Exhibit A to Resolution - Citywide Records Retention Schedule_1-2025.pdf — Santa Maria City Council, February 18, 2025

HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City -wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and t herefore responsible for maintaining the official (original) record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Depart ment. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

Destruction of an official (original) record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it. • If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an official (original) record.

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

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

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

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

Usually it is the department that originates the record.

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

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

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

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

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and is an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-002
Agreements & Contracts: NOT APPROVED BY

THE CITY COUNCIL
(Project Administration, Certified Payrolls,
Insurance Certificates, Project Schedules, RFP -
Request for Proposal or Successful Proposal,
etc.)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Insurance Certificates,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
City Clerk retains originals only if the City
Council approved it
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Insurance Certificates,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
City Clerk retains originals only if the City
Council approved it
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-005
Agreements & Contracts:

UNSUCCESSFUL BIDS, PROPOSALS or
RESPONSES to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications) that
don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
Lead Dept. CW-006
Boards, Commissions, & Committees:

External Organizations / Regional Boards &
Commissions - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AUDIO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Department maintains originals
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Staffing Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

VIDEO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Lead Dept. CW-011
Cash Receipts / Detail Backup of Revenue in
Departments / Petty Cash Backup / Credit Card
Payment Receipts
5 years Mag,
Ppr
Not forwarded to Finance; Department
preference; meets municipal government
auditing standards; GC §34090
Staffing Dept. CW-012
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-013
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-014
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-015 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to the
conduct of the public's business)
(e.g. e-mail, Letters, Memorandums, Administrative,
Chronological, General Files, Reading File, Working
Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the
conduct of the public's business
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
recordings, supply inventories, telephone
messages, text messages, transmittal letters,
thank yous, requests from other cities,
preliminary notices for construction projects,
undeliverable envelopes / returned mail, visitors
logs, voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

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

Gen. 317 (1981)); City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017).

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-018 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Lead Dept. CW-019 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500, 7928.705
Lead Dept. CW-020 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept.
(Managing the
grant)
CW-021 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
grant)
CW-022 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept.
(Managing the
grant)
CW-023
Grants Administration / CDBG Administriation
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations & procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-024 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-025
Personnel Files (Department Copies)
Send all originals to Human Resources; may
exclude some Fire and Peace Officer records
Copies -
When No
Longer
Required
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-026 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-027 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)Lead Dept.
(Who Uses the
Vehicle)
CW-028
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-029
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Lead Dept.
(Who Ordered
the Appraisal)
CW-030 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-031 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept. CW-032 Records Destruction Authorization Forms & Certifications (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Lead Dept. CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
etc.: Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-034
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, etc.: Produced by YOUR
Department
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-035
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-036 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-037 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-038
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(i), GC §34090
Lead Dept. CW-039 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-040 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-041 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-042
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-043 Training Database (Vector Solutions / Target Solutions)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090 et seq.

Lead Dept. CW-044
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters or Sign-in Sheets, Outlines
and Materials; includes Ethics, Harassment, &
Safety Training & Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Lead Dept. CW-045
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-046
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CAO-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY ATTORNEY
City Attorney CAO-001 Amicus Briefs Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-002 City Attorney Opinions 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-003 Criminal Prosecutions (Municipal Code Violations)
Final
Decision +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-004
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals, Settlement Agreements, Court
Decisions, etc.

Minimum
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney CAO-005 Legal Advice Files Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-006 Pitchess Motions 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Attorney CAO-007 Subject / Departmental Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090

CITY ATTORNEY/ RISK MANAGEMENT
City Attorney
/ Risk
Management
CAO-008 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Attorney
/ Risk
Management
CAO-009 Actuarial Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Retained to match
meets municipal government auditing standards;
GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CAO-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Attorney
/ Risk
Management
CAO-010 Claim for Damages / Claims Against the
City
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney
/ Risk
Management
CAO-011 Insurance Policies -
General Liability, Workers Compensation P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Covers longest possible
statute of limitations; CCP §337 et seq.; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§
911.2, 34090
City Attorney
/ Risk
Management
CAO-012 Insurance Policies -
Property, Fire, Theft, etc. P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.; GC
§34090
City Attorney
/ Risk
Management
CAO-013 OSHA Citations and Inspections 7 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), OMB 1220-0029; GC
§34090; LC §6429c
City Attorney
/ Risk
Management
CAO-014 OSHA Logs - 200, 300, 301, 301A 7 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1),
GC §34090.7; LC §6429c
City Attorney
/ Risk
Management
CAO-015 Property Damage Claims / Subrogation /
Restitution
Final
Resolution
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Meets municipal
government auditing standards; GC §34090
City Attorney
/ Risk
Management
CAO-016
Workers Compensation Claims (Includes
all Accident, Incident, or Injury Reports
from Employees)
Separation
+ 30 years
OR
Termination
of Benefits
+ 30 years,
Whichever
is Longer
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Claims can be made for
30 years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Clerk CC-001
Agenda Packets: City Council,
Redevelopment Agency, Successor
Agency, Oversight Board, Measure U
Citizens' Oversight Committee
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002
Agreements & Contracts, Amendments -
APPROVED BY THE CITY COUNCIL: AFTER

SCANNING / IMAGING, OR
INFRASTRUCTURE, JPAs, MOUs
Agreement or Contract includes all contractual
obligations (e.g. Scope of Work, all
attachments and exhibits)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
City Clerk CC-003 Appeal Hearing Process / Tobacco Retail License 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Final Determination is returned to Recration
and Parks, who issues the license; GC §34090
City Clerk CC-004 Board & Commission / Committee Recruitment / Applications (All, whether appointed or not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

CITY CLERK
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk CC-006
Bonds: Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment
Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §34090
City Clerk CC-007 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Attorney
/ Risk
Manage.

CC-008 Claim Forms
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Risk Management is the Office of Record for
Claim Files; GC §34090
City Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /

DATABASE
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Statements filed electronically are required for
10 years; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)(g); GC §84615
City Clerk CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected & not elected. Includes City Council
Members, Planning Commission Members,
City Manager, City Treasurer & City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e)
City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC
Should post on website for 4 years; GC
§81009(e)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERKCity Clerk CC-014 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-015 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After QC
Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC GC §81009(b)&(g)
Admin. / City
Clerk CC-018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH or WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years GC §81009(f)&(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years GC §81009(c)&(g)
City Clerk CC-021
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100

CITY CLERK ELECTIONS (CONSOLIDATED)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk CC-023
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations and
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-024
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-027
Elections - Prop. 218 (Property-based fees -
Improvement Districts: Protest Letters /
Ballots, Tabulation
(Notices and Mailing lists are retained in
Utilities)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53753(e)(2)
(End of Elections Section)
City Clerk CC-028 Ethics Training Certificates for City Council, Board and Commission Members, Employees 5 years Mag, Mfr, OD, Ppr S Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk CC-029
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-030
Minutes: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Measure U Citizens' Oversight
Committee
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-031 Oaths of Office / Disaster Service Worker Oaths (All employees and officials) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 26202; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-032 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-033
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk
OR
City Manager
CC-034 Proclamations & Certificates 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-035 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-036
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(a)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY CLERK
City Clerk CC-037
Recordings: Audio Recordings / Video
Recordings: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Measure U Citizens' Oversight
Committee, All Boards and Commissions
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-038
Redistricting Web Page / Council District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years Mag, Ppr EC §21160(i) 21608(g); GC §34090
City Clerk CC-039 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-040 Vehicle Titles (Pink Slips) Sale or
Disposal Ppr Given to Auction House / New Owner; GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
Page CM-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

CITY MANAGER
City Manager CM-002
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CC-030 Certificates of Recognition, etc. 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Manager CM-003
Project Files / Subject Files (Subject will
change over time)
If Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et seq.

Finance CM-004 Travel Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7

COMMUNICATIONS
Staffing Dept.
(From City-
Wide)
CW-010
Boards, City Council, Committees,
Commissions, Advisory Bodies: Citizen
Advisory Created by the City Council

HISTORICAL VALUE
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
Lead Dept. CM-006 City Publications & Graphic Design Projects When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
Page CM-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Manager /
Communic. CM-007 Media Releases / Photograph Releases or Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Manager /
Communic. CM-008 Newsletters / Employee Newsletters Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager /
Communic. CM-009 Newspaper Clippings / Media Clippings
When No
Longer
Required

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

After QC
& OD
Non-records - may be obtained from the
newspaper company; GC §34090
City Manager /
Communic. CM-010
PEG Channel Programming (Public,
Educational, and Government Access
Television) Channel 23,24, 25
Programming / Community Programming /
Government Access Channel Programming
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Only recordings of "regular and ongoing
operations" or those that are considered
"duplicate records" (e.g. public meetings) can be
destroyed after 100 days or 90 days; GC
§§34090 et seq., 34090.6 and 34090.7
Lead Dept. CM-011 Photographs
When No
Longer
Required

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

After QC
& OD
Preliminary Drafts (retention is placed on the
final record in which the photograph is published
in, if any); destroy unnecessary photographs.

GC §34090
City Manager /
Communic. CM-012
Public Relations / Press Releases / News
Releases / Articles written by the City
(excludes Police and Fire, which can issue
their own)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Lead Dept. CM-013 Videos - Educational, Promotional
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090

FORMER REDEVELOPMENT AGENCY
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
Page CM-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

City Manager /
Former
Redevelopmen
t
CM-014
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP
Projects, and City Clerk has all Real
Property records for Permanent
retention
)
Completion
+ 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Public Works /
Engineering CM-015
Redevelopment Projects & Project Areas
CIP Projects built by Redevelopment
Agency, if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Development /
Planning
CM-016
Redevelopment Projects & Project Areas
Environmental Documents / CEQA
Permits, EIRs, Categorical Exemptions,
Negative Declarations, etc.

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

After QC
& OD
Department preference; GC §34090
City Clerk CM-017
Redevelopment Projects & Project Areas
Real Property: Deeds, Easements,
Rights of Way
Send to
City Clerk
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BUILDING
Lead Dept. CD-001 Permit Database (Central Square) Indefinite (Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference - Data is
interrelated; Building Permits are
required to be retained Permanently, or
Life of the Structure; GC §34090, H&S
§19850
Community
Develop. /
Building
CD-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Community
Develop. /
Building
CD-003 Address Files / Building Permits & Applications P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090, H&S §19850
Community
Develop. /
Building
CD-004
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Law requires for the life of the building
for commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Community
Develop. /
Building
CD-005
Choice
Building Plans - Cancelled or Withdrawn
AFTER to Building Permit Issuance
Upon
Cancellation
or
Withdrawal

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

After QC
& OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-006
Choice
Building Plans - Cancelled or Withdrawn PRIOR
to Building Permit Issuance
Upon
Cancellation
or
Withdrawal

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

After QC
& OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-007
Choice Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Building
CD-008 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Develop. /
Building
CD-009
Choice
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL (All Finalled) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Develop. /
Building
CD-010 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §50022.6
Community
Develop. /
Building
CD-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Building
CD-012
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Community
Develop. /
Building
CD-013 Correction Notices - Building
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-013.5
Choice Energy Calculations
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Building
CD-014 Geotechnical and Soils Reports P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Building
CD-015
Choice Plan Check Comments
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-016
Choice Stop Work Notices
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-017
Choice Structural Calculations
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090

CODE ENFORCEMENT
Lead Dept. CD-018 _Permit Database (Central Square) Indefinite (Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference - Data is
interrelated and contains Building
Permits and other Permanent Records;
GC §34090, H&S §19850
Community
Develop. / Code
Enforcement
CD-019
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. / Code
Enforcement
CD-020 Hearing Officer Determinations / Appeals of Code Enforcement Actions - Includes Audio Recordings
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. / Code
Enforcement
CD-021 Liens & Releases P
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
GC §34090(a)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. / Code
Enforcement
CD-022 Notice of Violations ./ Code Enforcement
Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY PROGRAMS
Community
Develop. /
Community
Programs
CD-023 Block Grants Advisory Committee - AGENDAS &

STAFF REPORTS
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Community
Programs
CD-024 Block Grants Advisory Committee - AUDIO
30 days or
After
Minutes are
Approved,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Audio Required
for 30 days; GC §54953.5(b)
Community
Develop. /
Community
Programs
CD-025 Block Grants Advisory Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
Community
Develop. /
Community
Programs
CD-026
Grants to Local Non-Profit Agencies /
Subrecipient Grants / CDBG (Community
Development Block Grant) (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations & procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

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

After QC
& OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR 200.334;
24 CFR 91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Community
Programs
CD-027
Housing Grants funded by CDBG (Community
Development Block Grant) (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations & procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

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

After QC
& OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR 200.334;
24 CFR 91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Develop. /
Community
Programs
CD-028
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITH a Recapture / Resale Restriction / WITH
Affordability Restrictions
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to City Clerk
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer

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

After QC
& OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)(c)(2); 29 CFR 97.42, GC
§34090
Community
Develop. /
Community
Programs
CD-028.5
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITHOUT a Recapture / Resale Restriction
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 24 CFR 85.42,

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

PLANNING
Lead Dept. CD-029 _Permit Database (Central Square) Indefinite (Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference - Data is
interrelated and contains Building
Permits and other Permanent Records;
GC §34090, H&S §19850
Community
Develop. /
Planning
CD-030
Planning Projects - Discretionary &
Ministerial - Approved Permanent
Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Community
Develop. /
Planning
CD-031 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Planning
CD-032 Annexations / Boundaries / Consolidations /

LAFCO P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Census Bureau CD-033 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(Non-Records - Census Bureau is OFR)
Community
Develop. /
Planning
CD-034 Downtown Revitalization Committee - AGENDAS
& STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-035 Downtown Revitalization Committee - AUDIO or

VIDEO RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Develop. /
Planning
CD-036 Downtown Revitalization Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
Community
Develop. /
Planning
CD-037
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the
project or the agency’s CEQA
compliance with respect to the project —
are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC
v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Planning
CD-038
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Develop. /
Planning
CD-039
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans
and Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Planning
CD-040 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Planning
CD-041 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Develop. /
Planning
CD-042 Planning Commission - AGENDAS & STAFF

REPORTS P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-043 Planning Commission - AUDIO or VIDEO

RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Develop. /
Planning
CD-044 Planning Commission - MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
Community
Develop. /
Planning
CD-045 Temporary Use Permits issued by Planning
(Approved & Unapproved)
Expiration +
2 years
Yes:

During
Event
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Planning
CD-046 Zoning Administrator - AGENDAS P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-047
Zoning Administrator - FINAL APPROVAL
LETTERS (Signed by Applicant that they Accept
the Conditions)
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-048 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Planning
CD-049 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Planning
CD-050 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

ECONOMIC DEVELOPMENT
Economic
Development ED-001 Economic Development Projects (Records related to Business Recruitment or Retention)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Economic
Development ED-002 Downtown Revitalization / Downtown Business Improvement District
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / ADMINISTRATION & TREASURER
Lead Depart. FIN-001
Financial Services Database / ERP
Database (Workday - Tyler Eden is Legacy
Database)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Admin. FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Admin. FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (preliminary
drafts); GC §34090
Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-005
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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 et seq. 337.5(a);
26 CFR 1.6001-1(e): GC §43900 et
seq.

Finance /
Admin. FIN-006 Investment Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Admin. FIN-007
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / BUDGET
Finance /
Budget FIN-008 Budgets - Adopted / Final P
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Budget FIN-009 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-010 Business License / Database (Progressive
Solutions)
Indefinite -
Minimum 5
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-011 Business License Applications
Close of
Business +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Building,
Planning and Fire all approve the
applications; 5 years meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-012 Business License Renewals 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090 et seq.

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-013 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency);
Ca. FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-014
Accounts Payable / Invoices and Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FIN-015
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Tax Return and
Application for Transient Occupancy Tax
(TOT), Auctions of Surplus Property, Credit
Card Payment Receipts, Tenant Billing / Rent,
etc.
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-016
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
City Clerk FIN-017 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Included in City Council Agenda
Packet; GC §34090.7
Finance /
General
Accounting
FIN-018 Checks / Warrants (Cashed or Returned /
NSF) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-019 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-020 Escheat (Unclaimed money / uncashed
checks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-021 Fixed Assets - Annual Listing (Source
Documents) 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FIN-022 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to match
Accounts Payable; meets municipal
government auditing standards;
Statute of Limitations is 4 years; GC
§34090, CCP § 337
Finance /
General
Accounting
FIN-023
Reports, Financial Reports Created by EDEN
(before 2024), General Ledgers Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards (Financial system
CANNOT re-create reports
accurately); GC §34090
Finance /
General
Accounting
FIN-024
Reports, Financial Reports Created by
WORKDAY (after 2024) General Ledgers
Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance
Sheets, etc.

When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-025
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self
Insurer Report (SIP Report), Street Report, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-026 W-9s
Vendor
Inactive + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets IRS auditing standards; GC
§34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / PAYROLL
Lead Depart. FIN-027
Financial Services Database / ERP
Database (Workday - Tyler Eden is Legacy
Database)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Payroll FIN-028
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) & Transmittal
Form)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
Finance /
Payroll FIN-029
CalPERS Reports, PARS Reports, Annual
Valuation Reports, Actuarial Valuation
Reports, Annual Employer Statements
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-030 Checks / Warrant Register Report - Payroll Only 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-031 Checks / Warrants - Cancelled - Payroll Only 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-032
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments
- Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Finance /
Payroll FIN-033 Employee Payroll File (may include W-4s) Separation + 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Payroll FIN-034 Garnishments, Child Support, Court Orders regarding Employee Wages
Completion
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Payroll FIN-035 Payroll Reports (includes Leave Registers, time Transaction Reports, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-036 PERS Statements 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-037
Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards / Time Keeping Database
(ESS)
Excludes Police Department
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-038 W-2's 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-039 W-4's
No Longer
in Effect + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1

FINANCE / UTILITY BILLING
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Utility Billing FIN-040 Utility Billing Database / ERP Database (SpryPoint Database - Tyler Eden is Legacy)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
(Bank) FIN-041
Checks deposited to Bank (City scans them
for the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
These are bank instruments, and not
City records; per bank agreement.

Finance /
Utility Billing FIN-042 Collection Agency Assignments / Unpaid Accounts 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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 be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Utility Billing FIN-043 Payment Stubs / Water Receipts / Utility Receipts (when payment is submitted)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary Documents - payments
can be made without including the
stub; GC §34090 et seq.

Finance /
Utility Billing FIN-044 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation
Final
Decision +
2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-045
Water Billing: Non-payment Notices / Notice
of Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-046 Water Billing: NSF Checks / Adjustments to Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-047 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration
or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Utility Billing FIN-048 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Utility Billing FIN-049 Water Billing: Report of Annual Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE ADMINISTRATION
Fire /
Admin. FR-001
Background File - SUCCESSFUL Fire
Employees
Selected Employees have Background
Files which include LiveScan Responses /
CORIs (Criminal Offender Record
Information)
Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law
requires 4 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC 1198.5
Fire /
Admin. FR-002
Background File - UNSUCCESSFUL Fire
Employees
Selected Employees have Background
Files which include LiveScan Responses /
CORIs (Criminal Offender Record
Information)
4 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law
requires 4 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC 1198.5
Fire /
Admin. FR-003
Emergency Operations - Community
Emergency Response Team (CERT)
Applications, Disaster Service Worker
Oaths, Registration authorizations,
Background and LiveScan record,
Equipment Distribution Form, etc.)
Inactive /
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; 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)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090; 29 USC 1113
Fire /
Admin. FR-004
Emergency Operations - Disaster
Reimbursement / FEMA Claims / OES
Claims / Strike Team Reimbursement / NPP
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Fire /
Admin. FR-005 Emergency Operations - Drills / EOC
Activations 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Fire /
Admin. FR-006 Emergency Operations - Urban Search and
Rescue (USAR) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-007 Emergency Preparedness Plans When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-008 Fire Station Inspection Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Fire /
Admin. FR-009 ISO Insurance Ratings 15 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (rated every 10
years); GC §34090
Fire /
Admin. FR-010 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Considered a preliminary draft / copy (the
Fire database is the original); GC §34090
et seq.

Fire /
Admin. FR-011 Mutual Aid Agreements, Joint Power
Authorities (Local and State)
Completion
+ 10 years
Yes:

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

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Fire /
Admin. FR-012 PPE Checklists (Personal Protective
Equipment Checklists) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Fire /
Admin. FR-013 Pre-Fire Plans / Map Books and
Supplemental Map Books
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Fire /
Admin. FR-014 Programs and Projects (e.g., CPR
Program, Fire Service Day, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC § 34090 et
seq.

Fire /
Admin.

FR-015 Reserves Files (Paid) Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law
requires 4 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC 1198.5
Fire /
Admin. FR-016 Ride-A-Long Waivers 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention FR-017
Fire Incident Database - includes
Inspections and PCRs / Patient Care
Reports)
Indefinite -
Minimum 20
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; minors are
required until 1 year after age 18, but not
less than 7 years; 10 years is
recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, GC
§34090; H&S §§1797.98e 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR 70751(c)
& 71551(c); 22 CCR 70751(c), 71551(c),
73543(a), 74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub. 100-4,
Chapter 1, Section 110.3
Lead Dept. FR-018 Permit Database (Central Square) -
Includes Fire Permits
Indefinite
(Perm) Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Fire / Fire
Prevention FR-019
Fire suppression and detection reports:
alarm, hood, sprinkler, hydrant, and stand
pipe reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Certain Property Owners are required to
test and certify every 5 years; GC §34090
Fire / Fire
Prevention FR-020 Fire Code Books P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Fire
Prevention FR-021
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods or Materials /
Citations / Notice of Violations
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Required for the Life of the Structure or
Activity, or Minimum 5 years whichever is
longer for Approvals, Inspections, Fires,
Modification / Alternative Methods or
Materials; CFC §§ 104.6 – 104.6.4; GC
§34090
Fire / Fire
Prevention FR-022 Fire Investigations - Arson NOT Resulting in Great Bodily Injury 6 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; statute of
limitations on prosecution is 6 years; PC §
§800, 801; GC §34090 et seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-023 Fire Investigations - Arson Resulting in Great Bodily Injury & Capital Crimes Only P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; no statute of
limitations on prosecution; PC § §800,
801; GC §34090 et seq.

Fire / Fire
Prevention FR-024 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CFC §106.4, GC
§34090 et seq.

Fire / Fire
Prevention FR-025 Fire Lane Citations / Notice of Violations 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire / Fire
Prevention FR-026 Fire Prevention Programs (Fire Prevention Week, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC § 34090 et
seq.

Fire / Fire
Prevention FR-027
Permits: Fire Code Permits / Special
Event Permits (assembly permits, burn
permits, candle permits, fireworks permits,
tent permits, open flame, etc.)
Expiration
of Permit +
2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Fire
Prevention FR-028
Permits: Fire Operational Permits (Long-
term operations): High Piled Storage,
Sprinkler Plans, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes:

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

QC & OD
Department Preference; GC § 34090 et
seq.

Fire / Fire
Prevention FR-029 Public Information / Education (when
produced internally)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / OPERATIONS / SUPPRESSION
Fire / Ops FR-030 Fire Operations & Equipment Database Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire / Ops FR-031 Station Log Books / Red Books 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / TRAINING
Fire /
Training FR-032 Training Database
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Training FR-033
Training File (by employee) Individual
Training Certificates, Continuing Education
for Paramedics and EMT
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; Paramedic
Continuing Education is required for 4
years by DPH; 8 CCR §3204(d)(1) et seq.,
8 CCR §3203 et seq., 22 CCR 100395. 29
CFR 1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HUMAN RESOURCES
Lead Depart. HR-001
Human Resources Database / ERP
Database (Workday - Tyler Eden is Legacy
Database)
Indefinite -
Minimum 50
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Human
Resources HR-002 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of
the Contract +
6 years
Yes: For
Duration of
Contract
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final
disposition of formal complaint; State
requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Human
Resources HR-004
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-005 Compensation Surveys & Studies Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-006 Contracts for Investigators (Employees Only) Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-007 DE-34 (California EDD Report of New
Employees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-008 Deferred Compensation (City Statements) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Human
Resources HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
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
Human
Resources HR-010
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-011 Employee Investigations Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-012 Grievances Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-013 I-9s Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Admin. /
Board
Secretary
HR-014 Job Descriptions / Job Classification / Job
Specifications
Minimum
Superseded +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-015 Labor Relations / Negotiation Notes 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-016
Litigation - Employee Related
(Final Settlement, Records with Significant
Historical Value)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Human
Resources HR-017
Personnel Files - Employee Background
File (excluding Fire and Police)
Background Files which include LiveScan
Responses / CORIs (Criminal Offender
Record Information)
Separation +
6 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; consistent with
Personnel Files; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; W-
4s are required four years after the due
date of such tax for the return period to
which the records relate, or the date such
tax is paid, whichever is the later. 26 CFR
31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 53237.2(b), LC 1198.5
Human
Resources HR-018
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Policy Acknowledgements,,
PAF / Personnel Action Forms, PR3, etc.)
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; W-4s
are required four years after the due date
of such tax for the return period to which
the records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC 1198.5
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-019
Personnel Files - Medical File / Long Term
and Short Term Disability Claims
Medical Records excluding Pre-Employment
Medical Clearance; ADA Accommodations,
Fit for Duty, etc.

Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-020
Recruitment and Testing File / NeoGov
Recruitment
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Expiration of
Eligibility List
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
SAFETY
Human
Resources /
Safety
HR-021
Accident / Incident Reports (Accidents or
Incidents) - MEMBERS OF THE PUBLIC
Employees are Workers Compensation
Claims
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Human
Resources /
Safety
HR-022 OSHA Citations and Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources /
Safety
HR-023 Respiratory Fit Tests
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et
seq.

Human
Resources /
Safety
HR-025 Safety Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Safety
HR-026
Subrogation Claims:/ Property Damage
Claims / Restitution / Recovery of Damages
to City Property / City's Invoices to
Insurance Companies
Final
Resolution +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources /
Safety
HR-027
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
Human
Resources /
Safety
HR-028
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD LC §6401.9(f), GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Information
Technology IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

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

Information
Technology IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

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

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

Information
Technology IT-004

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

Information
Technology IT-005
Video Recordings - Regular and Ongoing
operations or Building Security (e.g.

Police Holding Cell or Evidence Room
recordings)
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,
Information
Technology IT-006
Video Recordings - Public Areas / Public
Activity (Does not record regular and
ongoing operations)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

INFORMATION TECHNOLOGY
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY
Library LIB-001 Library Systems: LIMS Database
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Data is interrelated; GC §34090
Library LIB-002 Board of Library Trustees

AGENDAS, AGENDA PACKETS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department Preference; GC §34090
Library LIB-003 Board of Library Trustees

AUDIO RECORDINGS
30 days, or
After
Minutes are
Approved,
whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
City Clerk ? LIB-004 Board of Library Trustees

MINUTES, BYLAWS
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090.7
Library LIB-005 California State Reports for Libraries 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-006 Complaints / Compliments 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-007 Facility Rental / Use Applications and Permits 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-008 Flyers for Library Programs
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Preliminary Drafts / Content Not
Substantive; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library LIB-009
Grants: LSCA (Library Services and
Construction), LSTA (Library Services and
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act) and PLF (Public Library Foundation),
WIOA (Workforce Innovation and Opportunity
Act Title II: Adult Education and Literacy).

Final
Expenditure
+ 5 years

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

After QC
&OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Library LIB-010 Library Card Applications
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department preference (the database is
the original record); GC §34090
Library LIB-011 Passport Transmittals 24 months
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
US Passport requirement to destroy
forms monthly; GC §34090
Library LIB-012 Photo Releases 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department preference; GC §34090
Library LIB-013 Program Registrations (with Waivers) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-014 Receipt Books / Receipt Deposits Not sent to Finance 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-015 Reports, Notices for Fines, Overdue Books (Created by Database)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department preference (the database is
the original record); GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library LIB-016 Volunteers / Waivers (Under 18 years old) Inactive /
Separation +
3 years

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

After QC
& OD
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
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

POLICE ADMINISTRATION / OFFICE OF THE CHIEF OF POLICE
Police /
Admin. PD-001
Background Files - Successful Employee
Applicants & Volunteers (Employees,
including Reserves)
Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; ;
29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
Police /
Admin. PD-002
Background Files - Unsuccessful
Employee Applicants & Volunteers
(Employees, including Reserves)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. PD-003
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - UNSUCCESSFUL / DENIED
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-004
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-005
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct
Final
Disposition
+ 15 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC §§832.5(b), 832.7; GC§ 34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Admin. PD-006
Complaints from Members of the Public -
Internal Affairs Investigations WITHOUT
Sustained Finding of Misconduct
Final
Disposition
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 4 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Admin. PD-006.5
Complaints from Employees -Internal
Affairs Investigations WITHOUT Sustained
Finding of Misconduct
Final
Disposition
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
; State requires 2 years after action is taken;
Statute of Limitations is 4 years for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Admin. PD-007
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. PD-008
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-009 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. PD-010 Reports and Studies - Historical (e.g.

Department Annual Reports) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Admin. PD-011
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Admin. PD-012
Reviews: On-Duty Traffic Accidents, Use
of Force, Vehicle Pursuits - Not as a result
of a complaint from a member of the
public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§12946,
12960, 34090
Police /
Admin. PD-013 Subpoenas: Civil 2 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.

Police /
Admin. PD-013.5
Time Sheets / Time Cards / Overtime
Sheets / Overtime Cards / Time Keeping
Database (ESS)
Police Department Only
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to facilitate grant
audits or claim reimbursements; Meets
auditing standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.; FTB
keeps 3 years; IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29 CFR
516.5 & 516.6(c);

ADMINISTRATION / TRAINING
Police /
Professional
Standards &
Training
PD-014
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; Includes Use of
Force training, safety training, etc.

Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Rosters are sent to POST; 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; 8 CCR §3203
et seq., 29 CFR 1602.31 ,
LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Professional
Standards &
Training
PD-015
Training - Department Training Records -

EMPLOYEE FILE
Training Certificates / Training Records
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Rosters are sent to
POST; 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; 8 CCR §3203 et seq., 29 CFR
1602.31 ,
LC §6429(c); GC §§12946,12960,
34090, 53235.2(b)
Police /
Professional
Standards &
Training
PD-016
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090

OPERATIONS / COMMUNICATIONS / CAD / DISPATCH
Police /
Support /
Communi-
cations
PD-017
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings
366 days Mag
Department Preference; legally mandated for
100 days; (civil suits may be filed up to 365
days); GC §§34090, 34090.6
OPERATIONS (Patrol, Traffic, DARE, SWAT, School Resource Officers, etc.) Police /
Operations PD-018 Canine (Police Service Dogs) Program
Files: Service Animal Files
Separation
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-019 Ops Plans (Fourth of July, etc.) Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-020 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-021 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police /
Operations PD-022 Recordings: Automated License Plate
Readers (ALPR)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Operations PD-023 Recordings: Drone (Unmanned Aerial
Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Operations PD-024 Recordings: Video - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Operations PD-025 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-026 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-027 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-028 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

SUPPORT / COMMUNITY SERVICES
Police / Field
Ops PD-029
Crime Prevention & Community Relations
Programs / Community Outreach / Youth &
School Programs / Citizen Patrol / Events,
etc.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT / EVIDENCE AND PROPERTY
Police /
Support /
Evidence &
Property
PD-030 Property & Evidence Database
Indefinite -
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (data is interrelated);
GC §34090
Police /
Support /
Evidence &
Property
PD-031 Crime Report Photos
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Evidence &
Property
PD-032 Gun and Narcotics Destruction Log
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-033 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-034 Recordings: Body-Worn Cameras –
LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Support /
Evidence &
Property
PD-035
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Support /
Evidence &
Property
PD-036 Recordings: Body-Worn Cameras - that
are NOT evidence 1 year Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Support /
Evidence &
Property
PD-037 Recordings: Video - Evidence Room 1 year Mag GC §34090.6 et seq, Police /
Support /
Evidence &
Property
PD-038 Recordings: Video - Temporary Holding
Cell (Juveniles & Adults) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq,
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Evidence &
Property
PD-039 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT / INVESTIGATIONS
Police /
Support /
Investigations
PD-040 Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Not a City record
Police /
Support /
Investigations
PD-041 Criminal Intelligence Files Last Entry +
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and
the information is relevant to that criminal
conduct or activity. Misleading, obsolete or
unreliable information is required to be
destroyed; remaining records must not be
retained longer than 5 years; 28 CFR

23.20(h); GC §34090
Police /
Support /
Investigations
PD-042 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Support /
Investigations
PD-043 Informant Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Investigations
PD-044 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I
§781; GC §34090.7
Police /
Support /
Investigations
PD-045
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing
Date + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Police /
Support /
Investigations
PD-046 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration
pursuant to PC 186.30(a)); GC §34090
Police /
Support /
Investigations
PD-047 Registrants: Gang Adults- Shared Gang
Databases & Written Attestations 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 11 CCR 773.8; 11 CCR 774.7 GC §34090
Police /
Support /
Investigations
PD-048 Registrants: Gang Juveniles
3 years, or
Sealing
Date + 5
years, or
Court Order
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration
pursuant to PC 186.30(a)); Records are
destroyed pursuant to W&I §781;GC §34090
Police /
Support /
Investigations
PD-049 Registrants: Gang Juveniles - Shared
Gang Databases & Written Attestations 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD 11 CCR 774; 11 CCR 774.7 GC §34090
Police /
Support /
Investigations
PD-050 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Investigations
PD-051 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10
or 20 years after offense, provided there are
no subsequent offenses; Pursuant to PC
§290 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Investigations
PD-052 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10
or 20 years after offense, provided there are
no subsequent offenses; Pursuant to PC
§290 et seq.

SUPPORT / RECORDS
Police /
Support /
Records
PD-051 RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Support /
Records
PD-052
Backgrounds for City's Permits /
Regulatory Permits / Permits required by
the Municipal Code
Expiration
of Permit +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
State of
California /
CHP
PD-053
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are
not filed with Crime Report
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into CHP’s portal (a State
record)
Police /
Support /
Records
PD-054
Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana /
Cannabis), Animal, Code Enforcement,
Administrative Citations (Includes requests
for dismissals, cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-055
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-056
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority +
22 years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-057
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing
Date + 5
years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD W&I §§389(a), 781(d), GC §34090;
Police /
Support /
Records
PD-058
CRIME REPORTS:

Lost or Stolen Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Support /
Records
PD-059
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder
Abuse (substantiated), & Sexual Assault
(Rape), Arson (Suspected or
Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Support /
Records
PD-060
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-061
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies and Misdemeanors)
Minimum 10
years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

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

Police /
Support /
Records
PD-062
CRIME REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except
those with outstanding stolen property,
including firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes:

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

QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
Police /
Support /
Records
PD-063
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E
) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes:

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

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Support /
Records
PD-064
CRIME REPORTS:

Missing Persons
P
(If
Returned,
Follows the
Retention
for the
Crime
Report)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-065
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes:

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

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent,
then seals record ("Shall" Destroy); GC
§34090; PC §851.8(a)
Police /
Support /
Records
PD-066
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de
) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes:

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

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support /
Records
PD-067
CRIME REPORTS:

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

QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
State of
California /
Department
of Justice
PD-068
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
State of
California /
Department
of Justice
PD-069 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support /
Records
PD-070 Livescan Application Forms and Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Records
PD-071 Local Criminal History Checks
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
These are copies / printouts from the RMS
database; GC §34090 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-072 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Court or
District
Attorney
PD-073
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration
of the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Not a City record
Police /
Support /
Records
PD-074 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§34090
Court or
District
Attorney
PD-075 Subpoenas - Criminal or Subpoenas Duces
Tecum 2 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ENGINEERING
Lead Dept. PW-001 Permit Database (AIMS) - Temporary
Encroachment Permits / Street Cut Permits, etc.

Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Building Permits are
required to be retained Permanently, or
Life of the Structure; GC §34090, H&S
§19850
Public Works /
Engineering PW-002 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept.
(Managing the
Project)
PW-003
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications
& Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion
+ 5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets
municipal government auditing
standards; Statute of Limitations for
Errors & Omissions not applicable; Some
grant funding agencies require audits;
Statute of Limitations: Contracts &
Spec's=4 years, CCP §337 et. seq., GC
§34090
Lead Dept.
(Managing the
Project)
PW-004
Capital Improvement Projects (CIP):

Administration File / Construction
Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
Preliminary Notices, Project Schedules, Public
Relations, Meeting Agendas & Minutes,
Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP /
WPCP, etc.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Project)
PW-005
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications & Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical
Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice
of Completion, Photos, Record Drawings Soils
Reports, Studies, Submittals, Surveys, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-006
Drawings, Maps Record Drawings, Large-
Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Lead Dept.
(Managing the
Project)
PW-007
Capital Improvement Projects (CIP):

Design & Construction Standards - Authored
by the City for Construction of City
Infrastructure (CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept.
(Managing the
Project)
PW-008
Capital Improvement Projects (CIP):

Environmental Determinations:

Correspondence and internal staff notes
that provide insight into the project or the
agency’s CEQA compliance with respect to
the project Environmental Impact Reports
(EIRs), Negative Declarations, etc.) / CEQA
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the
project or the agency’s CEQA
compliance with respect to the project —
are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC
v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Engineering PW-009
Encroachment Permits: Temporary Permits
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Special Event
Permits, Street Cuts, Tree Removal Traffic
Control, Transportation Permits, Utility Cuts
(Installation & Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-010
Encroachment Permits: Permanent (Structures
in the City's Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011 Grading Permits P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-012
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion
+ 10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
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
Public Works /
Engineering PW-013
Land Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds (copies)
Drainage, Driveway, Easements (copies),
Geotechnical and Soil Reports / Hydrology
Reports, Private Lab Verifications, Testing Lab
Final Reports, Rights of Way (copies), Studies,
Reports, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Engineering PW-015 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-016 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-017 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or State
of California PW-018 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Engineering PW-019 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-020 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-021 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-022 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / FACILITIES MAINTENANCE
Public Works /
Lead Div. PW-023 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Maintenance PW-024 Graffiti Abatement Work Sheets 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Maintenance PW-025 Herbicide or Pesticide Application Forms (Excludes Parks) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
Public Works /
Lead Div. PW-026 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-027 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-028
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for
toxic substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Lead Div. PW-029
Santa Barbara County Air Pollution Control
District (SBCAPCD) Permits - for Generators,
etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-030 Weed Abatement Work Sheets / Pesticide Applications (Excludes Parks) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
PW-031
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-032
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-033
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / FLEET SERVICES
Public Works /
Fleet Services PW-034
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Fleet Services PW-035 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Fleet Services PW-036 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Fleet Services PW-037
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49
CFR 396.3; CCP §337 et. seq., 3 CCR
1234(f); GC §34090
Public Works /
Lead Div. PW-038 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Fleet Services PW-039 Inspections or Audits by the CHP (Fleet) 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Public Works /
Lead Div. PW-040 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-041
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for
toxic substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Lead Div. PW-042
Santa Barbara County Air Pollution Control
District (SBCAPCD) Permits - for Generators,
etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
PW-043
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-044
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-045
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / STREETS MAINTENANCE
Public Works /
Lead Div. PW-046 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Div. PW-047 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Streets Maint. PW-048 Pothole Repairs (Excel Logs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-049 Wide Load Permits / Oversize Load Permits Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Lead Div. PW-050 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Lead Div. PW-051
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for
toxic substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Lead Div. PW-052
Santa Barbara County Air Pollution Control
District (SBCAPCD Permits - for Generators,
etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-053
Sidewalks or Trees: Correspondence (Notice)
to Property Owner to repair privately-owned
sidewalks or maintain privately-owned trees
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Streets Maint. PW-054 Storm Drain System Maintenance (Slip Lining, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Streets Maint. PW-055 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-056 Tree DATABASE (Excludes Parks)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Streets Maint. PW-057 Tree Maintenance, Trimming, Arborists Reports (Excludes Parks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint.

PW-058 Tree Removal or Tree Trimming Permits &
Applications
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Lead Div. PW-059 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Excavator, Operator and Regional
Notification Cetner all have an obligation
to retain for 3 years; GC §§4216.2(f) &
4216.3(d), GC §34090
Division
Providing
Service / Work
PW-060
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-061
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-062
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / TRANSIT
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-063
Funding & Grants: FTA, Others: Equipment
(Buses, Vehicles) and Real Property
Equipment is defined as "useful life of more
than one year and an acquisition cost which
equals or exceeds the lesser of the
capitalization level established by the
governmental unit for financial statement
purposes, or $5,000. Includes rolling stock and
all other such property used in the provision of
public transit service
Includes all records, including application,
administration, reports, audits, etc.

Disposition /
Sale
+ 5 years

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

QC & OD
FTA Retention for Equipment Records.
"The three year retention period for the
equipment records starts from the date
of the equipment’s disposition or
replacement or transfer"; Equipment is
defined as "useful life of more than one
year and an acquisition cost which
equals or exceeds the lesser of the
capitalization level established by the
governmental unit for financial statement
purposes, or $5,000. Includes rolling
stock and all other such property used in
the provision of public transit service".5
years meets auditing standards and
federal requirements; FTA -
Ciricular_5010_1D, III(7); OMB Circular
A-110 & A-133; GC §34090
Public Works /
Transit PW-064
Funding & Grants: FTA, Others: Excluding
Equipment (Buses, Vehicles) and Real
Property
Includes all records, including application,
administration, reports, audits, etc.

Close (Final
Expenditure
Report)
+ 5 years

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

QC & OD
FTA Retention for other Records. "three
years from the starting date specified ...";
"multi-year projects is
the date of submission of the final FSR
upon project completion"';5 years meets
auditing standards and federal
requirements; FTA - Ciricular_5010_1D
III(7); OMB Circular A-110 & A-133; GC
§34090
Public Works /
Transit PW-065 Historically Significant Records - COG
Interpretations of MOU, Railroad Issues, etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC § 34090
Public Works /
Transit PW-066 Inspections or Audits by the CHP (Transit) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-067
Monthly Reports: Ridership Data, Daily
Reports, Demand-Response / Dial-a-Ride /
Fixed Route, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Consistent with Fare & Passenger
Counts, Accounts Receivable and Cash
Receipts; GC §34090
Public Works /
Transit PW-068
Recordings - Audio Recordings - Transit
Center calls to specific extensions for
customer service and quality control purposes.

Minimum
100 days Mag
Department Preference; legally
mandated for 100 days; GC §§34090,
34090.6
Public Works /
Transit PW-069
Recordings - Video Recordings - Transit
Center Employee Activity / Building Security
Video / regular and ongoing operations
When No
Longer
Required
Mag
1 year is not required: 1. The agency has
made a diligent effort to identify a
security system that is capable of storing
recorded data for one year. 2. The
agency determines that the technology
to store recorded data in an
economically and technologically
feasible manner for one year is not
available. 3. The transit agency
purchases and installs the best available
technology with respect to storage
capacity that is both economically and
technologically feasible at that time. PUC
§99164; GC §34090 .6
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-13
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-070 Recordings - Video Recordings - Transit
Center Public Activity / Public Areas
When No
Longer
Required
Mag
1 year is not required: Does not record
regular and ongoing operations; 1. The
agency has made a diligent effort to
identify a security system that is capable
of storing recorded data for one year. 2.

The agency determines that the
technology to store recorded data in an
economically and technologically
feasible manner for one year is not
available. 3. The transit agency
purchases and installs the best available
technology with respect to storage
capacity that is both economically and
technologically feasible at that time. PUC
§99164; GC §34090 .6
Public Works /
Transit PW-071 Recordings - Video Recordings - Transit
Vehicles
When No
Longer
Required
Mag
1 year is not required - No forward-facing
videos; 1. The agency has made a
diligent effort to identify a security
system that is capable of storing
recorded data for one year. 2. The
agency determines that the technology
to store recorded data in an
economically and technologically
feasible manner for one year is not
available. 3. The transit agency
purchases and installs the best available
technology with respect to storage
capacity that is both economically and
technologically feasible at that time. PUC
§99164; GC §34090 .6
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-14
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-072
Safety and Security Reports / Federal Transit
Administration (FTA) / National Transit
Database (NTD)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Transit PW-073 Transit Contract Administration Completion + 5 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets
municipal government auditing
standards; Statute of Limitations for
Errors & Omissions not applicable; Some
grant funding agencies require audits;
Statute of Limitations: Contracts &
Spec's=4 years, CCP §337 et. seq., GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

RECREATION & PARKS
Recreation &
Parks R&P-001 Registration Database - Recreation Applications, Waivers, Registration (ActiveNet)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Parks /
Recreation
R&P-002 Activity Guide / Class Guide / Program Guide /
Art Exhibit Brochures, etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Parks R&P-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-004
Art Exhibits / Temporary Art In Public Places
(Temporary Exhibits or Displays / Temporary
Events) - Completed
Completed Temporary artwork displays, or
cultural Arts
Completion
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-005
Art In Public Places Program / Public Art (ALL
Projects) - Proposed / Not Completed
Proposed or Unsuccessful Permanent or
Temporary (not purchased, nor installed projects)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-006
Art In Public Places Program / Public Art
(Permanent Projects) - Completed, Still
Owned by the City
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-007
Art In Public Places Program / Public Art
(Permanent Projects) - Sold or Disposed
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
Sale or
Disposition +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-008 Art Inventory & Acquisition Invoices
(Documentation of Value) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-009
Assessment Districts, Community Facilities
Districts (CFDs), Landscape Maintenance
Districts (LMDs) - Engineer's Reports /
Assessor Tax Rolls / Annual Property Tax
Charges
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Lead Dept.
(Managing the
Project)
R&P-010
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion
+ 5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Contracts & Spec's=4 years, CCP
§337 et. seq., GC §34090
Recreation &
Parks R&P-011 Contracts for Performances / Instructors Completion + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-012 Evaluations / Surveys (Programmatic Evaluations of Art, Recreation or Theatre programs) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-013
Facility Use Requests / Art Facility Requests /
Field Rentals / Facility Use Applications and
Permits / Theatre Use Requests (Includes
Insurance Certificates and ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Recreation &
Parks R&P-014 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-015 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Lead Dept.
(Responsible for
the Work)
R&P-016 Playground Inspections, Sidewalk Maintenance
(grinding / ramping), etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference, GC §34090
Recreation &
Parks R&P-017
Program Manager's Files: Activity / Special
Programs / Event Files: After-School, Children's
Programs, Gardening, Health Programs, Sports
Programs, etc.

IF the Content relates in a SUBSTANTIVE way to
the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Parks R&P-018
Public Art In Parks, on Utility Boxes (Permanent
Projects) - Completed
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-019 Recreation & Parks Commission

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-020 Recreation & Parks Commission

AUDIO RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
Recreation &
Parks R&P-021 Recreation & Parks Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Recreation &
Parks R&P-022 Recreation & Parks Commission

VIDEO RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; video
recordings of meetings are required
for 90 days; GC §34090.7
Recreation &
Parks R&P-023 Reports generated from Registration Database When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records (The
database is the original record); GC
§34090
Recreation &
Parks R&P-024 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-025 Safety Inspections / Self Inspections / Inspection Checklists 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-026 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-027 Swimming Pool - Chemicals, Maintenance - Ad Hoc
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; 22 CCR
65523; GC §34090
Recreation &
Parks R&P-028 Swimming Pool - Lifeguard Certifications 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
29 CFR 1602.31 & 1627.3(b)(ii), GC
§§ 3105, 12946, 12960, 60201; 29
USC 1113
Recreation &
Parks R&P-029 Tobacco Retail Licenses (Includes Final
Determination of Appeals)
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-030 Tree DATABASE (Park Trees Only)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Recreation &
Parks R&P-031 Tree Maintenance, Trimming, Arborists Reports (Park Trees Only) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance PW-030 Weed Abatement Work Sheets / Pesticide Applications (Parks Only) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3
CCR 6623, 40 CFR 110.3(d)
Lead Dept.
(Responsible for
the Work)
R&P-032
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System) / ASSET MANAGEMENT

DATABASE
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Lead Dept.
(Responsible for
the Work)
R&P-033
Work Orders / Service Requests - All
Information Entered in CMMS Database /

ASSET MANAGEMENT DATABASE
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Responsible for
the Work)
R&P-034
Work Orders / Service Requests - NOT entered
in CMMS Database / ASSET MANAGEMENT
DATABASE (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / ALL DIVISIONS
Lead Dept. UT-001
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures
(SPCC), Inspections, Integrity Testing,
Maintenance, Repairs
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every
20 years); GC §34090
Lead Dept. UT-002 APCD Permits (Air Pollution Control Districts) - for Generators
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Utilities / Lead
Div. UT-003
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Lead Dept. UT-004 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. UT-005 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (some
equipment is from the 1950's, and the
O&M Manual isn't helpful); GC §34090
Lead Dept. UT-006 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. UT-007
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as
long as a record of the chemical /
substance / agent, where & when it was
used is maintained for 30 years; Applies
to qualified employers; Claims can be
made for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Lead Dept. UT-008 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; entered into
DigAlert Software; the Excavator,
Operator and the Regional Notification
Cetner all have an obligation to retain for
3 years; GC §§4216.2(f); GC §34090
Division
Providing
Service / Work
UT-009
Work Orders / Service Requests / Service
Orders
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

UTILITIES / BUSINESS
Utilities /
Business UT-010
Prop. 218 (Property Based Fee Increases) -
Notices and Mailing lists
(City Clerk maintains protest letters and
tabulations)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Utilities /
Business UT-011 Cost of Service Studies Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final is
presented to the City Council; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / ENGINEERING
Lead Dept.
(Managing the
Project)
UT-012
Capital Improvement Projects (CIP):

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
Lead Dept.
(Managing the
Project)
UT-014
Capital Improvement Projects (CIP):

Drawings, Record Drawings, Large-Format
Drawings, Survey Record Maps, Capital
Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Project)
UT-015
Capital Improvement Projects (CIP):

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Environmental Determinations:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / SOLID WASTE COLLECTIONS & LANDFILL DISPOSAL Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-018 Landfill Scales & Cashiering / Weight
Measurement Software / Database
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-019 Route Management Software
Indefinite -
When No
Longer
Required

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

QC & OD
Department preference; Content does
Not relate in a substantive way to the
conduct of the public's business); GC
§34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-020
APCD Permits (Air Pollution Control District
Permits) - for Landfill Operations Only -
Methane, Gas Flares,, etc.

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

QC & OD
Department preference; 40 CFR 70.6;
GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-021 Correspondence - Regulatory Agencies
(Landfill & Solid Waste)
Minimum 10
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-022
Landfill Notice of Non-Applicability - Regional
Water Quality Control Board (RWQCB)
Exemption for Gas Flare
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-023 Landfill Tonnage Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-024
Permits - Solid Waste & Landfill Regulatory /
Operating Permits: Examples (CalARP, Cal
OSHA, CERS, CUPA, NPDES, SWRCB, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-025
Reports - Solid Waste & Landfill Regulatory /
Operating Reports: Examples (CalARP, Cal
OSHA, CERS, CUPA, NPDES, SWRCB, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-026
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection and Recycling) . CalRecycle Annual
Waste Diversion Report / Measure D annual
report / Form 303 report (HHW report)
Household Hazardous Waste Reports /
CalREcycle Used Oil report / CalREcycle
Bottles & Cans report / Construction Waste
Management Forms, State Waste Reduction
Reports, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for
10 years, and are eligible for an
extension; 14 CCR 18812.4, 14 CCR §
18995.2; H&S §39730.7; GC §34090

UTILITIES / STORMWATER
Utilities /
Stormwater UT-027 Chain of Custody / Lab Reports, Stormwater 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Utilities /
Stormwater UT-028
Correspondence - Regulatory Agencies
(Stormwater / NPDES, may include Laboratory
Reports)
Minimum 10
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities /
Stormwater UT-029 Permits: Stormwater / NPDES Permits / MS-4 Permits
Superseded
+ 5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Utilities /
Stormwater UT-030 Stormwater: Inspections, Industrial Notices / Code Enforcement / Violations / Spill Response
Resolution +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / UTILITIES / SEWER COLLECTIONS
Utilities / Sewer
Collections UT-031 CCTV Videos of Sewer Lines (If a recording is made)
Minimum 2
years Mag Department preference; GC §34090
Utilities / Sewer
Collections UT-032 Correspondence - Regulatory Agencies (Sewer Collections
Minimum 10
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities / Sewer
Collections UT-033
FOG (Fats, Oil & Grease) Inspections /
Pretreatment Inspections Annual & Quarterly
Reports
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Utilities / Sewer
Collections UT-034 Reports - Sewer Collections Minimum 5 years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs are
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Utilities / Sewer
Collections UT-035 Sanitary Spills and Overflows (SSOs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Utilities / Sewer
Collections UT-036 Sanitary Survey of Sewer System 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities / Sewer
Collections UT-037 Sewer Collection System Operations
Certification (Posting Requirement)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities / Sewer
Collections UT-038 Sewer Odor Complaints / Gas Detection Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Sewer
Collections UT-039
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 5 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090

UTILITIES / WASTEWATER LABORATORY
Utilities /
Wastewater
Laboratory
UT-040
Laboratory Reports & Chains of Custody:

Wastewater, WWTP, Biosolids, Groundwater
Monitoring
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities /
Wastewater
Laboratory
UT-041
WWTP Laboratory Equipment Calibration
Records, ELAP certificates and performance
evaluation studies
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities /
Wastewater
Laboratory
UT-042 WWTP Laboratory Quality Assurance Manual
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; NELAP TNI
V1M2 4.13.3.b "The laboratory shall
retain all records for a minimum of five
(5) years from generation of the last
entry in the records." GC §34090

UTILITIES / WASTEWATER TREATMENT PLANT (WWTP)
Utilities / WWTP UT-043 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets (for removal) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Utilities / WWTP UT-044 Correspondence - Regulatory Agencies (Wastewater)
Minimum 5
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities / WWTP UT-045
Permits - Wastewater Regulatory / Operating
Permits: Examples (APCD, CERS, CUPA,
EPA, NPDES, RWQCB, SWRCB, etc.)
Minimum
Expiration
+10 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / WWTP UT-046
Reports - Wastewater Reports to Regulatory
Agencies: Examples ((APCD, CERS, ,
NPDES, RWQCB, SWRCB, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / WWTP UT-047 SCADA Database (Wastewater)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Data is interrelated; GC §34090
Utilities / WWTP UT-048 Wastewater Treatment Plant Operators Certificates (posting required)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / WWTP UT-049 Wastewater Treatment Plant Safety Training Certificates (posting required)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
Utilities / WWTP UT-050 WWTP Operator Log Books and Daily Log 5 years Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090

UTILITIES / UTILITIES / WATER DISTRIBUTION
Utilities / Water
Distribution UT-051 Backflow Test Results / Backflow Assembly Test Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / Water
Distribution UT-052 Fire Hydrant Flushing Records / Work Orders Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / Water
Distribution UT-053 Fire Hydrant Valve Maintenance Records / Work Orders
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / Water
Distribution UT-054 Water Loss Audits / Leak Work Orders Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department Preference; GC §34090

UTILITIES / UTILITIES / WATER PRODUCTION (POTABLE WATER) SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Water
Production UT-055 Blending and Disinfection Facility Operator.

Operator Log Books (Water Production) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Utilities / Water
Production UT-056
Customer Concerns / Customer Complaints /
Complaint Forms: Odor / Taste / Visual
Complaints (Correspondence regarding
Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22
CCR 64470(a)
Utilities / Water
Production UT-057 Lab Reports & Chains of Custody: Potable Water Bacteriological and Organics
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference (5 years is
required); 40 CFR 141.33(a) and (b)(1);
22 CCR §64470
Utilities / Water
Production UT-058 Lab Reports & Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; (10 years is
required); 40 CFR 141.33(a); 22 CCR
§64692
Utilities / Water
Production UT-059 Lab Reports & Chains of Custody: Potable Water Lead & Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
Utilities / Water
Production UT-060
Permits - Water Regulatory / Operating
Permits: CERS, DDW (Division of Drinking
Water), DWR (Department of Water
Resources), EPA,, SWRCB (State Water
Resources Control Board) ,etc.

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / Water
Production UT-061
Regulatory Agencies for Potable Water -
Correspondence with Substantive Content:

DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Water
Production UT-062
Reports / Water Reports to Regulatory
Agencies: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department
of Water Resources), EPA, SWRCB (State
Water Resources Control Board) ,etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / Water
Production UT-063 Reservoirs: Maintenance, Videos, Inspections, etc. P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities / Water
Production UT-064 Sanitary Surveys of Water Sources 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Utilities / Water
Production UT-065 SCADA Database (Water)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Utilities / Water
Production UT-066
Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience
Assessment / Hazard Mitigation Plan
When
Superseded -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Confidential; 42 USC 300i-2(d); GC
§34090
Utilities / Water
Production UT-067 Water Operator Safety Training Certificates Minimum 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
Utilities / Water
Production UT-068 Water Production Reads (DDW, DWR,
SWRCB) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Utilities / Water
Production UT-069 Water Quality Reports / Consumer Confidence Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Water
Production UT-070 Water Treatment Plant Operators Certificates (Posting Required)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities / Water
Production UT-071
Well History / Well Production / Well Pumping /
Well Run History / Log Books / Logs (Includes
Abandoned & Destroyed Wells)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Santa Maria City CouncilFebruary 18, 2025

Santa Maria City Council
February 18, 2025