management

Documentation associated with administration and management of requests for assistance received by the City Attorney's office, including actions taken.

Assignment Binders
Assignment Log
City Attorney Current Year+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
025 Legal Advice and Opinions

Official written legal advice and/or opinions prepared by the City Attorney.

Amicus Briefs
Attorney Opinions
Legal Memorandum
City Attorney While Active+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
026 Litigation Files - Eminent Domain Orders

Records generated for or related to litigation where an eminent domain order has been issued and carried out. Court Orders Judgments
Related Correspondence
City Attorney Permanent CA - CCP 315 - (LA10Y)
CA - CCP 318 - (LA5Y)
CA - CCP 319 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 338 - (3Y)
CA - GOV 911.2 - (LA6M; LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)

027 Risk Management - Insurance Coverage

Records detailing the City's general coverage against property damage and liability, including renewal submission information, insurance quotes, broker correspondence, and oversight of third party administrators. Binding Information Broker Correspondence
California Joint Powers Insurance Authority (CJPIA)
Certificates of Insurance
Completed Applications
Excess Insurance Authority (EIA)
Flood Insurance
Insurance Policies
Insurance Quotes
Insurance Submissions
Liability Insurance
Renewal Strategy
Third Party Administrator (TPA) Management Records
City Attorney While Active+6Y CA - 22 CCR 3267-2 - (MAINT) CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(12) - (AC+6Y)

028 Litigation Files - Ancillary Documents

Records generated for or related to cases or action before a judicial, arbitral, or administrative officer or body but not directly related to the final resolution of the case. Alternative Dispute Resolution (ADR) Documents Correspondence
Discovery
Exhibits
Lawsuits
Memos
Notes
Pleadings
Prosecutions
Research
Subpoenas (civil subpoenas and criminal subpoenas, service of legal documents) City Attorney
City Clerk Final Resolution+10Y CA - 2 CCR 11013 - (FR+4Y) CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 911.2 - (LA6M; LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D; LA300D)
US - 42 USC 2000e-5(f) - (LA180D)

029 Litigation Files - Charging and Resolution Documents

Records generated for or related to cases or action before a judicial, arbitral, or administrative officer or body where the case has been resolved. Claims Complaints
Court Orders
Court Rulings/Decisions
DIsmissals
Judgments
Releases
Settlements
Verdicts
Writs City Attorney
City Clerk Final Resolution+25Y CA - 2 CCR 11013 - (FR+4Y) CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 911.2 - (LA6M; LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D; LA300D)
US - 42 USC 2000e-5(f) - (LA180D)

030 Insurance Claims by the City

Records detailing claims lodged by the City for damages to City property. Accident/Incident Reports Actuarial Reports
Annual Audit of Open Claims
Appraisals
Claims Against the City
Claims By the City
Closing Letters
Damage Estimate Reports
Supporting Documentation
Insurance Claims, Appraisals, Reports, Settlements
Investigations
City Attorney
Finance Final Resolution+5Y CA - CCP 337 - (LA4Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
031 Administrative Citation Appeals Records

Records and information resulting from oversight of appeals to administrative citations, regardless of which City department or other local agency originally issued the appeal.

Department Responses
Evidence
Final Decision Statements
Hearings City Clerk Current Year+2Y CA - GOV 911.2 - (LA6M; LA1Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802(a) - (LA1Y)
032 Agreements, Contracts and Leases - Construction, Improvements to City Real Property and City Facilities and Infrastructure

Executed agreements and contracts for construction and/or improvements to the City's real property and facilities, including Encroachment Permit Agreements but not including projects related to affordable housing (see Record No. 082).

Addendums and Amendments
Attachments / Exhibits
Bids, Awards (including responses to RFPs, RFQs, and RFBs, evaluation sheets, quotations) Bonds
Certificates of Insurance and Endorsements
Change Orders
Compliance with City Purchasing Requirements
Construction Drawings
Construction Notices (including notices of award, notices of completion, etc.) Disclosures
Escrow Bid Documents*
Exhibits
Letters of Intent
Memoranda of Agreement (MOAs)
Preliminary Notices (from third-party subcontractors)
Price Lists
Professional Services Agreements
Proposals, Quotations
Proof of Insurance Certificates
Purchase Orders
Receiving Reports
Requisitions
Report to Council (RTC)
Specifications
Statements of Work (SOWs)
Successful Requests for Proposal (RFP)
Warranties City Clerk Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 2 CFR 200.334 - (CL+3Y)
US - 18 CFR 125.3(22) - (CL+6Y)
US - 18 CFR 125.3(25) - (6Y)
US - 48 CFR 4.705-3(h) - (4Y)
Santa Clara Municipal Code 17.30.010 - (MAINT)

033 Appointments to Boards and Commissions

Staff records related to appointments and membership made by authorized elected officials to councils, committees, boards, and commissions. Applications (appointed, unsuccessful) Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
City Clerk Term of Office+2Y CA - GOV 34090 - (2Y)

034 Election Records - Administrative Files

Documentation of the administration of City elections as well as the submission and processing of initiatives, referenda, recalls, or ballot measures, excluding petitions. Ballot Measure (initiatives, arguments for/against, full text, rebuttals, impartial analyses) Cancelled Affidavits of Registration
City Attorney Opinion
Election Correspondence
Election Results
Research Notes
Rosters of Voters
City Clerk 5Y CA - ELEC 17000 - (5Y)
CA - ELEC 17300 - (5Y)
CA - GOV 81009(f) - (4Y)
035 Election Records - Candidates Not Elected

Campaign statements and election documentation for candidates who are not elected.

Campaign Disclosures
Campaign Statements
Nomination Papers City Clerk 5Y CA - ELEC 17100(a) - (Term of Office+4Y) CA - GOV 81009(b) - (5Y)
CA - GOV 84616(b) - (4Y)
036 Election Records - Committee Campaign Forms

Campaign statements for Political Action Committees, General Purpose Committees and related FPPC campaign reports, public financing reports and forms.

FPPC Series 400 Forms
Public Financing Vouchers
Public Financing Reimbursement Claims
City Clerk 7Y CA - GOV 81009(e) - (7Y)
037 Election Records - Initiative, Recall, or Referendum Petitions

Petitions for initiative, referendum, or recall, whether successful or not.

Petitions (initiatives, recall or referendum) City Clerk 8M CA - ELEC 17200 - (8 Months) CA - ELEC 17400 - (8 Months)
038 Election Records - Officeholders, Candidates Elected, and Supporting Committees

Campaign statements and election documentation for candidates who are elected or appointed to City offices, their controlled and supporting committees, and officeholders.

Campaign Disclosures
Campaign Statements (candidates, candidate-controlled committees, primarily-formed committees in support, officeholders) Nomination Papers City Clerk Permanent CA - ELEC 17100(a) - (Term of Office+4Y) CA - GOV 81009(b) - (PR)
039 FPPC Forms - Mandated Reporting

Forms mandated by state law related to related to conflict of interest, receipt and redistribution of gifts and honoraria, ceremonial roles, and holding of multiple positions for certain employees, elected or appointed officials, or consultants.

Form 700
Form 801
Form 802
Form 803
Form 804
Form 805
Form 806
City Clerk 7Y CA - GOV 81009(e) - (7Y)

040 Legislative Records - Audio/Video Records

Audio and Video Recordings of City legislative bodies subject to the Brown Act, including:

- Ad Hoc Committees
- Americans with Disabilities Act (ADA) Committee
- Architectural Review Committee
- Bicycle Pedestrian Advisory Committee
- Board of Library Trustees
- City Council
- Civil Service Commission
- Cultural Commission
- Historical and Landmarks Commission
- Parks and Recreation Commission
- Planning Commission
- Salary Setting Commission
- Senior Advisory Commission
- Subdivision Committee
- Various Task Forces
- Youth Commission
Audio and Video Recordings
City Clerk 2Y CA - GOV 54953.5(b) - (30D)

041 Lobbyist Registration and Activity Disclosures

Registration records and reports disclosing lobbyist activity required by the Lobbyist Registration Act. Lobbyist Quarterly Activity Reports Lobbyist Registration
Lobbyist Registration Termination
Training Records
City Clerk While Active+3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - GOV 86106 - (2Y)
CA - GOV 86110 - (MAINT)
US - 11 CFR 102.9(c) - (3Y)
US - 11 CFR 104.14(b) - (3Y)
Santa Clara Municipal Code 2.155.100 - (MAINT)

042 Records, Information Management

Documentation of the compliance with Records and Information Management policy and procedures. Certificates of Destruction Inactive Records Storage Information
Lists of Stored / Destroyed Records
Records Transfers (to storage, to other depts.) City Clerk 10Y CA - CCP 315 - (LA10Y) CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)

043 Grand Jury Reports Pertaining to City Operations

Official reports issued by a grand jury pertaining to City operations, as well as related corrective actions.

Corrective Action Plans
Grand Jury Reports
City Clerk
City Manager While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
044 Capital Project Files - Administrative Documents

Records and information related to the administration of public works, Capital Improvement Program (CIP) and Engineering & Capital Projects for City facilities and infrastructure. Bid and Proposal Documents (list of bidders, openings, proposals, RFIs, RFPs, summaries) Certified Payrolls
Construction Management Logs
Daily Inspection Diary
Developer Payment / Trusts (Contractor's Trusts)
Engineering Comments
Estimates
Notices to Proceed
Plan Check Comments
Progress Meetings
Project Administration
Project Schedules
City Clerk
Electric Utility
Parks & Recreation
Public Works
Water & Sewer While Active+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 18 CFR 125.3(17) - (AC+5Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)

045 Recorded Documents

Records and information pertaining to those original key documents recorded by the County on behalf of the City. Abandonments Address Records
Annexations
Certificate of Correction
Conveyances from the City (deeds, easements, abandonments/vacations) Conveyances to the City (deeds, easements, dedications) Deeds
Detachments
Easements (emergency vehicle access easement, sidewalk easement, street light easement, pedestrian access easements, public access easements, storm drain easements, underground electric easement, water utility easement) Grant Deeds
Irrevocable Offers to Dedicate
Liens
Rights-of-Way
Vacations
City Clerk
Housing & Community Services Permanent CA - CCP 337.15 - (LA10Y) CA - GOV 34090(a) - (PR)
046 Legislative and Advisory Body Records

Records of all action taken by City legislative and advisory bodies taken during public and closed sessions meetings, including those subject to the rules of the Brown Act. Such bodies include:

- Ad Hoc Committees
- Americans with Disabilities Act (ADA) Committee
- Architectural Review Committee
- Bicycle Pedestrian and Advisory Committee
- Board of Library Trustees
- City Council
- Civil Service Commission
- Cultural Commission
- Historical and Landmarks Commission
- Parks and Recreation Commission
- Planning Commission
- Salary Setting Commission
- Senior Advisory Commission
- Subdivision Committee
- Various Task Forces
- Youth Commission
Agenda Packets
Agendas
Annual Reports
Bylaws
City Charter
City Codes
City-wide Plans/Programs Adopted
Formation Documents
Meeting Minutes
Minute Books & Index
Municipal Code
Ordinances
Resignation Letters
Resolutions
City Clerk
Human Resources
Planning
Public Works - Engineering Permanent CA - GOV 34090(e) - (PR) 047 Public Information Requests

Records requested by the public, required for provision to the public, and related inquiries. Collection Lists Formal Public Records Requests
Inquiries
Local Appointments List (Maddy Act)
Subpoenas duces tecum
Subpoenas for Records (other than for City legal actions) City Clerk
Police While Active+2Y CA - GOV 34090 - (2Y)
048 Economic Development Programs and Services

Records and information documenting the City's economic development programs and redevelopment successor programs including marketing, events and customer relationships management. Business Incentive Programs (grants, funding) Business Recruitment Programs
Climate Action Plan
Community Activities
Demographics
Economic Development Programs
Economic Development Strategy
Emergency Funding
Job Connect and Listings
Job Fairs and Recruitment
Marketing (website)
On-the-Job Training for Adults and Youth
Outreach
Signage and Facade Program
Workforce Statistics and Data
City Manager While Active+4Y CA - CCP 337 - (LA4)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502 - (CL+4Y)
049 Real Estate Acquisition and Management

Records and information pertaining to the oversight and administration of acquiring and maintaining City real estate assets.

Appraisal Reports
Deeds
Related Correspondence
Title Insurance City Manager Permanent CA - CCP 315 - (LA10Y) CA - CCP 318 - (LA5Y)
CA - CCP 337 - (4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)
US - 48 CFR 4.705-1 - (4Y)

050 Redevelopment/Successor Agency Official Reports

Official reports issued by the former Santa Clara Redevelopment Agency or the Successor agency to the Santa Clara Redevelopment Agency.

Annual Report to State
Due Diligence Reviews
Enforceable Obligation Payment Schedule (EOPS)
Excess Bond Proceeds
Prior Period Adjustment Records
Recognized Obligation Payment Schedule (ROPS)
State Controllers Report
State Department of Finance Determination Letter
Statement of Indebtedness
Successor Agency Property Management Plans
City Manager Bond Payoff+4Y CA - GOV 34090 - (2Y)
CA - HSC 34177(n) - (1Y)
US - 24 CFR 570.502 - (CL+4Y)
051 Funding Districts

Records and information documenting the formation and operations of the City's funding districts.

, including:

- Parking Maintenance District
- Quimby
- Lawrence Station
- Stadium Authority Community Facilities District
Continuing Disclosures
Debt Reporting
District Formation Documents

City Manager
Community Services
Finance
Parks and Recreation
Police
Public Works - Facility Services
Public Works - Streets
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090(a) - (PR)
CA - GOV 60201 - (PR)

052 Electrical Power Generation

Records and information associated with the generation of electricity, power generation facilities, the sale of electricity, and associated federal and state licenses.

FERC Licenses
Power Generation Agreements
Power Generation Regulatory Reports
Power Monitoring
Switching Orders
Electric Utility While Active+25Y CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y)
CA - GOV 34090 - (2Y)
US - 16 USC 825 – (MAINT)
US - 18 CFR 125.3 - (25Y)

* Exception: Documentation associated with relicensing of SVP's Grizzley Power Plant, as well as any other power plant that has a FERC license, to be retained for 40 years.

053 Electrical Power Trading

Records and information associated with the generation and sale of electricity.

CAP-Trade Documentation
Carbon Allowances
Commodity (gas, electric) Purchase and Sales
Energy Storage Service Agreements
Natural Gas Transactions
Pathing Sheets
Power Generation Agreements
Power Purchase Agreements
Power Sale Agreements
Resource Adequacy Agreements
Renewable Energy Credits (RECs)
Transmission Trades
WSPP Confirmations
Electric Utility While Active+10Y CA - 17 CCR 95105(a) - (10Y) CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 34090 - (2Y)
US - 16 USC 825 – (MAINT)
US - 18 CFR 125.3(3) - (FR+4Y)

054 Electrical Power Transmission and Distribution

Records and information associated with transmission and distribution of City electricity, including substations.

Complaints and Responses
Maps (patrols, inspections)
Repairs (street lights, power poles, transformers)
Work Orders
Electric Utility While Active+5Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 34090 - (2Y)
US - 16 USC 825 – (MAINT)
US - 18 CFR 125.3(13.1)(d) - (3Y)
US - 18 CFR 125.3(13.1)(3) - (3Y)
US - 18 CFR 125.3(14)(a-b) - (3Y)
US - 18 CFR 125.3(14)(c) - (Life of Transformer)
US - 18 CFR 125.3(14)(d) - (MAINT)
US - 18 CFR 125.3(15) - (5Y)
US - 40 CFR 761.180 - (Life of Transformer + 3Y)

055 Electrical Utilities Compliance

Records and documentation demonstrating compliance with laws and regulations for electrical utilities in the following areas:

- Cybersecurity
- Data requests
- Environmental
- Health and safety
- Inspections and CPUC Audits
- NERC and FERC
- Reporting to various regulatory agencies including BAAQMD, CEC, City of San Jose, CUPA, DTSC, EPA, and other departments within the City of Santa Clara Cal e-GGRT Reports
CARB Reports
Correspondence with Regulatory Agencies
EIA Reports
Electricity Service Orders (on/off)
Environmental Standards/Plans (e.g., stormwater pollution prevention plans, spill prevention control and countermeasures) Incident Reports and Remediation
Reports to Federal and State Regulatory Commissions
SMARTS
WECC/NERC Audit Evidence
Electric Utility While Active+10Y CA - 17 CCR 95105(a) - (10Y) CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 16 USC 825 – (MAINT)
US - 18 CFR 125.3(4) – (5Y)
US - 18 CFR 125.3(29) - (AC+4Y)
US - 18 CFR 125.3(41) - (5Y)
US - 40 CFR 98.3(g) - (3Y)

056 Electrical Utilities Customer Management

Records and information of SVP's interactions with, management of, and planning for its utility customers.

Customer Energy Audits
List Serve Notifications (such as power quality events) Long Term Planning Documents & Plans (e.g., electric vehicle blueprint & electrification mitigation plan) Meeting Notes (e.g., with large customers or discovery calls) Meter Record Cards
Outage Notifications (unplanned and planned)
Rebate Documents (including applications)
Utility Rates
Electric Utility While Active+6Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(29) - (AC+4Y)
US - 18 CFR 125.3(30) - (S+6Y)
US - 18 CFR 125.3(31) - (1Y)
US - 18 CFR 125.3(39) – (3Y)
057 Electrical Utilities Engineering System Planning

Records and information pertaining to SVP's activities to plan for its engineering systems.

Amount of Paid Capacity at a Site (load ramp)
Any Old Will Serve Letters
Design Plans and As-Builts
System Impact Studies
System Modeling Studies
Transmission Planning Process (TPP) Documents
Electric Utility Life of Facility CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(13.1) - (3Y)
US - 18 CFR 125.3(21) - (Life of Facility)
US - 18 CFR 125.3(39) - (3Y)
058 Electrical Utilities Management

Records and information associated with planning and managing the City's electrical services system, including:

- Audits
- Benchmarking
- Conservation programs
- Installation and maintenance of meters
- Power outages
- Rebates
- Solar projects
Electricity Service Orders (on/off)
Incident Reports and Remediation
Industrial Wastewater Permit (DVR)
Inspection Maps
Internal Inspection Records (related to line patrols, substations) Inventories (equipment, materials, meters)
Power Plant Operating Permits (BAAQMD, CeC)
Reports to Federal and State Regulatory Commissions
Statistical Reports
Underground Service Alerts (USA) Electric Utility While Active+6Y CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 16 USC 825 – (MAINT)
US - 18 CFR 125.3(4) - (5Y)
US - 18 CFR 125.3(15) - (5Y)
US - 18 CFR 125.3(19) - (5Y)
US - 18 CFR 125.3(27) - (6Y)
US - 18 CFR 125.3(28) - (3Y)
US - 18 CFR 125.3(38) - (5Y)
US - 18 CFR 125.3(39) - (3Y)

059 Hazardous Materials & Hazardous Waste - Monitoring and Remediation

Planning, monitoring and contingency/emergency action plans for hazardous materials, hazardous waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, MSDS controls, training programs and procedures. Correspondence with Regulatory Agencies Emergency Response Programs
Employee Hazardous Chemical Exposure
Hazardous Material Incident Reports
Hazardous Substances Manifests
Hazardous Waste
Material Safety Data Sheets (MSDS)
Proposition 65 Monitoring
Site Mitigation
Toxic Substance Inventory
Electric Utility
Fire
Parks & Recreation
Public Works
Water & Sewer While Active+30Y CA - 8 CCR 3204(d) - (CL+30Y) CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25160.8(c)(3)(D) - (AC+3Y)
US - 29 CFR 1910.1020 - (CL+30Y)

060 Capital Project Files - Permanent Documents

Records and information related to the analysis, design, development, planning, construction and maintenance of public works, Capital Improvement Program (CIP) and Engineering & Capital Projects for City facilities and infrastructure. ADA Plans Assessments
Capacity (water, wastewater) Fees
Certificates of Compliance/Notice of Non-Compliance
Daily Inspections and Progress Meetings
E.I.R., Notice of Determination, Categorical Exemptions Encroachment Permits, Certificates
Field Inspections, Closures
Final Improvement Plans/As-Built Plans
Master Plans (Sanitary Sewer, Storm Drain System, etc.) NPDES Permits
Photos/Pictures
Project Plans and Permits
Real Estate Appraisals
Reports: (Geotechnical, Soil, Drainage, Stormwater, Sewer, and Traffic) Specifications, Calculations, Change Orders
Studies and Surveys
Underground Utilities Maps
Electric Utility
Parks & Recreation
Public Works
Water & Sewer Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)

061 Asset Management and Maintenance

Records related to the management and maintenance of City assets, including equipment and fleet vehicles:

- Irrigation (parks, public green space)
- Landscaping
- Playground equipment
- Pump Stations
- Traffic signals
- Streetlights
- Swimming Pools
- Trees
- Vehicles/Fleet
Calibration Records
Chemical Readings
Equipment Certifications
Equipment Inspections
Inventory of City Trees
Maintenance and Repair Work Orders
Maintenance Inspection Reports (equipment, trees)
Maintenance Reports
Pressure Vessel Certifications or Permits
Pesticide Applications
Repair Records
Smog Reports
Tree Trimming Schedules
Vehicle Safety Checks
Vehicle Titles (pink slips)
Work Orders
Electric Utility
Parks & Recreation
Public Works - Engineering
Public Works - Fleet
Public Works - Maintenance & Operations
Public Works - Streets
Water & Sewer Life*+4Y CA - 3 CCR 6624(g) - (2Y)
CA - 22 CCR 65523(e) - (2Y)
CA - 22 CCR 66266.130(c)(5) - (3Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)
CA - HSC 25250.18(b) - (3Y)
CA - HSC 44019(b) - (3Y)
CA - VEH 34505.5(c) - (2Y)
US - 18 CFR 125.3(15) - (5Y)

* Life of Asset

062 Bank Account Information

Records and information related to banking authorities, activities, transactions and correspondence. This category includes reconciliations. Bank Account Administration Bank Statements
Checks, Canceled
Check Registers, Journals
Corrections / Returns / Adjustments
Credit Card Merchant Activity Statements
Deposit Permits, Deposits
Reconciliations
Signature Cards
Finance 5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(36) - (3Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 48 CFR 4.705-1 - (4Y)
063 Business Licenses

Records and information documenting the issuance of City business licenses.

Annual Business Tax Certificates
Business Licenses (affidavits, applications, fees, financial history, reports) Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)

064 Customer Account Information - Utilities

Records and information for customers of City utilities services.

Account Setup
Closed Accounts
Customer Complaints
Customer History (address files, applications, meter changes) Customer Service Records
Turn-on/Turn-off Requests
Uncollected Amounts
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(3) - (AC+4Y)
US - 18 CFR 125.3(29) - (AC+4Y)
065 Debt Management

Records and information relating to City debt issuances of all types and for all departments.

Arbitrage Reports
California Debt and Investment Advisory Commission (CDIAC) Filings (and related documents) CDIAC Annual Debt Transparency Reports (ADTR)
Continuing Disclosure Documents (including supplemental information and no-default certificates) Cost of Issuance Documents (including copies of agreements and invoices) Credit Rating Agency Rating Reports
Debt Management Policy
Financing Analyses
Monthly Fiscal Agent Statements
Transcripts of Debt Issuances by Each Series
Finance Maturity*+10Y CA - CCP 336a - (LA6Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)

*Maturity includes cancellation and redemption
066 Financial Reporting - Internal

Annual and periodic financial reports, whether required by regulations or generated to track financial transactions and achievements by the City.

Cashier's Report
Debt Report
Deferred Compensation Reports
FHRMS Report
Revenue/Expenditures Reports
Utility Billing Reports
Finance 6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(33) - (5Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
067 Financial Reporting - Official

Official financial reports of the City. AB1600 Report
AB2854 Sales Tax Sharing Report
Annual Report of Financial Transactions To State
Audited Financial Statements
CalPERS Reports and Retirement Plans
COVID-related FEMA Projects
Equitable Sharing Agreement and Certification to DOJ
Monthly Financial Reports
Monthly Investment Reports
PFFC Tax Return
Possessory Interest Report
Public Safety Sales Tax AB2788 Filing to County of Santa Clara Quarterly SLFEF Compliance Report to Depart of the Treasury Underground Tank Report
Finance 10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(35) - (3Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 USC 6531 - (LA6Y)
068 Fixed Assets

Fixed asset records and information related to the ownership, transfer, acquisition, disposition, or improvement of fixed assets (including machinery and equipment, infrastructure, and vehicles) owned by or used by the City. Acquisitions Amortization
Asset Retirement Records
Asset Tags
Capital Asset Records
Capital Improvements
Depreciation Schedules
Dispositions
Fixed Asset Ledger
Fixed Asset Reports
Fixed/Capital Asset Accounting
Transfers
Finance Life*+25Y CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(22) - (LI*+6Y)
US - 18 CFR 125.3(24) - (25Y)
US - 26 USC 6531 - (LA6Y)
Santa Clara Municipal Code 2.105.030 - (MAINT)

* Life of Asset
069 General Ledger, Journal Entries, Budget Adjustments

Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions. Account Ledgers Balance Sheets
Budget Adjustments
Cash Journal Entries
Chart of Accounts
Downloads / Data Exports
Expenditure Reports
General Ledger
Journal Entries, Journal Vouchers, and Backup Documentation Revenue
Sub-Ledgers
Summary Reports
Trial Balance
Year-End / Account Detail History Report
Finance 10Y CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(19) - (5Y)
US - 18 CFR 125.3(6) - (10Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 26 USC 6531 - (LA6Y)

070 Investments and Treasury

Records and information relating to City investment activities. Certificates of Deposit (CDs) Money Market Investment Statements
Financial Investment Planning
Investment Reporting and Portfolio Management
Investment Reports (monthly, etc.)
Joint Powers Authority (JPA) Pool Investment Fund Statements Local Agency Investment Fund (LAIF) Statements
Quarterly Investment Committee Reports
Security Instruments
Third Party Trustee Account Statements
Finance Maturity*+5Y CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)

* Maturity includes cancellation and redemption

071 Unclaimed Funds

Records and information pertaining to unclaimed or outstanding checks not cashed by recipient.

Uncashed Checks
Unclaimed Funds
Finance 3Y CA - CCP 1519 - (3Y)
CA - GOV 34090 - (2Y)

072 Budget and Financial Planning

Records and information regarding the development of City budgets and plans.

Budget Planning Documents
Budget Presentations
Five-Year Capital Improvement Plans
Minimum Wage Rate Bulletins
Municipal Fee Schedules
Program / Initiative Plans
Revenue/Expenditure Reports
Ten-year Forecasts
Finance 4Y CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(39) - (3Y)
Santa Clara Municipal Code 3.20.060 - (MAINT)
073 Fire Academy and Volunteers

Records and information documenting the activities of the City-run Fire academy and any volunteer programs.

Applications
Course Syllabus
Reports
Testing Materials
Fire 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - State Fire Training Procedures Manual 5.1.11(A) - (4Y) CA - State Fire Training Procedures Manual 5.1.11(B) - (4Y)

074 Station Activity Records

Records and information created and maintained by the department for activities at the fire station.

Equipment and station maintenance logs
Fire Incident Logs
Station Logs

Fire 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
075 Compliance and Regulatory Reporting

Official non-financial reports issued by City organizations to comply with regulatory requirements.

AB-939 Reports
Annual Asbestos Notification
CUPA Self-Audit Documentation
EEO-4 Reports
IRS Form 1095-C
Labor Reports
OSHA 300 Reports
Reports to Regulatory Agencies
Fire
Human Resources
Public Works - Streets
Water & Sewers 6Y CA - 2 CCR 11013(c)(1) - (4Y)
CA - 8 CCR 14300.33(a) - (CU+5Y)
CA - 14 CCR 18811.4(a)(4) - (3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 26 USC 6056 - (1Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1904.33 - (5Y)

076 Short-Term Permits Issued

Documentation of permits issued by the City for the short-term purposes and activities within the City limits.

- Fire code permits (e.g., assembly, candles, fireworks, fire hydrant use, open flames) - Garage sales
- Party tents
- Sewer discharge permits
- Special events
- Temporary barricades
- Temporary event permits (Xmas tree lots, pumpkin patches) - Temporary signs
- Temporary use permits
- Transportation permits (traffic control, wide load, etc.) - Tree Removals

(For permits issued by the Police Department, see category 114) Applications
Backup Documentation
Fingerprints
Renewals
Fire
Planning
Public Works - Engineering
Water & Sewer While Active+5Y CA - CCP 337 - (4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 13.10.430 - (5Y)

077 Case Files - Fire Investigations

Records and information associated with arson investigations. Case Files Evidence Files
Fire Origin and Cause Investigation Reports
Investigations
Photographs Fire
Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) CA - PEN 799 (PR)
CA - PEN 800 (LA6Y)
CA - PEN 801 - (LA3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

078 Fire and Police Dispatch Telephone and Radio Communications Records

Routine daily recording of telephone communications and all radio communications relating to the operations of the department. Audio Telephone Recordings Audio Radio Recordings
911 Call Recordings Fire
Police 6M* CA - GOV 34090.6 - (Routine Audio: 100D)
Santa Clara Municipal Code 2.80.050 - (MAINT)

* Note: If recordings are evidence in any criminal prosecution, the recording becomes part of the case file. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved.

079 Incident Responses and Reports

Records and information associated with department responses to fires and emergency incidents, including ambulance responses to medical emergencies. Death Declarations Emergency Medical Services Forms
Emergency Services
False Alarm Reports
Hazardous Waste Spills
Incident Reports
Investigation Files and Reports
Mandated Reporting: Child Abuse, Elder Abuse
Narcotic Inventory
Patient Care Reports (PCRs)*
Refusal of Treatment/Release of Liability Forms
Strike Team Records
Suspicious Activity Reports (SARs)
Fire
Police 7Y CA - California Fire Code, 104.7 - (5Y)
CA - 13 CCR 1100.7 - (3Y)
CA - 17 CCR 1469(a)(11) - (CL+4Y)
CA - 22 CCR 70751(c) - (7Y)*
CA - CCP 340.5 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 11191 - (3Y)
US - 21 CFR 1304.04(a) - (2Y)

* PCRs for minors must be retained for AC+7Y or until the minor reaches the Age of Majority Status (18Y), whichever is longer.

080 Fire Equipment

Records and information associated with fire protection and emergency response equipment. Apparatus and Maintenance Records Certification Binder
Equipment Checks
Inventories (apparatus, equipment, fixture)
Fire
Public Works - Fleet Life*+2Y CA - 8 CCR 3203(b)(1) - (1Y) CA - GOV 34090 - (2Y)
US - 29 CFR 1910.157 - (Life of extinguisher)

* Life of Equipment

081 Fire Prevention, Inspections and Programs

Records and information associated with Fire Inspection activities. Commercial Facility Files Fire Education
Fire Flow / Hydraulic Model Requests
Fire Permits (fire alarms, sprinklers)
Inspection File and Reports (business, residential, aboveground fuel tanks, underground fuel tanks) Knox Box Program Records (site map, original hold harmless agreement, inventory update forms) Lien and Cost Recovery Information
Fire
Water & Sewer Life*+5Y CA - CFC 104.7 - (5Y or Life of Structure or Activity, whichever is longer) CA - 19 CCR 401(b) - (5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25270.5(a) - (3Y)
CA - HSC 25503(d)(2) - (3Y)
CA - HSC 25511(b) - (3Y)
CA - HSC 25537 - (3Y)

* Life of Structure or Activity

082 Affordable Multi-Family Housing Development and Monitoring

Records and information associated with the City's efforts to improve the availability of below market residential units and inclusionary/affordable housing resources. Includes administrative review and monitoring of long-term development agreements that incorporate requirements for low-cost housing.

(Also see related categories for loans, developments, grants, etc.) Agreements and Amendments Analyses
Annual Plans
Applications
Attachments / Exhibits
Bonds
Correspondence
Developer Compliance Documents (construction, pre-conversion, covenant, deeds of trust, promissory notes, marketing plans, certificates of insurance) Draw-down Plans
Grant & Loan Documentation
Implementation Plans
Letters of Intent
Monitoring Files
Notices
Proposals, Quotations
Statements of Work (SOWs)
Successful Requests for Proposal (RFP)
Warranties Housing & Community Services Closed*+5Y CA - 25 CCR 7721 - (MAINT) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 5.514(h) - (5Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 908.101 - (AC+3Y)

* Closes when loan ends and/or all restrictions have been released

083 Housing & Urban Development (HUD) Grant Project Files

Records and information associated with CDBG, HOME, and HOME-ARP projects.

(Also see related categories for loans, developments, grants, etc.) Applications
Awards
Bid Packets
Project Files Housing & Community Services Closed+5Y CA - GOV 8546.7 - (CL+3Y) CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 570.502(a)(7)(i)(A) - (AC+4Y)

084 Housing Funding Assistance to Homeowners

Records and information regarding programs that provide financial assistance to home owners, including:

- Neighborhood Conservation and Improvement Program (NCIP) grants and loans - Below Market Purchase (BMP) Program
- First-Time Homebuyer (FTHB) Program

(Also see related categories for loans, developments, grants, etc.) Applications
Correspondence
Grant Documentation
Loan Documentation
Monitoring Files
Notices
Housing & Community Services Closed*+5Y CA - 25 CCR 7721 - (MAINT) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 5.514 - (5Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 908.101 - (AC+3Y)

* Closes when loan is fully paid or a reconveyance is issued, whichever occurs later

085 Reconveyances and Releases of Affordable Housing Restrictions

Records of reconveyances of property ownership back to homeowners or developers when loans are fully paid and/or all affordable housing restrictions have expired.

(Also see related categories for loans, developments, grants, etc.) Reconveyance Files Releases of Restrictions Housing & Community Services Permanent CA - 25 CCR 7721 - (MAINT) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 5.514 - (5Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 908.101 - (AC+3Y)

086 Benefit Plans and Programs

Benefit Plans established to provide employee benefits and associated administrative documents. COBRA Rates, Records, Histories Employee Benefit Plans (e.g. medical, dental, vision, EAP, FMLA, etc.) Group Insurance Cost Data
Retirement Plans
Summary Plan Descriptions
Human Resources Life*+6Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1627.3(b)(2) - (T+1Y)
US - 29 CFR 4007.10(a)(1) - (6Y)
US - 29 CFR 4041.5 - (LI*+6Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)

*Life of Plan or Benefit

087 Civil Rights Complaint Records

Records of complaints received, actions taken, and associated documentation. Board of Review Packets Civil Rights Complaints
EEO Case Files
EEO Complaints
Exhibits
Investigation Files
Human Resources While Active+4Y CA - 2 CCR 11013(c) - (AC+4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (AC+4Y)
CA - GOV 12965 - (LA2Y)
CA - GOV 34090 - (2Y)

088 Employee Benefit Files

Employee election (selection), enrollment or termination forms and related correspondence, including transmissions to carriers of additions, changes, claims and deletions (includes employee medical records subject to HIPAA requirements). Benefits Files, Enrollments, Appeals Beneficiary Designations
Death Claims, Life Event Documents
Disability Claims
Employment Status Changes (authorizations, terminations, confirmations, status changes, coverage changes) Flexible Spending Enrollment
Life Insurance Notification Letters/EOI
Premium Information
Required Benefits Reporting
Retiree Medical Benefit Claims and Reimbursements
Supplemental Forms
Unemployment Claims and Appeals
Human Resources While Active+6Y CA - 2 CCR 11013(c) - (AC+4Y) CA - 22 CCR 1085-2 - (CU+4Y)
CA - GOV 12946 - (AC+4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501(a)(1) - (CU+3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 4007.10(a)(1) - (6Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (T+1Y)

089 Employee Hazardous Exposure and Medical Records

Documents pertaining to medical and hazardous exposure records of City staff, City officials, and others performing work on behalf of the City.

NOTE: May include employee medical information subject to HIPAA requirements. ADA Compliance and Reasonable Accommodation Drug Testing
Exposure Files
Exposure Monitoring
Field Exposure
Fitness for Duty
Medical Leaves of Absence
Medical Records
Pre-employment Medical Exams
Vaccination Records
Human Resources Separation+30Y CA - 8 CCR 3204(d) - (T+30Y) CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - GOV 34090 - (2Y)
CA - 29 CFR 1904.33 - (CU+5Y)
US - 29 CFR 1910.95(m)(3)(ii) - (T)
US - 29 CFR 1910.1020(d) - (T+30Y)

090 Labor Relations Grievances

Documentation related to labor grievances filed under current collective bargaining agreements. Grievance Files/Commission Hearing Grievance/Hearing Logs
Union Grievances Human Resources Final Resolution+4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 12965 - (LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 - (CL+2Y)
US - 29 USC 255 - (LA2Y)

091 Labor Relations Negotiations

Documentation related to the negotiations between labor unions for collective bargaining purposes. Confidential Memos Costing
Ground Rules
Handouts
Information Requests
Miscellaneous Information
Notes
Proposals - City
Proposals - Union
Human Resources While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
US - 29 CFR 516.5(b) - (3Y)
092 Salary, Compensation

Documentation of job classification compensation. Classification Studies Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions
Salary Range History
Salary Surveys
Human Resources 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
Santa Clara Municipal Code 2.80.015 - (2Y)

093 Work Authorizations and Supporting Documentation

Employment eligibility verification forms collected for active employees and supporting documentation regarding immigration status.

I-9 Documents
Human Resources Termination+3Y CA - GOV 34090 - (2Y)
US - 20 CFR 655.760 Subpart H - (T+1Y)
US - 8 CFR 274a.2 - (3Y or T+1Y, whichever is longer)
094 Worker Compensation Records

Documents pertaining to work-related injuries and related claims for workers' compensation.

NOTE: May include employee medical information subject to HIPAA requirements. Claims and Incident Files Workers Compensation Human Resources While Active+6Y CA - 8 CCR 10102 - (Injury+5Y or Closed+1Y) CA - 8 CCR 14300.33 - (5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y; T+4Y)
CA - GOV 34090 - (2Y)
CA - 29 CFR 1904.33 - (CU+5Y)

095 Personnel Records

All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff / recall / out-placement
- separation / discharge / resignation
- pay rates / other terms of compensation
- work authorizations
- leave records
Applications
Awards, Commendations, Certificates
DMV Records (pull notices)
Employee Driver Qualification Files
Employee Policy Acknowledgements
Individual Education, Development, Training Records
Job Offer Letters, Conditional Offers of Employment
LiveScan Records (hired staff)
New Hire Checklist
Oaths of Office
Performance Evaluations, Reviews or PIPs
Personnel Action Forms (PAF)
Recognition
Volunteer Acknowledgements, Waivers, Executed Policy Receipts Human Resources
Police Separation+5Y CA - 2 CCR 11013(c) - (AC+4Y)
CA - GOV 12946 - (T+4Y)
CA - GOV 34090 - (2Y)
CA - LAB 1198.5(c)(1) - (T+3Y)
CA - LAB 2810.8(b)(4) - (3Y)
CA - VEH 1808.1(c) - (1Y)
US - 29 CFR 825.500(b) - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 1627.3(b) - (T+1Y)
US - 41 CFR 60-1.12(a) - (AC+2Y)
US - 41 CFR 60-741.80 - (AC+2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

096 Recruitment

Records and information related to recruitment of qualified persons for both paid and unpaid position with the City, whether full time or temporary, including:

- Applications and related records of candidates interviewed but not hired or accepted - Applications received but not acted upon Applications, CVs, Resumes (rejected, unsolicited) Applicant Tracking Records (hired, rejected)
Drug Testing, Pre-Hire Screening - candidates not hired/accepted Eligible Lists
Job Postings, Announcements
Job Requisition Requests
Job Specifications
LiveScan Records (unsuccessful candidates)
Miscellaneous Hiring Process Notes
Personal History Statement (PHS)
Position Information
Offers - Conditional and Formal
Rating Sheets
Temporary Staffing
Test Results
Test and Examination Materials
Unpaid Interns (rejected)
Volunteers (rejected)
Human Resources
Police 4Y CA - 2 CCR 11013(c)(2) - (4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 - (2Y)
US - 29 CFR 1627.3(b)(1) - (1Y)
US - 41 CFR 60-741.44(f)(4) - (3Y)
US - 41 CFR 60-741.44(k) - (3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

097 Employee Health & Safety

Documents related to the protection of employee health and safety and employee drug screening.

NOTE: May include employee medical information subject to HIPAA requirements. Accident (Injury or Illness) Investigation Reports Bloodborne Pathogen/Exposure Control Plan
Covid Contact Tracing
Emergency Action Plans
Employee Safety Training Records
Ergonomic Evaluations
Health and Safety Bulletins
Health & Safety Reviews
Lockout/Tagout (LOTO)
New Hire Health & Safety Orientation Checklist Forms
Public Access Defibrillation
Reports (Unsafe Conditions, Hazards, Hazard Correction, Workplace Violence) Safety Committee (employee suggestions and responses, safety letters/memos, meeting minutes) Safety Inspections
Human Resources 5Y CA - 8 CCR 3203(b)(1) - (1Y)
CA - 8 CCR 5157 - (1Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 6401.7 - (MAINT)
CA - LAB 6409.6(f) - (5Y)
CA - LAB 6410 - (MAINT)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 1904.33 - (5Y)
US - 29 CFR 1910.95(m)(3)(i) - (2Y)
US - 49 CFR 382.401(b)(1) - (5Y)

098 Application, System Maintenance

Technical documentation related to management of City technology processes, applications, or systems. Business, Functional Requirements Change Requests
System, Application Maintenance Documentation (hardware/operating system requirements, monitoring logs, operating manuals) Information Technology Life*+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)

*Life of Application.

099 Library Operations

Records related to the operations and programs of the City's public Library.

Artist Releases
Circulation Records
Correspondence and Communication
Disruptive Patrons
Outreach
Overdue Records
Patron Requests
Reports
Library While Active+4Y CA - CCP 335.1 - (LA2Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
100 Facility Rentals

Records and information documenting rental arrangements for the City's facilities, including those for:

- Meeting rooms
- Event and party rentals
- Picnic areas
- Sports fields
- Agnews Campus auditorium and mansion
- Mission City Center for Performing Arts
- Triton Museum of Art
Applications (approved, unapproved)
Insurance Certificates
Permits
Releases of Liability
Reports
Library
Parks & Recreation
Public Works - Streets While Active+4Y CA - CCP 337 - (LA4Y) CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
101 Cemetery Administration

Records and information documenting administration of the Mission City Memorial Park.

Burial Index
Burial Permits
Cremation Index
Deed Books
Graves
Interment
Interment Cards
Maps of Gravesites
Niches
Owner Information
Plot Books
Plot Locations/Relocations
Repurchase of Graves
Statement Books
Parks & Recreation Permanent CA - BPC 7686.5 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 8110 - (MAINT)
Santa Clara Municipal Code 2.135.610 - (MAINT)

102 Parks and Recreation Programs and Services

Records and information documenting the City's parks and recreational programs and services, including those for:

- Preschool
- Program/Class/Leagues
- Senior Center
- Special Events
- Sports Team Rosters
- Summer Camp
- Swim Centers
- Youth & Teen Center
Applications (programs, scholarships)
Mandated Reporting: Child or Elder Abuse
Program/Event Evaluations
Recreation Schedules
Registrations/Withdrawal Reports and Forms
Reservations and Waivers
Scholarship Award Records
Parks & Recreation While Active+4Y CA - CCP 337 - (LA4Y) CA - 22 CCR 65523 - (2Y)
CA - 22 CCR 101221 - (AC+3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
103 Maintenance and Inspection Records

Reports of inspections of maintenance performed on City facilities and infrastructure including:

- Buildings
- Janitorial
- Parking Lots
- Parks
- Sewers
- Streets
- Sidewalks
- Storm Drains
- Water
Backflow Inspections
Elevator Certificates
Facility Inspection Reports
Graffiti Removal
Facility Inspections
Reports
Street Striping and Signing
Street Sweeping Maps
Work Orders
Parks & Recreation
Public Works - Facility Services
Public Works - Streets
Water & Sewers 5Y CA - 22 CCR 65523 - (2Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)
US - 18 CFR 125.3(15) - (5Y)
104 Planning and Zoning Services

Records and information pertaining to the activities of the planning division, including zoning. Boundaries CEQA Documents
Design Review
Development Plans
General Plans
Land Use Studies
Master Plans and Specific Plans
Planning Permit Application Files (annexations, appeals, development applications and permits, entitlements, land use permits, planned development, variances, zoning, rezoning, map amendments) Planning Review Case Files (notices, neighbor letters, plans) Street Naming Documents (new or changes)
Zoning Clearances
Planning Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)

105 Criminal Registrations - Adult Arsonists and Sex Offenders

Records for those required to register as sex offenders or adult arsonists.

Case Files
Reports Police Life* CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 290(d) - (Tier 1 - 10Y; Tier 2 - 20Y; Tier 3 - Life of Offender) CA - PEN 457.1(b)(2) - (Life of Arsonist)
Santa Clara Municipal Code 2.80.050 - (MAINT)

* Life of the offender

106 Criminal Registrations - Gangs

Records for those required to register as gang violence offenders.

Case Files
Reports Police Current Year+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 186.32(c) - (5Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

107 Criminal Registrations - Juvenile Arsonists

Records for those juveniles required to register as arsonists.

Compliance History
Offender Information
Offense Information
Registration Information
Reporting Requirements
Police Age 25 or SEAL+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 457.1(d) - (Upon reaching age of 25 or when records are sealed) CA - WIC 781(d) - (SEAL+5Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

108 Non-Criminal Police Incident Reports

Records and information of suspicious circumstances, overdoses, reports of assistance granted to outside agencies, reports of incidents taken at Levi Stadium, and any other non-criminal police reports not described elsewhere.

Reports
Statements Police Current Year+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 (2)
Santa Clara Municipal Code 2.80.050 - (MAINT)
109 Parking Enforcement and Traffic Control

Records and information of the Police Department's activities to enforce parking ordinances and control City traffic.

Parking Citations
Payment Information
Residential Parking Permits Police 4Y CA - CCP 337 - (LA4Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

110 Police - Community Outreach, Engagement, and Public Relations

Records and information regarding internal and external-facing communications, advertising and press relations materials, including documentation of outreach activities/events held in cooperation or for the benefit of Police Department staff and for the local community, including:

- Coffee with a Cop
- Community Policing
- National Night Out
- Police Citizens' Academy
- Resources for Schools
- Chiefs Advisory Committee Applications
Brochures, Flyers
Equipment Demonstrations
FAQs
Flyers
Media Packets
Newsletter
PowerPoint Presentations
Press Releases
Public / Media Inquiries
Public Information / Outreach / Education
Public Surveys
Publicity Files
Registrations
Social Media Documentation
Speeches
Tours
Police 4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
111 Police - Complaints, Internal Investigations - No Sustained Finding of Misconduct

Documentation of complaints received, formal inquiries, and investigations, including those by Internal Affairs, involving Police department employees (includes officer involved shootings) where this is no sustained finding of misconduct. Actions Taken Citizen Complaints
Personnel Complaint Packet
Statistics and Reports
Police Completion of Investigation+5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) CA - PEN 801.5 - (4Y)
CA - PEN 832.5(b) - (5Y, where there is not a sustained finding of misconduct) CA - VEH 2547 - (3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

112 Police - Complaints, Internal Investigations - Sustained Finding of Misconduct

Documentation of complaints received, formal inquiries, and investigations, including those by Internal Affairs, involving Police department employees (includes officer involved shootings) where this is a sustained finding of misconduct.

Citizen Complaints
Departmental Actions Police Final Resolution+15Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) CA - PEN 801.5 - (4Y)
CA - PEN 832.5(b) - (15Y, where there is a sustained finding of misconduct) CA - VEH 2547 - (3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

113 Police - General Support and Administrative Records

Records of general department support activities and administrative reports received and/or generated in the routine course of law enforcement activities and not associated with a case number. Activity Reports Annual Summaries
Citizen's Academy
Daily Bulletins
Donations (monetary, in-kind)
Hospital Mandated Reports
Logs (booking, incidents, gun/narcotics destruction, training) Juvenile Detention Logs
LiveScan Research (for non-City organizations)
Military Equipment Reports
NIBRS Reports
Official Department Correspondence
Organization Charts
Published Reports
Racial Identity and Profiling Act Data
Regulatory Reports
Ride-Along Program Records (waiver forms)
Shift Rosters
Statistics (criminal, non-criminal)
Traffic Stops Reporting
Vehicles Assignments
Watch Commander Reports
Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
Santa Clara Municipal Code 2.80.080 - (1Y)

114 Police - Permits Issued

Documentation of permits issued by the Police department for activities including those for:

- Adult Book Stores
- Alarms (residential, commercial)
- Bicycles
- Bingo Establishments
- Closing-out Sales
- Concealed Weapon
- Curb Painters
- Firearm Dealers
- Food Trucks
- Massage Establishments
- Mobile Food Trucks
- Motor Funeral Escort Drivers
- Pawn/Second-hand Dealers
- Private Security
- Public Entertainment
- Residential Parking
- Solicitor/Peddler/Street Vending
- Taxicabs/Pedicabs
- Tow Drivers

(For permits issued by other departments, see category 076) Applications
Complaints
Fees Collected
Renewals

Police While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
Santa Clara Municipal Code 5.05.250 - (1Y)
Santa Clara Municipal Code 5.30.090 - (2Y)
Santa Clara Municipal Code 5.35.060 - (1Y)
Santa Clara Municipal Code 5.35.370 - (1Y)
Santa Clara Municipal Code 5.35.470 - (1Y)
Santa Clara Municipal Code 5.40.090 - (1Y)
Santa Clara Municipal Code 5.75.190 - (1Y)
Santa Clara Municipal Code 8.40.030 - (1Y)
115 Police - Seized or Unclaimed Property Records

Records documenting tracking and management of physical property seized by the Police department, or collected by the Police department but unclaimed, and not assigned to a case number or considered as evidence in a criminal investigation.

Notice to Claim Property Letters
Property Dispositions
Property Receipts
Purge Manifest Police 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide Santa Clara Municipal Code 2.80.050 - (MAINT)
116 Police Case Files - Assaults on Police Officers

Records and information created in the documenting of a felony or misdemeanor assault of a police officer with or without weapons.

Reports
Statements Police While Active+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 (2)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) Santa Clara Municipal Code 2.80.050 - (MAINT)

117 Police Case Files - Dead Bodies

Records, crime reports and evidence associated with investigations of dead bodies, whether by natural causes or found. Reports Statements Police While Active+10Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) CA - PEN 799 - (PR)
Santa Clara Municipal Code 2.80.050 - (MAINT)

* Case is active until body has been identified and cause of death determined. If determination is made that the death was a homicide, records are recategorized as "Felony Murder/Homicide" case files (see "Police Case Files - Felony Murder/Homicide, Capital Offenses, Child Abuse, Elder Abuse, and Violations of Public Trust" below).

118 Police Case Files - Domestic Violence

Records, crime reports and evidence associated with investigations and served protective orders for domestic violence.

Criminal Protective Orders
Reports
Restraining Orders
Statements Police While Active+10Y CA - CCP 340.15 - (LA3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) CA - PEN 13710 - (MAINT)
Santa Clara Municipal Code 2.80.050 - (MAINT)

119 Police Case Files - Felonies, Excluding Murder/Homicide, Capital Offenses, Crimes of Sexual Violence, Child Abuse, Elder Abuse, and Violations of Public Trust

Records, crime reports and evidence associated with felony violations of laws, excluding homicide and capital violations. Case Files Reports Police While Active*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 799 - (MAINT)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) Santa Clara Municipal Code 2.80.050 - (MAINT)

* Case becomes inactive when it has been adjudicated, all appeals exhausted or all time served.

120 Police Case Files - Felony Murder/Homicide, Capital Offenses, Child Abuse, Elder Abuse, and Violations of Public Trust

Records, crime reports and evidence associated with capital felony violations of laws, including homicide, child abuse, elder abuse, embezzlement of public funds, 5150 cases, mental health, or falsification of public documents. Case Files Reports Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) Santa Clara Municipal Code 2.80.050 - (MAINT)

No limitation on commencement of action; PC §261, 286, 288, 288a, 288.5, 289, 289.5, and 799.

121 Police Case Files - Misdemeanors, Infractions

Records, crime reports and evidence of misdemeanors and infractions, including traffic incidents and parking/moving citations and appeals. Appeals Case Files
Reports Police 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) Santa Clara Municipal Code 2.80.050 - (MAINT)

122 Police Case Files - Missing Persons, Protective Custody and Runaways

Records, crime reports and evidence associated with missing persons and runaways. Case Files Reports Police While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide Santa Clara Municipal Code 2.80.050 - (MAINT)

* Case remains active until solved

123 Police Case Files - Sealing of Records

Records of court orders to seal records. Case Files
Reports Police SEAL*+3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 851.8 - (SEAL+3Y)
CA - PEN 851.90 - (MAINT)
CA - WIC 781.5(a) - (SEAL+3Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

*SEAL = Date Records Sealed

124 Police Case Files - Stolen Property

Records, crime reports and evidence associated with stolen property.

Case Files
Reports Police While Active+3Y CA - CCP 338(c) - (LA3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) Santa Clara Municipal Code 2.80.050 - (MAINT)

* Case remains active until solved

125 Police Case Files - Traffic Collisions - Fatal

Records, crime reports and evidence associated with traffic collisions involving fatalities.

Case Files
Reports Police Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - Law Enforcement Evidence and Property Management Guide, 4th Edition (2022) Santa Clara Municipal Code 2.80.050 - (MAINT)

126 Police K-9 Records

Records documenting the acquisition, assignment and care of the Police Department's K-9 unit.

Acquisition Records
Assignment and Ownership Records
K-9 Program Records
Maintenance and Care Police Life*+3Y CA - CCP 338 - (LA3Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

*Life of the animal.

127 Police Routine Body-Worn Camera Records

Recordings of routine body-worn camera (BWC) video monitoring to include time and date of video, location of video and other related information not assigned to a case. Body-Worn Camera Recordings (body cam, BWC) Police 60D* CA - PEN 832.18(b)(5)(A) - (60D) Santa Clara Municipal Code 2.80.050 - (MAINT)

*Note: 60 day retention is for non-evidentiary recordings, only. Evidentiary recordings become part of the case file.

*Exception: If the recording is of an incident involving the use of force by a peace officer or an officer-involved shooting, or it is relevant to a formal or informal complaint against a law enforcement officer or a law enforcement agency, the recording should be retained for applicable retention period.

128 Police Routine Body-Worn Camera Video - Records of Access and Deletion of Recordings

Records and logs of access and subsequent deletion of body-worn camera video recordings.

Access Log
Deletion Logs
Reason for Access
Video File information Police Permanent CA - PEN 832.18(b)(5)(E) - (PR) Santa Clara Municipal Code 2.80.050 - (MAINT)

129 Police Routine Data Collection and Video Records

Recordings of routine audio and video monitoring, other than body-worn camera recordings, to include time and date of recording, location, and other related information. Automated License Plate Reader Building Surveillance Recordings
Interview Rooms
Routine ECD Downloads
Police 1Y* CA - GOV 34090.6 - (Routine Video: 1Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)

*Note: If recordings are evidence in any criminal prosecution, the recording becomes part of the case file. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved.

130 Security, Access Operations

Records and information regarding physical access controls and protection for City buildings and facilities. Access Controls Access Reports
Building Security Forms
Daily Activity Logs
Facility Key Lists/Logs
Key Cards
Security Guards
Transaction Logs
Visitor's Logs
Police
Public Works - Facility Services 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
Santa Clara Municipal Code 2.80.050 - (MAINT)
131 Encroachments

Records documenting long-term encroachments upon City property, public right-of-way, public easement, or by the City on the property of others that are not stored in a project file.

(For Executed Encroachment Permit Agreements, see Record No. 032).

Certificates of Compliance
Encroachment Permits and Related Documents
Private Encroachments in Public Right-of-Way Documents
Rights of Entry Documents
Public Works - Engineering
While Active+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)

132 Traffic and Transportation Design and Planning

Records and information of activities impacting City streets and traffic, as well as transportation projects and efforts to manage traffic circulation and plan for upcoming improvements, including

- Bicycle and pedestrian program
- Highway corridors
- Parking restrictions
- Signs and street markings
- Studies and surveys
- Traffic calming programs
- Traffic signals
Parking Plans
Rights-of-Way
Shared Mobility Permits
Speed Surveys
Traffic Counts
Impact Studies
Shared Mobility Permits
Traffic Management Plans
Traffic Signal Studies
Transportation Planning
Warrants and Justification Memos
Work Orders
Public Works - Engineering
While Active+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
133 Building, Property Management

Records and information regarding the structure of City buildings. As-Built Blueprints Construction Records
Electrical Wiring Schematics
Floor Plans
Property Inventory
Utility Consumption Tracking
Public Works - Engineering
Public Works - Facility Services Life*+10Y CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*

* LI = Life of Building or Facility

134 Fuel Management

Records related to the storage and management of fuel for City vehicles.

California Air Resources Board Certificate
Fuel Pump Maintenance and Testing
Fuel Reports, Billing Reports, Journals, Fuel Tickets
Fuel Tank Integrity Testing
Fuel Tank Maintenance (aboveground, below ground)
Public Works - Fleet Life*+5Y CA - 23 CCR 2712 - (LI)*
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GC 34090 - (2Y)
CA - HSC 25283.5(a)(3) - (MAINT)
CA - HSC 25285 - (5Y)
CA - HSC 25292(b)(4) - (1Y)
CA - HSC 25293 - (MAINT)

* LI - Life of Tank

Exceptions - For testing and maintenance of underground storage tanks, the following exceptions apply:

- Monitoring and maintenance records - retain 3Y
- Release detection system, such as written performance claims, calibration, and maintenance records - retain 5Y - Records pertaining to a cathodic protection system - retain 6.5Y

135 Solid Waste and Storm Drainage Management and Services

Records and information associated with the City's solid waste services and maintenance of the City's storm drain system.

Inventories (equipment, materials, meters, pipes)
Pollution Control Permits
Storm Drains
Storm Water Monitoring
Water Runoff Testing
Weight Tickets
Public Works - Streets
While Active+5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 40 CFR 122.44(i)(4)(ii) - (3Y)

136 Water and Sewer Management and Services

Records and information associated with the maintenance of sewer and water systems for the City.

- Water Conservation (rain barrel rebate program, water-saving devices, solar water heating) - Water service connections
- Water meters, cross connections, fees and billing
- Recycled water pipelines, meters, connections, fees and billing - Sewer connections, fees and billing
- Sewer service calls
- Hydrant flushing and sewer jetting
Air Quality Permits
Backflow Prevention and Testing
Complaints and Problem Resolution Records
Environmental Conservation, Programs
Generator Operation Logs
Inventories (equipment, materials, meters, pipes)
Irrigation (management, plans, SCVWD)
Pollution Control Permits
Underground Service Alerts (USA)
Video Footage (sewer line inspections)
Waste Water (lab groups, reports to state)
Water Sampling and Testing
Work Orders and Service Requests
Water & Sewers While Active+5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 40 CFR 122.44(i)(4)(ii) - (3Y)