Exhibit D - Retention Schedule — Santa Rosa City Council, June 6, 2023

City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments 001 Community Outreach and Public Relations
Records and information regarding internal and external-facing communications, advertising and press relations materials, including documentation of outreach activities/events held by departments in cooperation with or for the benefit of City staff and for the local community.

Brochures, Flyers
Correspondence
Events Registrations (job fairs, top businesses, etc.)
FAQs
Flyers
Media Packets
PowerPoint Presentations
Press Releases
Public / Media Inquiries
Public Information / Outreach / Education
Public Surveys
Publications Produced by the City (newsletter, visitors guide) Publicity Files
Social Media Documentation
Speeches
Tours
All Departments 4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
002 Department Administration
General internal administrative records of City departments, including:
- Documentation of department activities
- Routine reports generated by the City
- Information captured on a log or a list
- Routine correspondence, memos, notes and emails that do not pertain to another category - Department projects and proposed projects
- Resident requests, inquiries, complaints (emails or letters) Assignment Lists (council members, staff projects )
Backup Documentation (for invoices, incidents, etc. )
City Generated Routine Studies / Reports
Commemorations, Memoriums, Proclamations
Department Administrative Documents (calendars, goals, objectives, meeting agendas, meeting minutes, meeting tapes/recording, notices, plans )
Employee Communication Letters (announcements, new programs, notices )
Employee Surveys
In-House Committees / Employee Committees
List of Enterprise Systems
Lists and Logs (booking number, case number, daily DR#, housing waiting lists, subpoenas received, meetings )
Office Files, Office Manager Files
Operating Plans
Organization Charts
Potential Claims
Proclamations
Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.

Reports (distribution, activity, tracking, monthly, periodic ) Special Notices
Statistics and Metrics
Weekly Updates
Work Schedules
All Departments While Active+2Y CA - GOV 34090 - (2Y)
003 Emergency Management
All documentation for dealing with preparation for and responses to emergencies, disasters and/or system failures for City facilities. Includes the Emergency Operations Center.

After-Hours Binder
Communication
Drill Records and Employee Training
Emergency Contact Lists, Employee Lists, Roster of Workers Emergency Evacuation Procedures
Emergency Plans
Emergency Operations Center Activations
Emergency Preparedness
Emergency Responses
Telephone Trees
Vulnerability Assessments
All Departments While Active+7Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 14 CFR 139.325(h) - (3Y)
US - 24 CFR 91.105(h) - (5Y)
US - 29 CFR 97.42(b) - (3Y)

Contact the Santa Rosa Police Department with any questions. Page 1 Exhibit D
City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Attendance
Briefing/Unit Training
Certification Records
Compliance Training
Individual Education, Development
Tailgates
All Departments 5Y CA - 8 CCR 3203 - (1Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2b - (5Y)
CA - GOV 53237.2b - (5Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (2Y)
005 Employee Training Materials, Courses, Scheduling
Documentation regarding the content of courses and schedules for training offered to employees, officials and volunteers.

AB 1234
Attendance Lists
Employee Development
Presentation Materials
PowerPoint Slide Decks
Rosters
Sign-in Sheets
Testing/Qualifications
Training Bulletins
All Departments 5Y CA - 8 CCR 3203 - (AC+1)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
CA - GOV 53235.2(b) - (5Y)
CA - GOV 53237.2(b) - (5Y)
US - 29 CFR 1602.14 - (1Y)
006 Financial and Strategic Planning
Records and information relating to financial and strategic planning.

Business Plans
Financial Plans
Forecasts
All Departments 5Y CA - GOV 34090 - (2Y)
007 Grants and External Funding Sources
Documents the application, evaluation, awarding, administration, monitoring, reporting, and status of grants and other funding sources in which the City is the recipient, grantor, allocator, or administrator. Includes:
- Community Improvement Grants
- Combined Federal, State, Local Grants
- Federal Grants
- Local Grants
- State Grants
- Transportation Agency Funding
- Violence Prevention Grants
Applications (including project proposals)
Audits
Award Notification
Funding Requests (State Funded)
Grant Administration
Grant Evaluations
Grant Funding
Grant Invoices
Payroll (certified, Davis Bacon)
Program Rules, Regulations, Procedures
Reports to Funding Agencies
Semi-annual Labor Reports
All Departments Subsequent to
Formal Notice of
Completion from
Funding
Agency+5Y
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 91.105(h) - (5Y)
US - 24 CFR 570.490(d) - (CL+3Y)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 24 CFR 884.214 - (3Y)
US - 24 CFR 982.158 - (AC+3Y)
Unsuccessful applications are retained
for 2 years.

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

Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 2 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Agenda Packets (can include the following items: agendas, staff reports, correspondence, memos to Council, petitions to Council, presentations, commendations, proclamations, public hearings and/or appeals, supplemental communications, transcriptions, activity reports, summary of actions / statements of actions (SOAs), annual administrative reports)
Rosters
Secretary of State Statement of Facts
All Departments 15Y* CA - CCP 315 - (LA10Y)
CA - CCP 321 - (LA5Y)
CA - CCP 336 - (LA5Y)
CA - CCP 336a - (LA6Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - GOV 50115 - (1Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 3 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Audio and Video Recordings All Departments 15Y* CA - GOV 34090.7 - (90D) CA - GOV 54953.5(b) - (30D)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 4 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Bids, Awards (unaccepted, rejected)
Exhibits
Price Lists
Quotations
Requisitions
Requests for Information (RFI)
Requests for Proposal (RFP )
Requests for Quote (RFQ )
Scorecards
Specifications
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 5 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Collection Lists
Formal Public Records Requests
Inquiries
Local Appointments List (Maddy Act)
Subpoenas duces tecum
Subpoenas for Records (other than for City legal actions) All Departments 2Y CA - GOV 34090 - (2Y)
016 Public Notices
Records documenting compliance with laws requiring public notice of government activities.

Subjects include assessments, elections, land use changes, public meetings and hearings, sale of property, and others.

Affidavits of Mailing
Affidavits of Posting
Affidavits of Publication/Legal Notices
Public Hearing Notices
Public Meeting Notices
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - GOV 54960.1 - (90D; 30D)
017 Requests for Service and Daily Work Reports
Documentation of requests for service and reports of work performed in response to those requests.

Actions Taken
Complaints
Customer Concerns
Daily Work Reports
Issues Log
Service Requests
Trouble Reports
All Departments 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
018 CIP and Engineering Projects - Administrative Files Records and information related to the administration of capital improvement projects (CIP) and other architectural and engineering projects for City facilities, streets and infrastructure.

Includes private development projects and projects funded from various sources including bonds, grants, capital improvement, and general fund.

Administrative Records
Certified Payroll
Project Meeting Minutes, Plans and Schedules
Real Estate Appraisals
Capital Project
Engineering
Recreation & Parks
Transportation & Public
Works
Closeout+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 29 CFR 97.42(b) - (AC+3Y)
* Life of Building, Asset or Facility
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 6 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Construction Contract Records (correspondence to/from contractor, submittals, invoice & payments, requests for information, requests for quote)
Development Impact Fees and Reconciliations
Easements/ROW
EIR, Notice of Determination, Categorical Exemptions
Encroachments
Final Improvement Plans/As-Built Plans
GeoTechnical Reports/Soil Testing/Special Inspection
Hydraulic Analyses
Inspections
Land Development
Notices (completion, to proceed, intent, potential claims, stop payment, termination)
Permits
Photos/Pictures
Project Assessments
Refundable Deposits for Development Projects
Specifications, Calculations, Change Orders
Subdivision Bonds
Studies and Surveys
Underground Utilities Maps
Work Directives
Capital Project
Engineering
Recreation & Parks
Transportation & Public
Works
Water
Permanent CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - 14 CCR 15095 - (Reasonable)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 24 CFR 92.508(c) - (AC+5Y)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 29 CFR 97.42(b) - (AC+3Y)
* Life of Building, Asset or Facility
020 City Attorney Administrative Files
Administrative records related to the activities of the City Attorney's office.

Amicus Briefs
Confiscation of Weapons
Criminal Files
Depositions (where the City is not a party)
Pitches Motions
Project Files
City Attorney While Active+2Y CA - GOV 911.2 - (LA6M; LA1Y) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)021 Internal Legal Advice and Opinions Memoranda containing legal advice prepared by the City Attorney's office for City departments.

Memos
Opinions
City Attorney 10Y CA - GOV 34090 - (2Y)
Note: Memoranda may be in either
physical or electronic form.

Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 7 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Bond Foreclosures
Case Files
Civil Writs
Code Enforcement / Abatement Case Files Referred for Legal Action Complaints
Court Orders
Discovery
Exhibits
Judgments
Pleadings
Public Nuisance Abatements
Related Correspondence
Restraining Orders (gun violence, workplace violence)
Settlement Agreements
Subpoenas (civil subpoenas, criminal subpoenas)
Weapons Petitions
City Attorney Final
Resolution+10Y
CA - 2 CCR 11013 - (AC+2Y)
CA - 22 CCR 1085-2(c) - (4Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 911.2 - (LA6M; LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 CFR 301.6501(a)-1 - (4Y)
US - 26 CFR 301.6532-1 - (LA2Y)
US - 26 CFR 301.6532-2 - (LA5Y)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626(d) - (LA300D)
US - 42 USC 2000e-5(e) - (LA180D)
US - 42 USC 2000e-5(f) - (LA180D)
023 Litigation - Final Settlement
Documentation of settlements that close out litigation with other parties.

Settlement Agreements City Attorney Permanent CA - CCP 315 - (LA10Y) CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
024 Neighborhood Revitalization
Records and information of the City's Neighborhood Revitalization programs and services, including:
- Graffiti abatement
- Partnerships with neighborhood organizations
Correspondence
Events
FAQs
Program Resources
City Attorney
Fire
Planning & Economic
Development
4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 8 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Accident/Incident Reports
Actuarial Reports
Annual Audit of Open Claims
Appraisals
CJPRMA Reportable Claim Forms
Claims By/Against the City
Closing Letters
Damage Estimate Reports
DFEH Claims
EEOC Claims
Supporting Documentation
Investigations
Liability Waivers
Releases
Third Party Claims
City Attorney
Human Resources
Risk Management
Age 19 or Final
Resolution+5Y,
whichever is longer
CA - 2 CCR 11013 - (AC+2Y)
CA - CCP 337 - (LA4Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 911.2 - (LA1Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 34090 - (2Y)
CA - VEH 2547 - (LA3Y)
Exception: Accident, incident, and injury
reports not resulting in a claim can be
disposed of after 2 years.
026 Appointments to Boards, Commissions and Committees
Staff records related to appointments made by authorized elected officials to councils, committees, boards, and commissions.

Applications (appointed, unsuccessful)
Interview Notes
Letters of Appointment
Letters of Recommendation
Oaths of Office
Resumes
Submitted Documents
Training Records
City Clerk Term of Office+2Y CA - GOV 34090 - (2Y)
027 Election Records - Administrative Files
Documentation of the administration of City elections.

Ballot Measures (Arguments For / Against, Full Text, Rebuttals, Impartial Opinion)
Campaign Filing Log
Election Results
Nomination Packets
Petition Administration
Research Notes
City Clerk 10Y* CA - ELEC 17300 - (5Y)
CA - GOV 34090 - (2Y)
CA - GOV 81009(f)(g) - (4Y; 2Y)
028 Election Records - Candidates Elected
Records and information related to the filing of campaign and election documentation by candidates who are elected to City offices.

Campaign Disclosures and Statements
Candidate Statements (for sample ballot)
City Clerk Permanent CA - ELEC 17100(a) - (T+4Y)
CA - GOV 34090 - (2Y)
CA - GOV 81009(b) - (PR)
CA - GOV 84616(b) - (4Y)
029 Election Records - Candidates Not Elected
Records and information related to the filing of campaign and election documentation by candidates, but who are not elected.

Campaign Disclosures
Campaign Statements
City Clerk 5Y CA - GOV 34090 - (2Y)
CA - GOV 81009(b) - (5Y)
CA - GOV 84616(b) - (4Y)
030 Election Records - Initiative, Recall, or Referendum Petitions Petitions for initiative, referendum, recall, or ballot measures, whether successful or not.

Petitions City Clerk 8M CA - ELEC 17200 - (8 Months)
CA - ELEC 17400 - (8 Months)
031 Election Records - Nomination Documents
Records and information related to the filing of nomination papers and petitions in lieu of filing fee.

Nomination Papers
Petitions in Lieu of Filing Fee
Signatures in Lieu of Filing Fee Petitions
Supplemental Nomination Papers
City Clerk Term of Office + 4Y CA - ELEC 17100(a) - (T+4Y) NOTE: For candidates not elected,
records are retained 4 years after date of
election.

Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 9 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Form 400 Series
Form 501
Form 700 Series
Form 801
Form 802
Form 803
Form 806
City Clerk 10Y CA - GOV 34090 - (2Y)
CA - GOV 81009 - (4Y, 7Y)
CA - GOV 84615(i) - 10Y
CA - GOV 84616(b) - (4Y)
033 Prop 218 Protest Procedure
Records related to administration of notifications and protests associated with taxes, assessments and fees subject to Prop. 218.

Ballots
Engineer's Report
Notices
Protest Letters
Public Hearing Material
City Clerk While Active+2Y CA - GOV 34090 - (2Y)
CA - GOV 53753 - (2Y)
CA - GOV 53755 - (AC+2Y)
034 Records, Information Management
Documentation of the compliance with Records and Information Management policy and procedures.

Certificates of Destruction
Document Hold Notices, Updates
Inactive Records Storage Information (inventories, transmittals) Indexes / Lists of Stored / Destroyed Records
Records Transfers (to storage, to other depts.)
City Clerk 10Y CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 CFR 301.6501(a)-1 - (4Y)
035 Redevelopment/Successor Agency Administrative Records Administrative records of the former Santa Rosa Redevelopment Agency or the Successor agency to the Santa Rosa Redevelopment Agency.

Annual Report to State
Due Diligence Reviews
Real Estate Acquisition Files: Property Not Purchased (includes property appraisals)
State Controllers Report
City Clerk 2Y CA - GOV 34090 - (2Y)
CA - HSC 34177(n) - (1Y)
036 Redevelopment/Successor Agency Programs and Projects Records of the programs and related activities of the former Santa Rosa Redevelopment Agency or the Successor agency to the Santa Rosa Redevelopment Agency.

Project Files, Plans
Redevelopment Plans
Relocation Files Where Redevelopment/Successor Agency is the Lead
City Clerk Program
Completion+5Y
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 92.508 - (CL+5Y)
037 Lobbying Activities on Behalf of the City
Records and information related to the registration and activities of lobbyists on behalf of the City.

Expenditures
FPPC Filings (Form 602, Form 635)
Registrations
Reports (lobbyist activities)
City Clerk
City Manager
Communications &
Intergovernmental
Relations
7Y CA - 2 CCR 18615 - (5Y)
CA - GOV 81009(e) - (7Y)
CA - GOV 86110 - (MAINT)
US - 11 CFR 102.9 (3Y)
US - 11 CFR 104.14 (3Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 10 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Acquisitions
Annexations
Attachments
Buildings
Capital Improvements
Community Development Block Grant (CDBG ) Property
Deeds
Dispositions
Eminent Domain / Condemnation Proceedings
Housing Authority Owned Properties
Land
Licenses
Mortgages
Possessory Interest Report
Sales
Valuation Information (appraisals)
City Clerk
City Manager
Finance
Housing & Community
Services
Planning
Real Estate Services
Transportation & Public
Works
Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 26 CFR 31.6001-1 - (4Y)
039 Debt
Records and information relating to City debt activities.

Account Statements (CFD, RDA)
Annual Reports
Arbitrage Reports
Bond Insurance Transcripts
Bonds (CFD, continuing disclosures, bond rating reports, official statements)
Enforceable Obligation Payment Schedule (EOPS)
Fiduciary Debt
Loans
Payment History/Schedules
Promissory Notes
Recognized Obligation Payment Schedules (ROPS/TARBS)
Reporting (continuing disclosure, Mello-Roos, state reports) Security Instruments
Statements of Indebtedness
Successor Agency Property Management Plans
Third Party Trustee Account Statements
Trust Accounts (including developer payments)
City Clerk
Finance
Housing & Community
Services
Permanent CA - CCP 336 - (LA5Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.5 - (LA10Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501(a)-1 - (4Y)
040 Investments
Records and information relating to City investment activities.

Arbitrage
Certificates of Deposit (CDs )
Financial Investment Planning
Investment Bonds
Investment Reporting and Portfolio Management
Local Agency Investment Fund (LAIF)
Quarterly Investment Report
Trade Tickets
City Clerk
Finance
Housing & Community
Services
Maturity*+5Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 301.6501(a)-1 - (4Y)
*Maturity includes cancellation and
redemption
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 11 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Abandonments
Address Records
Annexations
Certificate of Correction
Conveyances from the City (deeds, easements,
abandonments/vacations)
Conveyances to the City (deeds, easements, dedications) Deeds of Trust
Development Agreements (DDA, DA, etc.)
Detachments
Easements
Eminent Domain / Condemnation Proceedings: Final Order of Condemnation
Grant Deeds
Irrevocable Offers to Dedicate
Rights-of-Way
Subdivision Improvement Agreements (SIA)
Vacations
City Clerk
Housing & Community
Services
Planning
Transportation & Public
Works
Permanent CA - GOV 34090(a) - (PR)
043 Organics and Solid Waste Compliance Records
Records and information of the City's activities for managing, recycling, and composting solid wastes in compliance with Statewide requirements (AB 939 and SB 1383).

Compliance Reports
Inspections
Solid Waste Tonnage Reports
Statistics
City Manager 10Y CA - 14 CCR 18995.2 - (5Y)
CA - GOV 34090 - (2Y)
CA - HSC 39730.7 - (10Y)
044 Economic Development Programs and Services
Records and information documenting the City's economic development programs including marketing, events and customer relationships management, and the public art program.

Brownfields Loan Program
Business Assistance
Business Incentive Programs (grants, funding)
Convention & Visitors Bureau Contract Management
Cultural Arts Master Plan
Economic Development Programs
Economic Development Special Districts (e.g., Business
Improvement Area (BIA))
Economic Development Strategy
Letters and Notices
Economic Development While Active+5Y CA - CCP 337 - (LA4) CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 91.105(h) - (5Y)
US - 24 CFR 570.502 - (CL+4Y)
045 Encroachments - City Property
Records documenting permanent encroachments upon City property, such as buildings, CalTrans, sewers, streets, utilities, etc.

Permanent Encroachment Permits Engineering Permanent CA - CCP 337.1 - (LA4Y) CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 12 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Aerial Photos
Assessor Parcel Maps
Annexations
Benchmarks and Land Surveys
Building Site Determination
CRS Documents
Drainage
Fee Calculations
Flood Plain Management Mapping, Analysis, and Plans (SB5) Functional Classification Maps
Geographic Information System (GIS )
Improvement Plans, Drawings
Lot Line Adjustments
Lot Numbers
Master Maps (CIP, historic, drainage )
Major Subdivisions (SD )
Minor Subdivisions (MS )
Mylars
Parcel Mergers
Parcels, Plats
Rights of Way
Signal Plans
Signing and Striping Plans
Street Address Files, Street Name Changes
Subdivisions
Tracts
Traffic Signal Plans, Interconnect Plans
Water Receipts (Determines Property Rights)
Zoning Maps
Engineering
Planning
Transportation & Public
Works
Water
Permanent CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)*
US - 44 CFR 60.3 - (MAINT)
* Life of Building, Asset or Facility
047 Fuel Management
Records related to the purchase, tracking and management of fuel for City vehicles.

Above Ground Fuel Storage Tanks
California Air Resources Board Certificate
Diesel Fueling Station
Fuel Bid Sheets/Purchasing/Pricing Reports
Fuel Card/Key Authorizations
Fuel Reports, Billing Reports, Journals, Fuel Tickets
Pump/Gas Tank Maintenance
Underground Fuel Storage Tanks (monitoring, maintenance) Field Services
Water
Life*+5Y CA - 23 CCR 2712(b)(1), (b)(2), (b)(3) -
(3Y; 5Y; 6Y)
CA - 23 CCR 2712(b)(6) - (Life of tank)
CA - 23 CCR 2712(c) - (5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25283.5(a)(3) - (MAINT)
CA - HSC 25284.4 - (3Y)
CA - HSC 25285 - (5Y)
CA - HSC 25292 - (1Y)
CA - HSC 25293 - (MAINT)

* Life of Tank
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 13 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Aging Reports
Credit Memos
Expense Reports, Reimbursements for Employees and Officials Fees Schedules
Form 1099 Records and Form W-9 Records
Invoices and Vouchers
Payables
Purchasing Card Expense Reconciliation/Allocations
Refunds
Sales and Use Taxes Paid
Section 8 Payments
Tuition Reimbursements
Finance 7Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - LAB 1174(d) - (3Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 18 CFR 125.3(29) - (AC+4Y)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 24 CFR 982.158 - (AC+3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 97.42 - (3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y; 2Y)
049 Agreements, Contracts and Leases - Construction, Improvements to Real Property and Facilities
Executed agreements and contracts for construction and/or improvements to the City's real property and facilities .

Addendums and Amendments
Attachments / Exhibits
Bids, Awards
Bonds
Certificates of Insurance
Certified Payrolls
Change Orders
Development Agreements
Disclosures
Exhibits
Letters of Intent
Memoranda of Agreement (MOAs)
Procurement Documents (bids, awards, price lists, proposals, quotations, requisitions, requests for proposal (RFPs)) Statements of Work (SOWs )
Warranties
Finance Permanent CA - CCP 315 - (LA10Y)
CA - CCP 337 - (LA4Y)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090(a) - (PR)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 91.105(h) - (5Y)
US - 24 CFR 92.508 - (CL+5Y)
US - 24 CFR 982.158 - (AC+3Y)
US - 29 CFR 97.42 - (3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y)
US - OMB Circular A-133 - (3Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 14 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Addendums and Amendments
Attachments / Exhibits
Bids, Awards
Bonds
Certificates of Insurance
Certified Payrolls
Change Orders
Disclosures
Exhibits
Joint Powers Agreements (JPAs)
Letters of Intent
License Agreements, Licenses
Memoranda of Agreement (MOAs)
Memoranda of Understanding (MOUs)
Notices of Intent
Procurement Documents (bids, awards, price lists, proposals, quotations, requisitions, requests for proposal (RFPs)) Professional Services Agreements
Receiving Reports
Specifications
Statements of Work (SOWs)
Warranties
Finance While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y)
US - OMB Circular A-133 - (3Y)
051 Audit Records
Records and information related to internal audits and administration of auditing activities, whether required by regulations or generated to track financial transactions and achievements by the City. Audits may include those reviewing and documenting operational, compliance, as well as financial information created as a part of an audit.

Annual Audit Reports
Audit Files, Plans
Audit Schedules
Audit Workpapers
Audit Reports
CalPERS and OPEB Valuation Reports
GASB 68 and GASB 75
General Purpose Financial Audits, Single Audits
Management Responses
Revenue/Expenditure Reports
Treasurer's Report
Finance Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
* Audits are considered active until the
final report is issued and all corrective
actions have been completed.
052 Bank Account Information
Records and information related to banking authorities, activities, transactions and correspondence. This category includes reconciliations.

Bank Account Administration
Bank Statements (all agencies)
Checks/Warrants, Canceled or Voided
Check Copies
Check/Warrant Registers, Journals
Corrections / Returns / Adjustments
Deposit Slips/Receipts
Electronic Banking Transactions
Purchasing Card Statements
Reconciliations
Signature Cards
Transfers/Wires
Treasurer Receipts
Trustee Statements
Finance 7Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 15 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Appeals
Applications
Certificates
Exemptions
Fees
Refunds
Related Correspondence
Renewals
Reports
Finance 7Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
054 Financial Reporting - Official
Official financial reports of the City.

Annual Budget
Annual Comprehensive Financial Report (ACFR)
Annual Report of Financial Transactions To State
Annual State Controller Filings
Audited Financial Statements
Budget Amendments
CalPERS Reports, including Actuarial Reports
CalPERS Retirement Plan
Compliance Reporting (Measures B, BB, F)
Local Government Compensation Report
PERS Reports
Single Audits
State Controller's Report
Finance Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 1.1461-2 - (CU+1Y)
US - 26 CFR 31.6001-1(e)(2) - (CU+4Y)
US - 26 USC 6531 - (LA6Y)
055 Fixed Assets
Records and information related to the ownership, transfer, acquisition, disposition of fixed assets (including leases and capital improvements) owned by or used by the City.

Acquisitions
Amortization
Asset Retirement Records
Dispositions
Capital Asset Records
Capital Improvements
Depreciation Schedules
Fixed Asset Reports
Fixed Asset Ledger
Fixed/Capital Asset Accounting
Possessory Interest
Sales
Valuation Information
Finance Life*+10Y CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 USC 6531 - (LA6Y)
* Life of Asset
056 General Ledger, Journal Entries, Budget Adjustments Records and information related to the transfer of charges between accounts and summaries of account information, including year end summaries of general ledger transactions.

Account Ledgers
Balance Sheets
Cash Journal Entries
Chart of Accounts
Downloads/Data Exports
Expenditure Reports
General Ledger
Journal Entries and Backup Documentation
Journal Vouchers
Reconciliation Documents
Sub-Ledgers
Summary Reports
Trial Balance
Year -End / Account Detail History Report
Finance 7Y CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 16 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Uncashed Checks
Unclaimed Funds
Finance 5Y CA - CCP 1513 - (3Y)
CA - GOV 34090 - (2Y)
059 W-2 Reporting
W-2 reports used for calculating CalPERS buy-backs.

W-2 Reports Finance Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - LAB 226(a) - (3Y)
CA - LAB 1174(d) - (3Y)
CA - LAB 1197.5 - (LA2Y, LA3Y)
CA - UIC 1132 - (LA3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.30 - (3Y)
US - 29 CFR 1627.3(a) - (3Y)
US - 29 USC 436 - (5Y)
060 Accounts Receivable
Records and information related to the accounting of monies received by the City including payment for financial obligation.

Cash Records (cash disbursement, cash register receipts, cash receipts)
Receivables
Reimbursements from Other Agencies (e.g., FEMA, Mutual Aid, OES) Revenue from Taxes and Fees (card room taxes, gas taxes, permit fees, property taxes, sales tax, transient occupancy taxes, utility user taxes)
Uncollected Amounts
Warrant Register
Finance
Fire
Parking
PED
Recreation & Parks
Water
7Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
CA - LAB 1174(d) - (3Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 18 CFR 125.3(29) - (AC+4Y)
US - 24 CFR 570.502(a)(7)(i)(A) -
(AC+4Y)
US - 24 CFR 982.158 - (AC+3Y)
US - 26 CFR 31.6001-1 - (4Y)
US - 26 USC 6531 - (LA6Y)
US - 29 CFR 97.42 - (3Y)
US - 29 CFR 516.5 - (3Y)
US - 48 CFR 4.705-1 - (4Y; 2Y)Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 17 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Audits
Commercial Facility Files
Final Structure Inspections (including sprinklers, alarms, and other structure-associated equipment and materials)
Hazardous Materials History for Any Address
Inspections and Violations
Occupancy Files
Plan Reviews
Street Files
Fire Permanent CA - California Fire Code, 104.6 - (5Y or Life of Structure or Activity, whichever is
longer)
CA - 8 CCR 3204(d) - (AC+30Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
062 Fire Equipment
Records associated with fire protection, operations and emergency response equipment.

Apparatus Equipment Maintenance Records
Equipment Checks
Fire Breaks
Fire Alarm Plans
Inventory Records
Sprinkler Plans
Water Rescue Equipment Records
Fire Life*+2Y CA - 8 CCR 3203(b)(1) - (1Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1910.157(e)(3) - (Life of
extinguisher+1Y)
NFPA 1911.4.7.3 - (Life of Vehicle)
*Life of Equipment
063 Fire Investigations
Records associated with arson investigations
Evidence Files
Fire Origin and Cause Investigation Reports
Investigation Notes and Documentation
Photographs
Fire Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 799 - (PR)
CA - PEN 800 - (LA6Y)
CA - PEN 801 - (LA3Y)
064 Fire Prevention Programs
Records associated with the fire prevention services and programs.

Lien and Cost Recovery Information
Weed Abatement Files
Fire 5Y or Life of Activity
or Structure,
whichever is longer
CA - California Fire Code, 104.6 - (5Y or
Life of Structure or Activity, whichever is
longer)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
065 Station Activity Records
Records created and maintained for activities specific at the fire stations.

Station Logs
Equipment Maintenance Logs
Fire Incident Logs
Fire 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 18 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

ACRONYMS USED IN LEGAL CITATIONS
AC = While Active CU = Current Year CL = Closed D = Day FR = Final Resolution LA = Limitation on Action LI = Life (of program, asset) M = Month MA = Maturity MAINT = Maintain Records PR = Permanent S = Superseded T = Termination Y = Year 066 Asset Management, Maintenance and Inspection
Records related to the installation, inspection, management, and maintenance of City assets, including equipment, parks, streets, sidewalks, real property and infrastructure assets including:
- Facilities (buildings, dams, parking lots, swimming pools) - Generators (fixed, portable)
- Hydrants
- Parking meters
- Parks and park equipment, including playground equipment, trains, carousel - PAS, breathalyzers
- Pressure vessels
- Reservoirs (tanks)
- Self-contained breathing apparatus
- Streets
- Sidewalks
- Signs
- Storm drains and sewers
- Street lights
- Traffic signals
- Treatment plant equipment (pumping stations, sewer lift stations, motors) - Trees
Accident / Incident Reports
Air Quality Permits, Inspections and Certificates
Custodial Services
Equipment Permits, Certifications and Calibrations
Facility Inspections
Graffiti Cleanup Program
Inspections
Inventory Records
Landscaping
Maintenance Manuals
Maintenance and Repair Work Orders
Maintenance Reports (buildings, equipment, streets, sidewalks) Meter Checks
Operation Logs
Pesticide (treatments, applications)
Pool Chemical Readings and Treatments
Pump Monitoring
Security Cameras
Service Letters
Streets (alleys, highways, medians)
Underground Service Alerts (USA)
Utilities Cost Tracking
Fire
Field Services
Parking
Recreation & Parks
Transportation & Public
Works
Water
Life of Asset+4Y CA - AQMD Rule 1470 - (3Y)
CA - 3 CCR 6623 - (2Y)
CA - 8 CCR 3203(b)(1) - (1Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 4216.2(f) - (3Y)
CA - GOV 34090 - (2Y)
CA - HSC 25284.4 - (3Y)
067 Personnel Records
All documents related to paid employees (full and part-time), unpaid volunteers, and interns including but not limited to:
- selection/hiring
- assignments
- promotion
- demotion
- transfer
- layoff / recall / out-placement
- separation / discharge / resignation
- pay rates / other terms of compensation
- work authorizations
- benefit actions
- leave records
- job required trainings, including field office training Applications (employees hired)
Awards, Commendations, Certificates
Benefit Actions (enrollment, claims, changes, life events, retirement) Disaster Service Worker Oaths
Discipline Investigations (notes/backup documentation)
Driver Records (accidents, qualification files)
Employee Policy Acknowledgements
Final Disciplinary Actions
FMLA Leave Records
I-9 Documents & Immigration Supporting Documentation
Individual Employee Agreements, Contracts (copies)
Individual Education, Development, Training Records
LiveScan Fingerprint Records (from DOJ )
Job Offer Letters, Conditional Offers of Employment
Oaths of Office
Performance Evaluations, Reviews or PIPs
Personnel Action Forms (PAFs)
Personnel Background Packet
Personnel Complaints and Grievances (non-bargaining unit) Recognition
Records Pertaining to EE Driving Records
Volunteer Acknowledgements, Waivers, Executed Policy Receipts Fire
Human Resources
Separation+6Y CA - 2 CCR 11013 - (AC+2Y)
CA - GOV 3105(f) - (T+5Y)
CA - GOV 12946 - (T+4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 12965 - (LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 1198.5 - (T+3Y)
CA - LAB 2810.8 - (3Y)
CA - VEH 1808.1(c) - (1Y)
US - 8 CFR 274a(2) - (3Y or T+1Y,
whichever is longer)
US - 20 CFR 655.760 - (T+1Y)
US - 29 CFR 825.500 - (3Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 29 CFR 1627.3(b) - (T+1Y)
US - 29 USC 1059 - (T+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 41 CFR 60-1.12(a) - (AC+2Y)
US - 41 CFR 60-741.80 - (AC+2Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 19 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

ADA Accommodation Requests
CalOSHA Reports
Complaints (actions taken, resolutions)
Confined Space Entries and Logs
COVID Preparation, Cleaning and Inspection Records
Facility Inspections
Ergonomic Evaluations
Hazard Assessment Inspection Records
Incident and Accident Reports
OSHA Inspections and Citations (log 200, log 300, 301, 301A) Respiratory Fit Tests
Safety Checks, Audits
Safety Committee Meeting Records
Safety Reports
Workplace Monitoring
Fire
Human Resources
Risk Management
Water
8Y CA - 2 CCR 11013 - (2Y)
CA - 8 CCR 3203(b) - (1Y)
CA - 8 CCR 5157 - (1Y)
CA - 8 CCR 14300.33 - (6Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 12965 - (LA2Y)
CA - GOV 34090 - (2Y)
CA - LAB 6401.7 - (MAINT)
CA - LAB 6409.6 - (3Y)
CA - 29 CFR 1904.33 - (6Y)
US - 28 USC 1658 - (LA4Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
US - 42 USC 2000e-5(e)(1) - (LA300D)
US - 49 CFR 382.401(b)(1) - (5Y)
070 Hazardous Materials - Monitoring and Remediation
Planning, monitoring and contingency/emergency action plans for hazardous materials and waste, emergency and spill response, natural and exposure emergencies, notifications and response; environmental action plans and supporting documentation; hazardous communications plans, including labeling, SDS controls, training programs and procedures.

Employee Hazardous Chemical Exposure
Facility Monitoring
Hazardous Material Incident Reports
Hazardous Substances Shipping Manifests
Hazardous Waste
Proposition 65 Monitoring
Response Plans, Programs
Restoration Projects and Reports
Safety Data Sheets (SDS)
Site Mitigation & Remediation
Swimming Pool Chemicals (inventory, logs)
Toxic Substance Inventory
Water Sampling for Toxic Chemicals
Water Well Contamination
Fire
Water
While Active+30Y CA - 8 CCR 3204d - (CL+30Y)
CA - 8 CCR 14300.33 - (CU+5Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25160.8(c)(3)(D) - (AC+3Y)
US - 29 CFR 1910.1020 - (CL+30Y)
US - 40 CFR 141.33 - (10Y)
US - 40 CFR 141.91 - (12Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 20 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

NOTE: This category does not pertain to incident reports that become part of a Police case file.

Death Declarations
Emergency Medical Services Forms
Emergency Services
False Alarm Reports
Hazardous Waste Spills
Incident Reports
Investigation Reports
Mandated Reporting - Child abuse, Elder abuse
Patient Care Reports (PCR's)*/Refusal of Treatment/Release of Liability Forms
Sanitary Spills and Overflows (SSOs)
Strike Team Records
Suspicious Activity Reports (SARs)
Fire
Water
5Y CA - California Fire Code, 104.6 - (5Y)
CA - 13 CCR 1100.7 - (3Y)
CA - 22 CCR 100170 - (MAINT)
CA - 22 CCR 100171 - (MAINT)
CA - CCP 340.5 - (3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 11191 - (3Y)
US - 40 CFR 122.21(p) - (5Y)
US - 40 CFR 122.41(j) - (5Y)
072 Housing Program Files
Records and information regarding the City's activities to provide housing assistance, including:
- Affordable Homeownership Program
- Affordable Rental Housing
- Homeless Funding and contracts
- Rental assistance
- Housing Rehabilitation programs (e.g., CDBG, CalHOME) - Permanent Local Housing Allocation (PLHA) program
- Mobilehome Programs
(Note: For housing waiting lists, see category for Department Administration, 002.) Applications
Consolidated Plans, Action Plans and Consolidated Annual Performance Evaluation Reports (CAPER)
Correspondence
Density Increase Program Records
Emergency Loan Project Files
Funding Applications ( federal, state )
Home Improvement Project Files (loans, grants )
Homeless Services Contracts
Housing Allocation Plans (HAP)
Loan Amortization Schedules
Loan Set-up Documentation (includes real estate appraisals for funded loans )
Mobile Home Park Tenant Records (complaints, concerns ) Monitoring Files (MH, rent control, SEMAP )
Payoff Demands, Payoff Quotes
Permits
Reconveyances (deeds, full )
Rental Assistance Program Applications- Not placed/disqualified Rental Deposit Assistance
Resale Restrictions
Subordination
Substitution of Trustee
Tenant Files
Housing and Community
Services
While Active+5Y CA - 25 CCR 7721 - (MAINT)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
US - 24 CFR 5.514 - (5Y)
US - 24 CFR 91.105(h) - (5Y)
US - 24 CFR 92.508 - (CL+5Y)
US - 24 CFR 570.490(d) - (CL+3Y)
US - 24 CFR 570.502 - (CL+3Y, CL+4Y)
US - 24 CFR 884.214 - (3Y)
US - 24 CFR 908.101 - (AC+3Y)
US - 24 CFR 982.158 - (AC+3Y)
US - 29 CFR 97.42 - (3Y)
073 Benefit Plans
Plans established to provide employee benefits and associated administrative documents.

COBRA Rates, Records, Histories
Employee Benefit Plans
Group Insurance Cost Data
ICMA-RC 457 Deferred Compensation Plan
Summary Plan Descriptions
Human Resources Life*+6Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (AC+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
*Life of Plan or Benefit
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 21 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Confidential Memos
Costing
Ground Rules
Handouts
Information Requests
Negotiation Binders
Proposals - City
Proposals - Union
Human Resources While Active+4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (4Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.5 - (3Y)
075 Labor Relations Grievances
Documentation related to labor grievances filed under current collective bargaining agreements.

Grievance Files/Commission Hearing
Grievance/Hearing Logs
Union Grievances
Human Resources Final
Resolution+4Y
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (AC+4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 12965 - (LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 1602.31 - (CL+2Y)
US - 29 CFR 1627.3 - (3Y)
US - 29 USC 255 - (LA2Y)
076 Regulatory Reporting/Records for Human Resources
Official non-financial Human Resources reports issued by City organizations to comply with regulatory requirements.

DE-34
Drivers License Data - Class B - Reporting
DOT Drug Screening - Testing, Positive Reporting
EEOC Reports
Labor Reports
Human Resources 6Y CA - 2 CCR 11013(c)(1) - (2Y)
CA - 8 CCR 14300.33(a) - (6Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (1Y)
US - 29 CFR 1602.30 - (3Y)
US - 29 CFR 1602.31 - (2Y)
US - 29 CFR 1602.32 - (3Y)
US - 49 CFR 382.401(b) - (5Y for positive
results; 1Y for negative results)
077 Salary, Compensation
Documentation of job classification compensation.

Classification Studies
Compensation Plans, Planning, Analysis
Cost of Living Adjustments
Job Descriptions, Specifications
Job Evaluation Documentation
Wage Matrix
Wage Range History
Wage Surveys
Human Resources While Active+4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 12946 - (4Y)
CA - GOV 12960 - (LA3Y)
CA - GOV 34090 - (2Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1602.14 - (AC+1Y)
US - 29 CFR 1602.31 - (AC+2Y)
078 Risk Management - Workers Compensation
Documents pertaining to workers' compensation (may include records subject to HIPAA requirements).

Actuarial Reports
Claims
Incident Reports
Interactive Process Documents
Investigations
Medical Reports
Related Correspondence
TPA Reports
Workers Compensation Reports
Worker Status Reports
Human Resources
Risk Management
Final
Resolution+6Y
CA - 8 CCR 3204 - (T+30Y)
CA - 8 CCR 10102 - (Injury+5Y or
Closed+1Y)
CA - 8 CCR 14300.33 - (6Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
CA - LAB 5406 - (LA1Y; LA240W)
CA - LAB 5410 - (LA5Y)
CA - LAB 6401.7 - (MAINT)
CA - LAB 6409.6 - (3Y)
CA - 29 CFR 1904.33 - (6Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 22 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Audit Trail Files
Automated Logs
Change Management Case Files
Computer Usage Files
Data Breaches (notifications, reports, responses)
Data Sets, Extracted Data Summaries
Firewall
Special Access Approvals
Trouble Tickets
Usage Reports (summary, system)
User Access Records (passwords, security logs, user accounts, log- in files, data entry logs, accounts)
User Incident, Response Files
Information Technology 3Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
CA - CIV 1798.27 - (3Y)
080 Security, Access Operations
Records and information regarding physical access controls and protection for City buildings and facilities.

Access Controls
Access Reports
Daily Activity Logs
Facility Key Lists
Key Cards
Security Guards
Transaction Logs
Visitor's Logs
Information Technology
Transportation & Public
Works
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
081 Application, System Development and Maintenance
Technical documentation related to development of City technology processes, applications, or systems, as well as conversions, changes or modifications to existing applications or systems.

Business, Functional Requirements
Change Requests
Data Element Attribute Reports
Data Migration Documentation
Database Dictionary / Schema
End User Documentation, User Manuals
Hardware Configurations
Intranet
Network Circuits Inventories and Drawings
Network/Equipment Control Support Documentation
Source Code
System Documentation (codebooks, record layouts, reference guides, schematics, specifications)
System, Application Maintenance Documentation (hardware/operating system requirements, monitoring logs, operating manuals) Telecommunications System (telephones, voicemail)
Information Technology
Water Resources
Life*+2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
*Life of Application.
082 Fleet Management
Records related to the management and maintenance of City vehicles, including automobiles, buses, trucks, and forklifts.

Accident / Incident Reports
CHP BIT Inspections
Complaints, Service Requests
Maintenance and Repair Work Orders
Maintenance Reports (buildings, equipment)
Vehicles / Fleet Inspections
Maintenance
Transit
Life*+4Y CA - 22 CCR 66266.130(c)(5) - (3Y)
CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25250.18(b) - (3Y)
CA - VEH 34505.5 - (2Y)
* Life of Asset
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 23 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Parking Citations and Appeals
Parking Garages
Parking Master Plans
Parking Meters
Parking Reports
Parking Studies, Surveys
Residential Permit Parking Petitions
Parking Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (LA1Y; LA2Y; LA3Y)
CA - Law Enforcement Evidence and
Property Management Guide
084 Building Permits Not Issued
Records and information documenting applications for building permits where the permit was never issued.

Applications
Building Plans/Drawings - Commercial & Residential
Planning & Economic
Development
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
085 Building Plans, Building Permits, Appeals and Decisions Records and information documenting the building services provided by the City regulating commercial and residential property and developments, including those associated with fire rebuild and resilient City activities.

Annual Historical Reports of Building Permit Activity
Appeals
Applications, Declarations
Board of Building Regulations and Appeals
Building Codes
Building Inspections and Correction Notices
Building Permits (issued, active, expired, withdrawn, history) Building Plans/Drawings - Commercial & Residential
Calculations, Title 24, CalGreen
Cannabis Properties
Certificates of Occupancy
Inspection Record
Plan Checks
Solar Permits
Stop Work Notices
Underground Storage Removal
Planning & Economic
Development
Permanent CA - CBC 107.5 - (180D)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (Life of Building)
086 Code Enforcement and Abatement Case Files
Case files documenting compliance with City codes, including such issues as:
- Building without permit
- Vehicle related, e.g., abandoned, parking
- Yard/garage sales
- Graffiti
- Illegal dumping
- Vacant/abandoned buildings
- Property maintenance, nuisances
- Abandoned shopping carts
- Prohibited signage
- Home occupations
Certificates of Nuisance and Abatement
Citations
Compliance with Conditions of Approval
Inspections / Enforcement (business, residential)
Investigations
Notices of Noncompliance
Notices of Violation
Photographs
Planning & Economic
Development
Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - PEN 802 - (2Y)
CA - Law Enforcement Evidence and
Property Management Guide
NOTE: Records for repeat offenders may
be retained longer to document a history
of violations
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 24 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Appeals
Applications (General Application, Certificate of Appropriateness) Development Agreement (Amendment))
Area Plans
Binders of Historic Actions
Conditions of Approval
CEQA/Environmental Determinations (NOE, IS/MND, EIR)
Design Standards and Guidelines
Development Code
Development Plans
General Plan
Home Occupation Permits
Irrigation Plans
Maps (Zoning, Tract, Parcel )
Master Plans
Parklet Program Records
Planned Development
Project Log Index / Spreadsheet
Proofs of Publication
Sign Program
Soils Reports
Specific Plans and Neighborhood Plans
Studies (traffic, noise, parking, etc. )
Tree Permit, Zoning Administrator
Variances
Planning & Economic
Development
Transportation & Public
Works
Water
Permanent CA - 14 CCR 15095 - (Reasonable)
CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12981 - (FR+1Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
088 Cemetery Administration
Records and information documenting administration of the Santa Rosa Rural Cemetery.

Event Scheduling Recreation & Parks 3Y CA - BPC 7685.5 - (LA3Y) CA - BPC 7711.2 - (LA3Y)
CA - GOV 34090 - (2Y)
CA - HSC 8110 - (MAINT)
CA - HSC 8330 - (MAINT)
CA - HSC 8331 - (MAINT)
089 Cemetery Maintenance
Records and information documenting ongoing maintenance of the Santa Rosa Rural Cemetery.

Cemetery Plan
Graves
Interment (date of receipt, plot locations)
Maps of Gravesites
Niches
Owner Information
Plots
Recreation & Parks Permanent CA - BPC 7685.5 - (LA3Y)
CA - BPC 7711.2 - (LA3Y)
CA - GOV 34090 - (2Y)
CA - HSC 8110 - (MAINT)
CA - HSC 8330 - (MAINT)
CA - HSC 8331 - (MAINT)
090 City Art Program
Records of the collections and exhibits of the City's art program.

Collection Inventories
Deeds of Gift
Exhibit Records
Exhibitor Releases
Recreation & Parks While Active + 4Y CA - CCP 337 - (LA4Y) CA - GOV 34090 - (2Y)
091 Recreation and Parks Facility Rentals
Records and information documenting rental arrangements for the City's parks and recreational facilities, including the golf course.

Facility Rentals (use applications - approved and unapproved, permits, reservation books, insurance certificates, users, reports) Luther Burbank Home & Gardens (non-historical materials) Recreations and Parks 5Y CA - CCP 337 - (LA4Y)
CA - CCP 338 - (LA3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 25 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Adult and Senior Services / Programs / Classes
Applications
Day Care
Golf Course
Kid Zone
Park Administration Records (project administration, proposals, public meetings, notes, correspondence, planning design reviews) Program/Class/Leagues
Program/Event Evaluations
Recreation Schedules
Registrations Forms
Special Events
Sports Team Rosters
Summer Camp
Trips, Tours
Waivers
Withdrawal Forms
Recreations and Parks 5Y CA - 22 CCR 65523 - (2Y)
CA - 22 CCR 101221 - (CL+3Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
093 Employee Medical, Exposure Records
Documents pertaining to medical records of City employees, including exposure to hazardous substances (includes employee records subject to HIPAA requirements).

Employee Hazardous Exposure Records
Exposure Monitoring
Personnel Files - Medical
Pre-employment Physicals
Respiratory Fit Tests
Toxic Substance Exposure Records
Risk Management Termination + 30Y CA - 8 CCR 3204(d) - (T+30Y) CA - 8 CCR 14300.33 - (6Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 12946 - (AC+4Y)
CA - GOV 34090 - (2Y)
CA - LAB 5410 - (LA5Y)
CA - 29 CFR 1904.33 - (6Y)
US - 29 CFR 1910.95 - (2Y)
US - 29 CFR 1910.1020 - (T+30Y)
094 Insurance Policies - General Liability, Workers Compensation Excess Liability Records detailing the City's insurance policies, including:
- Benefits (e.g., health, dental, vision)
- Excess liability
- General liability
- Property
- Workers compensation
Certificates of Insurance
Completed Applications
Insurance Policies
Property Appraisals
Risk Management While Active+5Y CA - 22 CCR 3267-2 - (MAINT) CA - CCP 337 - (LA4Y)
CA - GOV 8546.7 - (CL+3Y)
CA - GOV 34090 - (2Y)
095 Transit Programs and Services
Records and information of the City's transit programs and services.

Audits (DMS, CHP)
CityBus
Dial-A-Ride
Routes
Schedules
Transit While Active+4Y CA - GOV 34090 - (2Y)
US - 2 CFR 200.334 - (CL+3Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 26 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Automated License Plate Reader
Building Security Recordings
Facility Security Footage
In-Car Video
Interview Rooms
Transit Video (inside and outside of buses)
Transit
Transportation & Public
Works
1Y* CA - GOV 34090.6 - (Routine Video: 1Y)
* Exception: If recordings are evidence in
any criminal prosecution, claims filed,
potential claims or any pending litigation,
they shall be preserved for 100 days after
the conclusion of the court action.
097 Traffic and Transportation Planning
Records and information of traffic engineering and transportation planning activities, including studies and surveys.

ADA Compliance (ramps, sidewalks)
Functional Classification Maps
Regional Agency Coordination
Surveys (engineering, speed, traffic)
Traffic Control Plans
Traffic Counts/Surveys
Traffic Management Plans
Traffic Signals
Transportation & Public
Works
5Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
098 Traffic Control and Improvement
Records and information related to the City's efforts to manage and improve traffic and circulation.

Bicycle Lanes and Trails
Investigations
Special Event Coordination
Temporary Street Closures
Traffic Signal Timing & Coordination
Transportation & Public
Works
2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
099 Building, Property Management
Records and information regarding the structure of City buildings.

As-Built Blueprints
Construction Records
Electrical Wiring Schematics
Floor Plans
Project Specifications
Property Inventory
Service Requests
Utility Consumption Tracking
Transportation & Public
Works
Life*+10Y CA - CCP 337.1 - (LA4Y)
CA - CCP 337.15 - (LA10Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 19850 - (LI)
* LI = Life of Building or Facility
100 Traffic Legends, Signals and Signs
Records and information of the locations and inventory of the City's traffic legends, signals, and signs.

Traffic Legends
Traffic Signals
Traffic Signs
Transportation & Public
Works
Permanent CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
101 Industrial Waste User Files - Categorical / Heavy Industry Records and information associated with monitoring industrial wastes from categorical and heavy industry users.

Administrative Compliance Orders
Applications
Business Environmental Compliance Permit
Correspondence
Inspections,
Lab Cost Accounting
Lab Testing
Notices of Violations
Permits
Responses
Self-monitoring
Water Permanent CA - CCP 340.8 - (LA2Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 40 CFR 122.21(p) - (5Y)
US - 40 CFR 122.41(j) - (5Y)
US - 40 CFR 122.44 - (3Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 27 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Administrative Compliance Orders
Applications
Business Environmental Compliance Permit
Correspondence
Inspections,
Lab Cost Accounting
Lab Testing
Notices of Violations
Permits
Responses
Self-monitoring
Water Expiration of
Permit+3Y
CA - CCP 340.8 - (LA2Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
US - 40 CFR 122.21(p) - (5Y)
US - 40 CFR 122.41(j) - (5Y)
US - 40 CFR 122.44 - (3Y)
103 Waste Water Treatment Operations
Records and information associated with the City's waste water treatment plant.

Daily Operating Documents (logs, diaries, checklists)
Digester Gas Records
Effluent Flow, DO pH Conductivity Records
Influent Records (flow, pH)
Lab Testing
Management Plans and Audits (Sewer System Management Plans (SSMP), Sanitary Spills Overflow Prevention Plan (SSOPP), Sanitary Sewer Overflow Response Plan)
Operating Permits
Reporting (operating, production, work status)
Source Control / FOG (fats, oil and grease) - Cases
Spills, Unauthorized Discharges
Water 5Y CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 34090 - (2Y)
US - 40 CFR 122.41(j) - (5Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 403.12(e)(3)(v) - (AC+3Y)
104 Water Billing
Records and information regarding the billing of customers for City water services.

Appeals - Payment Delinquency & Impending Discontinuation Authorizations for Automatic Withdrawals
Bankruptcies
Billing Account Modifications
Billing Adjustments
Collection Agency Assignments / Unpaid Accounts
Move In/Out Service Orders
Non-payment Notices / Notice of Payment Delinquency & Impending Discontinuation (Initial, Final)
NSF Checks / Adjustments to Customer accounts
Payment Plans (amortization, alternative payment plans, deferrals, etc.)
Report of Annual Discontinuations of Residential Service Water While Active + 4Y CA - CCP 337 - (LA4Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
105 Water Connections and User Support
Records and information of the City's activities to provide water services to the community.

Construction Meter Permits
Customer Service Orders
Meter Readings
Usage Reports
Water While Active + 2Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y) CA - GOV 34090 - (2Y)
106 Water Drainage Management
Records and information documenting the operations and maintenance of the City's storm drains, pump stations and drainage ditches.

Drainage Ditches
Pump Stations
Recharging
Storm Drains
Water 4Y CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
US - 40 CFR 122.44 - (3Y)
Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 28 City of Santa Rosa - Retention Schedule
Record No. Record Name and Description Example Records Office of Record Retention Legal Citations and Comments

Air Pollution Control Permits
Audits and Audit Reports
Backflow Prevention
Biosolids
Capacity Documents
Compliance Reporting (EPA, NPDES, pretreatment, SUSMP ) Cross Connections
Distribution Reporting
Inspections
Lab Reports (Soil Control, Salmonella )
Lift Stations
Monitoring and Testing (chains of custody, chronic toxicity, well water, smoke testing, stormwater, water quality, runoff)
NPDES Permits (applications, renewals)
Precipitation Data (rain gauge measurements)
Pretreatment/Industrial Waste
Reclamation
Sanitary Surveys
Sewage, Sludge
Standards and Specifications
Trunk Sewers
Waste Water (lab groups, reports to state )
Water Quality Management Plans (WQMP), Tests,
Water Service Orders (on/off )
Water Treatment
Wells, Well Treatments, Standby Wells
Water 15Y CA - 22 CCR 64470 - (10Y)
CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)
CA - GOV 945.6(a)(2) - (LA6M; LA2Y)
CA - GOV 34090 - (2Y)
CA - HSC 25244.19 - (4Y)
CA - HSC 25244.20 - (4Y)
CA - WAT 13263.2(b) - (3Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21(p) - (5Y)
US - 40 CFR 122.41(j) - (5Y)
US - 40 CFR 141.33(1) - (5Y; 10Y)
US - 40 CFR 141.91 - (12Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)
*Indicates extended retention at City Attorney and/or City Clerk request.

Note: The Police Department maintains its own Records Retention Schedule in compliance with Sonoma County Public Saftey Consortium.

Contact the Santa Rosa Police Department with any questions. Page 29

Santa Rosa City CouncilJune 6, 2023

Santa Rosa City Council
June 6, 2023